Comprehensive Exam Modification Business Process Guide

Transcription

1 Comprehensive Exam Modification Business Process Guide For Academic Unit staff who process Foreign Language Exams, Oral Exams, Written Exams and Prospectus 1

2 Comprehensive Exam Modification Definition: The Comprehensive Exam mod allows Graduate Support staff to record the results of Foreign Language Exams, Oral Exams, Written Exams, and Prospectus. Once all exam results have been recorded for a given student, the Academic Unit will send the results to the Graduate College for final review through the ipos system. The final approval by the Graduate College will result in the student graduating, or being advanced to candidacy as appropriate. Navigation: For students with Approved POS log in to PeopleSoft => ASU Customizations => ASU Academic Advising => POS Quick Search/Manage Student Search 2

3 Student Eligibility 1. Student must have an Approved POS 2. The Approved POS must require one or any combination of the following: a. Foreign language exam(s) b. Oral Comprehensive Exam c. Written Comprehensive Exam d. Prospectus 3. No Pending Course Changes, Committee Changes or Petitions 4. Student must be registered 5. Student must have a GPA above 3.0 3

4 Possible Comprehensive Exams Foreign Language Exam 1 and/or see page 5 FLE by exam see page 6 FLE by course see page 9 Update FLE language when entering see page 10 Oral Comprehensive Exam see page 15 Modifying the examining committee see page 20 Written Comprehensive Exam see page 29 Modifying the examining committee see page 33 Prospectus see page 42 Submitting the Results: The Final Step see page 49 Other Sections Included Advancing to Candidacy see page 51 4

5 Foreign Language Exam 1 and/or 2 Acceptable entries for the Foreign Language Exam (FLE): 1. Student may take the official exam administered by SILC. The Pass/Fail results will be reported to the Academic Unit of the student by SILC. The AU will enter the results into the Comp Mod. 2. Student may take a course, 400+, to meet the requirement. Once the course has been completed, and the student earned a B or better, the Academic Unit may select the course from the student s transcript to meet the requirement. NOTE: All students must be registered at the time they complete their exam. NOTE2: Be sure to select the correct Foreign Language Exam line when there are two. To enter the results of a Foreign Language Exam, navigate to the student s POS: 5

6 On the Exams tab look for the language you will be updating. If the status is Incomplete, click Update: To record the results as being completed by exam: 1. Click in the check box 2. Load the exam date 3. Indicate the results a. NOTE: entering a result of Waive requires substantial justification indicating why the exam is waived b. NOTE: Loading a result of Fail will send an to the student with information on submitting a retake petition. Once the petition has been approved, the result will change to Incomplete so you can enter a new result 6

7 Example of Pass: 7

8 Example of Waive: Example of Fail: 8

9 To record the results as being completed by course: 1. Click the Add From Transcript box 2. Select the appropriate 400+ language course from the student s transcript a. NOTE: course must have a grade of B or better 3. Click Save 4. With a passing grade the exam status will automatically set to Pass, click Ok 9

10 To change the language and record the results as being completed by exam: NOTE: the language can only be changed as the results are being updated (ex. If a student notifies you they will complete Spanish instead of Italian, you can t notate that change until the requirement has been completed) 1. Use the Prompt to select the correct language in the New Language field 2. Click in the check box 3. Load the exam date 4. Indicate the results a. NOTE: entering a result of Waive requires substantial justification indicating why the exam is waived b. NOTE: Loading a result of Fail will send an to the student with information on submitting a retake petition. Once the petition has been approved, the result will change to Incomplete so you can enter a new result 10

11 Example of Pass: 11

12 Example of Waive: Example of Fail: To update the language and record the results as being completed by course: NOTE: the language can only be updated as the results are being updated 12

13 1. Use the Prompt to select the correct language in the New Language field 2. Click the Add From Transcript box 3. Select the appropriate 400+ language course from the student s transcript a. NOTE: course must have a grade of B or better 4. Click Save 5. With a passing grade the exam status will automatically set to Pass, click Ok 13

14 14

15 Oral Comprehensive Exam If applicable to the plan code, all Foreign Language results MUST be entered prior to entering the Oral Comprehensive Exam results. NOTE: All students must be registered at the time they complete their exam. To enter the results of an Oral Comprehensive Exam, navigate to the student s POS: On the Exams tab look for the Oral Exam line you will be updating. If the status is Incomplete, click Update: To update the oral comprehensive exam: 1. Enter the Exam Date 15

16 2. Using the Check boxes indicate who was present at the exam and their result a. Note: exams require a minimum number of committee members based on the approval of your plan. You must enter the minimum present when entering these results. 3. Provide an overall committee result and an overall Head of the Academic Unit result a. If you indicate Waive, substantial justification is required b. If you indicate Fail, an will be sent to the student detailing retake petition requirements 4. Click Save 5. The exam results will automatically update to the correct status Example Pass: 16

17 Example Waive: 17

18 Example Fail: 18

19 Example of mixed results: 19

20 In some cases Academic Units have exam committees specific to the oral exam, or a member may substitute for an official committee member for an exam. If you need to update the exam committee you can do that when entering results. NOTE: this is NOT to be used in lieu of a course change. If the exam committee will be the thesis or dissertation committee a student MUST do a course change prior to the results being recorded. Modifying the exam committee is only to be used when a specific exam committee is used by an academic unit, and the committee approved on the student s POS will be the thesis/dissertation committee. To update the oral comprehensive exam: 1. Enter the Exam Date 2. Use the Last name and first name search fields to find the Advisor a. NOTE: committee members must be eligible to serve on committees to be listed here 3. Using the Check boxes indicate who was present at the exam and their result a. Note: exams require a minimum number of committee members based on the approval of your plan. You must enter the minimum present when entering these results. 4. Provide an overall committee result and an overall Head of the Academic Unit result a. If you indicate Waive, justification is required b. If you indicate Fail, an will be sent to the student detailing retake petition requirements 5. Click Save 6. The exam results will automatically update to the correct status 20

21 Example Pass: 21

22 Example Pass with combination of Added Exam committee and POS committee members: 22

23 Example Waive: 23

24 Example Waive with combination of Added Exam committee and POS committee members: 24

25 Example Fail: 25

26 Example Fail with combination of Added Exam committee and POS committee members: 26

27 Example combination of results: 27

28 Example combination of results with combination of Added Exam committee and POS committee members: 28

29 Written Comprehensive Exam If applicable to the plan code, all Foreign Language results MUST be entered prior to entering the Oral Comprehensive Exam results. NOTE: All students must be registered at the time they complete their exam. To enter the results of a Written Comprehensive Exam, navigate to the student s POS: On the Exams tab look for the Written Exam line you will be updating. If the status is Incomplete, click Update: To update the written comprehensive exam: 1. Enter the Exam Date 29

30 2. Using the Check boxes indicate who was present at the exam and their result a. Note: exams require a minimum number of committee members based on the approval of your plan. You must enter the minimum present when entering these results. 3. Provide an overall committee result and an overall Head of the Academic Unit result a. If you indicate Waive, justification is required i. Note: PhD programs require a written comprehensive component b. If you indicate Fail, an will be sent to the student detailing retake petition requirements 4. Click Save 5. The exam results will automatically update to the correct status 30

31 Example Pass: 31

32 Example Waive: 32

33 Example Fail: 33

34 In some cases Academic Units have exam committees specific to the written exam, or a member may substitute for an official committee member for an exam. If you need to update the exam committee you can do that when entering results. NOTE: this is NOT to be used in lieu of a course change. If the exam committee will be the thesis or dissertation committee a student MUST do a course change prior to the results being recorded. Modifying the exam committee is only to be used when a specific exam committee is used by an academic unit, and the committee approved on the student s POS will be the thesis/dissertation committee. To update the written comprehensive exam: 1. Enter the Exam Date 2. Use the Last name and first name search fields to find the Advisor a. NOTE: committee members must be eligible to serve on committees to be listed here 3. Using the Check boxes indicate who was present at the exam and their result a. Note: exams require a minimum number of committee members based on the approval of your plan. You must enter the minimum present when entering these results. 4. Provide an overall committee result and an overall Head of the Academic Unit result a. If you indicate Waive, justification is required i. Note: PhD programs require a written comprehensive component b. If you indicate Fail, an will be sent to the student detailing retake petition requirements 5. Click Save 6. The exam results will automatically update to the correct status 34

35 Example Pass: 35

36 Example Pass result with combination of Added Exam committee and POS committee members: 36

37 Example Waive: 37

38 Example Waive results with combination of Added Exam committee and POS committee members: 38

39 Example Fail: 39

40 Example Fail results with combination of Added Exam committee and POS committee members: 40

41 Example Combination of results: 41

42 Example combination of results with combination of Added Exam committee and POS committee members: 42

43 Prospectus If applicable to the plan code, all Foreign Language results, Oral Comprehensive Exam results AND Written Comprehensive Exam results MUST be entered prior to entering the Prospectus results. NOTE: the committee approved on the POS MUST be the committee present for the Prospectus. If the committee in the POS does not match the student MUST complete an electronic committee change prior to the Academic Unit recording the results. NOTE2: All students must be registered at the time they complete their exam. To enter the results of the Prospectus, navigate to the student s POS: On the Exams tab look for the Prospectus line you will be updating. If the status is Incomplete, click Update: 43

44 To update the Prospectus: 1. Enter the Exam Date 2. Using the Check boxes indicate who was present at the defense and their result a. Note: Prospectus defenses require a minimum number of committee members based on the approval of your plan. You must enter the minimum present when entering these results. 3. Provide an overall committee result and an overall Head of the Academic Unit result a. If you indicate Waive, justification is required i. Note: PhD programs require a Prospectus b. If you indicate Fail, an will be sent to the student detailing retake petition requirements 4. Click Save 5. The exam results will automatically update to the correct status 44

45 Example Pass: 45

46 Example Waive (this is NOT a common status for this exam): 46

47 Example of Fail: 47

48 Example of mixed results: 48

49 Submitting the Results: The Final Step Once all exams are Pass or Waived, the final exams must be submitted to the Graduate College for Final approval. For students with an exam as their culminating experience, Graduate College approval will allow the Graduation Office to graduate the student. For students with additional requirements (i.e. thesis defense), Graduate College approval will allow the student to continue forward in their plan. For doctoral students, Graduate College approval will allow the student to be advanced to candidacy. After all exams have been entered, Academic Units must click the Submit button. 49

50 After clicking Submit: If the Graduate College must return the exams to you, you will receive an with information on what needs to be updated for the exams to be approved. The Exam tab will then be editable. You will make the appropriate changes then submit the exams again. 50

51 Advancing to Candidacy Once all the exams have been entered by the Academic Unit, and approved by the Graduate College, the student will be Advanced to Candidacy on the day the Graduate College approves the exams. The Candidacy date will be entered automatically, and a Candidacy letter will be generated that night. 51