Texas State University‐San Marcos DegreeWorks Web Interface Release 4.0.7 – January 2010 Updated January 2011
A member of The Texas State University System
Contents DegreeWorks Introduction ........................................................................................................................... 5 Course Goal ............................................................................................................................................... 5 Course Objectives ..................................................................................................................................... 5 Day‐to‐Day Operations ................................................................................................................................. 6 Introduction .............................................................................................................................................. 6 Objectives.................................................................................................................................................. 6 Logging into DegreeWorks ........................................................................................................................ 6 Navigating the Web Interface ................................................................................................................... 7 Viewing the Student Context Area ........................................................................................................... 8 Entering and Retrieving a Student ............................................................................................................ 8 Using the Find Icon .................................................................................................................................... 9 Navigating the Worksheet ...................................................................................................................... 11 Using CourseLink ..................................................................................................................................... 12 Processing Audits ........................................................................................................................................ 13 Section Goal ............................................................................................................................................ 13 Section Objectives ................................................................................................................................... 13 Processing Degree Audits ....................................................................................................................... 14 Freezing an Audit .................................................................................................................................... 15 Viewing Frozen Degree Audits ................................................................................................................ 15 Processing What‐If Audits ....................................................................................................................... 16 Processing Look Ahead Audits ................................................................................................................ 18 Using the Student Educational Planner ...................................................................................................... 19 Section Goal ............................................................................................................................................ 19 Section Objectives ................................................................................................................................... 19 Navigating the Student Education Planner (SEP) .................................................................................... 20 Processing a Student Education Plan ...................................................................................................... 23 Planner Worksheet Panel ................................................................................................................... 23 Creating a New SEP Plan ......................................................................................................................... 24 Loading a Pre‐Defined Plan ..................................................................................................................... 26 DegreeWorks Web Interface
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Viewing a Student Educational Plan ....................................................................................................... 28 Viewing a What‐If Audit in the Planner Tab ........................................................................................... 29 Searching and Selecting a Template ....................................................................................................... 30 Creating a Template ................................................................................................................................ 32 Editing a Template .................................................................................................................................. 34 Using the Notes Tab .................................................................................................................................... 36 Section Goal ............................................................................................................................................ 36 Section Objectives ................................................................................................................................... 36 Viewing and Adding Notes ...................................................................................................................... 37 Using the Petition Tab ................................................................................................................................. 38 Section goal ............................................................................................................................................. 38 Section objectives ................................................................................................................................... 38 Viewing and Adding a Petition ................................................................................................................ 39 Modifying a Petition ................................................................................................................................ 40 Deleting a Petition .................................................................................................................................. 40 Using the Exceptions Tab ............................................................................... Error! Bookmark not defined. Section goal ................................................................................................ Error! Bookmark not defined. Section objectives ...................................................................................... Error! Bookmark not defined. Navigating the Exceptions Tab Interface ................................................... Error! Bookmark not defined. Processing a Force Complete Exception .................................................... Error! Bookmark not defined. Processing a Substitute Exception ............................................................. Error! Bookmark not defined. Processing an Also Allow Exception ........................................................... Error! Bookmark not defined. Processing an Apply Here Exception .......................................................... Error! Bookmark not defined. Processing a Remove Course and/or Change the Limit Exception ............ Error! Bookmark not defined. Processing a Block Header Qualifier Exception ......................................... Error! Bookmark not defined. Using GPA Calculators ................................................................................................................................. 41 Section goal ............................................................................................................................................. 41 Section objectives ................................................................................................................................... 41 Calculating Graduation GPA .................................................................................................................... 41 Calculating Term Desired GPA ................................................................................................................ 42 Calculating Advice GPA ........................................................................................................................... 43 DegreeWorks Web Interface
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Using Exception Management .................................................................................................................... 44 Section goal ............................................................................................................................................. 44 Section objectives ................................................................................................................................... 44 Accessing Exceptions Management ........................................................................................................ 45 Managing Petitions Awaiting Approval ................................................................................................... 46 Managing Apply Approved Petitions ...................................................................................................... 47 Viewing and Deleting Petitions Applied as Exceptions ........................................................................... 48 Deleting an Applied Petition ............................................................................................................... 48 Viewing Rejected Petitions ..................................................................................................................... 49 Deleting a View Rejected Petition ...................................................................................................... 49 Fixing a Petition Status ............................................................................................................................ 50 Running Exceptions Reports ................................................................................................................... 51 Processing Reports ...................................................................................................................................... 53 Section goal ............................................................................................................................................. 53 Section objectives ................................................................................................................................... 53 Processing Worksheet Reports ............................................................................................................... 53
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DegreeWorks Introduction Course Goal The goal of this workbook is to provide you with the knowledge and practice to access the DegreeWorks Web interface and to view and process degree audits. The workbook is divided into these sections:
Introduction Day‐to‐Day operations
Course Objectives In this course you will learn how to:
Log in and navigate DegreeWorks Process audits Create plans and navigate the Student Education Planner View and add notes View and add petitions Process, create and manage exceptions Calculate GPA Process reports
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Day‐to‐Day Operations Introduction The goal of this section is to explain the day‐to‐day procedures for processing individual student’s degree audits.
Objectives In this section you will learn how to:
Log in and navigate DegreeWorks Access and review students information Process a degree audit Manage student education planner Manage petitions Process exceptions Calculate student GPA’s Process reports
Logging into DegreeWorks While we are in the testing phase you will access DegreeWorks directly though a URL: https://mydegreeaudit‐qual.udc.txstate.edu – TESTING ENVIRONMENT ONLY The Secured Access Login window requires entry of a valid User ID and Password. With DegreeWorks the User ID will be your Banner ID. (To get your Banner ID, see table below.) Once you have entered your User ID and Password, select the Log In button. To clear entered information in the Secured Access Log in window, click the Clear button and re‐enter a new user ID and Password.
A 000 TxState ID The capital A goes at the beginning of every Banner ID.
Add in the appropriate number of zeros to equal nine characters with the A and TxState ID number.
Your current TxState ID number goes on the end.
Example: If your Texas State ID is 123456, your Banner ID would be A00123456. The A must be capitalized. DegreeWorks Web Interface
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Navigating the Web Interface Once you have logged in, you will automatically be taken to the DegreeWorks Introduction page (shown below). This page contains a brief description of some of the available functions in DegreeWorks. The top of the page contains several buttons. The security rights of the user will dictate which buttons are visible:
Back to Self Service FAQ Help Print Exception Management Change Password Log Out
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Viewing the Student Context Area
Item Student ID Name Degree
Major Level Classification Last Audit Last Refresh
Description Enter the student ID. (e.g., A00123456) Displays student’s name. If multiple students are selected, click the Name drop‐down to view list of students. Displays currently enrolled degree(s) for the student ID shown. If students have enrolled in multiple degrees, click the Degree drop‐down to view list of degrees for that student. Select desired degree. Displays student’s first sequenced major for chosen degree. Displays student’s level/school for the chosen filed. (e.g., Undergraduate) Displays the student’s classification for the chosen degree. (e.g., Freshman) Displays the date an audit was last processed for the chosen degree. Displays the date the student’s system data was last verified.
Entering and Retrieving a Student You can search for a student by typing the student ID into the Student ID field and pressing Enter. Once a student ID has been directly entered into the Student ID field or entered using the Find icon, the student information is loaded into the Student Context Area. This view allows you to select the appropriate tab to perform the required task in DegreeWorks.
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Using the Find Icon You can click the Find icon to search for an individual or a group of students. Once clicked, the Find Students window opens where the user can select an individual student or a specific population of students.
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Steps to search for a specific group of students: Bachelor of Arts Freshman: 1. Once logged into DegreeWorks, click the Find icon. 2. Click the Degree drop‐down and select Bachelor of Arts. 3. Click the Level drop‐down and select Undergraduate. 4. Click the Student Class Level drop‐down and select Freshman. 5. Click the Major drop‐down and select Art and Design. This will appear in a block at the bottom of the column because you can search for more than one major. 6. Click the Search button to search for specific population.
Once the population is found, click or unclick the check box for each student until you have the list of students for which you want to retrieve records. Note: You have the option to click the Check All button to select all the population or Uncheck All to deselect all students. 7. Click the OK button to retrieve student records. 8. The first student record is displayed in the Worksheets window. 9. Click the Name drop‐down to view additional records. DegreeWorks Web Interface
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Navigating the Worksheet The Worksheets tab allows you to run a new audit or review the student’s most recent audit. The Format drop‐down provides various audit report formats that can be viewed. This drop‐down defaults to the Student View which will appear on the screen. (This is like the normal view that users are familiar within DARS.) If a different format is selected, click the View button to display the details of the report.
The field names and general description for the Worksheet are listed in the table below. Item
Description
Format field
Select the appropriate audit report format to be viewed.
View button
View the most recent audit for that student in the format selected.
Save as a PDF
This allows you to save the audit as a PDF document (if you have to print, it looks better to print from the PDF.) Runs a new audit. (Note: Not all users may have this functionality.)
Process New button Class History link
Displays the student’s class history page – this will also list any attributes a course has assigned. Looks like an unofficial transcript, lists courses by term, and shows the course attributes.
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Using CourseLink DegreeWorks allows users to click on Still Needed courses. This will bring up a hyperlink from Banner and show the course description, any attributes assigned, and the schedule of classes
Steps to research information about course options provided in the student audit: 1. On the Student View audit, click the hyperlink on any course in the Still Needed column. 2. The Course Information window opens and displays information pertaining to the course.
Note: If the course key selected is non‐specific (e.g., the course key contains a course range or wild card), you will be taken to the top of the list window. If the link is unable to locate the requested course(s) in the course catalog, you will receive an error message.
3. Click the Exit icon on the Course Information window to return to the student’s audit.
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Processing Audits Section Goal At the end of this section you will be able to process degree audits for students.
Section Objectives In this section you will learn how to:
Process an audit
Freeze an audit
View a frozen degree audit
Process a What‐If audit
Process a Look Ahead audit
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Processing Degree Audits You can process a degree audit using the Worksheets tab. To begin the degree audit, enter or select the student for whom you wish to process an audit and click Enter. The student context information automatically displays student information and the Worksheets tab opens.
Note: Refer to the Last Refresh field to determine when the student data was last extracted.
Steps to process a degree audit: 1. In the student context area, enter the student ID in the Student ID field and click Enter. Note: The student context area automatically populates and the worksheet tab opens. 2. Click the Format drop‐down and select the desired format. 3. Click the Include in‐progress classes and Include preregistered classes. Note: Both check boxes are checked by default. If you want to eliminate either category of classes, uncheck the check box(s). 4. Click the View button to view the worksheet. (This will only pull in a new worksheet; will not update with any changes.) 5. Click the Process New button to run a new audit. (This updates the audit with any changes that have been made.) 6. Review the data report in the Worksheet. DegreeWorks Web Interface
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Freezing an Audit DegreeWorks has the ability to Freeze an audit from the Worksheets Tab. This will save the audit that you freeze in the History sidebar link. You can enter a description or choose a freeze type for the audit. Once you have given the audit a description or a freeze type, then click the Save button.
Viewing Frozen Degree Audits DegreeWorks has a History sidebar link option that allows you to view a student’s frozen audits. You must first select a student in the Student Context area and click the Worksheets tab before clicking the History sidebar link. There is no limit to the number of frozen audits you can save.
Steps to view previous (frozen) audits: 1. Enter student ID and click Enter. 2. Click the Worksheets tab. 3. Click the History sidebar link. 4. Click the Format drop‐down and select the desired audit report. 5. Click the Historic Report drop‐down and select a report. 6. Click the View button to view the historic audit report. DegreeWorks Web Interface
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Processing What‐If Audits The What‐If audit allows you to process speculative degree audits for a student using their current class history. You can audit a student against the requirements for a different major, minor, degree, catalog, or other selectable items. To generate a What‐If audit, select the requirements you wish to audit the student against. Selections made in the Level, Degree, and/or Catalog Year fields determine the options available to choose from in the Choose your Different Areas of Study section. The selected items chosen in this area automatically populate the Chosen Areas of Study field to the right. All What‐If audits are not stored in the database; however they can be printed.
Steps to perform a What‐If Audit: 1. Enter student ID and click Enter. 2. Click the Worksheets tab. 3. Click the What‐If sidebar link. 4. Click the Format drop‐down and select a report format. DegreeWorks Web Interface
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5. In the What‐If section, click the Level, Degree and Catalog Year drop‐down(s) to change the criteria. NOTE: All selections below are optional and can be used in any combination. 6. In the Choose your Different Area of Study section, click the Major drop‐down and select the requirements you wish to audit the student against. Note: Multiple majors may be selected. All items selected in this section will be moved to the window on the right. If you want to remove items in the right window, highlight them and click the Remove button. 7. Click the Minor drop‐down and select the requirements you wish to audit the student against. Note: Multiple minors may be selected. 8. Click the Concentration drop‐down and select the requirements you wish to audit the student against. Note: Multiple concentrations may be selected. 9. Click the Certification drop‐down and select the requirements you wish to audit the student against. 10. In the Choose Your Future Classes section, enter the desired course in the Subject and Number field. This section allows you to add courses that are not yet in the student’s course history to see how they will impact the speculative audit. See Processing Look Ahead Audits in this workbook for further details. Note: Click the Find icon to locate a list of classes. If you want to remove a course in the right window, highlight it and click the Remove Course button. 11. Click the Process What‐If button and view the report. Note: DegreeWorks will allow you to run What‐If audits for major/concentration/etc., combinations that are not actually allowed. This needs to be communicated to the student.
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Processing Look Ahead Audits The Look Ahead view allows you to see an audit showing courses that you plan to register for in future terms. These audits are processed against the student’s current choices of degree, major, minor, etc, and are not saved in the database.
Steps to explore options for a student that forecasts future courses: 1. Enter student ID and click Enter. 2. Click the Worksheets tab. 3. Click the Look Ahead sidebar link. 4. Click the Find icon, locate the desired course(s) and copy/paste the course subject and number. 5. Enter the course subject in the Subject field. 6. Enter the course number in the Number field. 7. Click the Add Course button. Note: Multiple courses may be entered. All items in this section will be moved to the window on the right. If you want to remove items in the right window, highlight it and click the Remove Course button. 8. Click the Process New button and view the report.
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Using the Student Educational Planner
Section Goal At the end of this section you will be able to create academic plans.
Section Objectives In this section you will learn how to:
Navigate the Student Educational Planner Interface Create a new SEP plan Load a pre‐defined plan View an SEP plan Search and edit a template
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Navigating the Student Education Planner (SEP) Click the Planner tab to access the Student Educational Planner. Based on your user role within the system, you may be allowed to edit and view plans, or view only. The following functionality and features are available in the SEP view:
Left and right, top and bottom frames can be resized by dragging the vertical grey separation bars found between the 4 frames Historic terms are grayed out Courses from the audit can be dropped into a plan using drag and drop functionality
The field name and description of the planner controls on the top menu are listed in the table below.
Plan List
Mode Options
Item Plan List
Description Plan number and description for each of the student’s plans are shown Entry “Add New Plan” allows user(s) to create a new plan Active and inactive plans appear in drop down list Plans appear in the sequential order of the plan
Mode Options
Show completed classes checkbox
Note mode – terms are listed top to bottom with a notes box for each term and a notes box at the bottom for the entire plan Calendar mode – lists the terms for each year on a row with a single notes box at the bottom of the plan Planned vs. Taken – compares planned course to those actually taken by the student. Note: No data entry is allowed in this view. Must choose a pre‐loaded plan from the Plan List first to load this window. Allows classes taken to be shown instead of planned for past term and current terms If the Show completed classes checkbox is checked, it will not allow modifications of past terms
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From the Mode Options drop‐down, Notes Mode and Calendar Mode display four panels on the screen: 1. 2. 3. 4.
Planner Worksheet Student Educational Planner Show What‐If Options Plan Buttons
Planner Worksheet
Student Educational Planner
What‐If Options
Plan Buttons
Users can customize this screen by resizing each individual panel. Move your mouse between panels until a double arrow appears. Click and drag to resize the panel.
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The field names and descriptions of the planner body sections and list of available functionalities are listed in the table below:
Item Planner Worksheet
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Appears in the top right pane Enter description in the description field distinguishing one plan from another Catalog Year drop‐down allows you to select the year to build the plan Allows course‐by‐course creation of a plan or selection of a pre‐defined plan Allows the ability to view full course information for all selected courses in a term Individuals with appropriate authority may lock a plan so it cannot be changed by the student
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Appears in bottom left pane Show the What‐If Options button – opens to What‐If pane
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Appears in bottom right pane with solid color background Save Plan – saves content of plan Reload Form – erase all changes and start over Save As – save the data as a new plan Delete Plan – deletes the current plan Process New – runs a new audit including courses for checked terms on a saved plan Check All Terms – checks the box for all future terms to be included in the new audit Uncheck All – uncheck the boxes for all future terms Create Block (optional) – Individuals with appropriate authority may have the ability to create unique plan blocks for that student’s audit.
Student Educational Planner
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Show What‐If Options
Description Appears in top left pane Moving your cursor over a course that is still needed will provide the course title and number of credits. Full course detail is available in the Student Educational Planner block after the course has been placed on the plan by clicking on the green arrow to the left of the plan list.
Plan buttons
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Processing a Student Education Plan The Student Educational Planner (SEP) allows students and advisors to create academic plans. If using predefined templates for a particular program of study, they can be created ahead of time and loaded for student viewing. Once a plan is loaded it may be modified as needed. Plans may also be created ad hoc. Planner Worksheet Panel The Planner Worksheet Panel loads the existing worksheet information for the student. Use the right scroll bar to view all information on this panel. Due to the space limitations of the form, the audit is presented in a narrow format compared to the Student View audit; however, it contains the same information. Follow these steps to select a plan, showing all classes and loading a plan in the Planner tab: 1. Enter student ID and click Enter. 2. Click on the Planner tab. 3. Click the Planner list drop‐down and select a plan. If no plans have been saved, the only option will be ‐‐‐‐Add New Plan‐‐‐‐. 4. Click the Mode option drop‐down and select a mode. 5. Click the Show completed classes check box. 6. Click the Edit radio button. 7. Click the Load button.
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Creating a New SEP Plan In SEP with appropriate authority, an advisor or student can create a new plan.
Steps to create a new SEP for a student: 1. Enter student ID and click Enter. 2. Click the Planner tab. 3. Click the Planner list drop‐down and select ‐‐‐‐‐ Add New Plan ‐‐‐‐‐‐. 4. Click the Mode option drop‐down and select a mode. 5. Click the Show completed classes check box. 6. Click the Edit radio button. 7. Click the Load button. 8. In the SEP panel, enter a Description for the new plan. 8 9. Select the desired Catalog Year from 9 the drop‐down. 10. Replace the Select Term in the first term of the plan with the desired term from the drop‐down. 11. Either click and drag a desired course from the Planner Worksheet panel to the SEP panel or enter a course 1 subject and number. Repeat as often as desired for the term.
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12. 13. 14. 15.
A few things to remember about placing courses in the SEP Panel: It is not necessary to enter the number of credits for the course as these will be populated when the plan is saved. However, if a course is variable credit, the credits amount desired should be entered. (Number of credits will also populate if you drag and drop courses in the planner.) A “place holder” may be entered for a course by entering a dash (‐) before the course number (example: ‐ Elective). The “place holder” must contain one space. Note: “Place holders” allow you to enter courses that are not valid courses in our system and will show in open electives when you process new audits. When the plan is saved, the SEP will check to ensure that all courses without a dash are in the course catalog, whether the course is offered in that term (example: a course offered only in Fall term will error out if it is scheduled in Spring), and if the course already exists in the plan. Repeat steps 10‐11 as necessary for any additional terms. Note: Steps 13‐15 may be completed as often as necessary when building a plan. Click the Save Plan button Click either the Check All Terms button or check the term box in the Student Educational Planner window for each of the terms you want the courses to show up in the planner. Click the Process New button to view the effect of the planned courses on the student’s audit.
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Loading a Pre‐Defined Plan In SEP with appropriate authority, an advisor or student can load a pre‐defined plan. Steps to loading a pre‐defined plan: 1. 2. 3. 4. 5. 6. 7. 8. 9.
Enter student ID and click Enter. Click the Planner tab. Click the Planner list drop‐down and select ‐‐‐‐‐ Add New Plan ‐‐‐‐‐ Click the Mode option drop‐down and select a mode. Click the Show completed classes check box. Click the Edit radio button. Click the Load button. Click on Load in a pre‐defined plan link in the SEP panel to open a pop‐up search window. The Level, Degree, and Major default to the value found on the student’s degree record. (The Clear All button may be used to clear all fields.) In the Pre‐defined Plan Search window, click the Search button.
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10. The search results are shown in the bottom of the Search Results window. Select a pre‐defined plan in the Search results window. 11. Click the Load into my plan button. This will close the search window and the template is populated into the student’s new plan. 12. If desired, the plan may now be modified. 13. Click Save Plan to save the new plan.
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Viewing a Student Educational Plan In SEP, you can view a plan by clicking the View radio button. As with editing, Calendar mode and Notes mode are supported when viewing a plan. Steps to view a Student Educational Plan: 1. Enter student ID and click Enter. 2. Click the Planner tab. 3. Click the Planner list drop‐down and select a plan. 4. Click the Mode option drop‐down and select a mode. 5. Click the Show completed classes check box. 6. Click the View radio button. 7. Click the Load button.
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Viewing a What‐If Audit in the Planner Tab The What‐If panel allows the staff and/or advisors to run this process in the SEP panel.
Steps to view a What‐If Audit in the Planner Tab: 1. Click the Show What‐If Options button to enlarge the panel. 2. Click the Use What‐If Scenario check box to process with planner. 3. In the What‐If section, click the appropriate Level, Degree and Catalog Year drop‐down(s) to select desired information. 4. In the Choose Your Different Areas of Study section, click the appropriate drop‐down(s) to select desired information. Note: Multiple majors, minors, etc. may be selected. All items selected in this section will be moved to the window on the bottom. If you want to remove items in the bottom window, highlight it and click the Remove button. 5. When you are ready to run the What‐If audit, click the Process New button in the buttons panel to view the plan. 6. To return to the Planner Worksheet audit, click Hide What‐If Options.
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Searching and Selecting a Template The Templates sidebar link, in the Planner tab section, allows authorized users to search and select existing templates. Steps to search and select a pre‐existing template: 1. In the Planner tab, click the Templates sidebar link. 2. Click the drop‐down on any of the listed options that are appropriate for identifying the desired template and select the appropriate criteria to narrow your search. Or, if template ID is known, enter the template Id in the Template Id field. 3. Click the Search icon.
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Selecting a Template 4. Click the Select a plan template to edit drop‐down and select a template. 5. Click the Notes Mode radio button to list the terms top to bottom with notes for each term in the template. 6. Click the Calendar Mode radio button to list year of term in a single row. 7. Click the Load button to view the desired template. Note: To initiate a new search when viewing a template, click the New Search icon.
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Creating a Template The Templates sidebar link, in the Planner tab section, allows you to search, select, create templates, and edit existing templates. Steps to create a new template: 1. Enter student ID and click Enter. 2. Click the Planner tab. 3. Click the Templates sidebar link. 4. Search for an existing template. You must do this step for the option to add a new template to appear in the menu area (located under the Planner tab). If none exists, proceed to step 2. If an existing template is found, see the section on Editing a Template.
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5. 6.
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9. 10. 11. 12.
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Select ‐‐‐‐‐ Add new template ‐‐‐‐‐ in the Select a plan template to edit drop‐down. Click the Notes Mode radio button to list the 6 terms top to bottom with notes for each term 5 in the template, or click the Calendar Mode radio button to list year of term in a single row. Click the Load button to view the desired template. Enter a description of the template in the Description field. Ensure the description will adequately allow for identifying that unique plan from the search option (i.e. may need to include catalog year, degree, major, etc.). Click the Catalog Year drop‐down and select a catalog year. Click the Active check box. Note: The Active check box is checked by default. Uncheck it to inactivate a template. Enter any remaining fields in the header that are appropriate for identifying the appropriate combination of data for that unique template. Example: Degree, Major, and Concentration Enter the appropriate terms, courses, credits and/or notes for the template. Note: A “place holder” may be entered for a course by entering a dash (‐) before the course number (Example: –COM 100 or ‐ Elective). The “place holder” must contain one space. It may also be advisable to enter a “place holder” (example: ‐ Optional) for terms that are available to the student during which they may or may not take classes. Click the Save Template button to save the template.
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Editing a Template The Templates sidebar link, in the Planner tab section, allows you to search, select, and edit existing templates. Steps to create a new template: 1. Enter student ID and click Enter. 2. Click the Planner tab. 3. Click the Templates sidebar link. 4. Select a created template in the Select a plan template to edit drop‐down. 5. Click the Notes Mode radio button to list the terms top to bottom with notes for each term in the template, or click the Calendar Mode radio button to list year of term in a single row. 6. Click the Load button to view the desired template.
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7. As needed, modify description of the template in the Description filed. 8. As needed, click the Catalog Year drop‐down and select a new catalog year. 9. As needed, click the Active check box. Note: The Active check box is checked by default. Uncheck it to inactivate a template. 10. As needed, modify any remaining fields in the header that are appropriate for identifying the appropriate combination of data for that unique template. 11. As needed, modify the terms, courses, credits and/or notes for the plan. Note: A “place holder” may be entered for a course by entering a dash (‐) before the course number (example: –COM 100 or ‐ Elective). The “place holder” must contain one space. 12. When all changes have been made, select one of the following options: Click the Save Template button to save and replace the existing template. To undo changes, click the Undo Changes button. Click the Clear All button to clear the entire template without saving. Click the Save As button to save the template as a new template and leave the existing template unchanged. Click the Delete button to delete the template.
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Using the Notes Tab Section Goal At the end of this section, advisors and/or staff members will be able to view and add notes in the Notes tab.
Section Objectives In this section you will learn how to:
View a note Add a note
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Viewing and Adding Notes The Notes tab allows advisors and/or staff to document academic advice about a student’s audit. The entered notes can be viewed by students on DegreeWorks on the web, or via printed audit reports. The entered notes can be located at the bottom of the audit after the Process New function has been performed. (Notes are permanent and cumulative, and cannot be edited or deleted. Please use sparingly ‐ it should be used only for notes pertaining to the audit, NOT personal notes as it can be viewed by students.) Steps to view/add a note: 1. Click the Notes tab. This will bring you to the View Notes sidebar link view. You can view existing student notes. (See previous screenshot.) 2. Click the Add Note sidebar link. 3. Click the Add New Note drop‐down and select a preexisting note(s) and/or type a note in the free form text box. If you need to redo your note, click the Clear button and retype the note before saving. 4. Click the Save Note button to save the note. 5. Click the View Notes sidebar link to view the note. (See previous screenshot.) Note: The note, the creator and date the note was created will be displayed. The note will not be displayed on the student audit until you return to the Worksheets tab and Process New.
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Using the Petition Tab
Section goal At the end of this section, advisors and staff members will be able to enter, modify or delete a petition.
Section objectives In this section you will learn how to
view a petition enter a petition modify a petition delete a petition
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Viewing and Adding a Petition The Petitions tab allows advisors and staff members, depending on the user permissions granted, to enter exception requests. The petition request may be a request to have a particular requirement modified or waived for a particular student. Petitions are grouped according to their status; waiting for approval, approved, applied as exception or rejected. The View Petitions sidebar link shows all petitions that have been entered on the student’s behalf and the Add Petition sidebar link allows the user to add a petition request. All new petitions have a default status of waiting for approval when first entered. Once a petition is entered, users that have access to the Exception Management tab may take action on the petition. Steps to view and add petitions: 1. Click the Petitions tab. This will bring you to the View Petitions view. You can view existing petition(s) for a student. The requests are categorized into 4 categories: Petitions Waiting for 1 Approval Petitions Approved Petitions Applied as Exceptions Petitions Rejected 2. Click the Add Petition sidebar link. 3. Enter a description of the petition in the text box. 4. Click the Submit Petition button to submit the petition. 5. Click the View Petitions link to view the submitted petition. (See step 1 for screenshot.)
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Modifying a Petition The Modify Petitions sidebar link in the Petitions tab allows advisors, staff members and/or students, depending on the user permissions granted, to modify existing petitions. Only petitions with a Waiting for Approval status can be modified. Steps to modify a petition: 1. Click the Petitions tab. This will bring you to the View Petitions view. You can view existing petitions for the student. 2. Click the Modify Petitions sidebar link. 3. Click the Description box for the note that you wish to modify and enter the new information in the text field. 4. Click the Note icon located to the left of the text box to save the changes.
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Deleting a Petition The Delete Petitions sidebar link in the Petitions tab allows advisors, staff members and/or students, depending on the user permissions granted, to delete petitions that are in a Waiting for Approval status. Steps to delete a petition: 1. Click the Petitions tab. This will bring you to the View Petitions view. You can view existing petitions for the student. 2. Click the Delete Petitions link. 3. Click the Note icon located to the left of the text box to delete the desired note. DegreeWorks Web Interface
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Using GPA Calculators
Section goal At the end of this section, advisors, staff members and/or students will be able to utilize graduation, term and advice GPA calculators. This is not an official GPA calculator and there will be a disclaimer on this page.
Section objectives In this section you will learn how to
use the graduation GPA calculator use the term GPA calculator use the advice GPA calculator
Calculating Graduation GPA The Graduation Calculator allows advisors, staff members and/or students to enter Credits Remaining, Credits Required and Desired GPA. When the calculate button is pressed the calculator returns the average grade the student needs to achieve the Desired GPA.
Steps to calculate the average grade a student needs to achieve a Desired GPA: 1. 2. 3. 4. 5. 6. 7.
Click the GPA Calc tab. Click the Graduation Calculator link. Enter the amount of credits remaining to graduation in the Credit Remaining field. Enter the total number of credits required to graduate in the Credits Required field. Enter the desired graduation GPA in the Desired GPA field. Click the Calculate button to view the average required to attain desired results. To run the calculation again, click the Recalculation button and repeat Steps 3 through 6.
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Calculating Term Desired GPA The Term Calculator allows advisors, staff members and/or students to calculate an end of term GPA based on the student’s anticipated performance for the term. It takes course credits and grades as input and returns an end of term GPA based on those grades. Note: If a student is repeating a course, the original course will remain in the GPA calculation until such time as it is excluded from the student record.
Steps to calculate an end of term GPA for a student: 1. Click the GPA Calc tab. 2. Click the Term Calculator link Note: Notice that the Current GPA, Credits Earned so far, and the student’s current courses have been preloaded in the form. If no courses are currently listed, you may still use the calculator by entering the requested information. 3. Click the Grade drop‐down for each course and select the projected grade that student expects to receive. Note: The grade options available in the Grade drop‐down are controlled in SureCode. 4. Click the Calculate button. 5. If you wish to run the Term Calculation again, click the Recalculation button and repeat Steps 2 through 4. DegreeWorks Web Interface
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Calculating Advice GPA The Advice Calculator allows advisors, staff members and/or students to enter desired GPA and returns different combinations of grades that identify how a student can achieve that desired GPA. Note: The Advice Calculator will use a maximum of 150 total credits when calculating options. Options that would exceed 150 credits are not shown.
Steps to return different combinations of grades in the Advice Calculator to determine grades student must maintain to achieve desired GPA’s: 1. Click the GPA Calc tab. 2. Click the Advice Calculator link. Note: Notice that the Current GPA and Credits Earned fields automatically populate. 3. Center the desired GPA in the Desired GPA field. 4. Click the Calculate button. 5. To run the calculation again, click the Recalculation button and repeat steps 3 and 4.
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Using Exception Management
Section goal At the end of this section advisors and/or staff members will be able to resolve petitions.
Section objectives In this section you will learn how to
manage petitions and exceptions approve a petition apply approved petitions view applied petitions view rejected petitions run exception reports
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Accessing Exceptions Management Exception Management allows designated staff members to query all student records and identify the status of any petitions and/or report on exceptions applied. An administrative right to Exception Management in DegreeWorks must be set up to view this functionality. Note: Once the Exception Management option is selected, any student ID that had been identified is lost.
Steps to query all student records and view the status of any petitions and/or report on exceptions applied: 1. Once logged into DegreeWorks, click the Exception Management link. 2. Click the Exception Management Services drop‐down to view a service. 3. Select the desired service. 4. Click the Load button.
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Managing Petitions Awaiting Approval The Managing Petitions Waiting Approval allows designated staff members to approve, reject or add additional documentation to pending petitions. Once Managing Petitions Waiting Approval is selected on this page, all petitions with a pending status will be listed.
Steps to load, type a brief explanation for future reference in the comments column, and approve an awaiting approval petition: 1. On the Exception Management page, click the Exception Management Services drop‐down. 2. Click Manage Petitions Waiting Approval. 3. Click the Load button. 4. As needed, click the note icon in the Comment column. Note: This will open the Comments window. Write a brief description regarding the petition in the My comments field. Click the Approve or Reject button to take action on the entire petition. 5. If no comments were entered, click either the Approve or Delete radio button in front of the petition(s) that are awaiting action. Note: You can take action on a single petition or a group of petitions simultaneously on this screen. 6. Click the Save Changes button. Note: The approved or rejected petition will be flagged and will disappear from the list of petitions awaiting approval.
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Managing Apply Approved Petitions The Apply Approved Petitions allows designated staff members to process an exception for an approved petition.
Steps to process an exception for an approved petition: 1. On the Exception Management page, click the Exception Management Services drop‐down. 2. Click Apply Approved Petitions. 3. Click the Load button. 4. Click Apply icon (in the Apply column) in front of the petition. Note: The Exception window opens. 5. In the Exceptions window, click the Exception Type drop‐down. Note: In the Exceptions window, the student’s name, ID and the approved petition information is preloaded. Note: You can select the appropriate Exception Type that pertains to your student. In these steps, you will use the Remove Course and/or Change the Limit exception type. Refer to the Using the Exception Tab section to review all exception types. 6. Click the Remove Course and/or Change the Limit. 7. Select the radio button next to the rule or qualifier for which the exception was granted. 8. As needed, enter the course prefix in the Remove Subject field. 9. If a subject is entered, enter the course number in the Number field. 10. As needed, enter the change limit number in the Change Limit to field. 11. Click the Change Limit drop‐down in the second field and select the appropriate change limit. Note: Use each of the two fields to identify your criteria. 12. Enter a description of the exception in the Description field. Note: This is a brief description explaining why the exception is being processed. If no description is entered, the system will create one and ask for your approval. 13. Click the Add Exception button to complete the exception. 14. Click the OK button. 15. Click the Exit icon on the Exception window. Note: Notice that the approved petition(s) will be marked as Applied. DegreeWorks Web Interface
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Viewing and Deleting Petitions Applied as Exceptions Once a petition has been applied as an exception the original petition will have a status of Applied. At this point, the View Petitions Applied as Exceptions allows staff members to search for all petitions that have been applied as exceptions.
Steps to search for petitions that have been applied as exceptions: 1. On the Exception Management page, click the Exception Management Services drop‐down. 2. Click View Petitions Applied as Exceptions. 3. Click the Load button. 4. Click the Show petitions created within drop‐down and select the desired option. 5. Click the Show Applied Petition button. Note: A list of all petitions applied within the selected date range will load. Deleting an Applied Petition 6. Click the Delete check box of the petition you want to delete. Note: You can select all petitions to delete by clicking the Check All button. 7. Click the Delete Selected Petition button. A message will appear that the petition has been deleted. Note: Deleting the petition will not affect the corresponding exception that has already been applied.
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Viewing Rejected Petitions The View Rejected Petitions allows designated staff members to view all rejected petitions. All rejected petitions can be maintained in the database or deleted as necessary.
Steps to view all rejected petitions: 1. On the Exception Management page, click the Exception Management Services drop‐down. 2. Click View Rejected Petitions. 3. Click the Load button. 4. Click the Show petitions created within drop‐down and select the desired option. 5. Click the Show Rejected Petition button. Deleting a View Rejected Petition 6. Click the Delete check box of the petition you want to delete. Note: You can select all petitions to delete by clicking the Check All button. 7. Click the Delete Selected Petition button. A message will appear that the petition has been deleted.
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Fixing a Petition Status The Fix Petition Status allows designated staff members to change the status of a petition. If a petition has a status of Approved and additional comments were entered when the petition was approved, changing the petition status back to waiting will not affect the additional comments that were originally entered. These comments will display with the petition until the petition is either applied as an exception or deleted from the database. If a petition has a status of Applied, changing the status of the petition does not affect the exception that has already been applied. One should therefore be careful when changing the status of petitions that have already been applied as exceptions; it is possible to apply more than one exception for a given petition. Note: Additional comments can only be added to a petition awaiting approval, so it may be necessary to change the status to awaiting approval and return it to approved or applied after the comments have been added.
Steps to change the status of a petition: 1. On the Exception Management page, click the Exception Management Services drop‐down. 2. Click Fix Petition Status. 3. Click the Load button. 4. Click the Show petitions created within drop‐down and select the date you want to view the petitions. 5. If you need to change the petition for a specific student, enter the student ID in the Show petitions for student ID field. 6. Click the Show Petitions button. 7. Locate the petition that you want to change and click the Change drop‐down and select the desired status. 8. Click the Save Change button. Note: A message will appear stating that the petitions were successfully updated. DegreeWorks Web Interface
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Running Exceptions Reports The Exceptions Report allows designated staff members to run reports on the number and the type of exceptions that have been processed. You can search for exceptions created by an individual, exceptions applied for a particular student or exceptions applied within a specific block. In addition, you can use this function to identify unhooked and/or unenforced exceptions. Note: Unhooked exceptions are exceptions that can no longer find the block and rule tag combination that tells the exception where it should be applied on a student audit. The most common reason for this type of exception is when the scribe changes within a block after an exception has been applied. Unenforced exceptions are exceptions that are no longer needed for that student’s audit. The most common reason for this type of exception is when the student changes their major or minor and that block is no longer needed for the student audit.
Steps to monitor exception reports: 1. On the Exception Management page, click the Exception Management Services drop‐down. 2. Click Exceptions Reports. 3. Click the Load button. 4. Select either the Show exception details or Show requirement block counts radio button to specify the search criteria for the specific report that you want to run. 5. Click the Show exceptions created within drop‐down and select a date. 6. Click the Show exceptions type drop‐down and select a type of exception. 7. If you want to run a report applied by an individual, enter the ID in the Show exceptions created by ID field.
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8. If you want to run a report that shows the exceptions for a student, enter the student ID in the Show exceptions on student ID field. 9. If you want to run a report that shows exceptions on a specific block, enter the ID in the Show exceptions on requirement ID field. 10. If you want to run a report that only shows the unhooked exceptions, click the Show unhooked exceptions only check box. 11. If you want to run a report that only shows unenforced exceptions, click the Show unenforced exceptions only check box. 12. Click the Show Exceptions Report to view the report. 13. Click the Print button at the top of the page, to print the report.
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Processing Reports Section goal At the end of this section advisor staff members and/or students will be able to run various types of audit reports.
Section objectives In this section you will learn how to
process worksheet reports process a diagnostic report generate a student graduation checklist process a registrar report run a student registration checklist process student data report
Processing Worksheet Reports DegreeWorks offers a number of different types of audit reports that display specific information about students and their progress towards degree completion. In the Audit Format drop‐down list box, there are six default audit reports available. These reports can be customized by the client to meet their respective needs. Additional audit reports can also be created and added to the drop‐down list box. Not all of these audit reports are necessary. Reports can be added or removed from the drop‐down list by your DegreeWorks administrator. The report, description and steps to view report in the worksheet area are listed in the following table:
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Report
Description
Steps
Class History Generally visible to all users
Provides a summary of classes that student has completed.
Click the Class History link on the Worksheet tab.
Diagnostics Report Generally visible to “Registrar” user class only
Provides an analytical report of student classes taken and classes that need to be completed.
On the Worksheet tab, click the Format drop‐down and select Diagnostic Report. Next, click the View button to view the report.
Graduation Checklist Generally visible to “Registrar” user class only
Provides a checklist of classes and requirements for a student to graduate.
On the Worksheet tab, click the Format drop‐down and select Graduation Checklist. Next, click the View button to view the report.
Registrar Report Generally visible to “Registrar” user class only
Provides a detailed report for the Registrar’s office that combines both the student data and the scribe for the requirements.
On the Worksheet tab, click the Format drop‐down and select Registrar Report. Next, click the View button to view the report.
Registration Checklist Generally visible to all users
Provides a checklist of only courses still needed for students to select from when registering for classes.
On the Worksheet tab, click the Format drop‐down and select Registration Checklist. Next, click the View button to view the report.
Student Data Report Generally visible to “Registrar” user class only
Provides detailed report of student information as it is extracted from the student information system.
On the Worksheet tab, click the Format drop‐down and select Student Data Report. Next, click the View button to view the report.
Default view for all users
On the Worksheet tab, click the Format drop‐down and select Student View. Next, click the View button to view the report.
Student View
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