Setup Steps for TE 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 TE, 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.

Type the STRTMS WE xxx command, replacing the xxx with your three-letter school prefix.
On the USER1 MENU, access Option 1 [Campus Web Configuration (WEBCFG)] to open the WEBCFG menu.
Access Option 1 (Access Codes) to open the Edit Web Login Table.
Locate the appropriate user, and access Option 2 to edit the roles.
Enter Y beside the Advisor Adminstrators, Financial Aid Administrator, and/or Student Administrators Role.
Press F10 to save.

You can control which faculty members can enter grades by selecting the appropriate value in the MidtermGradeAccessLevel and FinalGradeAccessLevel fields on the Faculty Master files maintenance screen.

Type the STRTMS RE xxx command, replacing the xxx with your three-letter school prefix.
Open the Faculty Master:

Type GO STAFF and press Enter.
Choose Option 1.
Enter a Y in MidtermGradeAccessLevel if the faculty member can enter and update Midterm Grades. A blank in this field means the faculty member is not able to enter or update grades.
Enter a Y in FinalGradeAccessLevel if the faculty member can enter and update Final Grades. A blank in this field means the faculty member is not able to enter or update grades.
Press enter and F10 after selecting the appropriate values
Press F3 to exit

Open the Year/Term/Subterm table (This is informational only)

Type GO CNTRL2 and press enter.
Choose Option 3.

Enter the date range faculty will be permitted to enter final grades in the Final Grade begin and Final Grade end fields.

Enter the date range faculty will be permitted to enter midterm grades in the Midterm Grade begin and Midterm Grade end fields.

Choose Option 2 from each term for which you wish to enter Subterms.

Change Date information if the Subterm will have dates that are not consistent with the term.

Press F10 to save.

Press F3 to exit.

Type the STRTMS RE xxx command, replacing the xxx with your three-letter school prefix.
Open the Faculty Master:

Type GO STAFF and press enter.
Choose Option 1
Enter a Y in CanDoAuthorizations
Enter a Y in CanDoCapacity if the faculty member can override a class full error. A blank in this field means the faculty member is not able to override errors.
Enter a Y in CanDoRequisites if the faculty member can override prerequisite, corequisite, and prohibited errors. A blank in this field means the faculty member is not able to override errors.
Enter a Y in CanDoScheduleConflicts if the faculty member can override time conflict errors. A blank in this field means the faculty member is not able to override errors.
Press enter and F10 after selecting the appropriate values
Press F3 to exit

Open the TABLES (short)

Type GO TMSETUP and press enter
Choose Option 4.
Enter AU for the Table Code
Enter a 2 character code of your choice for Authorization Reason and press enter.
Enter the Description assigned to the new code and press enter.
Press F10 to save
Press F3 to exit

Note: For an Advisor to keep a student from registering, a hold code must be entered into the Student Master file in Reg Hold 6.

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. These settings will be applied to all instances (copies) of the portlet, regardless of which 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 are not 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. Click the Setup menu link from the Course Authorization portlet and set the following options:

Allow users to add and delete 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 users to add and delete Schedule Conflict Authorizations 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 users to add and delete 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 users to add and delete Requisite Authorizations 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 users to add and delete 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 users to add and delete Capacity Authorizations 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.