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DegreeWorks is a web-based advisement tool for advisors and students to monitor academic progress toward degree completion by reviewing a degree audit. DegreeWorks reorganizes a student’s transcript chronologically and categorically, easily identifying completed courses and what courses are still needed in order to fulfill degree requirements. The degree audit is divided into block requirements with checkboxes which easily outline what courses and requirements are complete. DegreeWorks allows students and their advisors to plan future coursework.
Click this link to download a basic Introduction to DegreeWorks. There are more detailed guides available for download in the boxes at the right of this page.
To address some of the commonly posed questions about DegreeWorks, we have put together the FAQs below, organized in five main question categories:
If you have any questions about DegreeWorks that have not been addressed below, please do not hesitate to contact the Registrar's Office.
You can access DegreeWorks via Banner Web.
Q: What is DegreeWorks?
DegreeWorks is a web-based advisement tool for advisors and students to monitor academic progress toward degree completion by reviewing a degree audit. DegreeWorks reorganizes a student’s transcript chronologically and categorically, easily identifying completed courses and what courses are still needed in order to fulfill degree requirements. The degree audit is divided into block requirements with checkboxes which easily outline what courses and requirements are complete. DegreeWorks allows students and their advisors to plan future coursework. Access to DegreeWorks is via Banner Web.
Q: Who can use DegreeWorks?
DegreeWorks is available to degree-seeking students on the 2009-2010 and later catalogs. Students and advisors will be able to use the system as an advising tool to better follow the student's progress and determine which requirements are still needed. Administrators and selected staff will also have access for the purpose of supporting student’s progress through their academic career.
Q: Can I register for classes in DegreeWorks?
No. Registration, including prerequisite checks, will continue to be accessed through Banner Web.
Q: Who should be the primary contact if a student still has questions or disagrees with the audit?
Students should contact their academic advisor first.
Q: What is an audit?
A DegreeWorks audit worksheet is a review of past, current, and planned coursework that provides information on completed and outstanding catalog requirements necessary to complete a degree/major/minor/concentration/honors program. The audit is divided into block requirements such as Degree, General Education, and Major Requirements. Each block works like a checklist that has boxes that are automatically checked when a requirement is met.
Q: How current is my information in DegreeWorks?
The information in DegreeWorks is refreshed nightly. Any changes made to a student’s academic record such as grade changes or classes added/dropped will be seen in DegreeWorks the next day.
Q: What if information in DegreeWorks is not up to date?
There could be many reasons why information in DegreeWorks is not up to date. One is that DegreeWorks may not have been refreshed since a change was made (information is refreshed nightly) to a student record. Second, there could be some paperwork that must be completed. For example, if a change in major is pending, it is possible the form has not reached the Office of the Registrar and/or Academic Services. A student should check his/her academic advisor or Office of the Registrar regarding information not being up to date.
Q: Are my grades visible in DegreeWorks?
Yes. Once grades have been posted at the end of the semester or term, they are viewable in DegreeWorks.
Q: Can a student see a list of all of the classes he’s taken?
Yes. On the Worksheets tab, click on the "Class History" link at the top for a list of courses taken at CBU as well as transfer courses.
Q: Can a student change his major/minor/concentration through DegreeWorks?
No. You must declare your change of major/minor/concentration with the Office of the Registrar or Academic Services. You may download the form which requires a signature of one of the following: your current advisor, the department chair of the new major/minor/concentration, a Career Services counselor, the Dean of Academic Services (day program students) or the Director of Academics for GPS (evening program students). You may also upgrade to a more recent catalog term using this form. Contact your academic advisor for help on how to change your major/minor/concentration.
Q: Does DegreeWorks include AP credit and transfer work?
Once AP scores are received from the College Board and credit is granted they are posted to the student's record and will appear on the audit. Any transfer work articulated will also appear.
Q: How does a student know what classes he needs to take?
The audit will outline courses needed to meet degree, major, minor, and/or concentration requirements within each specific block. The student may then use this information to discuss an academic plan with his academic advisor.
Q: What does @ stand for in the list of classes?
This is a wildcard symbol in DegreeWorks, meaning that you can select a course from any level and from any subject. Example: when a course prefix is followed by the @ symbol (ENG 2@, 3@, or 4@) this means any ENG course at the 200, 300, or 400 level can be used to fulfill the requirement.
Q: What if the information on the audit is incorrect? What should I do?
The first step is to clarify what information the student or advisor believes is wrong. These are the most common problems and courses of action:
The student’s major is wrong on the audit.
If you have not officially changed your major, contact your academic advisor. If you have already officially changed your major, the DegreeWorks audit will only display your active degree audit. If your change is effective for a future term, the change may not reflect until that term.
The requirements for the declared major, minor, concentration are wrong.
The student and/or the advisor should check the catalog term that appears on the major requirements block of the audit. According to our records this is the catalog that you are using to complete your major requirements. If you believe you should be using older or new requirements, contact your academic advisor. You are held to the requirements listed for your catalog term (i.e. general education, major, optional minors requirements must all be from the same catalog year).
Transfer courses are not fulfilling the appropriate degree requirement.
If you are concerned about a transfer course that should be applying in the audit, contact your academic advisor.
Classes are not applying in the right place.
DegreeWorks uses a 'best fit' approach for meeting requirements so classes may apply to different sections as you take more courses. If there is a question on how something counts, students should contact their academic advisor, and if the advisor has a question, he should contact Academic Services or the Office of the Registrar.
The advisor or department chair gave permission to substitute a course, but it's not showing on the audit.
Advisors can enter a petition into DegreeWorks requesting an exception to the standard requirements along with submitting “Course Substitution/Waiver” form to the dean of the school of your major. Once the dean has approved the substitution and forwarded the approved Course Substitution/Waiver form to the Office of the Registrar, the exceptions will be entered and a new audit will be run. The change will appear on the audit as an addition under the requirement explaining why the exception was entered.
The Minor and/or Concentration are missing from the audit.
If the student has not officially declared the minor and/or concentration, he should contact his academic advisor for instructions. If he has have already officially declared the addition to his academic program, the Office of the Registrar may still be updating your records. Contact the Office of the Registrar or Academic Services at firstname.lastname@example.org if you have questions.
If none of these problems describes the situation, or if you need additional help identifying what's wrong, the student should contact his academic advisor. If the advisor believes a technical error exists on the audit, the advisor will submit a work order to the email@example.com.
Q: When should a student/advisor review a degree audit?
A degree audit can be reviewed at any time; however, it is recommended to do so at least four times a semester. A student should always review his audit:
1. Before meeting with his academic advisor to discuss registration for an upcoming semester.
2. After registering to ensure that the courses apply to program requirements.
3. After grades are posted for each semester.
4. Any time changes are made to your schedule or major.
Q: How is a degree worksheet different from a transcript?
A degree audit is a tool to provide the student and advisor with academic information related to degree progress. It displays courses required and completed in the degree program. The academic transcript is an official university academic record and provides a chronological list of courses completed and other academic information.
Q: How does DegreeWorks decide where to place courses that the student has completed or for which he has registered?
DegreeWorks looks at the degree program holistically and places each course using a “best fit” scenario. The “best fit” process will not always be perfect, particularly when multiple possibilities exist. Classes may apply to different sections as the student takes more courses. If a course does not appear in an expected area the student should contact an advisor for assistance or Academic Services.
Q: DegreeWorks placed a course in two different places. Is that okay?
In most cases, yes. DegreeWorks is programmed to recognize that some courses can fulfill more than one requirement while the hours for the course are only counted once toward the total hours required for the degree. Students should discuss this with their academic advisor.
Q: Are there requirements for graduation that DegreeWorks doesn’t check?
There are a few it does not check. While DegreeWorks has been designed to check almost everything that must be completed to qualify for graduation, there may be additional requirements for your major that must be completed as well. Students and advisors should use DegreeWorks in conjunction with the University Catalog and any information that the department provides to ensure that the student remains on track for graduation. Students should talk with their Academic Advisor about additional requirements.
Q: If a student is pursuing two degrees (a BS and a BFA, etc.), Only one appears on the audit. How can the student or advisor check the requirements for the other program of study when only one appears on the audit?
The student or advisor can look at the degree information next to the student’s name at the top of the screen. The degree box has a drop-down arrow. Use this to select the second degree, and an audit with the second degree will display.
Q: If a student is pursuing a double major (BA in History and BA in Psychology or BS in Math and BS in Mechanical Engineering, etc.) only one major appears. How do the advisor and student access the audit for each major?
The student must use the “What If” option to the left of the screen for the second major. The combined default audit is not correct – this is a known issue with DegreeWorks. You must perform a “What If” for the first major and review. Then perform a “What If” for the second major and review.
Q: Why do repeated courses appear on the degree audit/worksheet?
If a student successfully repeats a course, only the last attempt counts toward degree requirements. The earlier attempt(s) will be placed in a "Fall Through" category at the bottom of the audit. The courses in this area do not count toward total hours, and they cannot be used to fulfill requirements. They are not calculated in grade point average.
Q: What does the @ symbol mean on the degree audit?
This is a wild card in DegreeWorks. If the @ sign appears with course numbers after it (i.e., @100:499), it means that the student can take any subject area with that level (a 100-400 level course from any subject area). If it appears after a subject prefix (i.e., HIST @), it means that the student can take any course with that subject prefix (any course in History).
Q: If a student is considering a major change, how can he see what is required for the major?
A student and Advisor can use the "What If" option on the Worksheets tab to do an audit using select criteria. Select a Degree, Catalog Year, and Major, along with any corresponding Minors or Concentrations. Click “Process Audit”. “What If” audits do not guarantee that the student is eligible in the new academic field? If a student decides to change his major, he should contact his academic advisor, the department chair for his old or new major, an academic advisor in Academic Services, or the academic dean in his old or new major for information and instructions.
Q: Why does an error message appear when a “What If” scenario is run?
The “What If” tool requires that the student make a selection in the "Major" field. Failure to select a major will result in an error.
Q: What is the Planner feature?
The Planner is a tool a student and advisor to collaboratively forecast the student’s academic career by arranging course requirements into future semester blocks. It is highly recommended that students and advisors create an active plan and keep it up-to-date, as this information is used by university administrators to determine the demand for various courses in future terms.
Q: How do a student and advisor create a plan?
Using a split screen, the Planner allows the advisor to drag and drop courses from the audit (on the left) into future semester blocks (on the right). The advisor can also type courses directly into the Planner boxes. The advisor must enter the course as it is labeled in the Course Schedule (e.g., ENG 111). Select a catalog term and then click "Save Plan" to retain the plan of study you developed. Both students and advisors will work together to create plans. To move a course from one semester to another, backspace over the course and the credits to remove it, and then type it in the new semester.
Q: Will putting courses in a planner change the audit?
No. Nothing entered on the Planner will affect the actual audit worksheet. A student and advisor can, however, see how the courses entered in your planner will apply in the audit by checking the boxes next to the semester blocks that they wish to include (check all of the boxes to see how the audit will look if the student completes the entire plan) and then clicking on “Run a New Audit”. In the audit on the left-hand side of the screen, the planned courses are applied to the various major/minor/concentration requirements.
Q: Can an advisor and a student create multiple plans?
Yes. However, only one plan at a time may be kept as an active plan.
Q: Can a student mark a plan as "Active"?
No. Only advisors can mark a plan as "Active". After meeting and if both student and advisor agree, a new plan can be marked as the "Active" plan. This information may be used by university administrators to determine the demand for various courses each term.
Q: Will my plans be saved?
Yes. DegreeWorks will allow you to save all plans you create; however, only one plan may be marked as active.
Q: Can a student delete academic plans?
No. Only an advisor can delete unwanted plans.
Q: Can generic course placeholders be listed in my plan?
Yes. Free text must be preceded by a "-" (hyphen). For example, the advisor may enter "- RS GER".
Q: If a course is on an academic planner, is the student automatically registered for that course in that future semester?
No. The planner is for planning purposes only. The student will register through Banner Web.
Q: Is the course I planned guaranteed for that future semester?
No. Your planner is for planning purposes only. Please see the appropriate schedule of classes for availability of courses. If a student discovers that a planned course is not being offered, he should contact his advisor or dept. chair.
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Q: What does the Graduation Calculator show?
The Graduation Calculator option on the GPA Calc. tab will show what average you will need in your remaining credits to graduate with your desired GPA.
Q: What does the Graduation Calculator (Includes Current Term) show?
The Cumulative Calculator (includes current term) option on the GPA Calc. tab will show an estimate of your cumulative GPA. The cumulative GPA excludes credit not taken at CBU. DegreeWorks will pull in your current earned credits and GPA and place your in-progress courses in the table where you can then enter the anticipated grade for each course. You will then see a revised cumulative GPA based on the estimates you provided.
Q: What does the Desired GPA Calculator show?
The Desired GPA Calculator option on the GPA Calc. tab will show various credit and grade scenarios in order for you to achieve your desired cumulative GPA. The cumulative GPA excludes credit not taken at CBU.
Q: Is the calculated GPA guaranteed?
No. This is an estimate only.
Initial Copy of this document was provided courtesy of TAMUK Texas A & M at Kingsville
Revised by CBU 9/25/12