Degree Works Reference Guide - Eastern Oregon University · Page 3 of 32 1. Degree Works Basics...

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DegreeWorksReferenceGuide

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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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12. ClickSavebuttononcealltermsarecompleted

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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.

Degree Works Reference Guide - Eastern Oregon University · Page 3 of 32 1. Degree Works Basics...

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