Who Needs Which Roles in J1 Web Advising?
J1 Web advising has roles for advisors and roles for administrators. Make copies of the roles to customize to suit your school's needs. Leave the default roles as they are as a template for more copies as needs develop.
For many schools, most advisors are primary or secondary advisors. Primary advisors have advisees assigned to them directly. Secondary advisors have advisees assigned because of their major or team or organization. Some schools have an advising center whose advisors need access to all students. There are roles for each of these situations.
A person can be either a primary or secondary advisor, or they could be the primary advisor to some students and a secondary advisor to others.
Create one or more copies of the Primary Advisor - Access to Assigned Students role, and assign primary advisors to them.
For secondary advisors, there are several default roles to copy and assign advisors to:
Secondary Advisor - Access to Students by Academic Program
Secondary Advisor - Access to Students by Athletic Roster
Secondary Advisor - Access to Students by Campus Location
You can make roles for specific academic programs, teams, or locations or keep them general. For example, you could have secondary roles for each major, each team, and each campus, or you could divide them in different ways, such as head and assistant coaches or majors and minors.
Tip
If you want any advisors to be able to register their advisees and drop them from courses, put them in advisor roles that have the following permissions selected:
Can register advisees
Can drop courses for advisees (Permission to drop is also permission to withdraw.)
For details, see the Permissions to Allow Advisors to Register, Drop, and Withdraw Students topic.
The Advising - Access to All Students role has the same permissions as the secondary advisor roles, but users in this role have access to all students. You might assign this to advisors in the advising center or to the advising module manager. This role can also be used for administrators, but you can modify the permissions to give the right kinds of access for advisors.
The main advising administrator's role is the Academic Advising Module Manager role. This role has permissions for many administrative tasks, including roles and settings, advising cycles, academic plans, advising trees, student records, and managing blocks on advising pages.
The Advising - Access to All Students role can also be an administrator's role. It gives the administrator access to advisors and advisees, including advisees' goals, scores, holds, academic plans, and graduation status, as well as advisors' rosters.
The module manager could have both roles, or you could divide the roles among several people. You could make several copies of a role, and divide the permissions differently for each copy.
For example, one of the Advising - Access to All Students roles could grant permissions to aid in student success (retention risk status, financial aid status, holds, graduation status, etc.), and another Advising - Access to All Students role could grant permissions for the registration process (clear to register, perform registration approval, edit academic plans).
Make copies of the roles you'll use for administrators and advisors.
Tip
We recommend using copies of roles rather than the original templates. You can make as many copies as you need to suit your specific needs, and it keeps the original templates intact. For example, you might make copies of the Secondary Advisor - Access to Students by Athletic Roster for each team.
Decide how many copies to make of each role. For administrators, some schools assign a single administrator to both the Academic Advising Module Manager and the Advising - Access to All Students roles. But you can assign the roles as appropriate, and even assign copies with different permissions to different people.
From the Advising Administration hub, click the Hub options drop-down.
Select Settings and Roles and then Advising Roles. The Academic Advising Roles page opens.
Copy the Academic Advising Module Manager role:
On the Academic Advising Module Manager role's row, click the Options drop-down, and select Copy. The Copy Role page opens to the Choose Template stage.
Edit the New Role Name field and the New Role Description field to suit your purposes.
Click the Save and continue button. The Copy Role page advances to the Define Access stage.
Select or deselect the checkboxes for permissions.
Click the Copy role button. The role is saved, and the Academic Advising Roles page reappears.
Repeat the steps to make more copies as necessary.
Repeat Step 4 for the Advising - Access to All Students role. Make as many copies as you need. For advisors, make copies of the Primary Advisor - Access to Assigned Students role and of the Secondary Advisor roles as needed.
Follow the steps below to add users and modules to the role.
Decide who should have each of the administrator roles.
On the Advising Administration hub, click the Hub options button.
Select Settings and Roles and then Advising Roles. The Academic Advising Roles page opens.
Assign the Academic Advising Module Manager role:
On the Academic Advising Module Manager role's row, click the Options drop-down, and select Edit. The Edit Role page opens to the Permissions tab.
If you want to change any permissions, click the Edit button. Make your changes, and click the Save button.
To add users to the role:
Click the Users tab. If the users who need this permission aren't there, click the Add to Role button. The Add to Role pop-up opens.
Begin entering the advisor's name or ID, and select it from the list.
Click the Add to Role button. The advisor is added. Repeat to add other advisors.
To give the role access to communications in the Advising module, click the Module Access tab. On the rows for Advising and Advising Meeting, click the buttons so they say Yes.
Tip
Selecting the Advising module grants access to communications in Advising in general. Selecting the Advising Meeting module grants access to communications connected with Advising Meeting Notes.
Tip
You may also want to grant administrator roles access to communications in other modules such as Registration.
Repeat the steps for the Advising - Access to All Students role.
Decide who should have each of the advisor roles.
On the Advising Administration hub, click the Hub options button.
Select Settings and Roles and then Advising Roles. The Academic Advising Roles page opens.
On a role's row, click the Options drop-down, and select Edit. The Edit Role page opens to the Permissions tab.
If you want to change any permissions, click the Edit button. Make your changes, and click the Save button.
To add users to the role:
Click the Users tab. If the users who need this permission aren't there, click the Add to Role button. The Add to Role pop-up appears.
Begin entering the advisor's name or ID, and select it from the list.
Click the Add to Role button. The advisor is added. Repeat to add other advisors.
To give the role access to the Advising module, click the Module Access tab. On the rows for Advising and Advising Meeting, click the buttons so they say Yes.
Tip
Selecting the Advising module grants access to Advising in general. Selecting the Advising Meeting module grants access to Advising Meeting Notes.
For secondary advisor roles, associate the role with an academic program, a team, or location.
Click the Associations tab.
In the Student group or Athlete group drop-down, select an option (sport, location type or program type). The list for the selected option opens.
In the Access column, click the button to make it say Yes for the programs, teams, or location you want the role associated with. Advisors will have access to students in those programs, teams, or locations.
Repeat the steps for other roles.
The system uses the Sports Tracking window in Desktop. So to use the Secondary Advisor - Access to Students by Athletic Roster role, you must assign students to teams in Sports tracking.
Note
In a future release, the role will switch to using the Student Activities features in J1 Web.
The system uses information from the student's active programs on the Student Information Details page, Program tab.
If you select Assigned Location, the system checks the student's Campus on the Student Information Details page, General Information tab.
Advisees are assigned directly (not through an association with a team, program or location) either manually on the Manage Advisees page or automatically on the Automated Advisor Assignments page.
No. All advisors assigned to a secondary role share the advisees assigned by the association. For example, if the Baseball Coach role has 3 advisors and 30 students, all 3 advisors have access to all 30 students.
By contrast, the Automated Advisor Assignments page lets you create advisor sets and use a number of settings to divide advisees among advisors. But that's for assigning primary advisors only.
The Manage Advisors page shows a list of all users who are in at least one advisor role. From each advisor's row, you can view their advisee list.
The Manage Advisees page shows a list of all students who have at least one advisor assigned. From each advisee's row, you can view their advising team.