NOTE: The blue underlined text indicates a hyperlink that is only functional when viewing this document as an online book. These hyperlinks are not supported in the PDF version of this document.
The information contained within Getting Started with Student explains the functionality delivered with this CRM. We recommend that you take the necessary time to read Getting Started with Student and understand its content to ensure your success with its configuration, installation, and implementation.
Advisor Meetings allows students to search for and view scheduled meetings with their advisors. To search for an advisor meeting during a specific time period, enter the start date and end date into the fields provided or click the calendar icon to select a start and end date. If no start or end date is provided, the portlet will show all scheduled advisor meetings for the user.
Advisor Meetings also provides advisors with the ability to view, create and update meeting schedules for all of their advisees. The advisor can search for scheduled meetings as described above. If the user is logged in as an advisor, Add and Delete buttons will also be visible, which advisors can use to manage meetings with their advisees.
Course History displays the courses the student has taken at the University. The courses are organized by Term and Course Code. Title, Division, Credits, Credit Type, Grade and Requirements are all shown in the Course History table.
The Course Needs portlet allows students to view the courses they will need to take to complete their selected program. Advisors can also view this information for their advisees through the Advisee Roster portlet. This portlet is used by the Major Exploration and What If Scenarios portlet to provide students and advisors with information on what would be needed to complete a major, minor or other program should the student change their major.
The purpose of Course Needs is to provide information on what a student has yet to complete for their selected (or projected) program. All required course and group requirements that have not been satisfied are displayed, indicating how much credit needs to be earned to complete the requirement as well as the current status of the requirement. If it is a category or group requirement, the user is also able to view those elements required by the group requirement. For each course requirement displayed, the user can view any current course offerings that would satisfy the requirement.
Course Schedules is a robust portlet that allows the user to view a list of classes the institution offered or is offering for a selected Year and Term (a single Session).
When the user is logged in as a Student and the Course Schedules portlet is accessed from a context where the Student role is required, the user gets a default screen that shows different fields including the courses in which the student is already enrolled. The Student is able to access the Add/Drop Courses screen where the Student can register for a course. The Student can also access the Advanced Course Search screen where a variety of criteria can be selected to filter the list of courses by location, department, days of the week, time, course method, Faculty and so on.
When accessed from the public view, the user can view course information and certain courses can be made available for Public Registration. The user must log in to register for a Public Registration class. If the user does not have a username and password, a link on the logon screen allows the user to use the Public Registration portlet to apply for a login and password. The Account Notification portlet will send the user the login and password information, which the user can use to register for Public Registration courses.
In order for "Guest" to be able to login to enroll in the Public Registration courses, the JICS Administrator must place the Public Registration portlet and the Course Search portlet in the same "Guest" role context.
When the user reaches the Results screen displaying Course Schedules, the user is able to click on links to view information about the course including other courses in the department and information about the Faculty.
The Course Schedule portlet allows for additional controls related to adding and dropping courses.
In the Setup menu for CRM Faculty, the school can indicate that students cannot register until a Web Registration Hold flag has been cleared.
In the Setup menu for CRM Faculty, the school can indicate that flagged Students can register only with a "Reserved" status. For those students could use the Course Schedules portlet to Add courses that would remain in a Reserved status until the Advisor approved the registrations.
Schools can also flag courses as courses for which payment must be made before the registration status becomes "Current."
Degree Audit provides information to users performing a degree audit for a student, whether a registrar, dean, advisor or the student himself, conducts the audit. This portlet provides a great deal of information to properly verify that a student is on track for graduation. It is therefore recommended for use only by individuals very knowledgeable about the advising system, including registrars, deans and possibly advisors who are very familiar with the advising system.
While similar to the Course Needs portlet, Degree Audit provides a much more detailed view of what the student needs to complete their selected program. Required courses, categories and other requirements are displayed, indicating how many credits will be earned to complete the requirement as well as the current status of the requirement. If the requirement is a category or group requirement, the user can view those elements that compose the category or group requirement. For each course requirement, the user can view any current course offerings that would satisfy the requirement.
The Financial Aid Administration portlet allows financial aid personnel to see financial aid awards or missing/received documents for a selected student. This portlet calls screens from the Course Authorizations, Financial Aid Awards and Financial Aid Document Tracking portlets.
The Financial Aid Awards portlet allows Students, Advisors or Financial Aid Administrators to view the Financial Aid awards for that student.
Financial Aid Document Tracking
Financial Aid Document Tracking displays both the documents the Financial Aid office has received from the student and a list of the missing documents needed to process the student's Financial Aid application.
The GPA Projection portlet allows students to enter possible grades for their current classes and predict their term GPA and overall GPA. Students can also use this portlet to provide two of three possible variables (Additional Credits, Average GPA for Additional Credits and Resulting GPA) and use these variables to calculate the third variable.
The Grade Report portlet allows students to display and print their grades for a selected Year and Term (a single Session). The user can also print a custom Grade Report if the portlet is configured to do so.
Major Exploration and What If Scenarios
Major Exploration and What If Scenarios allows students to view requirements for selected courses, and if configured, to apply completed courses towards any of the programs the institutions offers.
This portlet uses some of the screens from the Course Needs portlet to provide students with information on what is required to complete the selected program. All required course and group requirements that have not been satisfied will be displayed, indicating how much credit needs to be earned to complete the requirement and the current status of the requirement. If there is a category or group requirement, the user will be able to view those elements that are required to complete the requirement. For each course displayed the user will be able to view any current course offerings that would satisfy the requirement.
The My 1098-T Info portlet allows a student or their parents to view 1098-T information that has been accumulated for a given calendar year in preparation for claiming tuition paid as a tax deduction. The portlet allows the user to view preliminary Financial Aid, charges and posted transactions.
The My Account Info portlet allows the student to view their current balance as well as a list of all prior transactions on their account. This portlet is composed of three parts:
The student can use My Account Balances to view the current amount due and includes a link to make a payment, if payment is due, as well as access to the Course and Fee Statement. If the student clicks on the account balance, he can view all transactions against his account.
Course and Fee Statement generates a printable statement in .pdf format.
If you have Must Pay Courses that have not been paid, this link will be available. Once the Must Pay Course is paid, the registration status changes from 'R' (reserved) to 'C' (current).
Student will not be able to view their account information while the Business Office runs a recalc on the system.
The Public Registration allows non-students to submit their personal information to the ERP for review, assigns a Student ID and grants them the Student role so they can register for classes.
Resident Information allows a Student to view his room assignment, room type, mailing address, assigned telephone number and roommate(s) by session.
The Room and Roommate Preferences portlet allows the Student to indicate their preference to have another student as a roommate, see another student's request for them as a preferred roommate and accept or deny that request. Students can also indicate a preference for the type of room in the residence hall, request a specific room and prioritize those requests.
This portlet is composed of three sections:
In the Preference Choices section, the student can select the preferred room type and determine if they wish to be available for selection as a roommate preference.
In Room Preferences, the Student can select a new room preference based on the campus and building as well as a specific room, if they choose to. Once one or more rooms are selected as preferences, the Student will be able to prioritize their room preferences.
In the Roommate Preferences section, the Student may add a new roommate preference by ID number (which includes a link to the Advanced Name Search portlet). The student can also view the status of their roommate preference and accept another Student as a roommate preference.
Student Schedule allows Students to view their Student Schedule for a given Term and Division. The student can view different Terms and Divisions for which they have courses, but they can only view courses that they are currently registered for.
The Student Survey portlet is used to collect survey responses from students on various topics, such as student housing, roommate preferences, etc. The data collected is then processed by the ERP.
The Unofficial Transcripts portlet displays GPA information and detailed course information by division and term, as would an official transcript.
The Vehicle Information portlet displays information on the Student's vehicle description, assigned parking location, type of permit, permit number, permit expiration date, license plate and notes any parking violations for that Student.