Jenzabar Campus Portal Features Help Hub

Setting Up Set FERPA Permissions

Notice

Your school must have licenses for both Student features and Parent features in order for the FERPA Permissions feature to be available.

In order for a parent/guardian/another person to view information about a student, the student must grant permissions to each person by completing the form in the Set FERPA Permissions portlet. When the student completes and submits a FERPA Permissions update, a J1 Desktop ID Number and a JICS login (if needed, can be created and may be sent in an e-mail message to the person being granted permissions.

J1 Desktop Setup
Define FERPA Categories

In order to successfully implement CRM Parent, you must define FERPA categories. Create the FERPA Categories for which permissions should be available. You can use broad groupings of information like the default categories of STUDENT and FINANCIAL, or you can create more granular categories for a specific student data area or link.

  1. Open the FERPA Category Definition window.

  2. Update the default categories and/or add new categories as desired.

  3. Be sure to mark a category Active and available to Show on Web if you wish to use the category in the CRM Parent portlets.

  4. Save.

Campus Portal Setup
Define Feature-Specific Permissions

  1. Log in to the Campus Portal as an administrator and navigate to the appropriate feature page.

  2. From the Admin Toolbar Admin Toolbar Icon, click Access. The Access page appears. Campus Portal roles that have access to that page are indicated by a green visible Visible Icon symbol while roles that do not have access are indicated by the red hidden Hidden Icon symbol.

  3. Click on the Campus Portal role you are setting up permissions for. If the role has not already been granted access to the page, click the button to toggle it to Visible Visible Toggle Icon.  Additional permissions appear.

  4. To grant administrative privileges to a Campus Portal role, click the button for the Allow this role to manage this page permission to move the toggle to "Yes".  Administrative permissions will allow the users in the role to add or remove features and set page and feature level permissions.

  5. From the in Set FERPA Permissions they can: section, use the toggle buttons to set permissions.

    • To give this user role access to a global operation on the page, click on the No Toggle Icon button next to the global operation. The button toggles to Yes to indicate that the role now has that permission.

    • To remove this user role's access to a global operation on the page, click on the Yes Toggle Icon button next to the global operation. The button toggles to No to indicate that the role no longer has that permission.

    • Repeat for each permission option attached to the role.

  6. Changes are saved automatically.

Administer the Feature (Labels, Permission Dates, Images, & Introductory Text)

  1. Log in as the JICS administrator.

  2. From the Set FERPA Permissions feature, click the Admin this portlet link. The Admin screen appears.

  3. Click the Edit the portlet settings link.

  4. In the FERPA Permissions Link section, enter the text for the Link Label.

  5. In the FERPA Permissions Filtering Criteria section, choose the Expired Permissions Date. Any FERPA Permissions with an end date prior to the entered date will not be shown to the student. This date must be a date prior to today's date.

    1. If no date is entered, then all permissions (including expired ones) are shown to the student when they view the Set FERPA Permissions feature screens.       

    2. If a date is entered, then the student does not see any permissions where the end date is prior to the entered date. It may be useful to establish this date at the beginning or end of each term so that the students are not seeing a lot of unnecessary data.

  6. In the Main Screen Content section:

    1. Browse for any Image File you want to use.

    2. Indicate the appropriate Image Placement by selecting one of the two radio buttons.

    3. Enter any Introductory Text you want to display on the Main Screen.

  7. Click the Save button.

Use FormBuilder with FERPA Permissions

Note

For detailed information about using Form Builder with the Campus Portal, see the Form Builder 2.0 User Guide on the MyJenzabar Form Builder Moudule Resource Center.

In order to allow a student to submit their FERPA Permissions for a parent or other authorized user, you must first create and/or edit a FERPA Permissions form.

When you create a form in the Set FERPA Permissions feature, it is available for use in any instance of that feature. However, the form cannot be displayed or used until it is activated. When a form is active, a link to the form is displayed in an instance of the portlet and users can open it, fill it out, and submit it. The activation process is specific to an instance of the feature. Each instance of the Set FERPA Permissions feature allows only one form to be activated at any given time.

Tip

The feature uses the Form Builder form type of 'FERPAPermissions.'

Note

Jenzabar recommends that if you use the Sample form questions to create your FERPA Permissions form, check the imported question text and code values for all questions and mappings to ensure that the appropriate information is displayed to the students and that the codes match the values your school has defined so that the FERPA Permissions submissions can be processed successfully.

You can activate a form, edit and deactivate the currently activated form, activate a different form, add a new form, and/or manage all forms.

Creating a FERPA Permissions Form

  1. Navigate to the Set FERPA Permissions feature.

  2. Click the Admin this portlet link.The Admin screen for the portlet is displayed.

  3. Click the Add a new form link.

  4. The Begin Creating Your Form screen for the feature is displayed.

  5. Enter a form name, and click the Import Existing Content button or the Add New Content button.

Managing a FERPA Permissions Form

  1. Navigate to the Set FERPA Permissions feature.

  2. Click the Admin this portlet link. The Admin screen for the feature is displayed.

  3. Click the Manage all forms link. The Manage All FERPA Permissions Forms screen for the feature is displayed. This screen shows all forms that have been defined for all instances of the feature. For each form, you will see the form creator name and whether or not the form is currently in use in a feature.

  4. Click the Edit Edit Icon icon or the form name link for the form you wish to edit. Alternatively, you can click the Add a New FERPA Permissions Form link to create a new form.

Replacing an Active FERPA Permissions Form

You may want to replace an active FERPA Permissions form with a different one. To do that, use the following procedure:

  1. Navigate to the Set FERPA Permissions portlet.

  2. Click the Admin this portlet link.The Admin screen for the portlet is displayed.

  3. Click the Activate a different FERPA Permissions form link.

  4. A list of all the FERPA Permissions forms available for all instances of the portlet is displayed. The one that is currently active is marked with a selected radio button.

  5. Select the radio button next to the form you want to activate.

  6. Click the Choose form button.

Deactivating a FERPA Permissions Form

You may want to replace an active FERPA Permissions form with a different one. To do that, use the following procedure:

  1. Navigate to the Set FERPA Permissions portlet.

  2. Click the Admin this portlet link. The Admin screen for the portlet is displayed.

  3. Click the Activate a different FERPA Permissions form link.

  4. A list of all the FERPA Permissions forms available for all instances of the portlet is displayed. The one that is currently active is marked with a selected radio button.

  5. Select the radio button next to the form you want to activate.

Deleting a Form

You can delete a form that you no longer need to use. However, FERPA Permissions forms cannot be deleted while they are active. If you simply want to make the form unavailable to users but may want to use the form again in the future, you may want to deactivate it instead of deleting it. To delete a form, use the following procedure:

  1. Navigate to the Set FERPA Permissions portlet.

  2. Click the Admin this portlet link. The Admin screen for the selected portlet is displayed.

  3. Click the Manage all forms link.

  4. A list of all the forms that currently exist for all instances of this portlet is displayed.

  5. Locate the form that you want to delete.

  6. Click the corresponding Delete Delete Icon icon.

Submission of Incomplete Forms

When the user clicks the Save and Finish Later button for a form, the data is submitted to J1 Desktop only if the "SendIncompleteForms" option is set to True in JICS Campus Portal.

Note

The Save and Finish Later option is not available for all submission types. If it is available, users will see a setting that allows them to turn the Save and Finish Later button on or off in the Basic Form Settings screen.

To set the "SendIncompleteForms" configuration option to True:

  1. Log in to JICS as an Administrator.

  2. Click the Site Manager link.

  3. On the Site Settings tab, click the Edit link for the Framework settings.

  4. Select ERP from the Select a Category drop-down list.

  5. Ensure that the SendIncompleteForms option is set to True. If the option is not set to True, data will not be transferred to the ERP until the user clicks the Submit button when the form is completed.

  6. Click the Save button.

  7. Click the Exit button.