degree works reference guide - eastern oregon university · page 3 of 32 1. degree works basics...
TRANSCRIPT
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TableofContents1. Degree Works Basics ............................................................................................................................. 3
Overview ................................................................................................................................................... 3
Application Features ................................................................................................................................. 4
Getting Started .......................................................................................................................................... 5
FAQs ........................................................................................................................................................ 13
2. What‐If Audits ..................................................................................................................................... 15
Overview ................................................................................................................................................. 15
Getting Started ........................................................................................................................................ 15
FAQs ........................................................................................................................................................ 15
3. Student Educational Planner .............................................................................................................. 16
Overview ................................................................................................................................................. 16
Degree Works that will allow you to make a long‐term plan for degree completion and verify that the
courses you included on your plan will fulfill your degree requirements .............................................. 16
Getting Started ........................................................................................................................................ 16
FAQs ........................................................................................................................................................ 25
4. Advisor Notes ...................................................................................................................................... 27
Overview ................................................................................................................................................. 27
Getting Started ........................................................................................................................................ 27
FAQs ........................................................................................................................................................ 29
5. Exceptions ........................................................................................................................................... 30
Overview ............................................................................................................................................. 30
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1. DegreeWorksBasics
Overview
DegreeWorksisaweb‐basedtoolengineeredtohelpstudentsandadvisorsmonitorstudents’progresstowarddegreecompletion.DegreeWorkscombinesEOU’sdegreerequirementsandindividualstudent’scompletedcourseworkintoaneasy‐to‐readworksheet.Theworksheethelpsbothstudentsandadvisorsseewhichcompletedandin‐progresscoursescounttowarddegreerequirements.Additionally,theworksheetdisplaysoutstandingcourserequirements.
Allcurrently‐enrolledundergraduateandgraduatestudentswhoattendedEOUafterFall2006andwhoareusingthe2006‐2007oralatercatalogtofulfilltheirdegreerequirementscanuseDegreeWorkstochecktheirprogresstowarddegreecompletion.
ThroughDegreeWorks,studentsandadvisorswillbeableto:
Viewtheacademicrequirementsfortheirdegreeprogram(s) Seehowallcompletedcoursesapplytodegreerequirements Identifycoursesneededtocompletetheirdegree(s) Viewtheirgradesandacademicstanding Viewtheircumulativegrade‐point‐average(GPA) Viewtransfercredithoursearned CalculateaGPAbasedontheirperformancefortheterm Calculatethegradecombination(s)neededtoachieveagoalGPA Planforregistrationinfuturequarters CreateWhat‐Ifauditstoprocessspeculativedegreeauditsbasedoncurrentclass
history Estimatehowmanyquartersitwilltaketograduate Andmore...!
ImportantNote:DegreeWorksisdesignedtoaidandfacilitateacademicadvising,butisnotintendedtoreplaceface‐to‐faceadvisingsessions.DegreeWorksisneitheranofficialacademictranscriptnoranofficialnotificationofcompletionofdegreerequirements.
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ApplicationFeatures
DegreeChecklists‐availableformatslistedbelow
StudentDegreeAudit(default)
Providesgeneralinformationaboutthestudent'scompleteandincompleterequirements,inprogressandpre‐registeredcourses,groupedintologicalsections/blocks.
RegistrarReport
UsedprimarilybytheRegistrar'sOffice.ThisformatcontainsthesameinformationastheStudentViewwithadditionaldetailfromScribe,DegreeWorks’codingtool.However,thisreportmaybehelpfultoadvisorsbecauseitpresentssomescribedetailforeachblock,andmaypresenthiddenblockattributessuchashiddencourserulesandminimumormaximumcourseorGPArequirements.
RegistrationChecklist
Showsonlytheunfulfilledrequirementsthatare"StillNeeded"onthechecklist.ItdoesnotprovideanyofthedetailedexplanationsofrequirementsthatmaybefoundintheStudentView.
What‐If
Allowsyoutoprocessspeculativedegreeauditsforastudentusingtheircurrentclasshistoryifastudentwantstochangetheirmajor.
LookAhead
Allowsthedisplayofanauditwhichincludescourseswhicharestilltobetaken.
ClassHistoryLink
Providesalistingofallofthecoursestakenbythestudent,withgradesandcredits,groupedbythetermtaken.
StudentEducationalPlannerStudent
EducationalPlanner
Studentsandadvisorsusetheplannertocreateanacademicplan.
Templates
Templatesarepre‐definedplans,ortemplatesforparticularprogramsofstudy,thatcanbecreatedaheadoftimeandloadedforstudentadvising.
Notes
Add/ViewNotes
Usetheaddfunctiontoenteranynotesaboutthestudent’saudit.UseoptionalPre‐DefinedNotesdropdowntobeginnote,thenSave.Thiswillbeutilizedduringadvisingsessions.
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GettingStarted
LoginandInitialStudentSearch:Note:DegreeWorksisbestviewedinGoogleChromeorFirefox/Mozilla
a. LogintoWebsterb. SelecttheFacultytab.c. ClickontheAdvisorMenulink.
d. ClickontheDegreeWorkslink,a. selectaterm(termdisplayisok),clicksubmit.b. EnterastudentIDorsearch,thenclicksubmit.c. StudentNamewilldisplay,andclicksubmit.
e. Afteracoupleofseconds,anewwebpagewillopen.IfyourstudentexistswithinDegreeWorks,thestudentinformationwillautomaticallydisplay.
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Navigation
NavigationToolbarOncesuccessfullylogged,onthetopofeverypageisanavigationtoolbar.Belowisadescriptionofeachofthelinks:
BacktoSelfService
LinkstoSelfService‐indevelopmentMarch2013
Transcript Notavailableatthistime
FAQLinkstofrequentlyaskedquestionspertainingtoDegreeWorks–indevelopmentMarch2013
Help LinkstotheDegreeWorkshomepage–indevelopmentMarch2013
Print Allowstheusertoprintcurrentpage
LogOut LogsuseroutofDegreeWorks
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StudentSummaryToolbarBelowtheNavigationToolbarisanothertoolbarprovidingbasicinformationregardingthestudentyouhaveselectedtoreview.ThechartbelowoutlineswhatinformationisincludedwithintheStudentSummaryToolbar(notethatthe“Find”studentsfunctionalitywillbecoveredinalatersection):
Find
UnlessstudentBannerIDisknown,thefindbuttonwillbeusedtosearchforstudents
StudentID
Heretheusercanenterastudent’sBannerIDandbringuptheiraudit
Name
Studentnamewilldisplayhere
Degree
Currentstudent’sdegreewillbedisplayedhere.Thedropdowncanbeusedtoswitchbetweenprimaryandsecondarydegree’s
Major
Currentstudent’smajorwillbedisplayedhere
Level
Levelofstudentwillbedisplayedhere(UndergraduateorGraduate)
Classification
Displaysthestudentcurrentclassstanding
LastAudit
DisplaysthelastdateanauditwasperformedforthecurrentstudentwithinDegreeWorks
LastRefresh
DisplaysthelastdateandtimetheauditwasrefreshedfromBannersystem
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UnderstandingDegreeAudits
StudentHeaderThefirstsectionoftheaudit,theStudentHeader,containskeyelementsofyourstudentrecordsuchasDegree,Major,Classification,AcademicStanding,GPA,etc.
DisclaimerThissectionoutlinesimportantdisclaimerinformationregardingthenewDegreeAuditsystem.
LegendThelegendcontainsalloftheuniquesymbolsthatareimportantforinterpretingtheDegreeWorksaudit.
Complete–Thissymbolwillappearbesideallrequirementsthathavebeencompletedwithintheaudit.Therowwillbehighlighteddarkgrayandwilldisplaythecourse(s)thatfulfilledtherequirementalongwiththegradeandterminwhichthecoursewastaken.NotComplete‐Thissymbolwillappearbesideallrequirementsthathavenotyetbeencompleted.Therowwillbehighlightedinlightgrayandwillalsoindicatethecourse(s)thatwillberequiredtocompletetherequirement.In‐Progress–Thissymbolwillappearforrequirementswheretheclassesneededtofulfilltherequirementarecurrentlybeingtakenorareregisteredtobetakenforafutureterm.Therowwillbehighlighteddarkgrayandthegradesectionforthecoursewilldisplay(IP).DegreeWorksWildcard(@)‐The“@“symbolinDegreeWorksworksasawildcard.Thismeansthatitrepresentsallclasseswhenusedasaprefix,andcanalsobeusedtorepresentallcoursenumbers.Whenacourseprefixisfollowedbythe@symbol(CHEM@)thismeansanycoursenumberforthatprefixcanbeusedtofulfilltherequirement.InthisexampletherequirementscouldbefulfilledbyCHEM342,orbyany100to499levelCHEMcourse.
BlocksEachsectioninaDegreeWorksauditiscalleda“Block”.Eachblockheaderwillcontainatitlefortheblockandwillalsodisplayspecificcourseinformationforthatblocksuchascreditsapplied,classesapplied,andGPAforthatblock.Likeindividualrequirements,theblockheaderwillalsocontainasymbolstatingthestatusofallrequirementswithintheblock.
DegreeRequirements–Thisisthemainblockthathousesalloftheglobalrulesthatapplytoallotherblockswithintheaudit.Thisblockwillneverhavethe“Complete”symboluntilallotherblockshavebeencompleted.Withinthisblockyouwillalsofind“UnmetConditions”whicharerequirementsthatmustbemetinordertograduate(residencyrequirement,totalcreditsneeded,etc.).Thetop‐rightcornerofthisblockdisplaysthetotalcreditsrequiredtograduate,totalcreditsyouhaveappliedtowardsgraduation,currentGPA,andAcademicYear(CatalogYear).
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GeneralEducationCoreRequirements–Inthisblockyouwillfindallthegeneraleducationcategoriesandclassesthatarerequiredforyourdegree.Forexample,ifyourdegreerequiresaminimumGPAforasetofrequirementswithinthisblock,itwillbedisplayedatthetopunder“UnmetConditions”untiltheGPAhasbeenmet.Thetop‐rightcornerofthisblockwilldisplayyourGPAforthisblockandyourAcademicYear(CatalogYear).ForeignLanguageRequirement‐DFL–Thisblockwillhousetherequirementforyourforeignlanguage.OregonUniversitiesrequiretwoyearsofthesamelanguagebecompletedinhighschool,ifthisisnotcompleteuponadmissiontotheuniversitythestudentwillberequiredtocompletetwotermsofthesameforeignlanguageincollege.InstitutionalMathRequirement–ThisblockwillhousealloftheinformationregardingtheinstitutionalmathrequirementsforaBachelor’sdegree.Individualmajorsmayrequireadditionalorspecificmathrequirements.UpperDivisionRequirements–Bachelor’sdegreesrequire60upperdivisioncredits,ofwhich30mustbefromEOU.Thisblockwillhouseamaximumof30upperdivisiontransfercoursesandalloftheEOUupperdivisioncoursesyouhavecompletedandletyouknowhowmanyadditionalcreditsareneeded.MajorRequirements–Thisblockwillhouseallofthemajorrequirementsforyourdegree.Ifyouhaveaconcentration,thisblockwilldisplaythespecificcoursesforthatconcentration.Displayedinthetop‐rightcornerwillbeyourAcademicYear(CatalogYear)andyourGPAforallmajorrequiredcourses.MinorRequirements–Ifthestudenthasdeclaredaminor,thisblockwillhousealloftheminorrequirements.Displayedinthetop‐rightcornerwillbeyourAcademicYear(CatalogYear)andyourGPAforallminorrequiredcourses.ElectiveCourses–Thisblockwilldisplayallcompletedcoursesthatarenotcurrentlybeingusedtofulfillarequirementwithintheaudit.Thecontentofthisblockwillfluctuateasmoreandmorecoursesaretaken.Insufficient–Thisblockwilldisplayallthecoursesthatdonotmeettheminimumrequiredgradeforthemajor.Itwillalsoincludecourseswitha“W”oran“I.”In‐Progress–Withinthisblockwillbealistofallthecoursesthatyouarecurrentlytakingandalsothecoursesyouarepre‐registeredfor.Thetop‐rightcorneroftheblockwilldisplaythetotalnumberofcreditsappliedandclassesappliedforthisblock.Non‐DegreeApplicable–Withinthisblockwillbeallofthecoursesthatarenotcountedtowardsyourdegree.Note:CoursesthatappearintheInsufficient,andNon‐DegreeApplicablesectionswillnotcounttowardsyourdegreebutmaystillcountinyourGPA.Exceptions–Anyexceptions(substitutions)thathavebeenmade.Thiswillincludeinformationabouttheexception,thedate,andwhoentereditintoDegreeWorks.
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Notes–Anyadvisingnotes,registrar’sofficecommentsorinformation,and/ordean’scommentsornoteswillbelistedatthebottomoftheaudit.Thesearealsoavailabletoviewunderthe“Notes”tab.
SearchingforAdditionalStudentsTypically,youwillfirstsearchforthestudentviaBannerSelfServiceandtheinformationforthatstudentwilldisplaywithinDegreeWorks.However,onceyouhavenavigatedintoDegreeWorks,asanadvisoryoudohavetheabilitytoperformdegreeauditsonadditionalstudentsratherthannavigatingbackintoSSBandsearchingforanotherstudentthere.TosearchforstudentswithinDegreeWorks:
FindStudent(s)1. ClickFind,whichwilltakeyoutotheFindStudentssearchpage.
a. AnimageoftheFindStudentssearchpageisprovidedbelow:
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2. SingleStudentSearchToselectasinglestudent,enterthestudent'sBannerIDnumberintheStudentBannerIDfieldorenterthestudent'sfirstorlastnameintheNamefields.
`a. TheFirstandLastNamefieldsarenotcasesensitive.Typinginthefirstlettersofafirstor
lastnamewillproducealistofallnamesstartingwiththoseletters.
b. Wildcards(@)canbeusedinanyofthesefields.Entering“@west@”intheLastNamefieldwillproducealistofallstudentswhoselastnamescontaintheletters"WEST".
3. GroupStudentSearch
a. Tosearchforagroupofstudents,useoneormultiplefieldstobuildyoursearchcriteria:
Degree Major AcademicStandingLevel Minor StudentAttributeClassification CollegeAcademicYear Concentration StudentType
b. ClickSearchtoexecutethesearch.
Onlyvalidcombinationsofsearchcriteriawillproducesearchresults.
Findresultsarelimitedto200studentsand,basedonyourcriteria,youmayreceiveawarningmessageiftheresultsproducealistofmorethan200students.
c. Onceyouhavecreatedalistofstudentswhomeetyourselectioncriteria,youcansortthelistbyclickingonanyofthefieldheadersintheStudentsFoundwindow.
d. Youcanremoveoralterthelistofstudentsfromtheselectionlistbyun‐checkingthecheckboxestotheleftofthestudents.
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e. ClickOKtoclosethesearchwindowandloadthelistofstudentsintoDegreeWorks.
f. Onceloaded,theauditforthefirststudentinyourlistwillautomaticallydisplay.Thedropdownoptionwillgivetheoptiontoselectadifferentstudent.Onlythedataforonestudentatatimecanbeviewed.
Ifmorethanonestudentwasselectedinyoursearch,usethedrop‐downboxatthe
topofthescreentoselectthestudentrecordyouwanttoview.
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FAQs
Q:WhatisDegreeWorks?
“DEGREEWORKS”isacomputerizeddegreeauditprogramandacademicadvisingtooldesignedtoassistyouandadvisorsinreviewingyourdegreeprogress.AWeb‐basedprogram,DEGREEWORKSre‐organizesyourtranscriptchronologicallyandcategorically,easilyidentifyingcoursesyouhavecompletedandwhatcoursesyoustillneedinordertofulfillyourdegreerequirements.
Q:WhatarethebenefitsofusingDegreeWorks?DEGREEWORKSwillhelpyou:
Determinewhatrequirementsyouneedtofulfillinordertocompleteyourdegree. Viewindividualcoursegrades,cumulativegrade‐pointaverage(GPA)iftransfer
workhasbeenarticulated,andmajoraverage. Determinewhichcoursesyouhavetakenortransferred,andwhichonescountas
electives. Viewtransfercredits,waivers,andexemptionsappliedtowarddegree. Seehowyourcourseworkcouldbeappliedtowardanothermajor,minor,or
concentrationusingtheWhatIfoption. Confirmyouracademicstanding. Estimatehowmanyquartersitwilltakeyoutograduate. Learntheprerequisitesandco‐requisitesforcoursesbyclickingonthecourse
numbers.
Q:WhenwillDegreeWorksbeavailabletothecampus?OurcurrentgoalistoreleaseDegreeWorkstotheentirecampusintheAugust2014.TheRegistrar’sOfficewillsendnotificationwhenthenewDegreeAudittoolisavailabletothegeneralpublic.Professionaladvisors,faculty,deans,directorsandstaffwillhaveaccessmidApril2013.Thiswillbeatestphase.Althoughthesystemisfullyoperationalandinuse,wewillbemakingchangesandupdatesasneeded.
Q:WhowillbeabletouseDegreeWorks?Advisorsandstudentsbothwillbeabletousethesystemasanadvisingtooltobetterfollowthestudent'sprogressanddeterminewhichrequirementsarestillneeded.
Q:HowdoIaccessDegreeWorks?PleasereferenceLoginandStudentSearchsectionabove.
Q:Whenshouldastudent/advisorreviewadegreeaudit?Adegreeauditcanbereviewedatanytime.Belowaresomeexamplesofwhenitmightbehelpfultoreviewadegreeaudit:
1) Beforeregistration.2) Afterregistrationtoensurecoursesapplytoprogramrequirements.3) Aftergradesforeachquarterareposted.4) Anytimechangesaremadetoarecord.
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Q:WhatifinformationinDegreeWorksisn'tuptodate?ThereareafewpossibilitiesastowhycertaininformationinDegreeWorksisnotuptodate.OneisthatDegreeWorksmaynothavebeenrefreshedsinceachangewasmade(informationisrefreshednightly)toastudentrecord.Second,therecouldbesomepaperworkthatmustbecompleted.Forexample,ifagradechangeispending,itispossibletheformhasnotreachedtheRegistrar'sOffice.CheckwiththeRegistrar'sOfficeregardinginformationnotbeinguptodate.
Q:HowdoesDegreeWorkshandlerepeatedcourses?DegreeWorksadherestoEOU’srepeatpolicywhenproducingadegreeaudit.Perthepolicy,themostrecentoccurrenceofaparticularcoursewillbeusedtoevaluatedegreecompletion.Previousattemptswillgointotheinsufficientsection.
Q:HowdoesDegreeWorksdeterminewhichsetofdegreerequirementstouse?DegreeWorksusesastudent’sCatalogYear(SFAREGSinBanner)todeterminethesetofdegreerequirementstousewhenproducingadegreeaudit.
Q:WhatisaCatalogYear?Thecatalogyeardetermineswhichcatalog/degreerequirementsstudentsfollowtoobtainadegree.ThisistheyearthestudentwasadmittedtotheUniversity.Thiscanbeupdatedifthestudentchoosestofollownewerrequirements.
Q:CanDegreeWorksbeusedtoevaluateastudentwhohasnotyetdeclaredamajor?Yes,studentswhohavenotdeclaredamajormustusetheWhat‐Ifoptiontoproduceadegreeaudit.However,inordertobeevaluatedfordegreecompletionbytheregistrar’soffice,thestudentmusthaveavalidmajorassignedinBanner.
Q:WhoupdatesthestudentinformationinBanner?Thestudent’scurriculuminBannermustbecorrectinorderforDegreeWorkstofunctionproperly.Thefollowingisalistofwhocan/shouldupdatewhatinformation: Degree,College,Major,Concentrations,Minors:
AdvisingCoordinatorsandadvisingofficeAdmittoProgram:Registrar’sOffice
Q:WhoinputsExceptionsinDegreeWorks?‐GeneralEducation,DPD,otherinstitutionalgraduationrequirements:Registrar’sOffice‐Major,Concentrations,Minors:Registrar’sOffice,thisistobereviewedbyJanuary2014forpossibleupdateandtrainingtoallowAdvisingCoordinatorasapprovedbydisciplineaccesstoinputtheseexceptions.
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2. What‐IfAudits
OverviewStudents,whoplanonchangingtheirmajor,addingaminororaconcentration,orlookingtoenrollinaspecificcollege,canaccesstheWhat‐IfAudit.TheWhat‐IfAuditcanbefoundundertheworksheetstab,ontheleftmenu;itisdesignedtoofferstudentsanopportunitytoviewhowproposedchangescanaffecttheirpathtowardsgraduation.
GettingStarted
PerformingaWhatIfScenario1. ToaccesstheWhatIfoption,clickonthe“WhatIf”linkontheleft‐sideoftheauditscreen
underthe“Worksheets”tab2. OnceattheWhatIfscreen,youwillbeabletousethedrop‐downboxestoselectthedesired
Level,Degree,AcademicYear(CatalogYear),Major,MinorandConcentration,aswellasaddadditionalfutureclassestotheauditscenario.
3. Yourselectionforeachareawillbeaddedtoalistboxontherighthandside.Ifyouwouldliketoremoveanyofyourchoices,selectitfromthelistandclickthe“Remove”buttonlocatedbelowthelistbox.Afterselectingthedesiredcriteria,pressthe“ProcessWhat‐If”button.DegreeWorkswillthentakeyourentirecoursehistoryandapplyittoanauditwiththenewlyselectedchanges.Anywrongcombinationofdegree,major,minor,orconcentrationwillresultinerror.
4. Oncethenewaudithasbeengenerated,youwillnoticethatallofyourselectionswillappearasifitwerearealaudit.
PrintingaWhatIfAudit:1. OnceallofyourselectionshavebeenmadeontheWhatIfparameterscreen,youhavethe
optionto“SaveasPDF”.ClickingthisbuttonatthetopofthescreenwilltakewillruntheWhatIfscenarioandinsertitintoaPDFdocumentthatyoucaneithersaveorprintout.
FAQs
Q:WhyamIreceivinganerrorwhenIrunaWhatIfscenario?
The“WhatIf”toolrequiresthatyoumakeaselectioninthe"Major"field.Failuretoselectamajorwillresultinerror.
Q:Whyisn’ttheadvisorshowingwhenIrunaWhatIfscenario?Advisorsdonotdisplaywhenamajordifferentfromstudent’scurrentmajorischosenwithintheWhatIftool.
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3. StudentEducationalPlanner
Overview
DegreeWorksthatwillallowyoutomakealong‐termplanfordegreecompletionandverifythatthecoursesyouincludedonyourplanwillfulfillyourdegreerequirements
GettingStarted
DevelopingaPlan–Freestyle1. SelectAddnewplan
2. Choosemode(NotesorCalendar).Notesmodeisthedefaultandshouldbethestandardforcreatingplans.
3. Choosetoshowcompletedclassesornottoshowcompletedclasses
4. ChooseEdit
5. ClickLoadbutton
6. Typeindescriptionofplan(requiredfield)
7. ChooseCatalogYear
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8. SelecttermandEntercoursesintoplan
9. ClickSavebuttononcealltermsarecompleted
10. Onceaplanissaved,workcompletedbeforethefirsttermintheplanisdisplayedatthebottomoftheplanas“ClassesCompletedinUnplannedTerms”ifcompletedinresidencyand“Transferclasses”iftheworkwascompletedatanotherinstitution.
11. UsetheLoadbuttontorefreshtheplanonceithasbeensaved.Thisworksinconjunctionwiththe“ShowCompletedCourses”oncetheplanhasbeensaved,itneedstoberefreshedtoseeanycourseworktakenbeforetheplanstarted.
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Creating Planner Templates
Pre‐definedplans,ortemplatesforparticularprogramsofstudy,canbecreatedaheadoftimeandloadedforstudentadvising.Theuseofatemplatedoesallowaplantobemodifiedafterthetemplatehasbeenloadedontothestudent.
1. ClickonTemplatesunderthePlannertab
2. ClickonSearch
3. Clickonthedropdownarrowandchoose"Addnewtemplate"(Asmoreandmoretemplates
arecreated,moreoptionswillappearinthisdropdownbox.)
4. ChooseNotesModeorCalendarMode.
5. ClickLoad
6. Choosetheparametersforthetemplateyouwanttocreate(beasspecificorasgeneralasyouneedorwant),provideadescription,andbeginfillingintheblanks.Usethebuttonsatthebottomtoundochanges,delete,clear,orsavethetemplate.DegreeWorkswillautomaticallyassignitanumber(i.e.,T0012345).However,providingagooddescriptionforthetemplatewillmakeiteasiertolocatelater.
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DevelopingaPlan–UsingTemplatesThisoptioninDegreeWorksisinprogress1. SelectAddnewplan
2. Choosemode(NotesorCalendar)Notesmodeisthedefaultandshouldbethestandardfor
creatingplans.
3. Choosetoshowcompletedclassesornottoshowcompletedclasses
4. ChooseEdit
5. ClickLoadbutton
6. ClickLoadapre‐definedplan
7. Thesearchfieldsarepopulatedasaresultofthestudent’scurrentcurriculum.
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8. ClickSearch.Ifnoplansarereturnedasaresultofthesearchparametersthatindicatesthatnoplantemplateisavailableforthatstudent’scurrentacademiccurriculum.EitherclearthesearchfieldstofindonesimilarorbuildtheSEPfreestyle.
9. Selecttheplan
10. Clickthe‘Loadintomyplan’button.
11. Modifyasneeded
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PlannerWorksheetNavigation
GeneralTips,Tricks&Notes Twowindowsdisplay,onewiththestudent’saudit(left)andonewiththeplannerblocks
(right)
Barseparatingthetwowindowscanbemovedrightorlefttoincreaseoneside
Enteringcourseintotheplancanbedonetwoways.
o Dragginganddroppingthecoursesfromtheauditwillautomaticallyaddthecredithours
o Manuallytypingtheminthecreditswillhavetobemanuallytypedin
Hourswilltotalattheendofeachblock
Clickcheckalltermsorclicktheboxnexttothetermsyouwouldliketoseeintheaudit
Notesenteredwithintheeducationalplannershouldbeaboutthetermbeingplanned,andnotforgeneraladvising.Thesenotesarenotahistoricalrecordasitdoesnotrecordwhomadethenoteorwhen.Thenotesenteredherecanbemodifieduntilthetermhaspassed.Ratherthanusingthesenotesforadvisingnotes,use“Auditnotes”.
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StudentInformationBlockThisincludesdetailedinformationaboutthestudent’sacademicplan.
StudentDisplaysstudent’sname
CurrentTerm
Representsthelasttermthatthestudenthadregisteredorcompletedcoursework.Planningstartsatthelasttermthatthestudenthadacademicwork.Theintentistoplanfromthelasttermforward.
Description
Nameforthisstudentsplan.Thetemplateplannamewilldefaultiftemplatesareused.Thisisarequiredfield.
AcademicYear
Theacademicyearistheyeartheplanstarts.
Last
Modified
Displaysthelastdatetheplanwasmodified.
ActivePlan
Thestudentcanhavemultipleplansbutonlyoneplancanbeactiveatonetime.Studentscurrentlydonothaveaccesstobuildtheirownplans.Advisorswillbuildoneplanandmodifyitasthestudentadvancesinhis/heracademiccareer.
Locked
Thiswillbeusedifthestudentneedstohavemorethanoneplan,orifthestudentseventuallyhaveaccesstocreateplans.Thelockedplanislockedbytheadvisorandoncelockedisnotmodifiableuntilunlockedbytheadvisor.
Loadinapre‐
definedplan
Pre‐definedplans(templates)canbecreatedandloadedstudentbystudent.
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PlannerToolbar
SavePlan
Savescontentsofplan,whentheplanissaved,severalchecksaremadeonthedata.Theerrorsmustbefixedbeforetheplancanbesaved.
Coursesarevalidated Duplicatecoursesareidentified Aredarrowappearsnexttocoursesthatareinvalid
ProcessNew
Runsanewauditwithplannedcoursesfromsavedplanappliedtoauditrules
ReloadForm
Startover.Deletesanyeditingsincetheplanwaslastloaded.Iftheplanhasneverbeensaved,thenitclearstheplanentirely,similarto‘‐‐‐‐‐Addnewplan‐‐‐‐‐‐‘.
CheckAllTerms
Checktheboxesforallfuturetermstobeincludedinanewaudit
SaveAs
Savethedataasanewplan
UncheckAll
Uncheckallboxesforallfutureterms
DeletePlan
Deletethiscurrentplan–confirmationmessageappears
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FAQs
Q:DoIputcoursesthatI’vealreadycompletedonthePlanner?No.ThePlannerisonlyintendedforfutureclasses,notclasseswhichyou’vecompletedorinwhichyou’recurrentlyenrolled.
Q:Doalldegreerequirementshavetobeaccountedforintheplan?No.YoucanusethePlannertomapoutasmuchoraslittleofyourdegreeplanasyou’dlike
Q:Iamalreadyajunior.Isittoolateformetousetheplanner?No,youcanstartusingthePlanneratanytime.Itdoesn’tmatterifyou’reafreshmanplanningyournextfouryearsofstudy,oraseniorwithonequarterleft.ThefeaturesofthePlannerwillstillhelpyouensurethatyou’veidentifiedallofthecoursesyouneedtocompleteforyourdegree.
Q:I’mundeclared.DoIhavetowaittousetheplanneruntilIdeclareamajor?No,butitisrecommended.
Q:Ifacoursehasprerequisites,willthePlannernotifymeifIplaceitinmyplanoutofsequence?
No.Youwillwanttoreviewyourplanwithyouradvisortoensurethatyouhavecoursesinthepropersequence.Youcanalsoreviewthecoursedescriptionsinthecatalogforprerequisiteinformationforeachofyourcourses.Youcanaccesscatalogcoursedescriptionsinoneoftwoways.YoucanclickthelinkforanyneededcoursesthatarelistedinyourDegreeWorksworksheet,andanewwindowwillopenwithcoursedescriptionsthatfulfillthatrequirementorviewthecatalogonlineatwww.eou.edu/catalog/
Q:Someofmyrequirementshavemanyoptions,andI’mnotsurewhichoneIwanttotake.WhatshouldIdo?
Pickthecourseinwhichyoumostlikelywillenroll.Youcanincludeanoteinthenotessectionthatstatesthatyoumighttakeanothercourseinstead.
Q:WhohasaccesstotheplansIcreatethroughthePlanner?
Youradvisor,aswellasfacultymembersandadministratorswhohaveaccesstoDegreeWorks,willbeabletoaccessyourplans.
Q:Willmyadvisormakemyplanforme?Inmostcases,studentswillmakeplansandsharethemwiththeiradvisors.Youradvisorwillbearesourceforyouifyouhavequestions,andyouwillwanttoaskyouradvisortoreviewanyplanyoucreate.Advisorsdohavetheaccesstocreateaplan.
Q:HowcanIsharemyplanwithmyadvisortomakesurethatit’scorrect?YouradvisorcanlogintoDegreeWorksandreviewyourplanonline.Youcanalsoprintyourplanbyusingtheprintlinkintheupper‐righthandcorneroftheplannerandtakeacopyofyourplantoyouradvisingappointment.
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Q:CanImakemorethanoneplan?Yes,butyoucanonlymarkoneplanasactive.BecausetheUniversitywillgatherinformationfromtheseplanstohelpuswithcoursescheduling,wewanttobesurethatwedonotgathermultiplesetsofdatafromthesameperson.Therefore,ifyoucreatemorethanoneplan,pleasechecktheactivebuttonfortheplanthatbestdescribesyourdegreecompletionplans.
Q:HowoftenshouldIupdatemyPlanner?Ataminimum,youshouldreviewandupdateyourplannereveryquarterbeforeyoumeetwithyouradvisor.Youshouldalsoupdateyourplanwhenyoudropacourse,receiveanunsatisfactorygradeinacourse,ormakeanyotherchangesthataffectyourdegreeprogress.Onceaquarterendsandyourgradesareplacedonyourrecords,you’llnolongerbeabletoupdateinformationforthatterm.Theinformationforthattermwillappearatthebottomofyourplanascompletedcoursework.
Q:WhenIviewmyworksheetontheWorksheetTab,myplannedcoursesarenolongerlisted.Thatiscorrect.Yourworksheetshowsyouthecoursesyouhavealreadycompleted,areregisteredin,orcoursesyouneedtocomplete.YourplannedcourseswillonlyappearwhenyouareinthePlannersectionofDegreeWorks.TheworksheetinthePlannersectionwillonlyshowyourplannedcoursesintheworksheetafteryouclickthe“ProcessNew”button.Theplannedcourseswillnotshowonyourmainworksheet.
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4. AdvisorNotes
OverviewTheNotesutilityallowsDegreeWorksuserstodocumentacademicadvisingonstudentrecords.TheseNotesareviewablebythestudentontheirauditintheNotessectionatthebottomoftheWorksheet.PleasebeawarethatnotesenteredinDegreeWorksarepartofthestudentseducationalrecordandwillbedisclosedaspartofthatrecordwhencomplyingwithanylegalrequestsforthereleaseofinformationinthateducationalrecord.Notesshouldbefactualandofanatureunderpublicscrutiny.
GettingStarted
AddNotes
1. ClickonAddNotesontheNotesTab
2. YoucanusetheoptionalPre‐Definedand/orfreetypethenote
3. ClickSaveNote
4. ClickRunNewAuditbuttontodisplaynotesinViewsectionandonthestudent’sworksheet
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ViewNotes1. ClickonViewNotesontheNotesTab
ModifyExistingNote(s)1. ClickonModifyNotesontheNotesTab
2. Makechangestonote
3. Clickbuttontosavechanges
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FAQsQ:Icurrentlykeepmyownnotesonmyadvisees.Whatarethebenefitsofswitchingtothisnewsystem?
WithAdvisingNotes,anynotesyouenterbecomeapartofastudent’srecord,andanyfacultyoradministrativestaffmemberwhohasaccesstoDegreeWorkscanviewthosenotes.Thisallowsanyindividualworkingwithastudent–includingfutureadvisors–tohaveamorecompleteunderstandingofthestudent’sadvisinghistory.Thisalsohelpsusworktogethertoholdstudentsaccountableforfollowing‐throughonadvisetheyweregiven.Inaddition,becauseDegreeWorksisasecure,web‐basedproduct,youcaneasilyaccessyouradvisingnotesfromanyinternetconnection.
Q:WillstudentsbeabletoseethenotesIenter?Youcanchoose.Ifyouclickthe“NotAvailabletoStudent”boxthatappearsoverthenoteentrybox,thestudentwillnotbeabletoseethenote.Ifyoudonotcheckthisbox,thestudentwillseeyournoteattheendofhisorherworksheet.Theremaybetimeswhenyoumightsplityourentryintotwonotes,partthatthestudentcanviewandpartthatthestudentcannot.However,anyfacultyoradministrativestaffmemberwithaccesstoDegreeWorkswillbeabletoviewallthenotesonastudent’srecord.
Q:Ineedtorecordmorespecificinformationonastudent.CanIenternoteswithoutusingthedrop‐downmenu?
No,youmustusethedropdownmenu.Howeveryoucanusethedrop‐down“Studentwasadvisedto”andaddadditionalinformation.Fornotesnotdirectlyrelatedtoacademicadvising,werecommendthatyoucontinuetokeepwrittennotesandstoretheminasecurelocation(yourparticularadvisingnotes).KeepinmindanythinginDegreeWorksispartofthestudentseducationalrecordandwillbedisclosedwhencomplyingwithanylegalrequest.
Q:Howdidyoudecidewhatnotestoincludeinthedrop‐downmenu?SomeofthenotesarestandardwithDegreeWorkswehavealsoaddedafewspecificnotes.Notalltopicswillbecoveredforeveryadvisingsituation,webelievetheyincludethemostcommontopics.Ifyouhaveasuggestionforanitemthatisnotlisted,[email protected].
Q:Ioftenhaveadvisingdiscussionswithstudentswhoaren’tmyassignedadvisees.CanIaddnotestoanystudent’srecord?
Yes,andweencourageyoutodoso.
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5. Exceptions
OverviewTheExceptionsfunctionallowsthoseusershavingaccesstothisfunctiontomodifytherequirementsfordegreecompletionforaspecificstudent.
KeyPoints Exceptionsshouldnotbeperformeduntilacourseisin‐progressorhasalreadybeen
completed
AllexceptionswillbemonitoredbytheOfficeoftheRegistraronaregularbasistoensurecurricularintegrityandaccuracy
Exceptionswillremainforastudentwithtermsofabsence,butwilldisappearifthestudent
changeshis/herprogram,orfallsoutofcontinuousenrollment
OverviewofExceptionTypesDegreeWorksallowsyoutoperformthefollowingtypesofexceptions.Ingeneral,AlsoAllowandApplyHerearethemostoftenusedexceptiontypes.
ForceCompleteTheForcecompleteexceptioncanbeusedonanycourseruleandmostqualifiers.Thisexceptiontypeiscompletelyindependentofallstudentdata.Itwillsimplycompletearuleonastudentdegreeauditregardlessofanyqualifiersthatmightapply.Forcingaqualifiercompletetellstheauditortoignorethequalifierthenexttimeanauditisperformedforthisstudent.
SubstituteTheSubstituteexceptionisusedtosubstituteonecourseforanother.ThisisdistinctfromtheAlsoAllowexceptiontypeinthatonecourseisexchangedforanother.Toprocessasubstituteexception,selecttheSubstituteentryfromtheExceptionTypedrop‐downlistandclicktheLoadbutton.Thesubstituteexceptionrequiresthatonecoursebeusedinplaceofanother.Iftherulecontainsonlyasinglecoursethenthesubstitutedcourseisrequiredforcompletionoftheblock.Ifasubstituteexceptionisprocessedonarulewithmorethanonecourseoptionthatcanbeusedtocompletetherule,thenthesubstitutedcourseisnotrequiredandisanoptionavailabletothestudent.Onlyqualifiersthatlistcoursessupportthistypeofexception.
AlsoAllowAlsoAllowisusedwhenyouwishtoexpandthecourseoptionsavailableonaspecificrule.Typically,thisisusedtoallowastudentuseanon‐standardcoursetosatisfyarequirement.Therefore,AlsoAllowexceptionsaretypicallymadeafterthestudenthasalreadytakenthecourseorthecourseiscurrentlyin‐progress.EventhoughacoursehasbeenaddedtoarequirementbyanAlsoAllowexception,thatcourseISNOTlockedtothatrequirement.DegreeWorkswillstillrunits“bestfit”processtodeterminethebestrequirementforthecoursetoapplyto.
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The“AlsoAllow”exceptionmodifiesacourserulebyappendingacoursetothecourserule.ThisexceptioncanbeusedwhenCoursesappliedusingthe“AlsoAllow”exceptionsarestillsubjecttoheaderqualifiersintheblocksinwhichtheyareusedandarestillsubjecttothebest‐fitalgorithm.Forexample,ifan“AlsoAllow”exceptionisprocessedallowingENGL215tobeusedtosatisfyacourseruleandthereisablockheaderorrulequalifierpreventingtheuseofENGL215withinthatblock,theexceptionwillbeaddedtothedatabase,butENGL215willnotbeallowedtobeused.Thiswillapplyifthecoursemeetstherulebutthegradeisnotsufficient,theexceptionisrecordedbutthecourseisthennotappliedtotheblock.The“AlsoAllow”Exceptiondoesnotrequirethattheselectedcoursebeusedonthemodifiedrule.ThebestfitalgorithmoftheAuditProcessorEnginewillstillevaluatethecoursewhenthistypeofexceptionisused.Consequently,theallowedcoursemaynotbeappliedtotherulebearingtheexceptionifthereisabetterfitforthiscourseelsewhereinthedegreeaudit.Whenprocessingan“AlsoAllow”exceptiontoagrouprule,theexceptioncanonlybeprocessedontheindividualrulelabelsinsidethegrouprule,nottheGROUPRULEHEADERLABEL.ApplyHereThisexceptionisusedwhenacourseshouldbeappliedtoaspecificcourserule.Typically,thisisusedtoallowastudentuseanon‐standardcoursetosatisfyarequirement.ThisexceptionWILLlockaclasstoarequirement,meaningthatclasswillalwaysremaininthatrequirementevenifthe“bestfit”processfindsabettermatchwithinanotherrequirement.TheApplyHereexceptionallowstheusertoapplyacoursetoaruleevenifthecourseisnotlistedasanoption.Thisexceptionisveryusefulincorrectingauditsincaseswheretheuserwishestodictatespecificallywherecoursesaretobeusedwithinthedegreeaudit.TheApplyHereexceptionwillapplyacoursetoaruleregardlessofanyscribing,ruleorblockheaderqualifiers.Forexample,supposeablockcontainsa'MAXPASSFAIL0CLASSES'headerqualifier.YoucanusetheApplyHereexceptiontoapplyaPASSFAILclasstoaruleinthisblockwithouthavingtomodifytheblockheaderqualifier.TheApplyHereexceptionwillalsooverrideanEXCEPTlistonarule.Coursesappliedtorulesusingthisexceptiontypewillnotbemovedaroundwithintheaudit.WhenplacinganApplyHereexceptionanyexistingWITHdataisremovedsothatacoursethatnormallydidnotmeettheWITHqualifierswillbeabletofitontherule.Ifthe“ApplyHere”exceptioncontainsanew“WITH”qualifierthenthatwillbeapplied–replacingtheprevious“WITH”data(asofDW4.0.1).“ApplyHere”exceptionscannotbeprocessedonaGroupRuleHeader.WhenprocessinganApplyHereexceptiononagrouprule,theexceptioncanonlybeprocessedontheindividualrulelabelsinsidethegrouprule.Also,BlockheaderexceptionsdonotsupporttheApplyHereexception.
RemoveCourse/ChangetheLimitTheRemoveCourseExceptionallowstheusertoremoveacoursefromacourseruleorqualifierortoChangetheLimitonacourseruleorqualifier.Thisexceptiontypeisveryusefulinmodifyingauditreportswhenstudentssuccessfullypetitiontohaveaspecificcourseorpartofaspecificrequirementwaived.Insituationswhereacourseisappliedtoaruleorqualifierasaresultofawildcardstatement,usingtheRemoveCourseexceptionwillremoveALLcoursesthathavebeenappliedasaresultofthewildcardstatement.Forexample,ifHIST330andHIST427arebothappliedtothescriberule3
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ClassesinHIST@,removingHIST@usingtheRemoveCourseexceptionwillremovebothHIST330andHIST427.However,ifyouremovejustHIST330therulegetschangedto3ClassesinHIST@ExceptHIST330–makingsurethatHIST330doesnotgetappliedtothisrequirement.(AsofDW4.0.1)OnlyqualifiersthatlistcoursesorspecifyanumberofclassesorcreditssupporttheRemoveCourseexception.
BlockHeaderQualifierExceptionsTheForceComplete,Substitute,RemoveCourseandChangeLimitexceptionscanbeusedonblockheaderqualifiers.Thequalifiersappearabovetherulesintheblockandhavearadiobuttonnexttothem.Blockheaderexceptionsdonotsupportthe“AlsoAllow”exceptionor“ApplyHere”exception.
GeneralInformationaboutExceptions Exceptionswillshowupasawhitebandwithbluetext.Inadditiontothedescription,the
nameofthepersonwhoprocessedtheexceptionandthedatetheexceptionwasprocessedisalsoshown.
Ifanexceptionhasbeenprocessedbutnotusedinthedegreeaudit,itwillshowupintheAuditErrorssectionatthebottomofthescreenlabeledasExceptionsNotUsed.
WhilemostexceptiontypescanbeprocessedfromDegreeWorksontheWeb,rulequalifiers(suchasMINGRADE,EXCEPT,etc.)cannotbemodifiedusingDegreeWorksontheWeb.
Exceptionsarebothstudent‐specificandblock‐specific.Inotherwords,anexceptionappliestoaspecificblockusedinastudentdegreeaudit.Ifanexceptionisprocessedinamajorblockforastudentandthatstudentthenchangeshis/hermajor,thepreviousexceptionwillnolongerapplytothestudent'snewmajor.Iftheexceptionwasgenerictoanymajoryouwillneedtore‐applytheexceptioninthenewmajorblockforthestudent.
ExceptionscannotbeusedwithWhat‐Ifaudits.ExceptionswillonlyappearintheexceptionscreenandonauditreportsconfiguredtoshowExceptions.Bydefault,theRegistrar'sAuditreportisconfiguredtoshowexceptions.Thetextdescriptionenteredwiththeexceptionwillappearnexttotheexceptionontheauditreportalongwithatimestampindicatingthenameanddateofthepersonwhoenteredtheexception.