Degree Audit. Training Manual

Transcription

1 Degree Audit Degree Audit Training Manual Training Manual

2 C A B D Home Page (overview layout) A. Tabs -Home: Default page -Current audit: Displays the student s audit B. Search Bar -Search for students by using First, Last name and/or TC ID C. Student Focus -Will display all students or only students that have been assigned to you (as the advisor) D. Home Menu -Home: Will direct you back to the home page -Notifications: Will store any important notifications

3 C A B D Home Page (overview layout) A. Tabs -Home: Default page -Current audit: Displays the student s audit B. Search Bar -Search for students by using First, Last name and/or TC ID C. Student Focus -Will display all students or only students that have been assigned to you (as the advisor) D. Home Menu -Home: Will direct you back to the home page -Notifications: Will store any important notifications

4 Creating an Audit A B Home Tab A. Search -Enter the student s information (name or TC ID) or find the student under your focused list. -Click Go. B. Start a New Audit -The declared degree and major will appear. -Create Audit.

5 Creating an Audit TIP: Searching Users are also able to search in their focused list. Click on the gray arrow and a list of students will appear. Select the student and the degree information will automatically generate in the Start a New Audit area.

6 Current Audit Overview 1. Actions 2. Rerun, Save/Rename, Print View options 3. General Degree Information 4. Audit

7 Current Audit Overview: Audit Actions -Most used actions will be Move Courses and/or Make or Manage Exceptions. - only allows courses to be moved to requirements they can legitimately satisfy. If a course does not meet all the parameters of a particular requirement, it cannot be moved under that specific requirement. - exceptions allow the user to force satisfy requirements and map courses to any specific requirement area. Making exceptions disregards parameters that have been set by the requirement. Managing exceptions allows the user to edit/delete exceptions.

8 How to Move Courses 1. Select located from the action menu area. (a notification header will appear at the top) TIP: To undo the action, select

9 How to Move Courses (cont) 2. A drop down menu will appear where the user is able to move courses 3. Select the drop down menu arrow NOTE: Courses that can be moved will appear in a drop down list. If a course does not appear in the list, it cannot be moved to satisfy that requirement.

10 How to Move Courses (cont) 4. Select the course. NOTE: A notification at the top will appear creating a history of the changes made. To undo the change, select cancel. 5. To view the change, select Rerun at the top of the page. NOTE: To update the current degree audit and to see any changes, Rerun must be selected.

11 How to Make Exceptions Making exceptions will pertain to force mapping courses to any requirement, or satisfying other requirements, such as the Integrative Project/Comprehensive Exams etc. 1. Select Make Exceptions. Once selected, a notification banner will appear at the top of the age.

12 How to Make Exceptions (cont) 2. Create an Exception links will appear. 3. A list of exceptions will appear. Force Map This exception forces a specific course to be mapped to the target course list. (used to map courses) Force Satisfy This exception forces a specific requirement or parameter to be considered satisfied, even when this would not normally be the case. (used to satisfy projects, comprehensive exams, etc.) Note This exception creates a note for all users to see. Purely used as an advisory tool.

13 How to Make Exceptions Force Map Force Map Allows the user to map a course towards a requirement that would not otherwise fit. Select Force Map from the list that is generated.

14 How to Make Exceptions (cont) Force Map -A list of courses will generate. -Choose the course(s) to be forced map. Student s name requirement field: where the exception is being made - Click continue to go to step 2 of 2.

15 How to Make Exceptions (cont) Force Map NOTE: Not all options will appear for users. NOTE: Ignore Obstacles must be selected in order to force map a course to the requirement.

16 How to Make Exceptions (cont) Force Map -In the comment section, include the reason for the exception. For example: C&T 1234 replaced course requirement HUDM 1234 or Advisor approved 12/13/12. -Click Finish.

17 How to Make Exceptions (cont) Force Map A list of all exceptions will be generated.

18 How to Make Exceptions (cont) Force Map To view the exception in the audit, close out of the window and click the ReRun button, located at the top of the degree audit. NOTE: Must Rerun in order to view the exception.

19 How to Make Exceptions Force Satisfy Force Satisfy This exception forces a specific requirement or parameter to be considered satisfied, even when it would not normally be the case. This action also satisfies a requirement without using a course. (used to satisfy projects, comprehensive exams, etc.) Locate the project requirement in the degree audit then select the Create an exception here link.

20 How to Make Exceptions (cont) Force Satisfy Select Force Satisfy. Select continue.

21 How to Make Exceptions (cont) Force Satisfy Select the first option- Satisfy the Requirement. Select Create Exception.

22 How to Make Exceptions (cont) Force Satisfy For projects, exams, and other similar requirements, the date or month and year must be included in which the requirement was completed. Semester and year (Fall 2011) will not be accepted. (i.e. Completed Project 6/13/09 or June 2011) Select Finish to commit.

23 How to Make Exceptions (cont) Force Satisfy To view the exception in the audit, close out of the window and click the ReRun button, located at the top of the degree audit.

24 How to Make Exceptions Note Adding a Note This exception does not satisfy or make any exceptions towards a requirement. It creates a public note on the audit. (used strictly as an advisory tool)

25 How to Make Exceptions (cont) Note NOTE: Adding a note does not force satisfy or map a course to a requirement. The action adds a note to the requirement. For example: Student is able to take C&T 1234.

26 How to Make Exceptions (cont) Note To view the note, close out of the window and click the ReRun button, located at the top of the degree audit.

27 How to Manage Exceptions Managing exceptions allows the user to edit or delete any exceptions that have been created. A list of all exceptions will be generated.

28 How to Manage Exceptions (cont) 1. Select the exception by selecting the circle next to the exception. 2. Then select delete. 3. Confirm by selecting Yes.

29 How to Manage Exceptions To commit the change(s) and view the revised audit, close out of the window and click the ReRun button, located at the top of the degree audit.

30 Save/Rename View To save or rename the current audit, select the Save/Rename button. This action saves the audit in the system.

31 Save/Rename (cont) -Rename the audit (optional) and save the audit. Saved audits will be stored and appear on the previous page (Home tab). NOTE: Saving an audit will save the data/information for the present audit only. Always create a new audit in order to view the most current degree audit.

32 Print View The Print View option allows users to print and save the current audit onto the users computer. 1. Select the Print View button 2. Once selected, default options will be generated. -Open With PDF viewer -Save File

33 Communicator Communicator is the tool in which an advisor is able to store academic notes relating to the student s academic progress. It is used as an advisory tool, much like the note action when making an exception. NOTE: Depending on the role in advisor will depend whether or not the user has access to the communicator tool.

34 Communicator (cont.) 1. Select the Communicator tab. 2. A new window will appear when the tab is selected

35 Communicator (cont.) 3. Select a student. a. Use the Student Focus drop down menu b. Search by the student s name or TC ID (T ) 4. Select Go.

36 Communicator (cont.) 5. A new record will appear. For example: Advised to take C&T 1234 in place of HUDM Select the submit button to commit the record.

37 Communicator (cont.) NOTE: The submitted record will appear at the top of the page with the date, time, and user who created the advising record. -To delete the record(s), select the. Select yes to confirm.

38 Have questions or concerns? If you have any questions or concerns regarding the degree audit system, contact us via at Office Location: 324 Thorndike Hall Phone: Office Hours: Monday-Thursday 9 a.m. 6 p.m. Fridays 9 a.m. -5 p.m.