DegreeWorks™

Degree Audit System

Directions for Faculty DegreeWorks™ is a comprehensive, easy-to-use, web-based degree audit program and academic advising tool designed to assist students and advisors successfully navigate curriculum requirements and review a student’s degree progress. DegreeWorks™ reorganizes a student’s transcript chronologically and categorically, easily identifying courses he/she has completed and what courses are still needed in order to fulfill the degree requirements. Students registered in The Smull College of Engineering, The Raabe College of Pharmacy, The Dicke College of Business, and The Getty College of Arts and Sciences can utilize this tool. DegreeWorks™ is designed to aid and facilitate academic advising, but is not intended to replace face-to-face advising sessions, a Dean’s Office, or the Office of the Registrar. DegreeWorks™ is neither an official academic transcript nor an official notification of completion of degree requirements. It is designed to help a student and an advisor in determining the progress made in fulfilling requirements toward a degree.

Changes to the DegreeWorks™ system are ongoing to maintain current academic requirements according to the Ohio Northern University catalog.

If you have any questions about DegreeWorks™ , please contact either:

Aftan Dewese, a-dewese@onu.edu or ext. 2025 OR

Melanie Hough, m-hough@onu.edu or ext. 2027

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To log into DegreeWorks™ through Self-Service Banner:

From the home page of ONU, click on the “Faculty/Staff” at the top left of the page.

Then click on “Self-Service Banner”.

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Log into Self-Service Banner using your single sign-on login and password.

Click on the Faculty and Advisor Services tab.

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Click on Advisor Menu.

Click on DegreeWorks™.

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WHEN YOU ARE IN DegreeWorks™

TO FIND A STUDENT SO YOU CAN VIEW THEIR AUDIT:

You can type their ID directly into the Student ID field OR

Click on the FIND Icon.

You may look up an individual student by name or ID:

After entering either the Student ID or the student name (partial entries are permitted), click on “Search” to return all records that match this criteria. Then click on “OK” to proceed to the audit page.

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Or, using FIND, you may look up students in certain categories by entering parameters in the dropdown boxes. Example below: we are looking up ALL students in the BS in Electrical Engineering degree in catalog year 2011-2012. Once you have entered these parameters, click on the SEARCH button.

Once you have the list of returned students in the bottom of the window, you can uncheck all and then check only the one you want, OR you can leave the CHECK ALL box marked and it will pull all of these students’ audits.

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Once again, after selecting your parameters click on “Search” to return all records that match this criteria. Once you have the list of returned students in the bottom of the window, you can uncheck all and then check only the one you want, OR you can leave the CHECK ALL box marked and it will pull all of these students’ audits. Then click on “OK” to proceed to the audit page. The software will show just the first student’s audit if you have pulled more than one record. To view the other records, on the audit page in the name field, you may click the drop down and choose the student whose audit you wish to view.

Note: Instead of using the Name Field drop down, you may also use the arrow buttons just above the name field to scroll through the names of the students pulled from your parameters.

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To FIND a different student or a different set of students, click the FIND icon and begin a new search.

DegreeWorks™

If a student is pursuing a double major (PHARMD and BS in Biology in the example below), s/he would click the drop-down menu under “Degree” to reveal the second degree types. S/he can then select the different degree types to reveal the requirements for his/her program(s) of study.

The Audit Header Section provides information regarding a student’s program of study. In the example below, the student is a freshman, seeking a Bachelor of Science in Mechanical Engineering degree. It also lists the date of his last audit as today. DegreeWorks™ reports a brief description of a student’s standing within the university. The summary offers information regarding academic standing, ONU ID, GPA, classification, advisor(s), etc.

You can click on the student’s name to email them from the Audit Header Section. This also works to email their advisor when you click on the advisor name.

Process New Tab: C licking on the “Process New” tab after finding a student ensures that you are viewing the latest audit. This will pick up any changes to the behind-the-scene coding in DegreeWorks™ (but not any changes to the academic record in Banner.) Banner will automatically process a new audit overnight, every night. Typically, this button does not need to be utilized.

Refresh Button : If the student just visited the Registrar’s Office that day and performed any change to his/her academic record, you may click the refresh button to pull in these most recent

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changes. We ask that you only use the “refresh” button if you are sure the student made recent (same day) changes, as Banner refreshes overnight, every night. After refreshing Banner data, remember to click on the “Process New” tab to generate a new audit.

Using the Process New tab and the Refresh button taxes the DegreeWorks™ system. Please keep this in mind when using DegreeWorks™ . The majority of the audits are accurate at the time you view them, and all audits and Banner data are refreshed nightly. LEGEND

One of the advantages of DegreeWorks™ is its user-friendly interface and an aesthetically pleasing layout. Much of the information is categorized with colors and symbols. Here is how to interpret them:

Classes with light yellow backgrounds are complete. Classes with light peach backgrounds are incomplete. Classes with light blue backgrounds are in-progress.

REQUIREMENTS SECTION This part of the worksheet displays all the requirements and the classes that have been taken to satisfy them. The degree block is a summary of all the completed requirements and highlights the incomplete requirements. The degree block monitors the ONU Gen Ed, the college core, and all declared majors, minors, and concentrations.

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ONU Gen Ed Requirements

‘Your’ College Requirements

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MAJOR REQUIREMENTS

Additional Courses

Additional Courses are classes that have been taken, but do not meet any specific requirement toward a degree. These courses do count towards the total credits earned in the degree and typically represent free electives that the student chose to take. If one of these courses meets a specific requirement, advisors should file an exception form. Courses listed with the abbreviation “NG” (No Grade) or “XM” (examination) are satisfied by AP/IB/CLEP test scores and transfer credit.

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In-Progress Courses

This section lists the classes in which a student is currently enrolled. The In-progress section is subject to change depending on a student’s decision to add/withdraw from a course.

Insufficient Courses Insufficient courses include any incomplete courses, any course from which the student withdrew, any courses the student audited, or any courses the student failed. These can also represent courses that were repeated, as the first course would be excluded from the degree hours and GPA. These courses do not fulfill a requirement and do not count towards the degree credits.

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DISCLAIMER The disclaimer on the Student View Worksheet lets you know that your DegreeWorks™ audit is a guide and does not replace your academic advisor or your official transcript.

Note: Some blocks may or may not display depending on whether you have courses that fall into these areas.

VIEWING COURSE LINKS (DESCRIPTIONS)

DegreeWorks™ has the capability of allowing users to click on courses listed in the “Still Needed” section to view a description of the course. Within your audit, remaining requirements will show the requirement name on the left and the courses that will fulfill that requirement will show as hyperlinks in the “Still Needed” section on the right. These links are called Course Links.

1. To view the name and credit hours for a course, hover over the Course Link:

2. To view the name, description, credit hours, pre-reqs, and attributes (if applicable) for a course, click the Course Link. This will open a pop-up box displaying information about the course.

Click

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VARIOUS AUDIT VIEWS

From the Audit Header Section of the degree audit, click the drop-down arrow beside “Student View”.

Choose “Registration Checklist”. Click View.

This will return a report of only those classes that are “still needed” to complete the degree requirements.

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WHAT-IF AUDITS

Students who plan on changing their major, adding a minor, or looking to enroll in a specific college, can access the What-If audit. The What-If audit can be found under the worksheets tab, on the left menu pane; it is designed to offer students an opportunity to view how proposed changes can affect their path towards graduation.

Begin by first choosing the type of degree (Bachelor of Science or Bachelor of Arts), an academic major/minor, and any prospective courses. All what-ifs must have at least one major selected.

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Once you have chosen the degree, catalog year, major, minor, etc., click on the Process What-if tab.

The What-If audit appears to be similar to the original worksheet, but it includes the changes that apply to the What-If scenario; these changes are depicted in blue font. The audit allows students to view how their progress changes, which classes can still be applied towards the new degree, which classes will not count, and which new classes need to be taken.

LOOK AHEAD

You can add courses using the “Look Ahead” function to see where those classes would apply in the audit. From under the Worksheets tab, click on Look Ahead.

Enter the course Subject and Number, then click Add Course button. You can enter multiple classes and the full list will appear in the “Courses you are considering” box. When you have added all desired classes, click on Process New to run the audit. You will then see these classes as part of the degree audit in bright blue. The “Look Ahead” audit will

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list these courses in a “Planned Term” because “Look Ahead” does not specify a specific future term. TERM GPA CALCULATOR

Click on the GPA Calc tab and then on “Term Calculator”.

With the Term Calculator, students can project their course grades before the end of the semester. In order to do so, select the estimated grade for each class and click Calculate. It is recommended to be realistic when inputting grades into the calculator. The Term Calculator cannot offer a set of objectives detailing how to obtain a desired grade; its purpose is to forecast a projected GPA based on the student’s request. Students can click “Recalculate” to see their GPA after different circumstances.

Enter the grades you think the student will receive at the end of the term. Click “Calculate”.

When you click calculate, DegreeWorks™ will calculate your GPA as it would be at the end of the term if you receive the grades entered.

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ADDING and VIEWING NOTES To work with notes on a student’s DegreeWorks™ audit, click on the “Notes” tab.

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****Caution about Notes**** Notes are part of the permanent record and, therefore, subject to FERPA regulations. Do not put anything in “note” form that you wouldn’t want the student to hear/see. These notes are also subject to being subpoenaed.

You can:

1. View Notes – View notes that you or other advisors have already attached to the student’s DegreeWorks™ audit.

2. Add Notes – You can choose from a predefined list of notes to add OR you can type your own note in free form. You may also add to the notes with “……..” at the end to finish the note with your own text. You can also add a note from the worksheet view by clicking on the “Note” icon at the top right of the audit page just under the “Log Out” area.

3. Modify Notes – Allows you to modify your own notes. You cannot modify a note that another advisor has added.

4. Delete Notes – You may delete a note that you have added. You cannot delete a note that another advisor has added.

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EXCEPTIONS AND SUBSTITUTIONS

Faculty/Advisors will submit a form to the registrar’s office to have course exceptions or substitutions put on the degree audit in DegreeWorks™. The Course Exception form can be found on the Registrar’s web page, then click on DegreeWorks™ in the Services area on the right-hand side, then click on DW Course Exception form. You can also access the Exception Form directly in DegreeWorks™ at the top of a student’s audit.

Course Exception Form Instructions This form will not change how a transfer course is articulated from a different institution. If the student or advisor disagrees with how the evaluation was processed, they may contact their Academic Advisor or Department Chair. It also does not change how courses will appear on the student’s transcript.

This form cannot be used to replace registration co-/prerequisites. Co-/Prerequisite overrides must be entered in Banner by the course instructor, department chair or department administrative assistant. For co/prerequisite issues, please contact your department.

Students will still be required to meet over-all University General Education requirements. This form may not be used to substitute, waive or add any course to meet University General Education requirements without approval from the Academic Affairs Office.

It is strongly recommended to print out and have at hand the degree audit before beginning this form.

Failure to fully complete the Course Exception form may result in processing delays. Once the exception is approved, the exception will appear on the student’s audit and the paperwork filed in the student’s permanent file in the Registrar’s Office. If Course Exception forms are inaccurately completed, missing information or illegible, they will be returned to the department for correction.

Questions about the status of exception requests should be directed to the appropriate academic department.

To Submit the Course Exception Form

1. The Course Exception form can be initiated either by the student (to his/her advisor) or by

the student’s faculty/advisor. 2. The form must include complete student information. 3. The form must have complete information including the ONU or transfer course information

and the course information for which it satisfies requirements.

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4. The form must have the justification for the exception or substitution. 5. The form must contain all required signatures. After department signatures are recorded, the

form should be sent to the student’s college dean’s office. The dean’s office will send all approved forms on to the registrar for processing.

6. The form MAY NOT be delivered to the Registrar’s Office by the student!!

If you have any questions about DegreeWorks™, please contact either:

Aftan Dewese, a-dewese@onu.edu or ext. 2025

OR Melanie Hough, m-hough@onu.edu or ext. 2027

Updated November 21, 2016