Setup Steps for CX 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 CX, 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.

To prepare for JICS 6.4 SP1 for CX, you must apply SMO12819. Follow the steps in the README for SMO12819 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.

Two macros in the CX config table control who appears on the class lists:

ENABLE_FEAT_CONFCLR, if enabled, lists students on the class list who have a student academic status of "C"onfirmed and a financial lclearance flag of "Y" (both from stu_acad_rec).

ENABLE_FEAT_FINCLR, if enabled, checks the financial clearance flag only in the student academic record to determine if the student appears on the class list.

Course authorizations require that a faculty member have a FACID, an assigned DEPT, and COND entries in CX's permctgry_table.

The COND entry contains whatever conditions the individual is allowed to waive - NOSEATS, PREREQ, SECREQ, CONFLICT.

All must be of type "I" for the web.

The system also supports the ENABLE_CRSAUTH_ALLREQ macro in the config table. If this macro is set to "Y", then the only required entries for the faculty are FACID, DEPT, and ALLREQ. Please be sure to delete the COND entry in the permctgry_table if specific conditions are not used. This is required to make ALLREQ work.

Advisor viewing of absolute holds on transcripts can be enabled or disabled by the macro in the CX config table. If you do not want your advisors to see student academic history for students with an absolute hold on transcripts, then set the value to "N".

m4_define('ENABLE_FEAT_ADV_TRANSRPTS','N')

When the value is set to "N", the advisor does not see student acadmic records (course history or unofficial transcript) for students with an absolute hold on transcripts.

In the OPRDEPT_TABLE, make sure that View grades, Enter grades and Update grades are all set to 'Y' for the surrogate operator. Set the Faculty ID to the faculty member(s) that the surrogate operator can enter grades for.

The surrogate can now enter grades for the faculty member through the Faculty Course Control portlet.

The course search can be configured to display the number of registrations for a given course. By default the number of seats open is returned from CX.

To return the number registered, the following macro must be configured in the CX config table:

m4_define('ENABLE_FEAT_REG_SEATS','Y')

In Step 7 if you configured CX to return the number of registrations, you need to change the header in the course search results portlet.

Edit the FWK_Globalization table in the JICS database. Search for TXT_SEATS_OPEN and change the text from "Seats Open" to "Registered".

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 does the setup. 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 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.