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Degree Works FAQs

HOW DO I USE THE AUDIT?

What is a degree audit?

  • A degree audit is a list of program requirements needed to complete your program.
  • You and your advisor can use the audit to determine which requirements you have already met and those you still need to complete.
  • When you apply for graduation, the Office of the Registrar will use your degree audit to evaluate whether or not you have met the requirements to graduate.

When should I check my audit?

  • Before you meet with your advisor, review your audit to see if you have any questions.
  • When you are planning to register, use your audit to plan which courses to take each term.
  • After registering , to confirm that the courses that you have chosen apply to your program.
  • After grades post, to view how your courses applied to your program.

How can I tell which courses I still need to take?

  • Program requirements that have not been met will show on your audit as “Still needed” and will have an empty red check box on the left hand side.
  • Program requirements that have been completed have a green check box.
  • Program requirements that you are enrolled in have a blue check box.

Why do some of my program requirements contain symbols like “@ with Attribute NATL”?

The @ sign is a wildcard. When you see this symbol on your audit, it means that the degree requirement can be met by taking courses from several different subject areas. Typically the audit will display other information to help you determine which courses meet this requirement.

For example, where the audit indicates the requirement is “4 classes in @ @ with Attribute SOSC”, the corresponding description on the left side of the audit will read: “4 Social Science courses from at least 2 different disciplines”.

To see a list of courses that meet this requirement, select the link behind the @ symbol. If you are still unsure whether a course meets the requirement, contact your advisor.

Why are some of my courses in “Fallthrough” (below my audit requirements)?

Courses that meet the minimum grade requirement for your degree but are not part of your current program will appear in Fallthrough. If you decide to pursue a different degree, these courses may apply to those new requirements. Courses in Fallthrough ARE included in your GPA calculation.

Why are some of my courses in “Insufficient”?

Courses that do not meet the minimum grade requirement (F’s and sometimes D’s) or do not have credit associated with them will appear in the Insufficient list. This includes courses listed as Withdrawals (W) and Science Lab sections (which do not have credit associated with them.) Courses in this section that have a grade associated with them ARE included in your GPA calculation.

Why are some of my courses in “Not Counted”?

UCC allows up to 75% of your degree to be met with transfer credit. When a student’s transfer credits exceed the 75% limit, the excess transfer credit will appear below the audit as “Not Counted”. If you have transfer work, these credits were evaluated by the Office of the Registrar to determine which, if any, meet the requirements of your UCC program. If you feel that you have transfer work which could apply to your degree but is currently appearing in “Not Counted”, please contact the Office of the Registrar at 541-440-4616. Transfer credits are NOT counted in your GPA calculation.

How do I print a copy of the audit?

To save or print a copy of your audit, choose the gray “Save as PDF” button near the top of the screen.

SOMETHING DOESN’T LOOK RIGHT

Why am I getting an error message?

Here are some error messages that you may see and actions you can take to resolve them:

Error message: Status = 4235
No existing audit was found for this student.
Run a new audit to view the audit report.

Explanation: An audit has never been run for this student.

Solution: Choose the “Process New” button to run a new audit.

Error message: Status = 3701
No requirement blocks were found for this student.
Check the student’s catalog years and other degree information.

Explanation: Your audit may be based on an outdated program or catalog year. UCC only recognizes programs and catalog years that are no older than 5 years old.

Solution: Contact your advisor to make sure that your degree audit reflects your current program information. An e-mail link to your advisor will become visible when you place your cursor over the advisor’s name on the audit. Click the link to send an e-mail.

Once you have made any necessary changes, your correct audit should run automatically. If you need to view an audit immediately, you can choose to run a “What-if” on the program and catalog year that you are working to complete.

I think that some of the information on my audit is incorrect. What should I do?

Contact your advisor for assistance. An e-mail link to your advisor will become visible when you place your cursor over the advisor’s name on the audit. Click the link to send an e-mail. You may also contact the advising office at 541-440-4610.

My transfer work (courses that I’ve completed at other institutions) isn’t showing on my audit . . .

  • If you have NOT already submitted your transcripts for evaluation, please do so. Instructions are available on the UCC website under “Getting Started”.
  • It can take several weeks for UCC to receive and process official transcripts that have been requested from other institutions. If you have already submitted your transcripts, please contact the UCC Admissions Office for more information at 541-440-7743.

Why isn’t the PDF of my audit displaying properly?

Try choosing a different Web browser. Firefox and Chrome 44 usually provide good results.

What if my audit appears to have old or outdated information?

You can refresh your audit by selecting the gray “Process New” button near the upper middle of the screen. The new audit will have your most up-to-date courses and grades. If your audit information still looks incorrect, please contact your advisor.

Why do I have a hold?

To view more detailed information regarding a hold: return to Student Self-Service, and navigate to the Student tab. Select “Holds” from the menu.

ADDITIONAL AUDIT FEATURES

I’m thinking about changing to a different program. How can I tell if the classes I’ve already completed will apply to a different program or catalog year?

Use the “What-If” function on the audit to see how your credits would apply to a different program or catalog year.

  • Select “What-If” from the menu on the left side of the audit.
  • Choose the desired program from the drop down menu
  • Choose the desired catalog year from the drop down menu – typically the current catalog year. (You must choose a year on or after the year you were admitted to UCC – for example, if you were admitted in 2013-14, you will not be allowed to use 2012-13 program requirements to complete your degree.)
  • Select the gray “Process What-If” button to run a What-If audit.

How can I tell if a course I want to take will meet my degree requirements?

  • Use the “Look Ahead” function from the menu on the left side of the audit to see if a certain course or courses will apply to degree requirements.
  • Select “Look Ahead” from the menu on the left side of the audit.
  • Enter course pre-fix into the “Subject” field (for example, HIST).
  • Enter the course number into the “Number” field.
  • Select “Add course”.
  • Repeat these steps to add more courses.
  • Select “Process New” to view an audit.
  • Courses that meet program requirements will appear in bright blue with “PLAN” status.
  • THESE COURSES WILL NOT BE SAVED AS PLANNED ON YOUR ACTUAL AUDIT. To apply these courses to your audit, you will need to register for the courses.

How is my GPA calculated?

Your GPA will include all courses that you have completed at UCC, including courses that do not apply to your current program. Transfer courses (courses that you completed at another college) are not included in your GPA calculation.

Can I predict how my grades for this term will impact my GPA?

See the “GPA Calc” tab on your audit. There are three different calculators here that can help you plan and predict your GPA.

My audit shows that my “Estimated Program Progress” is 50%. Does that mean that I am half way through my program?

The Estimated Program Progress bar shows the percentage of “overall program requirements” you have completed. Requirements may include classes you have completed, audit sections you have completed or other requirements such as meeting a minimum GPA. Estimated Program Progress is NOT a percentage of credits that you have completed toward your degree, nor is it an indicator of how much longer it will take to complete your degree.

What does “Academic Standing” mean?

Your academic standing will fall into one of these categories:

  • Good – you are currently meeting all academic requirements
  • Probation – your GPA has fallen below 2.0. You will be contacted by the college to talk about actions you can take to return your standing to “Good”.
  • Suspension – your GPA has remained below 2.0 for more than one term. Contact your advisor for next steps.

How can I tell when the courses that I need are going to be offered?

When you place your cursor over a course pre-fix and number (for example, WR 121), a pop-up box will show you the course title and number of credits. If you click that link, a separate pop-up will display more information including the course description and course sections.

 

Can I see a list of classes I have taken?

To see a list of classes that you have taken, select the “Classes by Term” link near the top-center of the audit.

 

I’m currently working on more than one program (for example, my AAS and a certificate) but my audit only shows my AAS. How can I tell if I have completed my certificate?

To see if you have met the requirements for your certificate (or other additional degree), run a “What-If” audit against the certificate.

  • Select “What-If” from the menu on the left side of the audit.
  • Choose the desired program from the drop down menu.
  • Choose the desired catalog year from the drop down menu – typically the current catalog year. (You must choose a year on or after the year you were admitted to UCC – for example, if you were admitted in 2013-14, you will not be allowed to use 2012-13 program requirements to complete your degree.)
  • Select the gray “Process What-If” button to run a What-If audit.

HOW TO USE THE PLAN

What is a plan?

A Plan outlines the courses that you will take each term to complete your degree. To make a plan, you and your advisor will consider the courses that you have already taken and the courses that you still need as well as any pre-requisites or developmental course work that may be required. A plan can help ensure that you do not overlook any requirements on the path to completing your degree. It can also help you complete your degree in less time by finding the most efficient way to schedule your degree requirements.

Why don’t I have a plan?

You and your advisor will work together during your initial advising sessions to create a plan. If you do not have a plan, you may want to contact your advisor to schedule a meeting to create one. An e-mail link to your advisor will become visible when you place your cursor over the advisor’s name on the audit. Click the link to send an e-mail. You may also contact the advising office at 541-440-4610.

How do I make a change to my plan?

Contact your advisor to make changes to your plan. It is not unusual for a plan to change, but if it does it is important to keep your advisor informed. An e-mail link to your advisor will become visible when you place your cursor over the advisor’s name on the audit. Click the link to send an e-mail. You may also contact the advising office at 541-440-4610.

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