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Degree Works FAQs

 

HOW DO I USE THE AUDIT?

What is Degree Works?

Degree Works is a web-based tool to help students and advisors monitor progress toward degree completion. Degree Works compares requirements with the coursework completed to produce an easy-to-read audit. Degree Works re-organizes your transcript categorically, easily identifying courses you have completed and what courses you still need in order to fulfill your degree requirements. Degree Works also allows students and their advisors to plan for future coursework.

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.
  • 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
  • Any time you make a change to your schedule or major

Is my information confidential?

Yes, like other processes, access Degree Work with your secure login to the Student Self-Service. Your advisor, faculty and authorized staff will be able to view the information contained in Degree Works.

How current will my information be in Degree Works?

The information in Degree Works is refreshed nightly. As changes are made to the student record (e.g., grade changes or classes added/dropped), the changes are generally available in Degree Works the next day.

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”?

@ is a wild card in Degree Works. If the @ sign appears with course numbers after it (i.e., @ 100), it means that you can take any 100 level course from any subject area. If it appears after a subject prefix (i.e., HD @), it means that you can take any Human Development course.

Another 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.

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.

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, the Office of Registration and Records evaluated the credits to determine which, if any, meet the requirements of your UCC program. If you feel you have transfer work that could apply to your degree but is currently appearing in “Not Counted”, please contact the Office of Registration and Records at (541)440-4604. Transfer credits are NOT counted in your GPA calculation. 

Will my exceptions still apply after I change my major?

Exceptions apply only to the program for which they were approved. If you change your program, a new petition for the exception will need to be submitted and approved.

Am I able to change my catalog year to meet a different set of requirement?

Students may either choose to be audited under their original catalog requirements or the requirements of a more recent catalog. Older catalog years may not be used. Students may use the “What If” feature to determine which catalog year requirements are most beneficial. Contact your advisor for more information.

What is the difference between Degree Works and my academic transcript?

Degree Works is an unofficial audit of your coursework, as well as an outline of requirements necessary to complete your program of study. The degree audit provides academic information relative to a degree plan and progress. The transcript is the “official” academic record and provides a chronological list of courses completed as well as other academic information.

Can I register for classes in Degree Works?

No. Degree Works is a snapshot of courses in-progress, planned, and completed in academic history. Registration is through the Student Services link of Banner Web Self Service.

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 or send an email to This email address is being protected from spambots. You need JavaScript enabled to view it..

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 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 are my classes not applying in the "right" place?

Degree Works uses a “best fit” approach for meeting requirements so classes may shift between requirements as you complete/enroll in additional classes. If you have further questions, contact your advisor.

I thought I was ready to graduate, but Degree Works says that I have not completed all my requirements. Does this mean that i will not be able to graduate?

Not necessarily. This may be a timing issue such as posting of grades for the current term or expected transfer credit may not be posted to your record. If you have followed through on any requirements you were told to complete, you should still be on track for graduation. Contact your advisor for assistance in clearing up the problem areas as soon as possible and then confirm your eligibility the Office of Registration and Records.

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.

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 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.

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.

How do I know if a course has a prerequisite?

If a course has a prerequisite you will see an asterisk (*) next to the course number. To see what the prerequisite is for the course, click on it and a course description including the prerequisite will appear in a pop-up box.

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.

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 prerequisites 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 a scheduled advising session 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. 

GPA CALCULATORS

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.

What is the graduation calculator?

The GPA Calc tab is used to calculate the GPA you need based on the number of credit hours you have remaining to reach a desired GPA. For example, you have 3.35, but want to improve that to a 3.50 by the time you graduate. You need to earn 124 hours and have 48 gradable credit hours remaining (remember Interim is pass/fail, it is not graded). Based on that criterion you will need to average a GPA of 3.73 over the remaining 48 credit hours.

What is the term calculator?

The term calculator option is on the GPA Calc tab. It allows you to calculate your cumulative GPA based on the grades you anticipate earning in each course for the current semester.

What is the advice calculator?

The advice calculator option on the GPA Calc tab. It is similar to the graduation calculator, but uses the hours you have completed (rather than those remaining) to give you an idea as to the grades you need to earn in order to reach a desired GPA. For example, you have 3.35, and have 96 earned hours. You want to improve your cumulative GPA to a 3.50. In order to do that you will need to 29 credit hours at a 4.00 OR 72 credit hours at a 3.73.

Are the calculated GPAs fromt the GPA calc tab guaranteed?

 No. The calculators are an estimate - a close estimate, but an estimate none-the-less. The information they provide is based on the information you enter. If the credit hours or GPA you enter is off, the totals presented will be off. In addition, there can be slight differences in GPAs based on rounding versus truncating.

FINANCIAL AID AUDIT

What is the Financial Aid Audit?

The Financial Aid audit is a web-based tool to provide students with their Satisfactory Academic Progress (SAP) status for retaining student aid eligibility and allowing them to see if they are meeting the requirements for their awards.

What is Satisfactory Academic Progress (SAP)?

Federal regulations require that schools establish SAP standards for students applying for and receiving federal aid. These regulations require that the Financial Aid Office review all terms of enrollment history, regardless of whether financial aid was received, to determine if a student is making SAP towards an educational goal. All students who receive financial aid must maintain SAP and work toward an eligible degree or certificate within the maximum time frame, or PACE of progression, allowed. Students are expected

Under the heading Financial Aid Awards, what do the names represent?

They represent the names of your awarded scholarships, grants, and loans by the code name of each award.

What if I do not see my award on the audit?

If you do not see your award or you need help with your audit contact the Financial Aid Office at (541)440-4602.

Why am I not seeing the requirements for my award?

Only seven awards will show you the requirements needed to satisfy them. They are:

Federal Direct Subsidized Loan (FDSL)

Federal Direct Unsubsidized Loan (FDUL)

Federal Supplemental Education (SEOG)

Federal Work Study (FWS)

Oregon Opportunity Grant (OOG1)

Oregon Promise (OPRM)

Pell Grant (PELL)

At this time, scholarships have not been added to the requirement section, but will be added in the future. If you see an award that is not showing the requirements for it please contact the Financial Aid office for assistance.

How can I tell if I am meeting teh requirements for my award?

The requirements are shown after the list of Financial Aid Awards. Each award has at least three requirements. The first is having, at least, a 2.0 GPA, the second is completing at least 67% of the courses attempted for PACE progression, and the third is have earned less than 150% maximum attempted credits.

If you see a green checkmark then you are meeting the requirement. If you see a blank box in red that is letting you know you are not meeting the requirement. In addition, if you are not meeting the requirement it will tell you to “Please contact the Financial Aid Office.”

ADDITIONAL HELP

Whom should I contact if i have additional questions about Degree Works?

If you have questions regarding your Degree Works audit, you should first consult with your academic advisor. Degree Works is an advising tool, which is meant to supplement the advice given by your advisor, not to replace your advisor. If you have additional questions, please contact the Office of Registration and Records at (541)440-4604 or email This email address is being protected from spambots. You need JavaScript enabled to view it.  for further assistance.

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