Setup Steps for EX Faculty

In order to successfully implement Faculty, the following steps should be performed in the order in which they are listed. Some steps are performed in EX, and other steps are performed in the specific JICS Faculty portlet.

NOTE: Your JICS Administrator has already defined roles that have access to individual portlets via the Allow Access check box (Site Manager link, Global Portlet Operations Edit link). For more information about the Allow Access global operation, see the Getting Started with JICS.

Select the individual who will have Student Administrator privileges and add that role to their ID Number (EX, Web Administration module, Access Permissions, Group Membership).
Select the individual who will have Advisor Administrator privileges and add that role to their ID Number (EX, Web Administration module, Access Permissions, Group Membership).
Retrieve from EX the login and password for these individuals, and provide these individuals with this information. This information can be sent via the Account Notification portlet if you wish.

Open the Common module.
Open the Maintain Config Table window (Task, Configurations, Maintain Configuration).
Locate the following rows and set Type to Y (ENABLED):

Module	Function
JICS	BASE
JICS	FACT

Registration Configuration Window
Open the Registration Configuration window (RE, Admin, Task, Configuration, Registration Configuration).
- At the bottom of the Registration Configuration tab:
Grade Notes are created by associating a specific type of attribute to a student. This attribute will display as a Grade Note in Grade Entry in EX and/or JICS according to the value selected from the Grade Notes drop-down:

Choose W if you want Grade Notes to display only in Web Grade Entry.

Choose E if you want Grade Notes to display only in EX Grade Entry.

Choose G if you want Grade Notes to display in both Web and EX Grade Entry.

Choose N (default) if you do not want Grade Notes to be displayed.

GRNEW, GROLD, and GRD* attributes associated with the student will display in Grade Entry based on the setting selected above. Dates of the attribute are also honored. If there are multiple GRNEW, GROLD, and GRD* notes, only the one with the latest date will display.
Year Term Subterm Window
You can define a date range in which faculty can enter grades. If you do not set these date ranges, faculty can enter grades at any time.

You can also control which faculty members can enter grades by selecting the appropriate value in the Web Grading Rights column on the Faculty tab of the Courses window or the Faculty Load window in EX.
- Open the Year Term Subterm window (RE, Admin, Task, Common Tables, Year Term Subterm Definition).
- In the appropriate Year Term row on the Year/Term tab, set the appropriate value in the following columns:
First Web Final Grades Date - Enter the date and time (for example, 01/01/2006 03:00 PM) that faculty can begin to enter final grades in the Grade Entry portlet in JICS.

Last Web Final Grades Date - Enter the date and time (for example, 01/15/2006 03:00 PM) that faculty can no longer enter final grades in the Grade Entry portlet in JICS.

First Web Midterm Grades Date - Enter the date and time (for example, 03/01/2006 03:00 PM) that faculty can begin to enter midterm grades in the Grade Entry portlet in JICS.

Last Web Midterm Grades Date - Enter the date and time (for example, 03/15/2006 03:00 PM) that faculty can no longer enter midterm grades in the Grade Entry portlet in JICS.
- In the appropriate Year Term Subterm row on the Year/Term/Subterm tab, set the appropriate value in the following columns if your institution uses subterms:
First Web Final Grades Date - Enter the date and time (for example, 01/01/2006 03:00 PM) that faculty can begin to enter final grades in the Grade Entry portlet in JICS.

Last Web Final Grades Date - Enter the date and time (for example, 01/15/2006 03:00 PM) that faculty can no longer enter final grades in the Grade Entry portlet in JICS.

First Web Midterm Grades Date - Enter the date and time (for example, 03/01/2006 03:00 PM) that faculty can begin to enter midterm grades in the Grade Entry portlet in JICS.

Last Web Midterm Grades Date - Enter the date and time (for example, 03/15/2006 03:00 PM) that faculty can no longer enter midterm grades in the Grade Entry portlet in JICS.
- The Year Term Subterm dates are honored over the Year Term dates for courses associated with a subterm.
Grades Window
- Open the Grades window (RE, Admin, Task, Grade, Grades).
- In the Details group box, choose WEB in the Show on Web drop-down if you want this grade to be available for selection by the faculty in the Grade Entry portlet and the advisors or students in the GPA Projection portlet in JICS.

Open the Registration Configuration window (RE, Admin, Configuration, Registration Configuration).
Click the Configuration Table tab.
Select the Use Course Authorization check box.
Save.
Open the Faculty Information window (RE, Admin, Staff, Faculty).
Select the Can Grant Capacity Authorization check box for each faculty member who will be able to authorize in JICS that selected students can register for a course in spite of the Course Capacity error that occurs at the time of registration.
Save.

Open the Maintain Advisor window (AV, Admin, Task, Advisors, Maintain Advisors).
Search for the appropriate Advisor by entering search criteria and clicking the Find Now button.
In the Course Authorizations group box, select the Can Grant Course Requisite Authorizations check box if you want to allow this advisor to authorize in JICS that selected students can register for a course in spite of the requisite error that occurs at the time of registration.
In the Course Authorizations group box, select the Can Grant Schedule Conflict Authorizations check box if you want to allow this advisor to authorize in JICS that selected students can register for a course in spite of the schedule conflict error that occurs at the time of registration.
Save.

After you log in as the JICS administrator, click on the Site Manager link.
On the Site Settings tab of the Site Manager screen, locate the Global Portlet Operations option.
Click the Edit link or icon () to display the list of portlets. Portlets that have global operations are displayed as links; portlets with no global operations will be displayed in plain text.
Click on the following portlet links to select the roles who will have the Can Admin Global Settings permission:

Course Authorization
Grade Entry
Faculty Course Control

When you select check boxes for particular roles, the Setup menu will be available for persons with these roles. Typically, this permission would be given to the Advisor Administrator role; however, you can give access for the global settings to any role.

After you log in as the JICS administrator, click on the Site Manager link.
On the Site Settings tab of the Site Manager screen, locate the Global Portlet Operations option.
Click the Edit link or icon () to display the list of portlets. Portlets that have global operations are displayed as links; portlets with no global operations will be displayed in plain text.
Locate and click on the Advisor Meetings portlet link.
Select the Can the user change the global settings check box for each role that will be able to make changes to the global settings.

Select the Is Advisor column for each role that will operate in the capacity of an Advisor. Only these users will be able to set up meetings with advisees.

Click the Save button.

After you log in as the JICS administrator, click on the Site Manager link.
On the Site Settings tab of the Site Manager screen, locate the Global Portlet Operations option.
Click the Edit link or icon () to display the list of portlets.
Click on the following portlet links to select the Allow Access check box for the Advisor role if you want the Advisor role to have access to information in the portlets:

NOTE: See the Getting Started for Student for details on how to set up these portlets.

Course History
Course Needs
Course Schedule
Degree Audit
Financial Aid Awards
Financial Aid Document Tracking
GPA Projection
Grade Report
Major Exploration and What If Scenarios
Resident Information
Unofficial Transcript

If the Advisor role does not have the Allow Access granted to one of the above portlets, the portlet link will not display in Advisee Roster.

These settings can be done by the Student Administrator and/or Advisor Administrator, depending on which role you want to do the setup. These settings will be applied to all instances (copies) of the portlet, regardless of which portlet page the portlet is on.

Grade Entry
- Click the Setup menu link from the Grade Entry portlet and set the following options:
Use Midterms

Select the Use Midterms check box if your institution allows faculty to enter and display midterm grade information. This allows a Midterm Grade column to display on the Update Student Grades screen.

Clear the Use Midterms check box if your institution does not allow faculty to enter and display midterm grade information. If this check box is cleared, columns and text related to midterm grades will not be displayed on the Update Student Grades screen.

Allow Absence Entry

Select the Allow Absence Entry check box if your institution allows faculty to enter and display the number of absences for students. This allows an Absences column to display on the Update Student Grades screen.

Clear the Allow Absence Entry check box if your institution does not allow faculty to enter and display the number of absences for students. If this check box is cleared, columns and text related to absences will not be displayed on the Update Student Grades screen.

Allow Clock Hours Entry

Select the Clock Hours Entry check box if your institution allows faculty to enter and display the number of clock hours that students attend class. This allows a Clock Hrs column to display on the Update Student Grades screen.

Clear the Clock Hours Entry check box if your institution does not allow faculty to enter and display the number of clock hours that students attend class. If this check box is cleared, columns and text related to clock hours will not be displayed on the Update Student Grades screen.
- Click the Save button.
Facility Schedules

From the Course Facilities Search window, click the Setup menu option.

In the Default Campus drop-down list, select the campus you would like to use as your default when you are searching course facilities.

Click the Save button.

This default value will display in the Campus drop-down as the default when you perform a course facilities search.
Course Authorization

Indicate which of the following authorization options you wish to include in your Course Authorization processing:

Allow Schedule Conflict Authorizations

Select this check box if you want to allow faculty or other staff to authorize that selected students can register for a course in spite of the schedule conflict error at the time registration occurs.

If the Allow Schedule Conflict Authorization check box is selected, then Schedule Conflicts will appear as an option in the Conditions drop-down if the faculty/staff has rights to maintain schedule conflicts and the Schedule Conflict column will appear on the Course Authorization and Add New Authorizations screens.

Allow Requisite Authorizations

Select this check box if you want to allow faculty or other staff to authorize that selected students can register for a course in spite of the requisite error at the time registration occurs.

If the Allow Requisite Authorization check box is selected, then Requisites will appear as an option in the Conditions drop-down if the faculty/staff has rights to maintain requisites and the Requisite column will appear on the Course Authorization and Add New Authorizations screens.

Allow Capacity Authorizations

Select this check box if you want to allow faculty or other staff to authorize that selected students can register for a course in spite of the Course Capacity error at the time registration occurs.

If the Allow Capacity Authorization check box is selected, then Capacity will appear as an option in the Conditions drop-down if the faculty/staff has rights to maintain capacity and the Capacity column will appear on the Course Authorization and Add New Authorizations screens.
*Course Schedules

If your school is using Student and wishes to use the Registration Clearance functionality, the Student Administrator will need to enable the Registration Clearance functionality by selecting the Use the Registration Clearance Process for Selected Students check box. See the Getting Started for Student for more details.