Faculty Guide to Self Service

Advising, Student Information, and Graduation

Last Updated 7/23/20

Contents

Getting Started and the Home Screen ....................................................................................................................................................................... 3

Student Search ........................................................................................................................................................................................................... 5
Student Menu ............................................................................................................................................................................................................ 6
Course Plan Tab ......................................................................................................................................................................................................... 7
Advising Timeline View .............................................................................................................................................................................................. 8
Progress and Degree Audit Tab ................................................................................................................................................................................. 9
Course Catalog Tab .................................................................................................................................................................................................. 10
Planning and Class view ........................................................................................................................................................................................... 11
Section Details View................................................................................................................................................................................................. 12
Notes Tab ................................................................................................................................................................................................................. 13
Plan Archive ............................................................................................................................................................................................................. 14
Plan Archive Example ............................................................................................................................................................................................... 15
Test Scores ............................................................................................................................................................................................................... 16
Unofficial Transcript ................................................................................................................................................................................................. 17
Unofficial Transcript Example .................................................................................................................................................................................. 18
Grades Tab ............................................................................................................................................................................................................... 19
Graduation Application ............................................................................................................................................................................................ 20
Getting Started and the Home Screen

The “Home” screen will give you a full view of the Self-Service options. To review a student’s information, use the Advising menu, red circle
below, to access the student student search.
- Alternate access can be found under Daily Work – Advising – Advising Overview as seen below
Student Search
Searches can be done using the student’s name or JU ID. The student ID number will return the best results. Faculty members can search for any
active student at JU. After entering the student ID or name, select “view details” to enter the student menu.
Student Menu
The student menu displays information about a student including their program of study, course registrations, unofficial transcripts, graduation
status, degree audit, and any holds the students have.

 The red square shows the student’s general information along with assigned advisors
 The blue square indicates any holds that a present on a student account
 The green square shows the menu choices available for the advisor access. A detailed guide of the menu choices is available below.
 The yellow square shows what term is currently visible, along with the buttons to change and add terms.
 The orange square shows the planned, enrolled and waitlisted credits for a given term. Below, the test case has a total of 25 unique
credits either planned, enrolled or waitlisted.
Course Plan Tab
The course plan tab shows planned and in progress courses. Faculty advisors and students may develop a course plan for multiple semesters.
Plans do not register students in courses but they do allow students and faculty advisors to plan out projected schedules.

 The red box shows how to register or remove planned courses.

 The blue box shows where to select individual courses for processing.
 The green box shows where to move between terms in the course plan view, and where to add and remove terms.
 The yellow box will show any issues with the class, such as pre-requisites, petition requirements etc.
 The orange box with the blue interline shows where on the advising menu you are.
Advising Timeline View
The advising timeline view is an alternate view of the course plan. In this view, students and advisors can easily add planned courses for future
terms or add/subtract terms altogether.

 The red square shows what part of the menu you are in. This is underlined in blue in the system.
 The blue square shows the multiple term view, or timeline view, with term headers for each term. Clicking on the headers will bring
you to the course plan view where registration of planned classes can be processed.
 The yellow box is an example of how a class notes will appear, such as the pre-requisite notification you can see.
 The green box illustrates the difference between putting a placeholder class on a schedule, which cannot be registered for, and a
class with a section, which can be registered by the student, advisor or other. Notice how unlike CS-150 104Z the COMM 201SI
course does not have a section attached. Without a section, a class cannot be registered for. If a student is experiencing issues, such
as not being able to register, please verify that the student has in fact planned actual courses with sections, and not placeholders.
Progress and Degree Audit Tab
The Progress Tab is a student’s degree audit. This tab allows advisors and students to view current degree progress and conduct what if audits.
This plan is used to evaluate a student for graduation by the Registrar’s Office.

 The red box shows the students general academic information, such as GPA, degree type, majors etc.
 The blue box shows the distribution of currently completed and planned classes, respective in green and orange.
 The green box shows the built-in degree audit, where the full degree requirements can be seen.
 The yellow box indicates the button that will allow students and advisors to pull up other programs and compare then against taken
and in-progress classes. This tool can inform students on major changes and what it would mean, as well as help advisors see what
would populate on new majors and degrees.
 The orange box allows you to load sample course plans for the current program, or other programs for select or all terms.
Course Catalog Tab
The Course Catalog Tab in self-service is also known as the course search. This tab allows students and faculty to review courses and sections for
upcoming terms. Each course contains course descriptions, pre-reqs, notes, location, capacity and enrollment. Wait list numbers can also be
viewed on this search.

 The blue box will allow you to filter the catalog based on specific types of classes.
 The green box will allow you to manually search for specific classes, or types of classes.
Planning and Class view
 The yellow box gives you a view of all available filters that can be applied to the course search.
 The red box indicates chosen filters. To the left you can see those already chosen, and near the top middle, you can see those
applied.
 The blue box near the middle will tell you what course you’re looking at, its credit amount and course ID. The blue boxes to the right,
indicates and option to add the course, or the specific section to the planner. Adding a course in this case will simply add “ACCT 201”
to the planner, but without a section, it cannot be processed for registration. If you use the section add instead, it will add a specific
section, which can then be registered for later.
 The green box is where to click in order to show all available sections that fit the criteria of your active filters. In this case accounting
classes for the traditional Fall term.
 The orange box will take you back to the first Course Catalog view in the Advising Overview section.

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Section Details View
 The red box will show you available seats, as well as current students waitlisted for a given course.
 The blue box is where warnings are displayed, such as the below warning that the section is currently full.
 The green box will display any classes that are required before being able to register for the class.
 The yellow will have additional info, which can be especially useful for discounted summer classes.
 The orange box will allow you to add the chosen section to the planner. After that, you or the student is only one step away from
registration, which as seen above, is done in the Course Plan part of the Planner.
Notes Tab
The Notes Tab allows faculty and staff to enter notes. Examples of notes include discussions about registration and planning, degree audit
reminders, and graduation related notes. All notes can be seen by students and should be kept to the facts without editorial.

 The red box shows you the field where notes are written.
 The blue box shows you where to save your composed note. If writing long notes, copy the note before saving, as the save will
sometimes fail.
 The green box will show you all previous notes. Especially useful if the student has multiple advisors, or if the Registrar’s Office has
made a change or processed something.
Plan Archive
The Plan Archive is a list of all saved plans. Faculty can download a saved plan as a pdf from this tab.

 The blue box will allow you to look at plans that have been created for the student. The download button in the blue box will allow
you to see the actual plan that was created.
Plan Archive Example
 A downloaded plan will look like the below picture.
 The red box gives a brief overview of the student, program as well as who reviewed and archived the plan.
 The blue boxes indicate the specific terms on the plan.
Test Scores
The test score tab will pull up any tests the student has completed.

 The different blue boxes illustrate the types of tests, and where the scores would appear.
 The green box shows a specific example of how Pre-Calc would look, as well as the score and its status.
Unofficial Transcript
The Unofficial Transcript tab allows faculty and students to see an unofficial copy of their student academic history. The transcripts are used for
faculty advising, award recognition, and honor organization membership. They are not designed for external use.

 Below in blue, you will see the button that allows you, or a student to download a digital copy of their official transcript.
Unofficial Transcript Example
 The red box indicates that this is an unofficial transcript, and as such cannot be submitted to any institution or organization that
requires an official version.
 The blue box gives a summary of the most relevant information, such as cumulative credits and GPA
Grades Tab
The Grades Tab provides faculty and students with a summary view of all course and midterm grades by term.

 Below is the folded and unfolded view of the grading tab.

 Unfold a term in order to see the relevant classes (red), as well as their credit amounts (blue) and grades (green).
Graduation Application
The Graduation Application allows faculty members to see graduation applications submitted. Students can apply for graduation through their
view of this tab.

 The blue box indicates that the student has not submitted a graduation application.
 If the student had, a section would appear with the student’s Program of Study, Graduation Term, Diploma (major on Diploma) as
well as the Major, or Majors. It will also indicate when the graduation application was submitted.

 No Graduation Application

 Graduation Application submitted.