Setup Steps for CX Student

In order to successfully implement CRM Student, the following steps should be performed in the order in which they are listed.

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.

To prepare for JICS 6.4 SP1 for CX, you must apply SMO12787. Follow the steps in the README for SMO12787 to apply this SMO.

To prepare for JICS 6.4 SP2 for CX, you must apply SMO12830. Follow the steps in the README to apply SMO12830.

Select the individual who will have Student Administrator privileges and add their ID Number to that role.
Select the individual who will have Advisor Administrator privileges and add their ID Number to that role.
Retrieve from CX the login and password for these individuals, and provide these individuals with this information.

In JICS:

On the Site Settings tab of the Site Manager screen, click the Edit link or icon () next to the Global Portlet Operations option to display the list of portlets.

Click the Advisor Meetings link to access its Global Portlet Operations.

In the Can the user change the global settings column, select the checkbox for each Role that will be able to access the Setup menu.

In the Is Advisor column, select the checkbox 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 Setup menu link from the Advisor Meetings portlet and set the following option:

Select the Show Notes to Students check box if students will be allowed to view the notes from advisor meetings. If it is unchecked, the notes will not be displayed to students. This checkbox will not affect advisors: they will always be able to view notes on a student.

Click Save to save your changes and return to the Advisor Meetings screen.

Please note that only those logged in under a role that was given permission to change Global Settings will have the Setup button available.

In JICS:

On the Site Settings tab of the Site Manager screen, click the Edit link or icon () next to the Global Portlet Operations option to display the list of portlets.

Click the Course Needs link to access its Global Portlet Operations.

In the Can the user change the global settings column, select the checkbox for each Role that will be able to access the Setup menu.

Click the Setup menu link from the Course Needs portlet and set the following options:

Select a report to be made available for printing (if any) from the Reports to View drop-down box.

Enter the name of the Custom Report Link in the Custom report Link Text text box. If the Reports to View drop-down box is set to None, the information in this text box will not be used by the portlet.

Select the Allow Recalculate Student Progress check box ifadvisor and student users of Course Needs or the Major Exploration and What If Scenarios portlets will be allowed to recalculate student progress, applying any recently completed or updated course work.

Click Save to save your changes and return to the Course Needs screen.

Please note that only those logged in under a role that was given permission to change Global Settings will have the Setup button available.

In JICS:

On the Site Settings tab of the Site Manager screen, click the Edit link or icon () next to the Global Portlet Operations option to display the list of portlets.

Click the Course Schedules link to access its Global Portlet Operations.

In the Add/Drop Courses for Others column, select the checkbox for each Role that can Add/Drop Courses for students.

In the Add/Drop Courses for Self column, select the checkbox for each Role that can Add/Drop Courses for themselves.

In the Can Admin Global Settings column, select the checkbox for each Role that will be able to access the Setup menu.

Click the Setup menu link from the Course Schedules portlet and set the following options:

Select the Form you wish new users to use when registering for a login in the Public Registration Login Password Request Form drop-down list box.

Select the Display All Courses, including Courses the Student Is Not Allowed to Add check box if users will be allowed to view all courses. If it is unchecked, only courses the student is allowed to add be displayed.

Select the On the Details Screen, Display the Link to a Catalog Page for each Course check box if users will have a link to the catalog page for each course on the Details screen. If it is unchecked, the link to the catalog page will not be displayed.

Select the On the Course Textbooks Screen, Display Textbook Prices check box if users will be able to view the price of a textbook on the Course Textbooks screen. If it is unchecked, textbook prices will not be displayed.

Select the Use the Advisor Approval Process for Selected Students check box if the Advisor Approval Process is to be used. If it is unchecked, the system will not check to determine if Advisor Approval is needed.

Select the Use the Registration Clearance Process for Selected Students check box if the Registration Clearance Process is to be used. If it is unchecked, the system will not check to determine if clearance is needed.

Select the Use the Must Pay Course Process for Selected Courses check box if the Must Pay Course Process is to be used. If it is unchecked, the system will not check to determine if a course is a Must Pay course.

Select the Allow Guests to Request a Login so they can Register for Courses not Requiring Matriculation check box if guests will be able to request a login using the form specified at the top of this screen. If it is unchecked, the system will not permit guests to request a login automatically.

Select the Allow Students to Edit the Credits Column for Courses with Variable Credit check box if the students will be permitted to enter their own credits for variable credit courses. If it is unchecked, students will not be able to enter their own credits.

Select the Allow Students to Add Themselves to a Waitlist for a Course that is full check box if students will be permitted to add themselves to a waitlist. If it is unchecked, students will not be able to add courses that are full.

In JICS:

On the Site Settings tab of the Site Manager screen, click the Edit link or icon () next to the Global Portlet Operations option to display the list of portlets.

Click the Degree Audit link to access its Global Portlet Operations.

In the Can the user change the global settings column, select the checkbox for each Role that will be able to access the Setup menu.

Click the Setup menu link from the Degree Audit portlet and set the following options:

Select a report to be made available for printing from the View Custom Reports drop-down box. You can either select the Standard report, a custom report already made available on the server or both.

Enter the name of the Custom Report Link in the Custom report Link Text text box if the View Custom Reports drop-down box is set to Custom or Both. If set to None, the information in this text box will not be used by the portlet.

Click Save to save your changes and return to the Degree Audit screen.

Please note that only those logged in under a role that was given permission to change Global Settings will have the Setup button available.

In JICS:

Click the wrench () from the Financial Aid Administration portlet and set the following options:

On the Settings tab:

Enter the subject of the alert in the Missing Document Alert Message Subject text box. This will be the subject of the email sent to a student to notify them of a missing financial aid document. The alerts functionality is only available if the Financial Aid Document Tracking portlet is accessed through the Financial Aid Administration portlet and the Can Send Alerts permission is granted to the logged-in user.

Enter the text of the alert in the Missing Document Alert Message Template text box. This will be in the message body of the email sent to the student to notify them of a missing financial aid document. The document name and award year may be dynamically included in the body of the alert if the @@Doc and/or the @@YEAR variables are specified in the template text. The alerts functionality is only available if the Financial Aid Document Tracking portlet is accessed through the Financial Aid Administration portlet and the Can Send Alerts permission is granted to the logged-in user.

Click the Save button.

On the Security tab:

Select the check boxes beside the particular roles you want to be able to send alerts for missing Financial Aid documents in the Can Send Alerts column. This causes the Alerts check box to be displayed next to each item listed in the Missing Documents section of the Financial Aid Document Tracking portlet for users of the selected roles. The alerts functionality is only available if the Financial Aid Document Tracking portlet is accessed through the Financial Aid Administration portlet and the Can Send Alerts permission is granted to the logged-in user.

Click the Save button.

In JICS:

On the Site Settings tab of the Site Manager screen, click the Edit link or icon () next to the Global Portlet Operations option to display the list of portlets.

Click the Financial Aid Awards link to access its Global Portlet Operations.

In the Can Admin Global Settings column, select the checkbox for each Role that will be able to access the Setup menu.

Click the Setup menu link from the Financial Aid Awards portlet and set the following options:

In the Alternate Financial Aid URL text box, enter an alternate Financial Aid solution web address. If you intend to use the Financial Aid Awards portlet screens, leave this box empty.

In the Aid Awards List screen header drop-down box, select the header for the portlet. To add a new header, click . Click to edit the HTML of the selected header. Click to delete the selected header. The header selected will appear below the drop-down box.

In the Aid Awards List screen footer drop-down box, select the footer for the portlet. To add a new footer, click . Click to edit the HTML of the selected footer. Click to delete the selected footer. The footer selected will appear below the drop-down box.

In the Accept/Decline Aid screen header drop-down box, select the header for the portlet. To add a new header, click . Click to edit the HTML of the selected header. Click to delete the selected header. The header selected will appear below the drop-down box.

In the Accept/Decline Aid screen footer drop-down box, select the footer for the portlet. To add a new footer, click . Click to edit the HTML of the selected footer. Click to delete the selected footer. The footer selected will appear below the drop-down box.

In the Confirm Aid Selection screen header drop-down box, select the header for the portlet. To add a new header, click . Click to edit the HTML of the selected header. Click to delete the selected header. The header selected will appear below the drop-down box.

In the Confirm Aid Selectionscreen footer drop-down box, select the footer for the portlet. To add a new footer, click . Click to edit the HTML of the selected footer. Click to delete the selected footer. The footer selected will appear below the drop-down box.

In the Award Change Results screen header drop-down box, select the header for the portlet. To add a new header, click . Click to edit the HTML of the selected header. Click to delete the selected header. The header selected will appear below the drop-down box.

In the Award Change Results screen footer drop-down box, select the footer for the portlet. To add a new footer, click . Click to edit the HTML of the selected footer. Click to delete the selected footer. The footer selected will appear below the drop-down box.

Click Save to save your changes and return to the Financial Aid Awards screen.

Please note that only those logged in under a role that was given permission to change Global Settings will have the Setup button available.

In JICS:
Click the wrench () from the Financial Aid Document Tracking portlet and set the following options:

On the Settings tab:

Type the Footer Text Message you wish to appear on the portlet in the box provided. To reference the Financial Aid Office email address (which will also be set on this screen), use "@@Email" in your text body. For example:

If you have any questions about the listed financial aid documents, please send an email to @@Email.

Enter the Financial Aid Office Email address in the text box provided.

In JICS:

On the Site Settings tab of the Site Manager screen, click the Edit link or icon () next to the Global Portlet Operations option to display the list of portlets.

Click the Grade Report link to access its Global Portlet Operations.

In the Can Admin Global Settings column, select the checkbox for each Role that will be able to access the Setup menu.

Click the Setup menu link from the Grade Report portlet and set the following options:

Select the Use Midterms check box if midterm grades are used. If it is unchecked, midterm grades (if any) will not appear in the report.

Select whether a Custom report or no report will be made available for printing (if any) from the View Custom Report drop-down box.

Enter the name of the Custom Report Link in the Custom Report Link Text text box. If the View Custom Report drop-down box is set to None, the information in this text box will not be used by the portlet.

Click Save to save your changes and return to the Grade Report screen.

Please note that only those logged in under a role that was given permission to change Global Settings will have the Setup button available.

In JICS:

On the Site Settings tab of the Site Manager screen, click the Edit link or icon () next to the Global Portlet Operations option to display the list of portlets.

Click the Major Exploration link to access its Global Portlet Operations.

In the Can Admin Global Settings column, select the checkbox for each Role that will be able to access the Setup menu.

Click the Setup menu link from the Major Exploration and What If Scenarios portlet and set the following option:

Select the Allow What If Scenarios check box ifstudents will be allowed to apply their courses and requirements in order to provide "What If" scenarios.

Click Save to save your changes and return to the Major Exploration and What If Scenarios screen.

Please note that only those logged in under a role that was given permission to change Global Settings will have the Setup button available.

In JICS:

On the Site Settings tab of the Site Manager screen, click the Edit link or icon () next to the Global Portlet Operations option to display the list of portlets.

Click the My 1098-T Info link to access its Global Portlet Operations.

In the Can Administer Portlet column, select the checkbox for each Role that will be able to access the Setup menu.

Click the Setup menu link from the My 1098-T Info portlet and set the following options:

In the Please enter the default 1098-T year drop-down menu, select the latest year for which 1098-T data is available for students.

In the Please enter the pervious number of years you want the student to be able to view their 1098-T data drop-down menu, select the number of years prior to the default year that will be available to the student.

Select the Should users be able to view their 1098-T Information online check box ifstudents will be allowed to view their 1098-T information online. If unchecked, a configurable message will appear.

In the No View Message text box, enter the text that will appear if users are not allowed to view their 1098-T information.

In the Recalcuation in progress message text box, enter the text that will appear if users cannot access their 1098-T information due to a recalculation of General Ledger Balances being run on the ERP backend.

Click Save to save your changes and return to the My 1098-T Info screen.

Please note that only those logged in under a role that was given permission to change Global Settings will have the Setup button available.

In JICS:

On the Site Settings tab of the Site Manager screen, click the Edit link or icon () next to the Global Portlet Operations option to display the list of portlets.

Click the My Account Info link to access its Global Portlet Operations.

In the Can Admin Global Settings column, select the checkbox for each Role that will be able to access the Setup menu.

Click the Setup menu link from the My Account Info portlet and set the following options:

Select the Should users be able to view data that is preliminary/unposted check box if users can view unposted and/or preliminary transactions. If left unchecked, users can only view posted transactions.

In the Recalcuation in progress message text box, enter the text that will appear if users cannot access their account information due to a recalculation of General Ledger Balances being run on the ERP backend.

Select the Pay Must Pay Courses check box if the Must Pay Course Process is used for selected courses.

Select the Display Grand Total check box is the grand total is to be shown on the My Account Balances screen.

Click Save to save your changes and return to the My Account Info screen.

Please note that only those logged in under a role that was given permission to change Global Settings will have the Setup button available.

In JICS:

Click the Setup menu link from the Public Registration portlet to set up your forms. See Form Administration for more information on how to create and manage forms. Please note that only those logged in under a role that was given permission to change Global Settings in Step 3 will have the Setup button available.
Click the wrench () from the Public Registration portlet and set the following options:

On the Settings tab:

Use the Form Type drop-down list box to select the form to be used in this portlet. In most cases, this will be the PublicRegistration form type.

Click Save to store this information.

On the Security tab:

Assign Permissions for each Role to limit who can use this portlet to create a form, delete a form, modify a form and set up the portlet.

Click Save to store this information.

Note

There is currently no standard procedure or application in Jenzabar CX for processing the data produced by the Public Registration portlet.

Public Registration generates XML that is stored in the txt field of the message_blob Informix table, with the product field set to "PublicRegistration". This data can then be parsed and processed in whatever manner the customer sees fit. Note that the PERL module XML::Simple is installed with CX.

In JICS:

On the Site Settings tab of the Site Manager screen, click the Edit link or icon () next to the Global Portlet Operations option to display the list of portlets.

Click the Residence Info link to access its Global Portlet Operations.

In the Can Admin Global Settings column, select the checkbox for each Role that will be able to access the Setup menu.

Click the wrench () from the Residence Info portlet and set the following option on the Settings tab:

In the Residence Information Student Life Term drop-down menu, select the default Year and Term (Session) for which residence information for the student will be displayed. Note that this will only affect this instance of the Residence Info portlet. All other places where the Residence Info portlet appears will not use the same settings.

Click Save to save your changes and return to the Residence Info screen.

Please note that only those logged in under a role that was given permission to change Global Settings will have the Settings tab available.

In JICS:

On the Site Settings tab of the Site Manager screen, click the Edit link or icon () next to the Global Portlet Operations option to display the list of portlets.

Click the Roommate and Roommate Preferences link to access its Global Portlet Operations.

In the Can Admin Global Settings column, select the checkbox for each Role that will be able to access the Setup menu.

Click the wrench () from the Roommate and Roommate Preferences portlet and set the following option on the Settings tab:

In the Default Student Life Term drop-down menu, select the default Year and Term (Session) for which residence information for the student will be displayed. Note that this will only affect this instance of the Roommate and Roommate Preferences portlet. All other places where the Roommate and Roommate Preferences portlet appears will not use the same settings.

Click Save to save your changes and return to the Residence Info screen.

Please note that only those logged in under a role that was given permission to change Global Settings will have the Settings tab available.

In JICS:

On the Site Settings tab of the Site Manager screen, click the Edit link or icon () next to the Global Portlet Operations option to display the list of portlets.

Click the Student Schedule link to access its Global Portlet Operations.

In the Can Admin Global Settings column, select the checkbox for each Role that will be able to access the Setup menu.

Click the Setup menu link from the Student Schedule portlet and set the following options:

Select the Textbook Display check box if the system will display the Textbook icon on the Course Schedules Results screen and display Textbooks on the Student Schedule if textbooks are associated with the course. If left unchecked, textbook information will not appear.

Select whether a Custom report or no report will be made available for printing (if any) from the View Custom Report drop-down box.

Click Save to save your changes and return to the Student Schedule screen.

Please note that only those logged in under a role that was given permission to change Global Settings will have the Setup button available.

In JICS:

Click the Setup menu link from the Student Survey portlet to set up your forms. See Form Administration for more information on how to create and manage forms. Please note that only those logged in under a role that was given permission to change Global Settings in Step 3 will have the Setup button available.
Click the wrench () from the Student Survey portlet and set the following options:

On the Settings tab:

Use the Form Type drop-down list box to select the form to be used in this portlet. In most cases, this will be the StudentSurvey form type.

Click Save to store this information.

On the Security tab:

Assign Permissions for each Role to limit who can use this portlet to create a form, delete a form, modify a form and set up the portlet.

Click Save to store this information.

In JICS:

On the Site Settings tab of the Site Manager screen, click the Edit link or icon () next to the Global Portlet Operations option to display the list of portlets.

Click the Unofficial Transcripts link to access its Global Portlet Operations.

In the Can the user change the global settings column, select the checkbox for each Role that will be able to access the Setup menu.

Click the Setup menu link from the Unofficial Transcripts portlet and set the following options:

Select the Display Transcript Notes check box if you wish to display transcript notes (as available from the server) on the Unofficial Transcript. If left unchecked, the transcript notes will not appear.

Select the Display Transcript Summary Table check box if you wish to display the summary table on the Unofficial Transcript. If left unchecked, the summary table will not appear.

Select the Display Transcript Term Totals check box if you wish to display the term totals line for each term on the Unofficial Transcript. If left unchecked, the term totals lines will not appear.

Select the Display Transcript Career Totals check box if you wish to display the career totals line (if available from the server) on the Unofficial Transcript. If left unchecked, the career totals lines will not appear.

Select whether a Custom report or no report will be made available for printing (if any) from the Reports to View drop-down box.

Enter the name of the Custom Report Link in the Custom Report Text Link text box. If the View Custom Report drop-down box is set to None, the information in this text box will not be used by the portlet.

Click Save to save your changes and return to the Unofficial Transcripts screen.

Please note that only those logged in under a role that was given permission to change Global Settings will have the Setup button available.

In JICS:

On the Site Settings tab of the Site Manager screen, click the Edit link or icon () next to the Global Portlet Operations option to display the list of portlets.

Click the Vehicle Information link to access its Global Portlet Operations.

In the Can Setup Portlet column, select the checkbox for each Role that will be able to access the Setup menu.

Click the Setup menu link from the Vehicle Information portlet and set the following options:

Select "yes" for Display Instructions to User Viewing Vehicle Information if the system should display a message to users viewing vehicle information. If you select "no," no additional text will appear.

If you selected "yes" above, enter a message in HTML format in the Instructions text box that users will see when viewing vehicle information. If "no" was selected above, the text in this box will not appear on the portlet.

Click Save to save your changes and return to the Vehicle Information screen.

Please note that only those logged in under a role that was given permission to change Global Settings will have the Setup button available.