Year / Term / Subterm Setup for Advising Cycles
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
After an advising cycle is created, it needs to be associated with specific Registration Control Groups in a specific year/term (or year/term/subterm). Then the Registration Control Group in that year/term (or year/term/subterm) must be designated as Ready for Advising Cycle.
Note
Registration Control Groups are also called Web Registration Groups, Tel/Web Groups, and Registration Groups. They're categories of students for organizing registration: who can register when with what restrictions and/or approvals and clearances. Advising cycles are part of that organization strategy, so they're assigned to specific Registration Control Groups in specific year/terms and year/term/subterms.
An advisee is assigned to a specific Registration Control Group.
Click the universal Search icon
.Select System Page.
In the field begin typing Year / Term / Subterm. Select Year / Term / Subterm Definitions from the list. The Year / Term / Subterm page opens.
Select the checkbox for a year / term.
Click the Options drop-down, and select Year / Term Control for Registration Control Groups. The Year / Term Control for Registration Control Groups pop-up opens. If there are already records, they appear in the spreadsheet.
If you need to add a record, click the Create definition button. A new row appears in the spreadsheet with the year/term prepopulated.
Select a Registration Control Group from the drop-down.
Make selections in the other fields as needed. The add and drop dates, withdrawal options, registration clearance, advisor approval, and plan sensitivity are important for advising.
Select an Advising Cycle.
Select the checkbox for Ready for Advising Cycle.
Click the Save icon
. Your changes are saved.To close the pop-up, click the Close icon X.
Follow the instructions for a Year/Term, but select the Subterm Control for Registration Control Groups.
The Year / Term (/Subterm) has add and drop dates, and each Registration Control Group might have different add/drop dates in the term or subterm. Those dates are for students adding and dropping courses themselves in the Campus Portal.
But you can assign different dates—override dates—for advisors to add and drop student courses.
On the Year / Term / Subterm Definitions page, select the checkbox for a year/term.
Click the Options drop-down, and select Advisor Add / Drop Date Overrides. The Advisor Add / Drop Date Overrides pop-up opens.
Select the Year / Term. (You can begin typing a year / term to narrow the list.)
In Advisor / ID, begin typing an advisor's name or ID, and select from the list.
In all the date fields, the term or subterm's dates appear. Edit them to the dates you want for advisors.
Click the Save icon
. Your changes are saved. To close the pop-up, click the Close icon X.