System Administration Administrative Guidemycampus.umhb.edu/Help/Jenzabar_EXi_6.2_System...Jenzabar...

System Administration Administrative Guide

December 17, 2015

Jenzabar, Inc.

101 Huntington Avenue, Suite 2200 Boston, MA 02199

800.593.0028 jenzabar.com

Legal Disclaimer. © 2015 Jenzabar, Inc. All rights reserved. This document is confidential and contains proprietary information. The use of this document is subject to the license agreement that governs usage of the associated software. No part of this document may be photocopied, reproduced by any means, stored in a retrieval system, transmitted in any form or by any means, or translated into another language. This document may contain errors, omissions, or typographical errors and does not represent any commitment or guarantee by Jenzabar. The information herein is subject to change with or without notice. Jenzabar disclaims any liability from the use of information herein. Please refer to the most current product release notes for updated information. Jenzabar® is a registered trademark of Jenzabar, Inc. The Jenzabar logo is a trademark of Jenzabar, Inc. The trademarks, service marks, registered marks, logos, and images of third parties used in this document are the intellectual property of their respective owners. All other product and company names referenced in this document not owned by Jenzabar are used for identification purposes only and may be trademarks of their respective owners.

Table of Contents

Setting Up EXi ................................................................................................................................................ 1

System Administration Hub .......................................................................................................................... 2 Users ........................................................................................................................................................ 2

Add to EXi ........................................................................................................................................... 2 Remove from EXi ................................................................................................................................ 3

System Roles ............................................................................................................................................ 3 Transitional Security ........................................................................................................................... 3 Unrestricted User ............................................................................................................................... 4 Create Roles ........................................................................................................................................ 5 Maintain Roles .................................................................................................................................... 9 Manage Role Permissions................................................................................................................... 9 Assign and Remove Users ................................................................................................................. 11 Delete ............................................................................................................................................... 12

System Settings ...................................................................................................................................... 13 Communications ............................................................................................................................... 13 Product Installs ................................................................................................................................. 15 Product Logins .................................................................................................................................. 15

Troubleshooting ..................................................................................................................................... 16 EXi Log File ........................................................................................................................................ 16 Log In Issues ...................................................................................................................................... 17

Appendix: Roles .......................................................................................................................................... 22 System Administration Hub ................................................................................................................... 22 Advising Hub .......................................................................................................................................... 27 Events Hub ............................................................................................................................................. 75 Facilities Hub ........................................................................................................................................ 105

Jenzabar EXi Administrative Configuration Guide

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Setting Up EXi

This guide provides a brief description of the EXi System Administration blocks and pages as well as the EX and EXi configurations needed to ensure information appears in EXi correctly. It gives a quick troubleshooting list explaining why information may not be appearing. Detailed steps for configuring EX and EXi are available in the Online Help for each. Additional Resources: ListServe

Jenzabar hosts and distributes message threads to users from various institutions using an electronic mailing list. Message threads answer common questions and recommend best practices to various set ups.

Support Team Customer Service Support is available on their support website and at 1-800-OK4-HELP.

http://lists.jenzabar.net/

https://jss.jenzabar.net/portal/custom/SignIn.aspx

https://jss.jenzabar.net/portal/custom/SignIn.aspx


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System Administration Hub

EXi utilizes roles-based access control (RBAC) to control user access to tasks and information. EX users are activated to provide access to EXi and then assigned to their appropriate users roles in EXi. EXi user roles apply granular security attributes to processes and information. The System Administration hub allows you to set up your EXi system roles and role permissions as well as general system settings.

Users

EX users can be added to EXi by activating their EXi login using the EX Users window. Once a user has an active EXi login, they must be assigned to roles in EXi to access information and features. These roles control their permissions to EXi features and information.

The EXiAdmin user is created when EXi is installed and automatically has an active EXi login. This user also belongs to an EXi role with unlimited system access, which allows them to initially set up EXi users, roles, and related permissions. It can also be used for troubleshooting issues.

Add to EXi

EX users can be added to EXi by selecting the Active EXi Login check box on the Users window in EX. Users can access EXi with their EX user name and password.

Where EX passwords are stored varies according to your authentication method. For example, schools using SQL Server based authentication will have passwords stored on the SQL Server.

Active EXi Login users are not required to be active EX login users; however, access to important EX data and EXi functionalities may be impacted.


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If an EXi Advising Administrator isn’t an active EX user, they may not be able to review crucial planning information.

EX permissions may impact some EXi capabilities.

In order for an Advisor to view Student Progress information in EXi, they must be a member of an Advisor role in EXi as well as be assigned as an advisor to an advisee in EX.

Remove from EXi

EXi users can be removed from accessing EXi features in two ways: Deselecting the Active EXi Login check box on the EX Users window. If the Active EX Login check

box is selected, the user can still access EX features. This option is recommended for removing a user’s access to EXi or EX without deleting them from either system.

Deleting the user from the EX Users window. Deleting the users means they are permanently removed from EXi and EX and unable to access any EXi or EX features. Deleting a user has implications throughout the system and should only be done after reading the EX Users window online help.

Users whose active directory account (SQL EX login) have been deleted or are missing a matching SQL Server login are automatically deactivated.

System Roles

Jenzabar provides several standard EXi module-specific roles that can be used to determine what users assigned to the role can or cannot do within EXi. When a user is assigned to a role, they automatically have access to the functionalities associated with the role. Users with the appropriate permissions can assign and remove users to and from these roles, determine what capabilities users assigned to the role will be granted, create roles, and delete roles no longer needed. A full list of the roles and available permissions for each is available in the Appendix.

Transitional Security

This is a temporary role to provide all EXi users with general permissions as additional roles and permissions are available in future releases. All EXi users should be assigned to this role until system roles and permissions relevant to each module are implemented. Permissions cannot be updated and it cannot be deleted.


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Unrestricted User

Users in this role have unlimited access to information and features in EXi including the ability to set up role permissions, assign users to roles, create roles, and manage role permissions. When EXi is installed, the EXiAdmin user is created and automatically assigned to this EXi role. This allows your System Administrator or someone logged in as EXiAdmin to access EXi after installation and manage roles, permissions, and assigning users to the roles.

This is the only user account that can log in to EXi until other EX users have an active EXi login and are assigned to EXi roles. All active EXi users are automatically assigned to the Facilities User role to allow them to access standard features. To access additional EXi features, users must be assigned to the appropriate roles.

The password for this account is set up during installation. For more information, see the Jenzabar EX Installation Guide.

Other users can be added to and removed from the Unrestricted User role; however, the EXiAdmin user cannot be removed from it. This ensures at least one user at your school can access all features for troubleshooting efforts. This user can also be used by Jenzabar support to log in to EXi to help with issues without requiring your personal account information. Given the full range of access and permissions, it is also recommended that no one use Unrestricted User as their normal user account.

Permissions associated with the Unrestricted User role cannot be edited. This means any user associated with the role can navigate to any hub or page, view any block and all information, and perform any task within EXi making it important to carefully consider who is added to this role.

Even though the EXiAdmin user is a part of the Unrestricted User role, they may not be able to access specific data in the system as some data access is tied back to specific users in EX. For example, the EXiAdmin user must be defined as an Advisor to view specific students.

Several things happen when you are logged in as a member of the Unrestricted User role:

Any other roles and permissions to which you are assigned are superseded. You have total system access to navigate anywhere in the system until you return to normal mode.

Your user icon in the upper left-hand corner appears orange and the orange Total System Access Mode notification banner appears on your home page.

To return to your normal EXi roles and access, click Normal access.


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Create Roles

You can create roles using create and copy role features. All new roles are based on Jenzabar-provided role templates with standardized permissions that can be enabled or disabled according to your school’s needs. You can create as many roles as needed to provide varying levels of permissions. For example, you can set roles up according to your school’s organizational hierarchy or by department tailoring permissions to provide greater functionality to those users who need it and less functionality to those who don’t. When a new permission is made available in a subsequent EXi release, it is available to be activated for the role and any roles that have been created based on the template.

When a new feature is available for Academic Advising Module Managers in EXi Advising. Any roles the Academic Advisor role and any roles based on its template can be enabled to allow users assigned to the role access to this new feature.

The create role feature allows you to create a new role based on the Jenzabar-provided role templates. The wizard steps you through selecting the template and determining what permissions will be available with the role.

Step 1: Select the role template the new role will be based on. Jenzabar recommends updating the new role name and description to show how the role differs from the template. This can help distinguish which role users should be assigned to.


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Step 2: Select the permissions users assigned to the role will be granted. These permissions can be updated at a later time as needed. For example, if you determine you don’t want users to be able to search location calendars, you can disable the permission using the Edit role feature.

Step 3: Access the Edit role page for the role you just created and using the Users in Role feature, add the appropriate users to the role.


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The copy role feature allows you to copy any existing role including roles you have created to create a new role. When you copy a role, the new role inherits the original’s permissions allowing you to quickly build a hierarchy of roles with increasing or decreasing permissions.

Like the create role wizard, the copy role wizard allows you to create a new role name and description as well as determine what permissions will be available with the role.

Step 2 mirrors the create role process; however, the role template is automatically the template you are copying. Jenzabar recommends updating the new role name and description to show how the role differs from the template. This can help distinguish which role users should be assigned to.

Step 1: From the role you want to copy, select Copy role.


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For more information about assigning and removing users, see Assign and Remove Users.

Step 3: Select the permissions users assigned to the role will be granted. Permissions of the role being copied are automatically enabled; however, these can be disabled and others enabled. Permissions can also be updated at a later time using the Edit role feature as needed.

Step 4: Access the Edit role page for the role you just created and using the Users in Role feature, add the appropriate users to the role.


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Maintain Roles

System Roles options allow users with the appropriate permissions to customize the role name and description, copy a role, delete a role, and access role permission features.

Manage Role Permissions

These options allow users with the appropriate permissions to determine a role’s ability to access select features and information in EXi. Your organization may want to create several similar roles with varying levels of access in a future release.

Your campus may have a building maintenance supervisor who needs access to certain facilities information and features, but not all. You can create a “Maintenance Supervisor” role based on the existing Facilities Administrator role. The “Maintenance Supervisor” could have access to most permissions associated with the role, but not those associated with Calendar Administration.

Use this page to review and create roles, update role names and descriptions, and access other role-related features.


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The PermissionACL table stores the information needed to control use access to EXi information and features. When permissions are updated, this table is updated. Updates are refreshed by a scheduled SQL Server job that updates the PermissionACL table every 30 seconds, which means changes might not be implemented immediately. To change the frequency of the SQL Server job, you can access SQL Management Studio, locate the job, and edit the properties. Please note a shorter frequency may impact performance.

For select roles, indirect or secondary access is needed to information or users. For these roles additional role access settings are provided. For example, the Department Head can be granted access to your school’s students based on enabled aims (programs, minors, certifications, concentrations). Any student who selects one of those enabled aims will be available to those users assigned to the Department Head role. This ensures the Department Head always has access to relevant students even if a student changes their aim.

Currently, the only Jenzabar-provided secondary role is the Department Head role. Additional secondary roles such as secondary advisor will be available in a future release.

Use this section to grant and revoke access to module-specific features and information. Selecting a check box grants access and deselecting a check box revokes access. Where information is impacted is listed below each check box.


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Assign and Remove Users

These options allow users with the appropriate permissions to view users in a role, add users to a role, and remove users from a role. In order for a user to be added to EXi and assigned to a role, they must have an active EXi login.

Use this section to add users to a role and remove them from roles.

Users associated with this role will have access to any of the students who have selected an enabled aim (Access ON). If a student changes their aim, access is automatically granted or revoked.


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Why a System Administrator might not be able to select a user: Verify the appropriate users have the Active EXi Login check box selected on the EX Users

window. Why a System Administrator might not see the Position Title: Verify your school is licensed to use the EX Human Resources module. Verify the user is associated with an active HR position on the EX Positions tab of HR Employee

Master via Personnel or HR Employee Master via Payroll windows.

Delete Roles

You can a delete a role when it is no longer used and if it does not have any users assigned to it that are not assigned to other roles.

Why a System Administrator might not be able to delete a role: Verify there are no users without other roles assigned to the role. Before the role can be

deleted, any users assigned to the role that are not assigned to any other roles within EXi must be reassigned to another role first.


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System Settings

Calendar

These settings set up and enable third-party calendar synchronization. Users will have the option to add their selected Google calendars to their EXi Home page calendar and universal toolbar calendar. To enable this option, you must provide your school's Google account credentials and activate the sync.

If your school does not have a Google account or credentials, use the Set up account at Google option. Detailed steps for setting up your Google account are available in the Jenzabar EXi Set Up & Sync Google Account resource.

Once sync is enabled, users can enter their personal Google calendar credentials and sync their selected Google calendars on the Account and Preferences page.

This feature is a one-way synchronization. Users must access their Google calendars to update, add, or remove Google managed events.

Communications

These settings determine the email address available to users in order to contact your support team and the email domains allowed for forwarding their messages and tasks.

Task and Message Forwarding Domains

Users have the option to select an email address where EXi task and message notifications can be forwarded under Account and preferences. Two factors determine what email addresses are available for EXi users to select in order to forward email notifications for EXi messages and tasks:

1. Domains added in the system settings 2. Email addresses entered for the user on the EX Name Entity window

Use the Communications section of the system settings to add and remove the email domains you want to be available for users.


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The email addresses available for the user to must fall within domains in the Communications setting. Email addresses are entered on the EX Name Entity window.

Contact Information for Your Support Team

These settings determine what email address and phone number appears for users to contact your support team when technical issues arise. Consider the email address to be used carefully as this address is also designated to receive automated notifications when users have login issues. These emails provide a brief description of the issue and include a log number that references the issue in your school's EXi log file.

Domains in the Communications settings and email addresses in EX determine what forwarding email addresses users can select.

Set up the email address and phone number users can use to contact your school’s support team. This email address also receives automated notifications.


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Product Installs

EXi interacts with other Jenzabar tools and these settings point to the URLs where you have these tools installed. EXi URL points the system to the web server where EXi is installed. It is used to include links to

the page where messages and tasks are created.

JICS URL points to the web server where JICS is installed. It is used to call JICS functionality as needed from EXi.

Jenzabar Retention URL points the system to where Jenzabar Retention (RMS) is installed. It accesses important information that allow advisors to be notified about students identified as “at risk” in EXi Advising. It is also used to include a link to RMS allowing users to access additional information. The Advising Administrator can determine how early alerts and follow-up tasks are handled between Retention and EXi.

Izenda URL points the system to where Izenda is installed. It utilizes Izenda reporting capabilities.

EXi Events Management utilizes Izenda to populate invitee lists and display event registration and attendance statistics.

Why a System Administrator might not be able to set up a product URL:

Verify the products are installed on a web server.

Product Logins

EXi utilizes the same user authentication method your school implemented with EX. If a school uses SQL Server to authenticate EX users, EXi will use SQL Server as well. Depending upon the EX method, EXi settings add and remove network domains, and determine the order in which network credentials are verified.

EX & EXi Authentication Brief Overview Related EXi Setting


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Method

SQL Server (standard) User names and passwords are authenticated using SQL server. This mode of authentication is the default method that the EX application uses to authenticate users.

None. Only the authentication method is shown.

Network Credentials (integrated)

User names and passwords are authenticated using Windows credentials and Active Directory.

Add and remove network credential domains.

Both SQL server and network credential (mixed)

Combines both authentication methods.

Add and remove network credential domains.

Determine what order the credentials will be verified when the user logs in to EXi (e.g., Windows first, then your added domains or vice versa).

Detailed information about EX authentication methods and the implications of each is available in the EX Online Help.

Troubleshooting

EXi Log File

Overview

EXi automatically creates a log file that can be used to help your support team and Jenzabar Support identify problems and troubleshoot issues. The log file is created using NLog, an open source logging tool (https://github.com/nlog/nlog/wiki) that your school may already be using for JICS, and EX web and client services logging.

Configuring

The log file is automatically added to the folder specified when EXi is installed (for example, C:\ProgramData\Jenzabar\EXi\Logs); however, NLog configuration options allow you to change this

https://github.com/nlog/nlog/wiki


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location, and to set up different log file formats and severity levels. Detailed information on how to configure the NL.config file is available online:

Changing the default file location and opting to have logging information written to a database, sent as an email message, written to an Event Viewer log, etc. can be found in the target information for NLog: https://github.com/nlog/nlog/wiki/Targets

Setting up different targets according to the level of severity can be found in the log levels information for NLog: https://github.com/nlog/nlog/wiki/Log-levels

Updating the configuration file such as change or add logging targets, set up filtering criteria, change the log file name format, etc, can be found in the configuration file information for NLog: https://github.com/nlog/nlog/wiki/Configuration-file

Using the Log File to Resolve User Login Issues

Depending upon the configurations at your school, when a user encounters an issue logging into EXi, an email is automatically sent to the designated support address with a brief description of the issue and an associated log number. The log number can located in the EXi log file and provide more details about when and why the issue occurred.

Log In Issues

The following troubleshooting options can be used when the user has an issue attempting to log into EXi.

This issue can occur with users that have pre-existing EXi logins and users created after upgrading to EX 6.0.

Potential resolutions:

Verify the user entered both a username and password. Verify the user entered a valid username and password. User names are maintained using the

EX Users window.

Verify the user’s password hasn’t expired in SQL. Verify the user has an EX ID Number and is identified as an Active EXi User on the EX Users

window.

https://github.com/nlog/nlog/wiki/Targets

https://github.com/nlog/nlog/wiki/Log-levels

https://github.com/nlog/nlog/wiki/Configuration-file


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If the database is a copy of another, verify the UserAuthentication rows in the Provider table point to the 'Copied from' database row and not the 'Copied to' database row.

Verify the user has either an Individual ID Number or Organization ID Number and not both using the EX Name Entity window.

If the Business/Organization option is selected, the ID number is stored in the org_master table. A user in both org_master and name_master cannot log in to EXi.


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Verify the user has a first name on the EX Name Entity window.

If the Individual option is selected, the ID number is stored in the name_master table. A user in both org_master and name_master cannot log in to EXi.

The user’s name is stored in the name_master table. A user without a first name in name_master cannot log into EXi.


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If the database has been migrated to another server, verify the SQL Server logins have been synched.

Verify the EX database name in the second and third database entries of the web.config file is valid.

Verify the Enforce password expiration and User must change password at next login check boxes are not selected on the SQL Server, Login Properties, General screen.

If you are using network domain authentication on its own or combined with SQL Server, verify the user belongs to one of the domains being verified by EXi on the EXi System Settings page.


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Appendix: Roles

The following table describes the Jenzabar-provided role templates and related permissions and impact for each.

The Transitional Role is a temporary role used for providing needed permissions still under role development for a future release. Assign all EXi users to it to ensure there is no loss of functionality and note its permissions cannot be updated and it cannot be deleted.



Role: Unrestricted User Note: This role cannot be deleted.

Note: The EXiAdmin user is automatically assigned to this role and cannot be removed from it.

Permission Features Benefits Impacts For

Unlimited system access

View all hubs, pages, features, and information available in EXi. Note: EX information available within EXi is controlled by EX user groups and related permissions.

Utilized by Jenzabar support team to log in to your system to troubleshoot issues.

Users alerted they are in

Perform tasks an ordinary user cannot such as managing role permissions and assigning users to roles.

Implement system-wide changes.

Allow Jenzabar support to log in without requiring another user’s login credentials.

All of EXi An administrative super user. Highly recommend limiting additional users in this role.


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System Administration Hub total system access mode with orange notification banner and user icon.

Role: Security Administration Manager Note: These permissions allow the security administrator to work with all EXi module roles.

System Settings


Can view & edit communications settings

Add email domains to determine what email addresses EXi users will be able to select when setting up their forwarding preferences.

Set up the email address and phone number for your support team. The designated email address also receives an automated notification when a user has a login issue.

Users can have several email address options where they can receive forwarded messages and tasks. This helps ensure users keep up with important information.

Provide users with easy access to contact information for support.

Automated notifications regarding log in issues provide a brief description of the issue and include a log number to help you resolve the issue.

System Settings page

Account and Preferences page

Contact information available throughout the system

Designated address to receive the automated notifications when users have log in issues. Consider who will be troubleshooting login issues and if they have access to the designated email address.

System Administrator responsible for managing EXi system and implementing settings for all users. Recommend limiting the number of users in a role with this permission.


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System Administration Hub Can view & edit product installs

Enter URLs for additional Jenzabar tools including the web server(s) where EXi, JICS, Jenzabar Retention (RMS) and Izenda are installed.

Provide seamless access to important information from other Jenzabar tools.

Allow EXi Advising module users with RMS to identify students considered “at risk.”

Create invitee lists based on Izenda reports in EXi Events Management.


Links in messages and tasks

Information available throughout the system

System Administrator responsible for managing EXi system and implementing settings for all users. Recommend limiting the number of users in a role with this permission.

Can view & edit product login settings

Add and remove network domains.

Determine the order in which network credentials are verified.

Determine the network domains you want to be used for mixed and network domain verification.


How users are verified when they log in to the system

System Administrator familiar with EX authentication methods. Recommend limiting the number of users in a role with this permission.

EXi System Roles


Can view roles Review all available roles in EXi including a description of the role, the module associated with the role, and the number of active users associated with the role.

Review and compare high-level EXi role information in one place.

System Roles page Administrators and Module Managers responsible for managing users, EX groups, and related permissions in any way.

Can edit roles names & descriptions

Update role names and descriptions as you want them to appear to other users.

Customize role names to be consistent with departments and positions at your school.

Update role descriptions

Systems Role page Administrators and Module Managers responsible for managing users, EX groups, and related permissions. Recommend limiting the


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System Administration Hub to be detailed or generic.

Can clarify the differences between roles with similar privileges.

number of users in a role with this permission.

Can create roles

Create new roles with varying permissions based on existing role templates.

Manage user privileges by creating as many roles with varying permissions as needed. Users can create roles appropriate for users needing limited access or users who may need fuller access to additional information.

Allows you to manage permissions at granular level.

Systems Role page

System Administrator responsible for managing users, EX groups, and related permissions. Recommend limiting the number of users in a role with this permission.

Can copy roles

Create new roles with varying permissions based on existing roles.

New roles inherit the original role’s permissions allowing you to quickly set up similar roles with varying levels of access to information and features.

Allows you to manage permissions at a granular level.

System Roles page System Administrator responsible for managing users, EX groups, and related permissions. Recommend limiting the number of users in a role with this permission.

Can add & remove users in roles

Assign and remove users to and from EXi roles.

Users can be assigned to multiple roles to control their access to EXi modules,

Quickly add and remove users from roles to immediately grant and revoke access to information and tasks.

Edit Role page Permissions

Removed page Messages related

System Administrator responsible for managing users, EX groups, and related permissions. Recommend limiting the


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System Administration Hub information, and the tasks they can perform.

to being removed from a role

number of users in a role with this permission.

Can change role permissions

Add and remove access to features and information throughout EXi.

Customize roles to fit the needs of each user group.

Restrict and grant privileges for all users associated with the role as opposed to individually.

Edit Role page Permissions

Removed page Messages related

to removed permissions


Can delete roles Delete unneeded roles. Roles can only be deleted when all users assigned to it have been reassigned to another role. NOTE: Deleting a role won’t delete the role template. It is still available when creating new roles.

Manage roles and remove unneeded ones to eliminate confusion.

Systems Role page

Permissions Removed page

Messages related to role updates



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Advising Hub

Advising Hub

Role: Academic Advising Module Manager Note: Academic Advising Module Managers can only access the Academic Advising and Advising Administration hubs once they have been assigned to an Advising Module role with permission to at least one hub feature.


Academic Advising Roles

Can create roles

Create new advising roles based on Jenzabar-provided templates in order to group Advising Administration and Academic Advising users by varying permissions.

Manage user privileges by creating as many advising roles with varying permissions as needed (e.g., users can create advising roles appropriate for coaches who only need limited access and department chairs who may need access to additional information).

Allows users to manage permissions at granular level.

System Administration hub, Systems Role page

Advising module manager responsible for maintaining all advisors, advisor roles, and related permissions. Recommend limiting the number of users in a role with this permission.

Advising Module Managers on the EX Maintain Advisors window.

Can copy roles

Copy existing advising roles in order to.

Manage user privileges by creating as many advising roles with varying


Advising module manager responsible for


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Advising Hub



permissions as needed (e.g., users can create advising roles appropriate for coaches who only need limited access and department chairs who may need access to additional information).

Allows users to manage permissions at granular level.

maintaining all advisors, advisor roles, and related permissions. Recommend limiting the number of users in a role with this permission.



Add and remove access to features and information throughout EXi Advising.

Customize roles to fit the needs of each advising user group.

Restrict and grant privileges for all advising users associated with the advising role as opposed to individually.

System Administration hub, Edit Role page

Permissions Removed page Messages related to

removed permissions

Advising module manager responsible for managing all advisors, advisor roles, and related permissions. Recommend limiting the number of users in a role with this


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Advising Hub



permission. Advising Module

Managers on the EX Maintain Advisors window.


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Advising Hub



Can edit role names & descriptions

Customize roles to fit the needs of each advising user group.

Restrict and grant privileges for all advising users associated with the advising role as opposed to individually.


Permissions Removed page

Messages related to removed permissions

Advising module manager responsible for managing all advisors, advisor roles, and related permissions. Recommend limiting the number of users in a role with this permission.





Assign and remove users to and from advising-related roles.

Users can be assigned to multiple roles to control their access to EXi Advising information and

Quickly add and remove users from advising roles to immediately grant and revoke access to information and tasks.


Permissions Removed page Messages related to being

removed from a role

Advising module manager responsible for managing all advisors, advisor roles, and related permissions.


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Advising Hub



the tasks they can perform.

Recommend limiting the number of users in a role with this permission.


Can delete roles

Delete advising-related roles no longer needed. Roles can only be deleted when all users assigned to it have been reassigned to another role. NOTE: Deleting a role won’t delete the role template. It is still available when creating new roles.



Permissions Removed page Messages related to role

updates


Advising Module Managers on the


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Advising Hub



EX Maintain Advisors window.

Can view roles

Review all available advising roles in EXi including a description of the role and the number of active users associated with the role.

Review and compare high-level role information in one place.

System Administration hub, System Roles page


Advising Administration

Can view section planning confidence indicator

View the block and percentage of advisees with an academic plan.

Ensure confidence in number of students on plan for building course sections.

Advising Administration hub, Section Planning Confidence block

Most advising module managers.

Can view section

All features available with Can view published advising cycles

Drill down into planning statistics to determine planning reliability.

Advising Administration hub, Section Planning Confidence

Advising module managers


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Advising Hub



planning advisor & advisee details

permission are also available with this permission

View number of advisees on plan, have their requirements planned, and have their requirements planned to the course level

Access a full list of advisees and their associated advisors that can be filtered by status.

Determine if course sections can be accurately set up with the Registrar's off.

Access detailed information for students on or off plan to determine if planning issues are anomalies or trends.

block, view detailed information about advisor and advisee progress and link to more information

responsible for managing planning information.

Can view FERPA policy & contact

View a copy of your school’s FERPA policy and contact information for your campus FERPA specialist, if available.

Easily access valuable FERPA information and provides a contact for additional details.

Advising Administration hub home page, Overview block


Can manage settings

Manage settings that apply to all EXi Advising users: o Standard advising meeting

details appearing when advisors are casting their appointment blocks

o Provide a PDF version of FERPA and designate a FERPA contact

Set up standard Advising features for all advising users in one location.

Meeting standards save advisors from repeatedly entering meeting notes, location, and duration.

Ensure adherence with FERPA requirements by

Advising Administration hub, Advising Settings page

Academic Advising hub, Cast Appointment Blocks wizard, advising meeting details

Academic Advising hub, Home page, Calendar, advising appointment

Advising module manager responsible for managing advisors and general advising-related efforts. TIP: Changes here apply to all Advising


34

Advising Hub



o If using Jenzabar Retention, determine how early alerts and follow-ups are handled in EXi

making FERPA information easily available.

Utilize Jenzabar Retention integration to ensure students identified as “at risk” get needed intervention to ensure retention.

details pop-up JICS, My Advisor Meetings,

advising appointment details when advisee is accepting advising appointment

Academic Advising hub, Home page, Overview block

Advising Administration hub, Home page, Overview block

Messages and tasks related to Jenzabar Retention notifications

Administration and Academic Advising users therefore limiting the number of users with this permission is recommended.

Can copy programs, minors, concentra-tions, & certifications NOTE: If your school is not

Copy selected requirement sets from a program, minor, concentration, or certification to another catalog year.

Copy a program’s academic plans to create a default plan that can be customized as needed.

Individually select the

Quickly sets up the requirements for a program, minor, concentration, or certification for a selected year.

Alleviates time needed to create a new academic plan for each program

Advising Administration hub, Home page, Hub options, Copy program requirements option

Most advising module managers

Users in an EX group with permission to create institutional requirement


35

Advising Hub



utilizing EXi academic planning, this feature is unavailable and permission is not needed.

requirements ensuring only those requirements ready to be copied are included. Allows advising users to continue working on curriculum and only copy requirements that are ready.

Keep the new plan in a draft status until ready for advisors to use allowing for additional updates to the requirement trees or degree/cross references.

Publish the new plan to make it available for advisors to use.

from scratch. Consolidates the EX

process of setting up academic advising trees, GPA profiles, degree/aim cross references to create plans for the next year.

trees on the EX Institutional Requirement Trees window, set up degree/aim cross references using the EX Degree/Aim Cross Reference window, and manage GPA profiles using the EX Maintain Program GPA Profiles window.


36

Advising Hub



Can manage goal types

Determine how student goals will be categorized at your school by creating, managing, and activating/ deactivating goal types. These types are selected when users create new goals or update existing ones.

Enable/disable goal types.

Allows users to categorize and group goals.

Advising Administration hub, Manage goal types menu option and page

Advisee Spotlight page, Goals block and Create Goal page


Advising Cycles

Can view published advising cycles

View published advising cycles’ information including milestone dates on their advising calendar and current milestone progress.

Review advising cycle milestones and tasks to keep advisors on track and ensure a successful advising cycle. Especially important when students are required to have registration clearance or approval.

Advising Administration hub, Home page, Overview block

Advising Administration hub, Home page, Advising Cycles block

Advising Administration hub, Advising Cycles page

Advising Administration hub, Advising Cycle pages


Can create & edit advising cycles

All features available with Can view published advising cycles permission are also

Allow advising administrators to create advising cycles that specify

Advising Administration hub, Hub options, Create advising cycle option

Advising module manager responsible for managing


37

Advising Hub



available with this permission. Define advising milestones

such as setting up when an advisor is available to meet with their advisees and the period of time when those meetings will end for a selected catalog year/term or sub-term.

date ranges and milestones with automated messages and tasks to keep advisors and advisees on target.

Allow advising administrators to monitor advisor progress setting up the required number of meeting times and actual meeting occurrences.

Advising Administration hub, Advising Cycles block

Advising Cycle page

advising-related efforts. To prevent creating repetitive advising cycles, recommend limiting the number of users with this permission.

Academic Plans

Can view academic plans NOTE: If your school is not using EXi academic planning, permission is not needed.

View only access to draft, shared, and published academic plans.

Access academic plan information for advisor’s advisees including major/ minor/ certification requirements and progress towards these requirements.

Notify advisors if there are requirements that have not yet been assigned to the

Allows advising administrators to review the curriculum for their advisor’s advisees and ensure their advisees are progressing with completing their selected program.

Advising Administration hub, Overview block

Advising Administration hub, Academic Plans block

Advising Administration hub, Academic Plans page

Advising Administration hub, Academic Plan pages

Advising Administration hub, Academic Plan pages, Plan options, Edit plan layout and View plan



38

Advising Hub



advisee’s plan and access a view-only version of the advisee’s academic plan. Users in this role cannot modify the plan.

Export the plan to PDF for distribution.

layout details options Advising Administration

hub, Plan Layout Details page

Student Summary page, Overview block

Student Summary page, Academic Plan link

Can view & edit academic plans NOTE: If your school is not using EXi academic planning, permission is not needed.

View detailed academic plan information. All features available with Can view academic plans permission are also available with this permission.

Manage academic plans for available programs.

Export plans to PDF for distribution.

Notify advisors if there are requirements that have not yet been assigned to the advisee’s plan.

Add or remove terms to the advisee’s plan as needed to

Aids advisors with planning their advisees’ curriculum. Planning helps advisors ensure their advisees progress on completing their selected program.

Manage requirements associated with a plan.


Advising Administration hub, Academic Plans block

Advising Administration hub, Academic Plans page

Advising Administration hub, Academic Plan pages

Advising Administration hub, Academic Plan pages, Plan options, Edit plan layout and View plan layout details options

Advising Administration hub, Plan Layout Details page, Edit plan layout option

Advisors that need the ability to update advisees’ academic plans.


39

Advising Hub



meet program requirements. Assign and remove program

requirements to the advisee’s plan as needed.

Advising Administration hub, Edit Plan Layout page

Student Summary page, Overview block

Student Summary page, expand, Academic Plan link

Employees

Can view advisor meeting status

View the number of meetings an advisor has or has not held with their advisees.

Access available Advisor or Advisee pages for more details or contact information.

Identify advisors who still have not met advisees and ensure meetings occur. Advising meetings are particularly important if students require registration approval or clearance. Not meeting could impact their ability to register for courses.

Access to additional information enables users to identify why meetings might not have occurred or quickly access contact information in order to call or email an advisor or

Advising Administration hub, Advisor Meeting Status block

Advisor Meeting Status list page

Academic Advising Module Manager

Division or department chair/ head


40

Advising Hub



advisee.

Programs

Can create plans from programs NOTE: If your school is not using EXi academic planning, permission is not needed.

Once program requirements are finalized, create academic plans to be associated with a major, minor, certification, etc.

Identify programs that are ready for planning and start the planning process or review the programs not quite ready for planning yet.

Quickly create academic plans from programs


Advising Administration hub, Program Planning block

Advising Administration hub, Program Planning page

Advising Administration hub, Program pages


Users in an EX group with permission to create institutional requirement trees on the EX Institutional Requirement Trees window, set up degree/aim cross references using the EX Degree/Aim Cross Reference window, and manage GPA profiles using the EX Maintain


41

Advising Hub



Program GPA Profiles window.

Can view programs

View only access to review a list of the programs offered at your school and use filter/search features to see them by year, status, and degree.

Review draft and published program information including how many students are enrolled and CIP code.

Quickly find and review a program at your school.

Determine if a program is planned, ready for planning, for doesn’t require planning.




Advising Administration hub, Program pages


Can edit programs NOTE: If your school is not using EXi academic planning, permission is not needed.

All features available with Can view programs permission are also available with this permission.

Assign program requirements to the appropriate year/terms or sub-terms.

View assigned program requirements.

Add year/terms or sub-terms,

Identify required courses that need to be assigned to .

Allow advising administrators to monitor advisor progress setting up the required number of meeting times and actual meeting occurrences.




Advising Administration hub, Program pages, access to edit feature


Users in an EX group with permission to create institutional requirement trees on the EX Institutional


42

Advising Hub



if needed View plan set up progress bar

Advising Administration hub, Edit Plan Layout pages

Advising Administration hub, Program pages, Export to PDF feature

Requirement Trees window, set up degree/aim cross references using the EX Degree/Aim Cross Reference window, and manage GPA profiles using the EX Maintain Program GPA Profiles window.

Students

Can view registration status NOTE: If your school does not require registration clearance or

View only ability to monitor student registration progress during a selected advising cycle.

View a list of the student advisees associated with a selected advising cycle. Use filter/search features to see them by registration status

Ensure students are registering and identify and resolve potential registration issues.

Advising Administration hub, Student Registrations block

Advising Administration hub, Student Registrations page



43

Advising Hub



approval, this permission might not be needed.

and/or primary advisor.

Can unlock student records

Identify and unlock a student records.

Quickly identify and unlock a hold on a student’s record that could impact the advising process or student registration.

Advising Administration hub, Student Progress Locks block


Advising Module

Role: Academic Advisor Note: Primary Advisors can only access the Academic Advising hub once they have been assigned to a role with permission to at least one Academic Advising hub feature.


Advising Cycles

Can view published advising

View published advising cycles’ information including cycle progress, enrollment terms,

Track advising cycle tasks to ensure advisors know when to set up appointment blocks and when


Most advisors at your school


44

Advising Module


Permission Features Benefits Impacts For cycles web groups associated with the

cycle, and the number of students included in the cycle.

View the advising cycle calendar with key milestones.

key advising cycle milestones occur.

Academic Advising hub, Advising Cycle pages

Students

Can view advising summary

Review advising information including a list of current advising cycles, advisees identified as having issues, and a copy of your school’s FERPA policy and FERPA contact information, if available.

Links in this block allow primary advisors to jump to advising related blocks to which they have permission.

Access valuable information at a glance.



Can view advisee roster NOTE: If your school is not

View and filter current advisees according to classification and advising cycle. Advisee information can include developmental courses, placement test scores, GPA, intended major/ minor/

Identify advisees with whom the advisor still needs to meet and utilize scheduling features to set up appointments.

Review important advisee information that may impact advising recommendations.

Academic Advising hub, My Advisee Roster page NOTE: When you prohibit permission to view the advisee roster, the financial



45

Advising Module


Permission Features Benefits Impacts For licensed to use Jenzabar Retention, retention information does not appear.

certification, financial aid, retention status, and contact details.

Access advisee contact information.

Assign or reschedule an advisee appointment.

aid status, retention score, graduation status, and holds information for advisees can still be reviewed on the Student Summary page. You can remove permission to this information using individual check boxes.

Can cast appointment blocks

Set up availability to meet with advisees during an advising cycle. Advisees can select available appointments using the CRM My Advisor Meetings feature.

Facilitate the advisee meeting process by allowing advisors to select convenient times for them to meet and then automatically making those appointments available for advisee scheduling from JICS.

Academic Advising hub, Cast Appointment Blocks page

Appointment availability in CRM My Advisor Meetings

Advisors who will be meeting with students

Can view student summary

View an overview of student information related to retention, enrollment, career hours, academic standing, degree, and registration requirements. NOTE: If your school is not licensed

Access a student’s summary page and see relevant advising information in one place. Access to contact information is also available.

Academic Advising hub, Student Summary page



46

Advising Module


Permission Features Benefits Impacts For to use Jenzabar Retention, retention information does not appear.

Can view financial aid status

View their advisees’ current Satisfactory Academic Progress (SAP) status maintained in EX.

Aids advisors in ensuring students are completing the required coursework at regulated standards to meet federal aid requirements.

Academic Advising hub, Advisee Roster page



Can view retention score NOTE: I f your school is not licensed to use Jenzabar Retention, retention information does not appear.

View their advisees’ current Jenzabar Retention status. Users will only have access to the information they currently have privilege to access in RMS.

Aids advisors in ensuring students identified as “at risk” get needed additional attention.




Can clear to Clear their advisees to register for Ensures students get needed Academic Advising hub, Most advisors at


47

Advising Module


Permission Features Benefits Impacts For register courses. If your school does not

require registration clearance, permission is not needed. NOTE: Users can have permission to this feature, but it only applies to those advisees requiring clearance based on the web registration group configuration on the EX Year Term Subterm window, Control tabs.

clearance to register for their courses.

Home page, Registration Clearance block


your school

Can perform registration approval

Approve their advisees’ course load to complete the registration process. If your school does not require advisees to get registration approval, permission is not needed. NOTE: Users can have permission to this feature, but it only applies to those advisees requiring approval based on the web registration group configuration on the EX Year Term Subterm window, Control tabs.

Ensures students get the approval required for them to complete the registration process.

Academic Advising hub, Home page, Registration Approval block




48

Advising Module



Can view graduation status

Review who has applied to graduate and where their advisees are within the process. If your school does not track the IPEDS graduation information, permission is not needed.

Aids advisors in ensuring their advisees are completing the steps needed by your school to graduate. Graduation stages vary according to school and are set up and maintained in EX.

Academic Advising hub, Home page, Graduation Status block




Can view holds

View any advisees with issues related to their student records (e.g., fines, unpaid tuition, etc.) and access any available resolution information. Holds vary according to your institution’s hold setup, but registration can be impacted. NOTE: Users will only have access to the holds information they currently have access to in EX.

Ensures advisors can quickly see any advisees with holds on their records, which can impact registration and planning. Using available contact information helps resolve the issue quickly and avert registration issues.

Academic Advising hub, Home page, Holds block




Can view academic plan

View only ability to access academic plan information for the advisees including major/ minor/ certification

Aids advisors with planning an advisees’ curriculum and ensuring they gain progress on completing their selected program.

Academic Advising hub, Student Summary page, link

Academic Advising hub,



49

Advising Module


Permission Features Benefits Impacts For NOTE: If your school is not using EXi academic planning, permission is not needed.

requirements and progress towards these requirements.

View notifications if there are requirements that have not yet been assigned to the advisee’s plan and access a view-only version of the advisee’s academic plan. Advisors in this role cannot modify the plan.


Academic Plan pages

Can edit academic plans NOTE: If your school is not using EXi academic planning, permission is not needed.


Access academic plan information for the advisees including major/ minor/ certification requirements and progress towards these requirements.

Export the plan to PDF for

Aids advisors with planning an advisees’ curriculum and updating the plan as needed. Planning helps the advisor ensure their advisees gain progress on completing their selected program.


Academic Advising hub, Academic Plan pages

Advising Administration hub, Plan Layout Details page

Advisors that need the ability to update advisees’ academic plans


50

Advising Module


Permission Features Benefits Impacts For distribution.


Add or remove terms to the advisee’s plan as needed to meet program requirements.

Assign and remove program requirements to the advisee’s plan as needed.

Can view advisee’s to dos

Review the advisee's "to do" list. Review the advisee's "to do" list. Student Summary page, link to Advisee Spotlight page

Advisors completing tasks for an advisee or monitoring an advisee's to do list.


51

NOTE: For athletic department users to see student information: Athletic department users must be active EXi users (EX Users window) and associated with an enabled sport in EXi Students must be active in the current year/term (EX Student Information window, Student tab, most recent year/term information) Students must be associated with a sport (EX Sports Tracking window)

Advising Module

Role: Athletic Department This role gives a user the ability to access student information based on the active sports students are participating in and the users associated with those sports. This ensures athletic coaches and directors automatically have access to any students participating in a particular sport. If a student drops the sport, the users in this role can no longer access their information and if a student joins a sport, the users in this role can automatically access their information. Athletic department users can only access the Academic Advising hub once they have been assigned to a role with permission to at least one Academic Advising hub feature.



View an overview of student information related to retention, enrollment, career hours, academic standing, degree, and registration requirements.

NOTE: If your school is not licensed to use Jenzabar Retention, retention information does not appear.

Access a student’s summary page and see relevant student information in one place. Access to contact information is also available.

Student Summary page Most athletic department users at your school


View their students' current Satisfactory Academic Progress (SAP) status maintained in EX.

Aids athletic department users in ensuring students in their classes are completing the required coursework at regulated standards to meet federal aid requirements.



52

Advising Module



Can view retention score

View their students’ current Jenzabar Retention status. Users will only have access to the information they currently have privilege to access in RMS.

Aids athletic department users in ensuring students identified as “at risk” get needed additional attention.

Student Summary page Most faculty members at your school

Can clear to register

Clear their students to register for courses. If your school does not require registration clearance, permission is not needed.

NOTE: Users can have permission to this feature, but it only applies to those students requiring clearance based on the web registration group configuration on the EX Year Term Subterm window, Control tabs.

Ensures students get needed clearance to register for their courses.

Student Summary page Athletic department users involved with the student advising process in any way


Approve their students’ course load to complete the registration process. If your school does not require advisees to get registration




53

Advising Module


Permission Features Benefits Impacts For approval, permission is not needed.

NOTE: Users can have permission to this feature, but it only applies to those advisees requiring approval based on the web registration group configuration on the EX Year Term Subterm window, Control tabs.


Review those students that have applied to graduate and where they are within the process. If your school does not track the IPEDS graduation information, permission is not needed.

Aids athletic department users in ensuring their students are completing the steps needed by your school to graduate. Graduation stages vary according to school and are set up and maintained in EX.


Can view holds

View any students with issues related to their student records (e.g., fines, unpaid tuition, etc.) and access any available resolution information. Holds vary according to your institution’s hold setup, but

Ensures athletic department users can quickly see any students with holds on their records, which can impact registration and planning. Using available contact information helps resolve the



54

Advising Module


Permission Features Benefits Impacts For registration can be impacted.

NOTE: Users will only have access to the holds information they currently have access to in EX.

issue quickly and avoid registration issues.


View only ability to access academic plan information for the students including major/ minor/ certification requirements and progress towards these requirements.

View notifications if there are requirements that have not yet been assigned to the student's plan and access a view-only version of the student's academic plan. Athletic department users in this role cannot modify the plan.


Aids athletic department users with planning an advisees’ curriculum and ensuring they gain progress on completing their selected program.



55

Advising Module



Can edit academic plans




Notify faculty members if there are requirements that have not yet been assigned to the student's plan.

Add or remove terms to the student's plan as needed to meet program requirements.

Assign and remove program requirements to the student's

Aids athletic department users with planning an advisees’ curriculum and updating the plan as needed. Planning helps the faculty member ensure their students gain progress on completing their selected program.



56

Advising Module


Permission Features Benefits Impacts For plan as needed.


57

NOTE: For department head users to see student information: Department head users must be active EXi users (EX Users window) associated with an enabled aim in EXi Students must be actively pursuing the enabled aim (EX Student Information window, Degree tab, active degree program)

Advising Module

Role: Department Head Note: Department Heads can only access the Academic Advising hub once they have been assigned to a role with permission to at least one Academic Advising hub feature.


Advising Cycles

Can view published advising cycles

View published advising cycles’ information including cycle progress, enrollment terms, web groups associated with the cycle, and the number of students included in the cycle.

View the advising cycle calendar with key milestones.

Track advising cycle tasks to ensure advisors know when to set up appointment blocks and when key advising cycle milestones occur.


Academic Advising hub, Advising Cycle pages

Heads of Departments, athletic coaches, Division Chairs, and other higher-level users who have an interest in student progress but have a secondary and less direct relationship to advising students.

Students


View an overview of student information related to retention, enrollment, career hours, academic standing, degree, and registration

Access a student’s summary page and see relevant advising information in one place. Access to contact information is also




58

Advising Module


Permission Features Benefits Impacts For requirements. NOTE: If your school is not licensed to use Jenzabar Retention, retention information does not appear.

available.


View their advisees’ current Satisfactory Academic Progress (SAP) status maintained in EX.

Aids advisors in ensuring students are completing the required coursework at regulated standards to meet federal aid requirements.




Can view retention score NOTE: I f your school is not licensed to use Jenzabar Retention, retention information

View their advisees’ current Jenzabar Retention status. Users will only have access to the information they currently have privilege to access in RMS.

Aids advisors in ensuring students identified as “at risk” get needed additional attention.





59

Advising Module


Permission Features Benefits Impacts For does not appear.


Clear their advisees to register for courses. If your school does not require registration clearance, permission is not needed. NOTE: Users can have permission to this feature, but it only applies to those advisees requiring clearance based on the web registration group configuration on the EX Year Term Subterm window, Control tabs.


Academic Advising hub, Home page, Registration Clearance block




Approve their advisees’ course load to complete the registration process. If your school does not require advisees to get registration approval, permission is not needed. NOTE: Users can have permission to this feature, but it only applies to those advisees requiring


Academic Advising hub, Home page, Registration Approval block




60

Advising Module


Permission Features Benefits Impacts For approval based on the web registration group configuration on the EX Year Term Subterm window, Control tabs.


Review who has applied to graduate and where their advisees are within the process. If your school does not track the IPEDS graduation information, permission is not needed.

Aids advisors in ensuring their advisees are completing the steps needed by your school to graduate. Graduation stages vary according to school and are set up and maintained in EX.

Academic Advising hub, Home page, Graduation Status block




Can view holds

View any advisees with issues related to their student records (e.g., fines, unpaid tuition, etc.) and access any available resolution information. Holds vary according to your institution’s hold setup, but registration can be impacted. NOTE: Users will only have access to the holds information they currently have access to in EX.

Ensures advisors can quickly see any advisees with holds on their records, which can impact registration and planning. Using available contact information helps resolve the issue quickly and avert registration issues.

Academic Advising hub, Home page, Holds block





61

Advising Module



Can view academic plan NOTE: If your school is not using EXi academic planning, permission is not needed.

View only ability to access academic plan information for the advisees including major/ minor/ certification requirements and progress towards these requirements.

View notifications if there are requirements that have not yet been assigned to the advisee’s plan and access a view-only version of the advisee’s academic plan. Advisors in this role cannot modify the plan.


Aids advisors with planning an advisees’ curriculum and ensuring they gain progress on completing their selected program.




Can edit academic plans NOTE: If your school is not using EXi academic planning,


Access academic plan information for the advisees including major/ minor/

Aids advisors with planning an advisees’ curriculum and updating the plan as needed. Planning helps the advisor ensure their advisees gain progress on completing their selected program.



Advising Administration hub, Plan Layout Details page

Advisors that need the ability to update advisees’ academic plans


62

Advising Module


Permission Features Benefits Impacts For permission is not needed.

certification requirements and progress towards these requirements.



Add or remove terms to the advisee’s plan as needed to meet program requirements.

Assign and remove program requirements to the advisee’s plan as needed.


63

NOTE: For faculty users to see student information: Faculty member must be designated as the teacher for the course (EX Courses window, Faculty tab, Lead Inst. check box selected) Faculty member must teaching an active course section (EX Courses window, Schedule tab, Begin and End dates) Students must be listed as currently enrolled in the course (EX Courses window, Class List tab, Status of current, reserved, or history) Faculty member must be an active EXi user (EX Users window) assigned to this role

Advising Module

Role: Faculty This role gives a user the ability to access student information based on the active courses students are enrolled in and the users instructing those courses. This ensures faculty members automatically have access to the most recent active class list. If a student drops the course, the faculty member can no longer access their information and if a student adds the course, the faculty member can automatically access their information. Department Heads can only access the Academic Advising hub once they have been assigned to a role with permission to at least one Academic Advising hub feature.



View an overview of student information related to retention, enrollment, career hours, academic standing, degree, and registration requirements.

NOTE: If your school is not licensed to use Jenzabar Retention, retention information does not appear.




View their students' current Satisfactory Academic Progress (SAP) status maintained in EX.

Aids faculty members in ensuring students in their classes are completing the required coursework at regulated standards



64

Advising Module


Permission Features Benefits Impacts For to meet federal aid requirements.


View their students’ current Jenzabar Retention status. Users will only have access to the information they currently have privilege to access in RMS.

Aids faculty members in ensuring students identified as “at risk” get needed additional attention.



Clear their students to register for courses. If your school does not require registration clearance, permission is not needed.

NOTE: Users can have permission to this feature, but it only applies to those students requiring clearance based on the web registration group configuration on the EX Year Term Subterm window, Control tabs.


Student Summary page Faculty members that are involved with their students' advising process


Approve their students’ course load to complete the registration process. If your school does not


Student Summary page Faculty members that are involved with their students'


65

Advising Module


Permission Features Benefits Impacts For require advisees to get registration approval, permission is not needed.

NOTE: Users can have permission to this feature, but it only applies to those advisees requiring approval based on the web registration group configuration on the EX Year Term Subterm window, Control tabs.

advising process



Aids faculty members in ensuring their students are completing the steps needed by your school to graduate. Graduation stages vary according to school and are set up and maintained in EX.


Can view holds

View any students with issues related to their student records (e.g., fines, unpaid tuition, etc.) and access any available resolution information. Holds vary according to your institution’s hold setup, but

Ensures faculty members can quickly see any students with holds on their records, which can impact registration and planning. Using available contact information helps resolve the

Student Summary page Faculty members that are involved with their students' advising or graduation process


66

Advising Module


Permission Features Benefits Impacts For registration can be impacted.

NOTE: Users will only have access to the holds information they currently have access to in EX.

issue quickly and avoid registration issues.


View only ability to access academic plan information for the students including major/ minor/ certification requirements and progress towards these requirements.

View notifications if there are requirements that have not yet been assigned to the student's plan and access a view-only version of the student's academic plan. Faculty members in this role cannot modify the plan.


Aids faculty members with planning an advisees’ curriculum and ensuring they gain progress on completing their selected program.

Student Summary page Faculty members that are involved with their students' advising process

Can edit View detailed academic plan Aids faculty members with Student Summary page Faculty members


67

Advising Module


Permission Features Benefits Impacts For academic plans

information. All features available with Can view academic plans permission are also available with this permission.



Notify faculty members if there are requirements that have not yet been assigned to the student's plan.

Add or remove terms to the student's plan as needed to meet program requirements.

Assign and remove program requirements to the student's plan as needed.

planning an advisees’ curriculum and updating the plan as needed. Planning helps the faculty member ensure their students gain progress on completing their selected program.

that are involved with their students' advising process


68


69

Note: For location managers to see student information: Students must be associated with a location (EX Student Information window, Student tab, location information and/or Course Locations

tab) Location manager must be an active EXi user (EX Users window) assigned to this role with the appropriate location enabled

Advising Module

Role: Location Manager This role gives a user the ability to access student information based on the active locations and the students associated with those locations. This ensures users in this role automatically have access to any students associated with a particular location. If a student is no longer associated with this location, the users in this role can no longer access their information and if a student is now associated with this location, the users in this role can automatically access their information. Location managers can only access the Academic Advising hub once they have been assigned to a role with permission to at least one Academic Advising hub feature.

Students



View an overview of student information related to retention, enrollment, career hours, academic standing, degree, and registration requirements. NOTE: If your school is not licensed to use Jenzabar Retention, retention information does not appear.


Student Summary page Most location managers at your school


View students' current Satisfactory Academic Progress (SAP) status maintained in EX.

Aids location managers in ensuring students in their classes are completing the required coursework at regulated standards

Student Summary page Location managers involved with the student advising process in any way


70

Advising Module


Students

Permission Features Benefits Impacts For to meet federal aid requirements.


View students’ current Jenzabar Retention status. Users will only have access to the information they currently have privilege to access in RMS.

Aids location managers in ensuring students identified as “at risk” get needed additional attention.



Clear students to register for courses. If your school does not require registration clearance, permission is not needed. NOTE: Users can have permission to this feature, but it only applies to those students requiring clearance based on the web registration group configuration on the EX Year Term Subterm window, Control tabs.




71

Advising Module


Students



Approve students’ course loads to complete the registration process. If your school does not require advisees to get registration approval, permission is not needed. NOTE: Users can have permission to this feature, but it only applies to those advisees requiring approval based on the web registration group configuration on the EX Year Term Subterm window, Control tabs.





Aids location managers in ensuring students are completing the steps needed by your school to graduate. Graduation stages vary according to school and are set up and maintained in EX.



72

Advising Module


Students


Can view holds

View any students with issues related to their student records (e.g., fines, unpaid tuition, etc.) and access any available resolution information. Holds vary according to your institution’s hold setup, but registration can be impacted. NOTE: Users will only have access to the holds information they currently have access to in EX.

Ensures location managers can quickly see any students with holds on their records, which can impact registration and planning. Using available contact information helps resolve the issue quickly and avoid registration issues.



• View only ability to access academic plan information for the students including major/ minor/ certification requirements and progress towards these requirements.

• View notifications if there are requirements that have not

Aids location managers with planning a student's curriculum and ensuring they gain progress on completing their selected program.



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Advising Module


Students


yet been assigned to the student's plan and access a view-only version of the student's academic plan. Faculty members in this role cannot modify the plan.

• Export the plan to PDF for distribution.

Can edit academic plans

• View detailed academic plan information. All features available with Can view academic plans permission are also available with this permission.

• Access academic plan information for the students including major/ minor/

Aids location managers with planning an advisees’ curriculum and updating the plan as needed. Planning helps the location manager ensure students gain progress on completing their selected program.



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Advising Module


Students


certification requirements and progress towards these requirements.

• Export the plan to PDF for distribution.

• Notify the location manager if there are requirements that have not yet been assigned to the student's plan.

• Add or remove terms to the student's plan as needed to meet program requirements.

• Assign and remove program requirements to the student's plan as needed.


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Events Hub

Events

Role: Events Administrator Note: Once a user is granted permission to any of the following features, the Events hub becomes available from the Universal toolbar, Hubs options.


Events Roles

Can create roles

All features available with Can view roles are also available with this permission.

Create new roles with varying permissions based on existing role templates.

Manage user privileges by creating as many roles with varying permissions as needed. Users can create roles appropriate for users needing limited access or users who may need fuller access to additional information.

Allows you to manage permissions at granular level.

System Roles page Create Role page

Administrators and Module Managers responsible for managing Events users and related permissions. Recommend limiting the number of users in a role with this permission.

Can copy roles


Create new roles with varying permissions based on existing roles.

New roles inherit the original role’s permissions allowing you to quickly set up similar roles with varying levels of access to information and features.

Allows you to manage permissions at a granular level.

System Roles page Copy Role page



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Events





Add and remove access to features and information throughout EXi.

Customize roles to fit the needs of each user group.

Restrict and grant privileges for all users associated with the role as opposed to individually.

Edit Role page Permissions Removed

page Messages related to

removed permissions

Administrators and Administrators and Module Managers responsible for managing Events users and related permissions. Recommend limiting the number of users in a role with this permission.

Can edit role names & descriptions


Update role names and descriptions as you want them to appear to other users.

Customize role names to be consistent with departments and positions at your school.

Update role descriptions to be detailed or generic. Can clarify the differences between roles with similar privileges.

System Roles page Administrators and Module Managers responsible for managing Events users and related permissions. Recommend limiting the number of users in a role with this permission.



Assign and remove users to and

Quickly add and remove users from roles to immediately grant and revoke access to information and tasks.

Edit Role page Permissions Removed


Administrators and Module Managers responsible for managing Events


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Events


Permission Features Benefits Impacts For from EXi roles.

Users can be assigned to multiple roles to control their access to EXi modules, information, and the tasks they can perform.

being removed from a role

users and related permissions. Recommend limiting the number of users in a role with this permission.

Can delete roles


Delete unneeded roles. Roles can only be deleted when all users assigned to it have been reassigned to another role.

NOTE: Deleting a role won’t delete the role template. It is still available when creating new roles.


System Roles page Permissions Removed


role updates


Can view roles

Review all available roles in EXi including a description of the role, the module associated with the role and the number of active users associated with the role.

Review and compare high-level EXi role information in one place.

System Roles page Administrators and Module Managers responsible for managing Events users and related permissions. Recommend limiting the number of users


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Events


Permission Features Benefits Impacts For in a role with this permission.

Events

Can view events


View important event details including contact and promotional information, fees, and location information.

Monitor proposed event approval and/or location approval progress (if approval is needed).

Events hub Event pages

Administrators and Module Managers responsible for managing all aspects of events.

Can create events

Create new events using the five step wizard that allows the user to define general event information, location/ date/ time, fees and registration details, and any promotional information about the event.

Ensures only select users can create events

User can enter as much known information about an event as possible making easier for other users to review event details and facilitate the event proposal and location approval processes (if these are required)



Can edit event details

All features available with the Can view events permission

Ensures important information about events is added and

Event pages

Administrators and Module Managers


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Events


Permission Features Benefits Impacts For are also available with this permission.

Access event information and make needed updates including location/ date/ time, fees and registration requirements, and promotional information.

Update other users associated with events such as the coordinator and requestor.

kept updated. Update-to-date information

provides valuable information that helps event proposal approvers and location approvers related determine if the event should be approved.

responsible for managing all aspects of events.

Can delete not yet scheduled events

All features available with the Can view events permission are also available with this permission.

Delete proposed events that have not been approved or scheduled yet.

Manage proposal pending and unscheduled events roles and remove unneeded ones to eliminate confusion.

Event pages Note: Only events in a draft, proposal approved, or proposal denied status will be available for the user to delete.


Can view pending event proposals


View event proposal information.

Monitor the status of an event proposal to ensure timely process progression.



Can manage All features available with the Associated EX Notepad actions Event pages Administrators and


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Events


Permission Features Benefits Impacts For event action items

Can view events permission are also available with this permission.

Add and remove Notepad actions and action items for an event.

NOTE: Available Notepad actions and action lists vary according to the user’s EX Notepad permissions.

and actions lists with events to auto-generate certain processes such as emailing event invitations or following up with invitees.

Module Managers responsible for managing all aspects of events.

Can view events attachments

View uploaded file attachments associated with an event. NOTE: Users will only be able to access those documents they have access to in EX.

Access attachments providing additional event information such as seating charts, menus, set up information, etc.

Event pages Anyone responsible for supporting an event who needs general event permissions.

Can manage event statuses


Access scheduling options for single events and main events and related sub-events based on the event's current status and whether or not a request for approval has been

Review and update an event’s scheduling status.

Event pages



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Events


Permission Features Benefits Impacts For submitted.

Can add invitees


Add invitees individually. Add multiple invitees

simultaneously. Depending upon your Izenda queries you can use the same invitee list multiple times.

Manage an event’s invitee list to ensure it is up-to-date.

Manage Invitees page for an Event

Add Invitee by Query page


Can mark invitees as invited


Designate individual or multiple invitees as having been sent an invitation for the event.


Track invitees to ensure invitations have been sent and/or received.



Can remove invitees from event


Select individual or multiple invitees and remove them from an event.


Remove invitees who may have notified the administrator they are unable to attend.




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Events



Can apply actions/ action lists to invitees


Select Notepad actions and action lists to be applied to individual invitees or multiple invitees.


Utilize Notepad actions and action lists to auto-generate certain processes such as emailing event invitations or following up with invitees.



Can add participants


Add participants to an event.

Manage an event’s participant list to ensure it is up-to-date. This keeps event information up-to-date and event coordinators and viewers informed

Manage Participants page for an Event


Can manage registrations


Register event participants prior to or on-site (depending upon the event’s configuration) including entering the number

Manage an event’s participant list to ensure participants are registered or cancelled as needed. This keeps event information up-to-date and event coordinators and viewers informed.




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Events


Permission Features Benefits Impacts For of expected to attend.

Cancel registered participants who are unable to attend the event.

Can edit participant fees


Enter or update the amount a participant has paid towards an event fee.

Ensure event fees have been paid and track remaining fees owed by a participant.

Keep event information up-to-date and event coordinators and viewers informed.

Monitor expenses and revenue for the event.



Can apply actions/ action lists to participants


Select Notepad actions and action lists to be applied to individual participants or multiple participants.


Utilize Notepad actions and action lists to auto-generate certain processes such as emailing event information or following up with participants.



Can add All features available with the Manage unexpected guests of Check In Attendees page Administrators and


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Events


Permission Features Benefits Impacts For unexpected attendees

Can view events permission are also available with this permission.

Add attendees who were not on the original invitation list.

participants and keep a close count on the attending participants to ensure other aspects of the event aren’t impacted such as location capacity.

for an Event Module Managers responsible for managing all aspects of events.

Can check in attendees


Check in attendees including the number attending.

Registration is managed in real-time allowing event coordinators to keep informed on how many attendees are at the event as well as any who have not registered.

Check In Attendees page for an Event


Can edit attendee fees


Enter or update the amount an attendee has paid towards an event fee.

Ensure event fees have been paid and track remaining fees owed by an attendee.





Invitees/ Participants with EX ID


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Events



Can view invitee/ participant details

View EXi pages for any invitees/ participants that exist in EX.

Access EX information for an invitee/ participant such as contact information.

Person pages with Events information


External People/ Organizations

Can view external person details

View contact information such as phone number and email address for the external person/ organization.

Use contact information to get in touch with an external person/ organization to keep them informed about event information.

Review Person/ Organization without EX ID Details page


Can edit external person details

All features available with the Can view external person details permission are also available with this permission.

Update contact information for the external person/ organization.

Ensure information for an individual or organization outside EXi is up-to-date. This can be important when needing to contact the event requester for more information or keep them notified of the event process (approvals, if needed, etc.)



Can create external person/ organization


When an individual or organization outside of EXi requests an event, they can be associated with it as a

Create Event page Edit Event page

Administrators and Module Managers responsible for managing all aspects


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Events


Permission Features Benefits Impacts For Allow users outside of EXi to be

associated with an event as a requester.

Enter contact information for the external person/ organization.

requester. Contact the individual or

organization that is outside EXi about event information.

of events.

Events Administration

Can manage event types

Determine how events will be categorized at your school by creating, managing, activating/ deactivating, and deleting event types. These types are selected when users create new events or update existing draft events.

Reassign events associated with a particular event type to another type.

Allows users to categorize and group events.

Manage Event Types page



Can monitor events needing attention


View events requiring attention.

Easily identify and track events requiring additional attention.

Ensure events with an issue such an inactivated event coordinator are assigned a new coordinator to keep the event from being disrupted.

Events hub Event pages Message Center



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Events

Role: Events Approver Note: Once a user is granted permission to any of the following features, the Events hub becomes available from the Universal toolbar, Hubs options.


Manage Event Approvals

Can view events


View important event details including contact and promotional information, fees, and location information.



Can approve events

Access event information such as general event information, location/ date/ time, fees and registration details, and any promotional information.

Review all event requests regardless of who made the request and approve or deny the event.

Receive EXi message and task notifications alerting them to pending event approval tasks.

View events calendar for single event and multi-part events.

Enable users to manage events. Events hub Event pages Task Center and

Pending Tasks block


Can view View uploaded file attachments Access attachments providing Event pages Anyone responsible


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Events


Permission Features Benefits Impacts For events attachments

associated with an event. NOTE: Users will only be able to access those documents they have access to in EX.

additional event information such as seating charts, menus, set up information, etc.

for supporting an event who needs general event permissions.


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Events

Role: Events Coordinator Note: Once a user is granted permission to any of the following features, the Events hub becomes available from the Universal toolbar, Hubs options.


Events

Can view events

View all events in EXi including those on calendars.

• Review important event details including scheduling details, contact and promotional information.

• Monitor proposed event approval and/or location approval progress (if approval is needed).

• Events hub • Event pages

Any user that will manage and coordinate events.

Can create events

Create new events using the five step wizard that allows the user to define general event information, location/ date/ time, fees and registration details, and any promotional information about the event.

• Ensures only select users can create events

• Entering as much known information about an event as possible makes it easier for other users to review event details and facilitate the event proposal and location approval processes (if these are required).

• Events hub • Event pages


Can edit event details for assigned events

• All features available with the Can view events permission are also available with this permission.

• Access event information and

• Ensures important information about events is added and kept updated.

• Update-to-date information provides valuable information that helps event proposal

Event pages



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make needed updates including location/ date/ time, fees and registration requirements, and promotional information for those events with which they are associated.

approvers and location approvers related determine if the event should be approved.

Can delete not yet scheduled events for assigned events


• Delete proposed events that have not been approved or scheduled yet for those events the user is assigned a coordinator.

NOTE: Only events in a draft, proposal approved, or proposal denied status will be available for the user to delete.

Remove unneeded proposal pending and unscheduled events to eliminate confusion.

Event pages


Can view pending event proposals for assigned events


• View event proposal information for those events the user is assigned a coordinator.

Monitor the status of an event proposal to ensure timely process progression.

vents hub vent pages


Can manage event action items


• Add and remove Notepad actions and action items for an

Associated EX Notepad actions and actions lists with events to auto-generate certain processes such as emailing event invitations or following up with invitees.

Event pages Any user that will manage and coordinate events.


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event. NOTE: Available Notepad actions and action lists vary according to the user’s EX Notepad permissions.

Can manage event statuses for assigned events


• Access scheduling options for single events, main events and related sub-events based on the event's current status and whether or not a request for approval has been submitted for those events the user is assigned to as a coordinator.

Review and update an event’s scheduling status.

Event pages



View uploaded file attachments associated with an event. NOTE: Users will only be able to access those documents they have access to in EX.



Can add invitees


• Add invitees individually. • Add multiple invitees



• Manage Invitees page for an Event

• Add Invitee by Query page



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• Designate individual or multiple invitees as having been sent an invitation for the event.

• Manage an event’s invitee list to ensure it is up-to-date.

• Track invitees to ensure invitations have been sent and/or received.





• Select individual or multiple invitees and remove them from an event.

• Manage an event’s invitee list to ensure it is up-to-date.

• Remove invitees who may have notified the administrator they are unable to attend.





• Select Notepad actions and action lists to be applied to individual invitees or multiple invitees.







• Add participants to an event.

Manage an event’s participant list to ensure it is up-to-date. This keeps event information up-to-date and event coordinators and viewers informed




• All features available with the Can view events permission are

Manage an event’s participant list to ensure participants are


Any user that will manage and


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also available with this permission.

• Register event participants prior to or on-site (depending upon the event’s configuration) including entering the number of expected to attend.

• Cancel registered participants who are unable to attend the event.

registered or cancelled as needed. This keeps event information up-to-date and event coordinators and viewers informed.

coordinate events.



• Enter or update the amount a participant has paid towards an event fee.

nsure event fees have been paid and track remaining fees owed by a participant.

eep event information up-to-date and event coordinators and viewers informed.






• Select Notepad actions and action lists to be applied to individual participants or multiple participants.





Can add unexpected attendees

• All features available with the Can view events permission are also available with this

Manage unexpected guests of participants and keep a close count on the attending participants to




94

permission. • Add attendees who were not on

the original invitation list.

ensure other aspects of the event aren’t impacted such as location capacity.



• Check in attendees including the number attending.

Registration is managed in real-time allowing event coordinators to keep informed on how many attendees are at the event as well as any who have not registered.





• Enter or update the amount an attendee has paid towards an event fee.

• Ensure event fees have been paid and track remaining fees owed by an attendee.

• Keep event information up-to-date and event coordinators and viewers informed.

• Monitor expenses and revenue for the event.






• View information for invitees/ participants that are in the EX.

• Access available contact information for invitees/ participants.

Note: Users can only see those EX Notepad Actions and Action Lists applied to the invitee/ participant they have permission to view. For example, an invitee may have a

• View event timeline information for invitees/ participants when trying to schedule and event and determine availability.

• · Contact invitees/ participants with additional information regarding the event.

Invitee/ participant's EXi page

Anyone on campus responsible for coordinating events.


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Notepad Action the Events Coordinator cannot view because they do not have the appropriate permissions in EX.

External People/ Organizations



View general and contact information such as phone number and email address for the external person/ organization.

Use contact information to get in touch with an external person/ organization to keep them informed about event information.


Anyone on campus responsible for coordinating events


• All features available with the Can view external person details permission are also available with this permission.

• Update contact information for the external person/ organization.

Ensure information for an individual or organization outside EXi is up-to-date. This can be important when needing to contact the event requester for more information or keep them notified of the event process (approvals, if needed, etc.)




• All features available with the Can view external person details permission are also available with this permission.

• Allow users outside of EXi to be associated with an event as a requester.

• Enter contact information for

When an individual or organization outside of EXi requests an event, such as a community organization, club, or sporting group, they can be associated with it as a requester.

Contact the individual or organization outside of EXi about




96

the external person/ organization.

event information.


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Events

Role: Events Staff Note: Once a user is granted permission to any of the following features, the Events hub becomes available from the Universal toolbar, Hubs options.

Events


Can view events

View all events in EXi. Review important event details including scheduling details as well as contact and promotional information.



Anyone responsible for supporting an event that needs general event permissions.


View uploaded file attachments associated with an event.

NOTE: Users will only be able to access those documents they have access to in EX.


Event pages Anyone responsible for supporting an event that needs general event permissions.

Can add invitees


Add invitees individually.

Manage an event’s invitee list to ensure it is up-to-date. This helps keep event information up-to-date and event coordinators and viewers informed.

Manage Invitees page for an event

Add Invitee by Query page



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Events

Permission Features Benefits Impacts For Add multiple invitees




Designate individual or multiple invitees as having been sent an invitation for the event.

Manage an event’s invitee list to ensure it is up-to-date. This helps keep event coordinators and viewers informed.

Track invitees to ensure invitations have been sent and/or received.





Select individual or multiple invitees and remove them from an event's invitee list.

Manage an event’s invitee list to ensure it is up-to-date. This helps keep event coordinators and viewers informed.

Remove invitees who may have notified the administrator they are unable to attend.





Associated EX Notepad actions and actions lists with events to auto-generate certain processes such as emailing event invitations or




99

Events

Permission Features Benefits Impacts For Add and remove

Notepad actions and action items for an event.


following up with invitees.



Select Notepad actions and action lists to be applied to individual invitees or multiple invitees.






All features available with the Can view events permission are also available with this

Manage an event’s participant list to ensure it is up-to-date. This helps keep event coordinators and viewers informed.

Manage Participants page for an event



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Events

Permission Features Benefits Impacts For permission.

Add participants to an event.



Register event participants prior to or on-site (depending upon the event’s configuration) including entering the number of expected to attend.

Cancel registered participants who are unable to attend the event.

Manage an event’s participant list to ensure participants are registered or cancelled as needed. This helps keep event coordinators and viewers informed.





Enter or update the amount a participant has paid towards an event fee.

Ensure event fees have been paid and track remaining fees owed by a participant.






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Events




Select Notepad actions and action lists to be applied to individual participants or multiple participants.





Can add unexpected attendees


Add attendees who were not on the original invitation list.

Manage unexpected guests of participants and keep a close count on the attending participants to ensure other aspects of the event aren’t impacted such as location capacity.

Check In Attendees page for an event



All features available with the Can view events permission are also available with this

Registration is managed in real-time allowing event coordinators to keep informed on how many attendees are at the event as well as any who




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Events

Permission Features Benefits Impacts For permission.

Check in attendees including the number attending.

have not registered.



Enter or update the amount an attendee has paid towards an event fee.

Ensure event fees have been paid and track remaining fees owed by an attendee.






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Events





View information for invitees/ participants that are in the EX.

Access available contact information for invitees/ participants.

NOTE: Users can only view those EX Notepad Actions and Action Lists applied to the invitee/ participant they have permission to view. For example, an invitee may have a Notepad Action the Events Staff cannot view because they do not have the appropriate permissions in EX.

View event timeline information such as previously attended events and current event response status for invitees/ participants.

Contact invitees/ participants with additional information regarding the event.

Invitee/ participant's EXi page


External People


View general contact information such as phone number and email address for the person outside EXi.

Use contact information to get in touch with a person outside EXi to keep them informed about event information.


Anyone responsible for supporting an event who needs general event permissions.


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Update contact information for the person outside EXi.

Ensure information for an individual outside EXi is up-to-date. This can be important when needing to contact the event requester for more information or keep them notified of the event process (approvals, if needed, etc.)


Anyone responsible for supporting an event who needs general event permissions.



Allow users outside of EXi to be associated with an event as a requester.

Enter contact information for the person outside EXi.

When an individual outside of EXi requests an event, they can be associated with it as a requester.

Contact the individual or organization that is outside EXi about event information.



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Facilities Hub

Hub: Facilities

Role: Facilities Administrator Note: Once a user is granted permission to any of the following features, the Facilities hub becomes available from the Universal toolbar, Hubs options. Facilities are used for standard features when scheduling meetings from EXi calendars and across hubs (e.g., Academic Advising meetings, Events Management events, etc.)


Places & Spaces

Can view places

Access and view detailed place information throughout EXi.

View centralized place calendar of classes, events, and meetings for a place.

Access information about available resources such as prohibited items, available utilities, and overall capacity.

Access contact information for the place.

View additional places in the same region.

Determine a place’s scheduling availability for meetings and events.

Ensure a location has the needed capacity and/or resources for a meeting or event.

Identify inactive, sold, and demolished locations.

NOTE: Impacts vary according to the other roles to which the user belongs (e.g., a user without permission to create events won’t be able to access the location search feature on the Create Event page). Places can be viewed throughout EXi including when creating and working with meetings and events.

Most facilities administrators at your school.

Can create places

All features available with Can view places are also available with this permission.

Add buildings, facilities, natural areas, regularly used online locations, and other places that are newly acquired, being

Ensures all places on or related to your campus are listed in a central repository and important information about them is managed for class, meeting, and event scheduling and maintenance

All Can view places permission impacts apply to this permission as well. Additionally: Facilities hub home

page, Hub options, Create Place option

Facilities Administrator

Users in an EX group with permission to create buildings on the EX


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Hub: Facilities


Permission Features Benefits Impacts For constructed, active, etc.

Define important place information including scheduling availability, if scheduling approval is required, and characteristics (e.g., wired or wireless internet, air conditioning, capacity, etc.) important for planning and scheduling purposes.

purposes. The more information known and added to EXi about a place makes it easier for other users planning meetings, conferences, and events.

Ability to add new EXi buildings to EX synchronizes building information between EX and EXi.

Facilities hub home page, Buildings and Places block

Building Definition window.

Can edit places

All features available with Can view places are also available with this permission.

Access place information and make needed updates including details for points of contact, scheduling availability, if scheduling approval is required, and place features (e.g., wired or wireless internet, air conditioning, capacity, etc.).

Ensures important information about places on or related to your campus is added and update-to-date.

All Can view places impacts apply to this permission as well. Additionally: Place page, Overview

block, Edit details button

Place page, Contacts block, Edit contact button

Review Place Details page, Edit details

Place Coordinator



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Hub: Facilities



Buildings maintained on the EX Building Definition window are created as a place in EXi with a building category. When first added to EXi, they are considered temporarily inactive and must be updated to active to be used. When this permission is granted, users in this role can activate these buildings, further define place characteristics, and outline scheduling availability and approval (if required) making them available for scheduling meetings and events.

button available. This activates editing capabilities.

Place pages, Place options drop-down, Manage areas option

Manage Areas page and ability to view, create, rename, activate/deactivate, and delete areas

Can view spaces


View centralized calendar of classes, events, and meetings for a space.

Access information about available resources such as available utilities (e.g., water,

Determine a space’s scheduling availability for meetings and events.

Ensure a space has the needed capacity and/or resources for a meeting or event.

NOTE: Impacts vary according to the other roles to which the user belongs (e.g., a user without permission to create events won’t be able to access the location search feature on the Create Event page). Spaces can be viewed

Most facilities administrators at your school.


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Hub: Facilities


Permission Features Benefits Impacts For AC, internet, etc.), resources (e.g., audio visual components, chairs, tables, etc.), and overall capacity.

Access contact information for the space.

View additional spaces in the same area.

throughout EXi including when creating and working with places, meetings, and events.

Can create spaces

All features available with Can view spaces permission are also available with this permission.

Add any spaces related to a place such as classrooms, offices, eating spaces, restrooms, general purpose, etc. to a place. Users have the option to create a corresponding space on the EX Room Definition window.

Define important space information including scheduling availability and approval (if required),

Ensures all spaces related to places associated with your school are maintained in a central repository and important information about them is managed for class, meeting, and event scheduling purposes. The more information known and added to EXi about a space, the easier it is for other users planning meetings, conferences, and events.

Option to add new EXi spaces to EX synchronizes room information between EX and

All Can view spaces impacts apply to this permission as well. Additionally: Place pages, Create

space option Place pages, Spaces

within block, links to spaces

Space pages

Place Coordinator

Users in an EX group with permission to create rooms on the EX Room Definition window.


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Hub: Facilities


Permission Features Benefits Impacts For characteristics (e.g., capacity, internet availability, A/V resources, etc.), and contacts.

EXi.

Can edit spaces

All features available with Can view spaces permission are also available with this permission.

Access space information and make needed updates including details for points of contact, scheduling availability, if scheduling approval is required, and space characteristics (e.g., capacity, internet availability, A/V resources, etc.).

Places maintained on the EX Building Definition window are also a part of EXi. Spaces associated these EX buildings and maintained on the EX Room Definition window are also a part of EXi. When first added to EXi, they are

Ensures important information about spaces on or related to your campus places are added and update-to-date.

Fully utilize spaces associated with EX buildings making them available for EXi meeting and event scheduling.

All Can view spaces impacts apply to this permission as well. Additionally: Space pages,

Overview block, Edit details button

Space pages, Contacts block, Edit contacts button

Space pages, Resources block, Edit resources button

Review Space Details page, Edit details button

Space Contact Place and

Space Coordinators

Space and Place Scheduling Approvers

Additional Resources Manager


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Hub: Facilities


Permission Features Benefits Impacts For considered temporarily inactive and must be updated to active to be used. When this permission is granted, users in this role can activate EX rooms in EXi, define space characteristics, outline scheduling availability and approval (if required) making them available for scheduling meetings and events.

Can view facilities summary

Shows counts for the number of active and inactive places and spaces as well as the breakdown of places and spaces by status.

Allows users to quickly see the breakdown of places and spaces on or related to your campus. Depending upon other permissions associated with this role, the user may also be able to link to more information.

Facilities hub, Home page, Overview block


Can manage regions

Grants access to the Manage Regions page where users can review regions, create new regions, update region names as needed, activate/deactivate regions, and delete regions.

Allows users to group and organize places.

Facilities hub, Home page, Hub options, Manage regions option

Facilities hub, Home page, Overview block,

Users responsible for creating and maintaining places and spaces. For example, Place Coordinator.


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Hub: Facilities


Permission Features Benefits Impacts For Regions links

Place pages, Region block

Manage Regions page Can search location calendars

Allows users to view and search the Facilities hub calendar for a specific place or space. Scheduling information for the selected place or space is shown.

Users can quickly the see the calendar for a place or space they frequently use. Particularly helpful for place and space scheduling approvers and event coordinators.

Facilities hub, Home page, Calendar

Users responsible for creating and maintaining places and spaces. For example, Place Coordinator.

Manage My Meetings

Can create and edit meetings

Create new meetings from the calendars you can access in EXi.

Change the location, day, and/or time for meetings you created.

Delete meetings you created.

Quickly create meetings from location calendars where you can immediately see the location’s availability.

Manage your own meetings with delete and update features.

Calendars throughout EXi

Most facility administrators at your school

Can view pending location approvals

Allows users requesting a location for an event or meeting to see the status of their request.

Allows users that approve

Scheduling approvers can easily track requests requiring their approval.

Requestors can see the status of a location scheduling

Facilities hub home page, Pending Location Approvals block

Place page, Pending

Users that can request locations when creating meetings,


112

Hub: Facilities


Permission Features Benefits Impacts For location requests to see pending requests requiring their attention or the status of any request they made.

request.

Location Approvals block

Space page, Pending Location Approvals block

events, etc. Place and Space

Scheduling Approvers

Calendar Administration

Can create, edit, and delete all general meetings

Users can update and/or delete general meetings created by anyone. Note: This does not apply to advising appointments. This permission is only available for general meetings.

Facility managers can manage potential meeting conflicts.

EXi calendars Facility Administrators

Can manage all pending location approvals

Review all location scheduling requests regardless of who made the request.

Enable users to manage facility schedules.

Facilities hub, Home page, Pending Location Approvals block

Place page, Pending Location Approvals block

Space page, Pending Location Approvals block

Facility Administrators


113

Module: Facilities

Role: Facilities User Note: Once a user is granted permission to any of the following features, the Facilities hub becomes available from the Universal toolbar, Hubs options. Facilities are used for standard features when scheduling meetings from EXi calendars and across hubs (e.g., Academic Advising meetings, Events Management events, etc.)

Note: All active EXi users are automatically assigned to this role to provide them with access to standard EXi features.


Places & Spaces

Can view places


View centralized calendar of classes, events, and meetings for a place.

Access information about available resources such as prohibited items, available utilities, and overall capacity.

Access contact information for the place.

View additional places in the same region.

Determine a place’s scheduling availability for meetings and events.

Ensure a location has the needed capacity and/or resources for a meeting or event.

Identify inactive, sold, and demolished locations.

NOTE: Impacts vary according to the other roles to which the user belongs (e.g., a user without permission to create events won’t be able to access the location search feature on the Create Event page). Places can be viewed throughout EXi including when creating and working with meetings and events.

All EXi users

Can view spaces


View centralized calendar of classes, events, and meetings for a space.

Access information about available resources such as available utilities (e.g., water, AC, internet, etc.), resources

Determine a space’s scheduling availability for meetings and events.

Ensure a space has the needed capacity and/or resources for a meeting or event.

NOTE: Impacts vary according to the other roles to which the user belongs (e.g., a user without permission to create events won’t be able to access the location search feature on the Create Event page). Spaces can be viewed

All EXi users


114

Module: Facilities



Permission Features Benefits Impacts For (e.g., audio visual components, chairs, tables, etc.), and overall capacity.

Access contact information for the space.

View additional spaces in the same area.

throughout EXi including when creating and working with places, meetings, and events.

Can search location calendars

Search for a location’s calendar. Review all scheduling information for a location in day, week, and month views.

Determine a location’s scheduling availability.

Facilities hub, Home page, Calendar search feature

All EXi users

Manage My Meetings

Can create and edit meetings

Create new meetings from the calendars you can access in EXi.

Change the location, day, and/or time for meetings you created.

Delete meetings you created.

Quickly create meetings from location calendars where you can immediately see the location’s availability.

Manage your own meetings with delete and update features.

Calendars throughout EXi

All EXi users

Can view Allows users requesting a Scheduling approvers can easily track requests requiring

Facilities hub, Home All EXi users


115

Module: Facilities



Permission Features Benefits Impacts For pending location approvals

location for an event or meeting to see the status of their request.

Allows users that approve location requests to see pending requests requiring their attention or the status of any request they made.

their approval. Requestors can see the status

of a location scheduling request.

page, Pending Location Approvals block

Facilities hub, Place page, Pending Location Approval block for users in a role with permission to view and edit places

Facilities hub, Space page, Pending Location Approval block for users in a role with permission to view and edit spaces

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