degree works student procedure guide -...

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Mary C.

Version: June 2014

Degree Works Student Procedure Guide

Table of Contents

Click on any of the titles below to go directly to that section of the manual.

Degree Works: What is it? ............................................................................................................................... 1

Where to Start: Accessing Degree Works ........................................................................................................ 2

Help Links: Activate a help dialog box ............................................................................................................. 3

The Audits Tab: Viewing your audit .................................................................................................................. 4

The Audits Tab: Printing and saving your audit ................................................................................................ 6

The Audits Tab: Reading an audit .................................................................................................................... 7

The Audits Tab: What-If Audit ........................................................................................................................ 11

The Audits Tab: Look Ahead .......................................................................................................................... 13

The Planner Tab: Overview ............................................................................................................................ 15

The Planner Tab: Create a plan using Current audit ....................................................................................... 17

The Planner Tab: Viewing/printing a saved plan ............................................................................................. 21

The Notes Tab: Viewing notes ....................................................................................................................... 22

The GPA Calc Tab: Term calculator .............................................................................................................. 23

Degree Works: Student

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Degree Works: What is it?

Degree Works is a web-based degree audit application and

academic advisement tool that provides a clear and

convenient method for students and advisors to track degree

progress. Degree Works is intended to assist students in

reaching their academic goals and achieving a better

understanding of degree requirements. Please note:

Degree Works is designed to aid and facilitate academic

advising, but is not intended to replace face-to-face advising

sessions, the Academic Catalog or the Registrar’s Office.

Degree Works is neither an official academic transcript nor

an official notification of completion of degree requirements.

Some Important Features of Degree Works

When using Degree Works, students are able to:

See how all completed courses apply to degree requirements

Learn the degree requirements for their major(s)

Identify courses needed to complete their degree

View their cumulative GPA and their major GPA

View their grades and academic standing

View College of Charleston and transfer credit hours earned

Calculate a GPA based on their performance for the term

Calculate the grade combination(s) needed to achieve a goal GPA

Plan for registration in future semesters

Create What-If audits to process speculative degree audits based on current class history

Estimate how many semesters it will take to graduate


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Where to Start: Accessing Degree Works

Degree Works is a channel on the Academic Services tab in MyCharleston.

Degree Works functions with Internet Explorer, Safari, Chrome, and Firefox browsers. However,

Internet Explorer is the preferred browser for the best viewing experience.

Login to MyCharleston (my.cofc.edu).

Select the Academic

Services tab.

Look for the Degree

Works channel.

Click on the link Open

Degree Works.

After clicking the Open Degree Works link, the Degree Works Audits tab with your most recent audit

will appear.


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Help Links: Activate a help dialog box

Click on the HELP link at the top of the

page for the function you are utilizing.

The HELP link contains a dialog box that

becomes available when one of the

functions of Degree Works is activated. It

contains documentation about that

specific function. For example, if you are

using the What-If Audit function and click

HELP, you will see the documentation for

What-If Audit Help.

Please be careful to note some HELP

statements apply to specific user groups.


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Format drop-down list

The Audits Tab: Viewing your audit

Please note: Audits will list remaining degree requirements as well as requirements completed and in-

progress. The audit assumes successful completion of courses in-progress. The degree audit is

dynamic and changes as students revise their course schedules and progress with their academic

career. While Faculty Administrators, Advisors and Staff continue to assist students with requirements

for graduation, students are ultimately responsible for ensuring that they have met all degree

requirements for graduation.

The date and time of the last audit refresh is

located in the Student View header block.

To refresh an audit, click the Process New Audit button next to the Create

PDF button.

Audits can be viewed in three different formats:

Student View, Graduation Checklist and

Remaining Requirements. To change the

desired view, select the format from the Format

drop-down list box.

Click the View Audit button.


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The Audits Tab: Viewing your audit

The Student View is the default view. It is the most comprehensive view in that it shows all

requirements, all courses taken with the course number, credits, grade and term taken. The audit

shows the courses for which the student is currently enrolled and registered and shows all options for

fulfilling a requirement until the requirement is complete.

The Graduation Checklist view shows the completed and remaining credits needed to complete your

degree(s).

The Remaining Requirements view shows only the requirements that have not been completed.

Term By Term History Link

Click this link to open a pop-up window which provides a view of the term-by-term history of a student’s

credits. Please note: This is not an official transcript.


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The Audits Tab: Printing and saving your audit

Printing Your Audit

If you would like to print a copy of your audit, click the Print link near the top of the screen.

Create PDF

To view, print, save or e-mail your audit as a PDF file, click on the Create PDF button.

A separate window will appear with the

PDF file in it.

Click the printer icon to print PDF

Click the disc icon to save PDF

Click the envelope icon to e-mail PDF


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Click on the student’s name

to e-mail the student.

Click on the advisor’s name

to e-mail the advisor.

Date & time of audit

The Audits Tab: Reading an audit

Blocks

Each section of the audit is called a Block. Each Block has a title in the block header. When all of the

requirements in a Block are met, the box is checked as complete. All audits begin with a Degree Block.

The Degree Block is followed by the other blocks containing requirements for the major, minor,

concentration, track or cognate.

Navigating Dual Degree Audit Paths

If you are following more than one degree path, you will need to use the Degree drop-down box to

toggle between the audits. In the example below, Eleanor Test is declared in BA, Political Science and

BS, Biology. You will need to utilize the Degree drop-down arrow to toggle to her BS, Biology audit.

Note: If a student has declared a minor, it will only appear on one of the audits (it will not appear on

both).

Student Information Header

This first section of the audit reflects the date and time of the audit. Student information is captured in

this section of the audit. Not all fields will have data for every student.


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Legend

The Legend includes symbols and grade types used in the audit with an explanation of each.

Complete: A green checked box indicates that a requirement is complete.

Not complete: An empty box indicates that a requirement is not complete.

Complete except for classes in-progress: A single squiggle in a blue box indicates that a requirement

will be complete when the classes for which the student is enrolled or registered are passed with

acceptable grades.

Nearly complete – see Registrar: Two squiggles in a blue box indicate that the requirement is nearly

complete. See Registrar for details.

(TR) Transfer class: The letters TR indicate a transferred class.

@ Any course number: The @ symbol is a wildcard in Degree Works which indicates any

course/subject number is acceptable to meet the requirement. See Wildcard Course Key .

You will also see a colon “ : “ used in the body of the audit. The use of the colon indicates a range

between. For example, ENGL 300:399 means that any ENGL course between 300 and 399 will meet

the requirement.

(PR) Presently registered: Indicates the course is presently registered.

* Indicates a pre-requisite exists for the course: An asterisk next to a course number indicates the

course has a pre-requisite.

(PT) Pending transcript: The letters PT indicate potential course credit is pending receipt of transcript.

(G) Three YR Option: Indicates courses treated as transfer credit per Three-Year-Option.

(R) Repeat Include GPA: Grade will be calculated into total GPA (not averaged with prior grade), but

student will not receive earned hours for this course.

(X) Repeat Exclude Hours, GPA: Grade will not be calculated into GPA nor will earned hours, quality

hours, or quality points be awarded.


http://batteryproject.cofc.edu/training/advising/degreeworks-wildcard-course-key.pdf

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UNDE _ _ _ Courses

Some transfer courses may require evaluation by a Department Chair evaluator. These courses are listed in

the body of the audit with the following indicators:

UNDE COU: The College of Charleston does not have an official course description. The student must

provide a course description.

UNDE XXX: Departments are currently evaluating the course; an update of credits will be sent.

UNDE SYL: The course description has been evaluated but a course syllabus is required for the final

course credit decision process. The student must provide a course syllabus.

UNDE DEP: The student must meet with the Department Chair for the final course credit decision.

N/A N/X Courses

N/A N/X: This course is not applicable for credit at the College of Charleston.

Additional Course Information

Course numbers listed in the body of the audit are hyperlinks to additional course information. Hover

your mouse over the course number to reveal the full name of the course. Click on a course number to

open a pop-up window containing additional information about the course or courses you have selected

(i.e. course name, credits, and seat availability).

Course information pop-up window.


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Work Not Applicable to Any Program

Students will not receive earned hours for courses listed in this section of the audit. An example would

be courses with a grade of “W” (withdrawal) or “F” (failed).

In-progress

This section lists courses that are currently in-progress.

Courses that Exceed Policy Limits

This section lists courses that exceed policy limits. Example: N/A N/X or UNDE courses.

Notes

This section of the audit will contain any notes entered by an advisor regarding the audit. This does not

include notes written in the Planner notes mode.

Exceptions

There may also be an Exceptions block at the bottom of the audit to show any classes that were

substituted for a required class. (If the student changes his or her major, the exception(s) will not be

applied to the new major.)

Find on a Page Tool

If you would like to search a page for specific text, press and hold the Control Key (Crtl) and then the

"F" key to open the Find pop-up window.

Audit Errors

A student’s degree audit is an unofficial check of the requirements they have completed and the

requirements they have remaining. While unofficial, it should be an accurate reflection of their progress

in meeting degree requirements. If a student believes there is an error in their degree audit, it is the

student’s responsibility to print/screenshot a copy of the audit and contact the Registrar’s Office

([email protected]) or ([email protected]).


Degree Works: Faculty and

Degree Works: Faculty and

mailto:[email protected]

mailto:[email protected]

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The Audits Tab: What-If Audit

What-If Audit

The What-If audit allows you to process speculative degree audits based on your current

class history. Use this tab if you are considering changing majors and would like to view

how their completed courses apply to a different major. Please note: The What-If audit is

for modeling purposes only. It defaults to the current catalog year only. The catalog year

will apply to ALL requirements in the What-If audit. Not all combinations of majors, minors,

concentrations, tracks and cognates are valid. Please consult your Academic Catalog.

What-If: Click the drop-down boxes to

indicate the Level and Degree you wish to

project.

Choose Your Different Areas of Study: Click the drop-down boxes to indicate the Major, Minor

and/or Concentration, Track or Cognate you wish to project. You may select up to three majors. The

major(s), minor(s) or concentration(s) selected will appear in the box on the right hand side. Note:

When choosing the area of study, an asterisk “*” indicates a concentration is available for this major.

The pound sign “#” indicates a major, minor, concentration, track or cognate is required for this major.

Please consult your Academic Catalog for more information.

To remove a Chosen Area of Study from your list:

Highlight the item you wish to delete by clicking it one time.

Click Remove.


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The Audits Tab: What-If Audit

Future Courses You Are Considering (this step is optional):

To include courses for which

you plan to register in future

terms in the What-If audit,

use the form to enter the four

letter Subject code and

Number of each anticipated

course (i.e. Psychology 103 =

Subject: PSYC; Number:

103).

Click Add Course after each

four letter Subject code and

Number entry.

If you do not know the Subject code and/or Number for a course, click the Find button next to the

Subject box. This will open a link to the Academic Catalog.

Choose the preferred viewing format from the Format drop-down list (Student View, Graduation

Checklist or Remaining Requirements).

Click the Process What-If button.

If you utilized the optional Future Courses You Are Considering feature, these courses will appear in

blue in your audit with the letters PL (planned term) next to them.

To change your information and run a new What-If audit, click the Back button or click the What-If link

on the left hand side of the screen.

Link to Academic Catalog


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The Audits Tab: Look Ahead

Look Ahead

The Look Ahead page allows you to enter a list of classes you are considering taking and

see where the classes might apply to their degree. The classes entered are not

considered in the GPA calculation that appears on the audit report. The requirements on

which your classes are placed may not be the actual requirements where they will end up

when you actually complete the class and receive a grade. Classes entered that are not

valid will not be applied to any requirements and will end up in the Courses That Exceed

Policy Limits section of the audit.

To see your current academic audit showing courses for which you plan to register in FUTURE Terms:

Use the form to enter the four letter Subject code and Number of each anticipated course (i.e.

Sociology 103 = Subject SOCY; Number 103).

Click Add Course after each Subject code and Number entry.

If you do not know the Subject code and/or Number for a course, click the Find button next to the

Subject box. This will open a link to the Academic Catalog.

Click the preferred viewing format from the Format drop-down list (Student View, Graduation Checklist

or Remaining Requirements)

Once you have created your list of courses,

click on the Process New button.

Link to Academic Catalog


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The Audits Tab: Look Ahead

The Look Ahead course(s) will appear in blue text in your audit along with the letters PL indicating

Planned Term.


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The Planner Tab: Overview

Planner

The Planner tab function provides students and advisors a place to create future semester plans based upon

the needed classes from a student’s degree audit. The Planner can be used to create short and long-term

plans for degree completion. These plans can be reviewed to make sure the courses a student plans to take

will fulfill the degree requirements. This can help students stay on track for graduation. Please note: Listing a

course on the Planner does not guarantee the course will be offered. It is the responsibility of the student to

actually register for the courses listed on the Planner.

The Planner is divided into two sections. Your current audit will appear on the left hand side of the

screen in a box called Planner Worksheet. The Student Educational Planner appears on the right

hand side.

You can alter the size of each section by clicking and holding the vertical tan divider line between the

two sections. Move your mouse left or right to resize.

Drag tan line left or right

to resize windows.


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The Planner Tab: Overview

There are two different options for viewing modes

of the Student Educational Planner: Notes Mode

or Calendar Mode.

Notes Mode: Includes a place to add notes for each semester.

Calendar Mode: View more semesters at one time. You will not be able to add notes for each

semester in this view.


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The Planner Tab: Create a plan using Current audit

To create a new plan for your current academic program, select Add new plan from the drop-down box

to the right of the Planner link.

Select your view mode (Notes or Calendar) by

using the drop-down box next to the plan name

drop-down box.

Click the Edit radio button next to the Load button. The View button will not allow you to edit or create

a plan. The view button is often used before selecting to print a plan.

Click the Load button.

Name your plan by typing text in the

Description box on the Student Educational

Planner. Since you have the ability to save

multiple plans, try to think of an easily

recognizable name for each plan (i.e. Biology

Plan #2 or My May 2011 Graduation Plan).

Select your Catalog Year from the drop-down

box.


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Click the Active Plan checkbox if you would

like this to be the current plan you are

following. You may not have more than one

plan labeled as an active plan. Please note:

Active plans will eventually be used by the

College of Charleston as an additional tool for

planning future course offerings. Please keep

this in mind when selecting your active plan.

Advisors have the ability to select whether the plans they create will be locked or unlocked. Students

do not have the ability to lock or unlock a plan. They may still view and edit a locked plan but must click

Save As to save changes to a new plan.

Use the Select Term drop-down boxes to label each future term in

which the student plans to enroll.

Click the checkbox next to the term(s) to activate the term(s) in the

plan. A black checkmark will appear in the box.

Review your audit in the Planner Worksheet on the left for any requirements that are listed as Still

Needed.


Select Term

drop-down box

Activate term checkbox

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Add the course(s) you plan to take to the

desired term in the plan. There are two ways

to add courses/text to the plan:

o You can type the four digit course

prefix (i.e. MATH, CHEM, ARTH), a

space and the course number into the

Planner fields. Then enter the single

digit credit hours into the Planner

fields. If you would like to type

general text in the course area (i.e. Any humanities; Any 300 level course) type a dash (-) in

front of the text entry (i.e. –Any humanities; –Any 300 level course).

o You can also drag and drop a needed course from the Current Audit to the Student Educational

Planner. Click on a course name and drag it to the chosen field on the Planner. Important note:

The drag and drop feature will NOT work for the following situations: WILDCARD COURSES:

Plans containing courses with the wildcard symbol “@” cannot be saved. You will need to type

in the wildcard course equivalency according to this key: Wildcard Course Key. RANGE

BETWEEN COURSES: The drag and drop feature will not work for courses with a range of

options (i.e. ARTH 300:490). The first course listed (i.e. ARTH 300) would be the only course

you could drag and drop. You would need to enter any other courses in the range by typing

them in.

To view additional course information for

the course(s) listed in the plan, click the

green arrow next to the first course in the

term. A pop-up box will appear with

additional course information (i.e. course

name, credits, and seat availability).

If you are in the Notes Mode, enter any

notes pertinent to the semester in the Notes field.

When you have completed

entering courses and notes,

click the Save Plan button.



Additional course information icon

http://batteryproject.cofc.edu/training/advising/degreeworks-wildcard-course-key.pdf

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The message "The plan was saved successfully." will appear.

To apply the newly created plan to the current academic program, click the Process New button at the

bottom of the Student Educational Planner box.

The planned course(s) will appear in blue in the audit on the left with the letter PL indicating Planned

Term.


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The Planner Tab: Viewing/printing a saved plan

Use the drop-down box to the right of the

Planner link to select the saved plan you

wish to view or edit. If you have not

created any plans yet, "Add new plan" will

automatically appear in this box.

Select your view mode (Notes or Calendar) by

using the drop-down box next to the plan name

drop-down box.

Click the View radio button next to the Load

button.

Click the Load button.

The selected plan will appear on the right hand side of the screen in the Student Educational Planner

box.

To view additional course information for the

course(s) you have listed in your plan, click

the green arrow next to the term name. A

pop-up box will appear with additional course

information (i.e. course name, credits, and

seat availability).

If you would like to print your plan, click the Print link in the upper right hand corner of the Student

Educational Planner box.


Additional course information icon

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The Notes Tab: Viewing notes

Notes

Only Faculty Administrators and Advisors can add or delete notes on the Notes function tab. Students

will be able to view these notes on the Notes function tab. Students will also be able to view the notes

in the body of their degree audit.

To View Notes

Click on View Notes link on the left hand side of your

screen.

The Note text will appear on your screen. It includes the note, author and date.

If you see the message: "There are no

notes available for viewing." This student

does not have any note entries to date.



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The GPA Calc Tab: Term calculator

GPA Calculator

Term Calculator: This calculator will project your GPA based on your performance for the term.

Click on the Term Calculator link on the left hand side of your screen.

Your Current GPA will automatically be

entered.

Your Credits Earned So Far (these are

Quality Hours) will automatically be entered.

Quality Hours are the total number of

graded credit hours attempted at CofC,

including failed courses, but excluding

withdrawals and 'P' graded courses.

Your in-progress courses and credits will

automatically be entered.

Enter any additional class name(s) and

credits you wish to calculate.

Use the drop-down Grade box to indicate

the projected grade for each course.

Click Calculate.

The message "By achieving the grades listed here, your GPA at the end of the term will be X.XXX" will

appear. Your calculated GPA will be listed.


To change the information you

entered, click Recalculate


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