Degree Auditing Guideline Departmental Staff (Undergraduate)

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1 Degree Auditing Guideline Departmental Staff (Undergraduate) Getting Started: In rder t successfully audit a student fr graduatin, yu will need access t multiple systems. Necessary Access: SIRI HUB Academic Advising Prgram/Plan Campus Cmmunity Student Services Center Transfer Credit Tab Plan infrmatin n Academics Tab Print Transcripts unfficial Print Transfer Credit Reprt All access frms and data custdians can be fund at this link; access.php Update cntact infrmatin Please be sure t update yur cntact infrmatin with the Degree Audit department t ensure that yu receive pertinent cmmunicatins and updates Terms/Verbiage: AAR/ADV Academic Advising Reprt, shws In Prgress wrk CONF Cnferral Reprt, Excludes In Prgress wrk ARCH Archived Reprt, final screen sht reprt f students recrd when cnferred WHIF Runs AAR fr Discntinued students & students with future SBSQ stacks Basic knwledge f Student Recrds & Prcesses Applying fr Graduatin: Undergraduate and Graduate level students apply fr graduatin in different ways. Undergraduate students apply fr graduatin thrugh the Student Center (http://www.buffal.edu/hub/students/pdfs/applyfrgraduatin.pdf). Once a student has applied thrugh their Student Center, a degree applicatin rw will be added t their Prgram/Plan Stack and a Degree Checkut status f Applied will be given t them (Main Menu > Recrds and Enrllment > Career and Prgram Infrmatin > Student Prgram/Plan) Once a degree applicatin rw has been added, the student will nt be term activated fr any semesters past their expected graduatin term. Fr example, if a student applies fr Spring 2014 graduatin, they will be term activated fr Fall 2013 and Spring 2014, hwever they will nt be term activated fr any future semesters i.e. Summer 2014, Fall 2014 Cmbined Degree students Students must apply fr graduatin n bth career stacks: Undergraduate and Graduate. Graduatin Term Applicatin Deadline Cnferral Date Spring February 22 nd June 1 r June 15 th Summer July 15 th September 1 st Fall Octber 15 th February 1 st 1

2 View Graduatin Status Once students have applied fr Graduatin they can nw g back int their HUB Student Center and view their prgressin thrugh the varius degree checkut statuses directins fr this are als fund in the Jb Aid fr Applying fr Graduatin: Understanding Degree Checkut Statuses: As a student prgresses thrugh the graduatin prcess they will be mved by the Office f the Registrar staff thrugh multiple degree checkut statuses. The degree checkut statuses and their definitins are belw; as well as the ideal path a student wuld take thrugh these statuses: Degree Checkut Status What Des it Mean? Student Actin Required Applied Yu have successfully applied fr N Actin Required graduatin, indicating t UB that yu are ready t graduate. Apprved Nw that final grades fr the current N Actin Required semester are psted, yu appear t have met all degree requirements after initial review. Awarded Yur degree has been cnferred, N Actin Required cngratulatins! Candidacy Apprved The Graduate Schl has reviewed and N Actin Required has frmally apprved yur candidacy fr the specified expected cnferral term Denied Yur degree requirements have nt been met and yu will nt graduate in the current cnferral term. Yu shuld cntact yur advisr (if yu are an UGRD student) r yur department (if yu are a GRAD student) t understand what yu will need t d in rder t graduate in a future term. In Review Yur degree requirements are currently being evaluated by yur department, the Office f the Registrar and/r Graduate Schl N Actin Required Ineligible Plan Nt Satisfied Yu are currently enrlled in a plan frm which yu cannt graduate (i.e. an intended majr, minr nly r undecided). Yu have nt met the degree requirements necessary t graduate Yu must cntact yur department t be changed t an eligible plan r update intended graduatin term. Yu shuld cntact yur advisr (if yu are an UGRD student) r yur department (if yu are a GRAD student) t understand what yu will need t d in rder t graduate 2

3 Pending Review Cmplete The Office f the Registrar and/r Graduate Schl is awaiting further dcumentatin, such as transcripts frm previus institutins r study abrad wrk, t prcess yur cnferral The Office f the Registrar and/r Graduate Schl has cnducted a preliminary evaluatin and yur degree requirements appear t have been met Yu must prvide the necessary dcumentatin N Actin Required Ideal Prgressin thrugh Degree Checkut Statuses: Applied In Review Review Cmplete Apprved Awarded If we re waiting fr transcripts, yu may see the checkut status prgress frm In Review, t Pending t Awarded. If a degree is nt apprved t be awarded, the Degree Checkut Status will g frm Nt Satisfied, t Denied. Fr Departmental Representatives after students have applied fr Graduatin: After the graduatin deadlines have passed yu will be able t pull yur cmprehensive list f assigned candidates frm SIRI: Lg int SIRI at https://siri.buffal.edu/analytics/saw.dll?dashbard using yur UBIT name and passwrd In rder t pull yur reprts yu will need access t the Student dashbard if yu d nt see the Student link at the tp f the page yu will need t cntact Lauren Mscicki Once yu have access, select the Student Dashbard, then select Degree Applicants and Awardees SIRI JOB AID: There are tw reprts that are utilized fr auditing Undergraduate students: Applicants and Awardees w/adv Advising Requirement Status utilized prir t final grades being psted Applicants and Awardees w/conf Advising Requirement Status utilized after final grades have been psted and CONF reprts have been generated Additinally, the Applicants and Awardees by Academic Org and Plan reprt is useful if yu are trying t pull a list f Graduate and Undergrad students t be audited T rganize yur data, yu can dwnlad the SIRI infrmatin int an Excel spreadsheet: At the bttm f the SIRI reprt select the Dwnlad link and then select Dwnlad Data Once in Excel yu will need t remve the frmatting f the dcument s that yu can srt yur applicants make sure that yu Enable Editing and then n the Hme tab, highlight the entire spreadsheet and un click Wrap text and Merge Center, this will allw yu t data srt yur applicants as apprpriate 3

4 After pulling yur SIRI lists: Clean up Prgram/Plan Infrmatin many students have incrrect prgram/plan infrmatin when they apply fr graduatin. This infrmatin must be accurate prir t cnferral i.e. students cannt be cnferred if they are in an Intended plan, nly in a minr, listed as a Duble Majr r Duble Degree when they are nt etc. Fr each f yur students, lk up their prgram/plan infrmatin Main Menu > Recrds and Enrllment > Career and Prgram Infrmatin > Student Prgram/Plan Main Menu > Campus Cmmunity > Student Services Ctr (Student) Select the Academics tab, then edit prgram data If the prgram/plan infrmatin is incrrect, please reach ut t the student and apprpriate departmental cntact t get the infrmatin crrected. The Assistant Registrar fr Degree Cnferral will sends individual ntificatins t students letting them knw that they are in an Ineligible plan Final grades all final grades must be in and psted fr students wh are up fr cnferral. Final grades are usually psted 1 t 3 weeks prir t the cnferral date. Students will nt be cnferred withut all f their grades psted. Exceptins n AAR Departments are respnsible fr Majr and Minr requirements. Exceptin wrkshps are held during every cnferral perid t assist departments. Ntificatins f when thse wrkshps will be held are sent ut by the Office f the Registrar. If yu need training r help prcessing an exceptin please cntact Hub academicadvising EXCEPTIONS JOB AID: Review f CONF Reprts Once final grades have been psted a CONF reprt must be reviewed fr each candidate up fr cnferral. Hw t pull a cnferral reprt: Main Menu > Academic Advisement > Student Advisement > Request Advisement Reprt enter the student number and then search under Reprt Type select the CONF reprt (please make sure that the Reprt Status is cmpleted ) There are multiple things that need t be checked when reviewing a CONF reprt: Clsed CONF reprt Students cannt be cnferred with an pen cnferral reprt. If any prtin f the cnferral reprt is pen, the student may nt be mved int an Apprved status. Further investigatin will be needed t discver what prtin needs t be clsed and what necessary steps need t be taken in rder fr it t be clsed. Incmplete Grades Students cannt be cnferred with an incmplete grade. In the Student Service Center n the academics tab, if a student has an I grade, the In Prgress line will shw credits. Blank Grades Students cannt be cnferred with blank grades. Transfer Credit/Curses If a student has cmmunicated with the department that they have taken cursewrk elsewhere, please ntify the Office f the Registrar s the degree checkut status can be updated t Pending. Athletics Curses Crss check that students have nt taken mre than the alltted amunt f Athletic curses, there are 8 Units Maximum allwed this infrmatin can 4

5 be fund n the CONF reprt under University Requirements fr Graduatin, Athletics Activity Cursewrk. Tutrial Curses Crss check that students have nt taken mre than the alltted amunt f Tutrial curses, there are 18 Units Maximum allwed this infrmatin can be fund n the CONF reprt under University Requirements fr Graduatin, Tutrial Cursewrk. Prir t 2002 Students initially enrlled at the University prir t 2002 are evaluated n a ne n ne basis General Educatin Requirements these requirements will be audited (and clsed) by the Office f the Registrar staff. If students want t cnfer under their admit term Gen Ed requirements, they must fill ut the fllwing petitin frm:(http://registrar.buffal.edu/pdfs/petitinuggradrequirementexceptin. pdf) Majr and/r Minr Requirements these requirements will be audited by the department that requirements have been met. An exceptin will need t be prcessed in rder t clse this requirement. Departmental Hnrs Each department has the prergative f the designatins with hnrs and with distinctin t students wh achieve a certain level f academic excellence and creativity in the majr r minr prgram (http://undergrad catalg.buffal.edu/plicies/degree/hnrs.shtml) Department hnrs are ed t the Office f the Registrar in a spreadsheet frmat prir t the cnferral date (reg Departmental hnrs are manually placed n a student s recrd after they have been cnferred and will appear n their Official transcript: Departmental Hnrs: With Hnrs With High Hnrs With Highest Hnrs With Distinctin With High Distinctin With Highest Distinctin With Hnrs and Distinctin With Hnrs and High Distinctin With Hnrs and Highest Distinctin With High Hnrs and Distinctin With High Hnrs and High Distinctin With High Hnrs and Highest Distinctin With Highest Hnrs and Distinctin With Highest Hnrs and High Distinctin With Highest Hnrs and Highest Distinctin With Thesis Hnrs GPA JOB AID *Imprtant Nte: when pulling majr GPAs fr hnrs, be sure t use CONF as reprt type CONF reprts get refreshed by the OOR every week during cnferral and will be mre accurate in SIRI. 5

6 Office f the Registrar Auditr Respnsibilities: Review CONF reprt Students cannt be cnferred with an pen cnferral reprt. If any prtin f the cnferral reprt is pen, the student may nt be mved the apprved status. Matching GPA and Credit cunts frm the Student Center t the CONF reprt Pssible Reasns fr Mismatched GPAs/Units Cnversin Issues Exceeded TUT and r ATH limit requirement. Exceptins wuld be prcessed n recrd t exclude these curses causing mismatched unit cunt. In this instance yu CAN apprve degree with mismatching units. Grad t Undergrad credit Repeat rules nt placed prperly 3 rd ccurrences f repeated curses need the grades reentered especially fr curses taken in the Fall 2011 semester Incmplete Grades Students cannt be cnferred with an incmplete grade. Future term activatin/registratins Students wh intend t graduate shuld nt be term activated r registered fr future terms. The nly instances in which it wuld be apprpriate t be registered fr a future semester: If the student has applied t take curses in a Nn Degree Seeking prgram If they student has applied fr a SBSQ degree If they enrlled fr a Winter Term (nly applies fr Fall candidates) Duble Degrees Auditrs review Duble Degree candidates t meet specific criteria Subsequent Degrees (SBSQ) Students seeking a subsequent degree will be cded in a subsequent plan cde. Require 30 additinal residency credits. Future Subsequent Degrees (SBSQ) Auditrs will need t run a WHIF reprt t ensure GEN EDS are clsed. SBSQ degrees are remved (Nt Included) frm current CONF reprt. Study Abrad Students wh are waiting n study abrad cursewrk cannt be cnferred until their fficial transcript is received frm their study abrad schl and then applied t their UB recrd. Transfer Credit Auditrs will update the students Degree Checkut Status t Pending if waiting fr transcripts t cme in. Intended/Undecided Majrs Auditrs will update the degree checkut status t Ineligible r Nt Satisfied Prir t 2002 Students initially enrlled at the University prir t 2002 are evaluated n a ne n ne basis General Educatin Requirements these requirements will be audited (and clsed) by the Office f the Registrar staff. Departmental Hnrs Departmental hnrs are manually placed n a student s recrd after it has been awarded and will appear n their Official transcript. 6

7 Transcript Ntatins Transcript ntatins fr Jint Majrs, COMB degrees and Special Studies prgrams are manually placed n a student s recrd. Cmmunicatins sent frm Office f the Registrar Degree Audit Student Cmmunicatins: When Sent (apprximate) 90+ Credits Beginning f semester Clean ADV, N Degree Applicant AAR Nt Satisfied AAR Clsed, Ok t Graduate Open AAR t Clsed AAR Library Skills Nt Satisfied Incmplete Grades Diplma Name Diplma Address Did Nt Graduate Tw weeks befre applicatin deadline After applicatin deadline After applicatin deadline After applicatin deadline Bi weekly thrughut semester A few weeks after applicatin deadline A few weeks befre the last day f classes A mnth befre cnferral Cuple weeks befre cnferral Tw weeks after cnferral Descriptin Students with 90+ credits are asked t start thinking abut signing up fr cnferral Students with a clsed AAR and have nt signed up fr cnferral are asked t apply Degree candidates with pens AAR s are ntified and asked t cnsult with an advisr Degree candidate with clsed AAR s are ntified they are n track t graduate Degree candidates that received initial AAR nt satisfied cmmunicatin are re checked n a biweekly basis t see if their AAR s have been satisfied. Thse students wh AAR s are nw clsed will receive ntificatin they are n track t graduate Degree candidates wh have nt cmpleted their Library Skills requirement are sent a reminder t cmplete it Degree candidates with I grades n their recrd are ntified and asked t ntify the degree audit team Degree candidates receive cmmunicatin f hw their name will appear n their diplma with instructins if updates are needed Degree candidates receive cmmunicatin f where their diplma will be sent if it is nt picked up at SRC. Directins are given t them fr updating address r making ther arrangements Degree candidates that were nt apprved fr cnferral receive ntificatin their degree was denied alng with instructins t update their graduatin term Diplma Pick Up After cnferral Cnferred students receive directins t sign up fr diplma pick up and when thse dates will be Service Indicatr When OOR receives diplmas Cnferred students with negative service indicatrs (PAR, BILL, FIN) are mailed a letter ntifying them their diplma will be held fr 1 year until service indicatr is remved. Directins n clearing indicatrs are included 7

8 Additinal Infrmatin: Students Can.. Drp a majr at any time must ntify the apprpriate department t have the majr remved Drp a minr at any time must ntify the apprpriate department t have the minr remved Update their cnferral term at any time in rder t d this they must cmplete the Graduatin Infrmatin Change frm (http://registrar.buffal.edu/pdfs/gradinfchange.pdf) Intended Majrs Students in Intended Plans are unable t apply fr their degree. They must be accepted int a majr prir t applying fr their degree and will be directed t cntact their department(s). Cmpletin letters The Office f the Registrar n lnger prvides students with cmpletin letters; hwever, students d have ptins f dcumentatin t prvide a future schl r emplyer: Print Graduatin status frm HUB Student Center (View Graduatin status) Request fficial transcript nce in Apprved status Apprved will appear n the fficial transcript Diplmas Diplmas currently list the students name as it appears in the HUB system, their degree (BA, BS etc.), their majr and their date f graduatin (2/1, 6/15 r 9/1 f the applicable year); departmental hnrs, minrs, cncentratins and sub plans d nt appear n the diplma. (Please see: Specific Prgrams will appear differently n diplmas: Duble Majr: Mathematics and Cmmunicatin Jint Majr: Psychlgy/Scilgy Duble Degree Students: Still receive tw separate diplmas Cmbined Degree Students: Undergraduate Degree: Exercise Science / Cmbined Degree Prgram Graduate Degree: Nutritin Special Studies: Prgram Title Currently students are given the chice t have their diplma mailed t their permanent address n file with the University r they can pick it up at the Student Respnse Center during designated times f the year 8

9 Cmmencement Cmmencement and Cnferral are nt the same. Students must apply thrugh their departments r the Office f Student Life. (See website belw) Students may walk, hwever, their degree is nt fficially awarded until their apprpriate Cnferral perid. Degree Audit List Serv and Phne line reg Phne: Fax: Helpful websites & links Office f the Registrar Office f the Registrar Faculty & Staff infrmatin Undergraduate Catalg catalg.buffal.edu/index.shtml Undergraduate Catalg: Academic Prgrams University Degree Requirements General Educatin Requirements Graduate Schl Cmmencement HUB Supprt & Jb Aids 9

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