Degree Works. Counselor Guide

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1 Degree Works Counselor Guide Revised September 2014

2 Contents Changing the Program of Study (Self Service)... 4 Update Student in DegreeWorks... 7 Accessing DegreeWorks... 8 Navigation... 9 Navigation Bar... 9 Academic / Demographic Summary Section... 9 Search / Find Student Finder Find a Student Tabs Overview Worksheet Format Save as PDF Process New Class History What-If Scenarios Select a What-If Audit Printing / Saving a What-If Audit Legend Error Messages in Degree Works Status Status Status Failed to Process/Scripts Error Plans Plan List Creating a Plan Page 2

3 Editing a Plan Course Information Sidebar Drag and Drop Delete Insert Choice Requirement Placeholder Moving Items Critical Course Tracking Saving a Plan Locking a Plan View Audit Compact View What-If in Plans Create Block Functionality (Only for Students Not Receiving Financial Aid) Creating the Plan Block Updating the Plan Block/Worksheet Exceptions Transfer Work Notes Add Notes Modify Notes GPA Calc Graduation Calculator Term Calculator Advice Calculator Page 3

4 Changing the Program of Study (Self Service) The program of study and other related information can now be updated in Self Service. 1. Log in to your mycoast account. 2. Click on the Employee Tab 3. Click the Update Student Data link NOTE: If you get an error when clicking on this link, you do not have the advisor role. Contact your department to have them request this addition. Choose ID Selection from the Student Information menu: Choose the appropriate term from the Term pull-down and click Submit. Enter the Student ID and click Submit. Page 4

5 The student you selected will be displayed. Click Submit. Page 5

6 Select the Student Term Data option. The form to change the student s information will display. Select the options from each pull-down. Once all the options have been made, click Submit. NOTE: The Program of Study options are only available for the term you have selected. To enter information for another student, click on Return to Menu and click on ID Selection. Page 6

7 Update Student in DegreeWorks For the changes to the Program of Study to show in DegreeWorks, you will have to update the student s information. 1. Click the Refresh Student button to update the Banner data. 2. Click Process New to generate an updated audit with the now refreshed data. Students will NOT have access to either of these buttons. If a student does not see the changes, it is because their information has not been refreshed. Page 7

8 Accessing DegreeWorks To access DegreeWorks, you will need to sign in to mycoast with your ID and password. If you do not have an ID you will need to request one through your department. Once you have logged in to mycoast, you can access DegreeWorks by clicking on the Employee Tab and selecting the Launch DegreeWorks link. DegreeWorks has a time-out period of one hour of inactivity. If you do not use it for an hour, you will be logged out and you will have to log back in to your mycoast. Page 8

9 Navigation DegreeWorks has many options for students and counselors. Although most of the navigation items are the same for both roles, not all items are available to students. Navigation Bar The Navigation Bar is used to access many of the functions of DegreeWorks. FAQ Help Print Log Out Displays some basic questions about DegreeWorks functionality Help information is contextual and displays information about the current screen and its functions. Prints the current view directly to the selected printer. Clicking this link will log you out. This should be done at the end of each session. Academic / Demographic Summary Section This section provides a brief summary of the academic information used to calculate the student s audit. Academic Standing and Placement Results will display if they are available. Page 9

10 Search / Find The Search/Find bar is used to search for a student. Once the student is selected, their information will display. There are other items on this bar which provide important functionality. NOTE: You can enter a Student ID directly into the Student ID field and hit Enter to bring up a single student s audit. Only Counselors and DegreeWorks users with full access can search on students in the database or enter a Student ID directly. Students do NOT have the ability to search on another student. They will only be able to view their own degree audit. Student Finder Record Selection Refresh Student Notes Allows you to search for a student based on specific criteria. More detail on this functionality is provided in the Student Finder section below. Clicking the arrows moves you through the student records that have been recently searched using the Student Finder. This information is stored until you log out of the session. Clicking this button will refresh the selected student s information from Banner. This should be used if a change is made that is not reflected in DegreeWorks. Displays any notes made for the selected student. The Degree field should default to the student s primary program. If you don t see the degree program that you think you should, click the arrow under Degree to see what other programs the student might have declared. If a student has multiple programs, clicking the down arrow in the dropbox will show the student s active programs. Selecting the required program will change the current worksheet to the selected program. Date of Last Audit shows the most recent date an audit was run. Date of Last Refresh shows the most recent date the student s data was refreshed from the Banner system. Student and counselor data extracts are run overnight so the data is refreshed daily. However, if the date is old, or if you know, for example, that the student has just registered, added/dropped a class, or changed a major that day, you will need to: 1. Click the Refresh Student button to update the Banner data. 2. Click Process New to generate an updated audit with the now refreshed data. Students will NOT have access to either of these buttons Page 10

11 Student Finder The Student Finder is a valuable search tool in cases where the student does not know their Student ID, or they have a common name. It can also be used to search for particular student populations, for example, all students who are in the Allied Health program. Counselors can look at the record of any active student either by entering the student s student ID or searching on the student s name, Degree, Major or College. NOTE: sign can be used for wildcard searches It is not recommended to search broadly for a student as this can affect performance. A combination of search fields is advised for best results. In the example below, the search is looking for student s with a last name of Works, and a first name that starts with D who has a Major of Fashion: Page 11

12 Find a Student 1. Click the Find icon in the Search Bar. 2. The Find Students page will open. 3. Enter the relevant search terms. Items chosen from the pull-down menus will appear in the Search Criteria box. To remove a search criteria from this box, click the item and click Remove. 4. To clear all search criteria, click Clear. 5. Click Search. 6. The results will display under the Students Found list box. 7. If multiple students are selected, and only one student is required, either manually uncheck unnecessary students or click the Uncheck All button and then click the check box next to the needed student. 8. Click OK to return the result to the Search Bar. NOTE: All students selected in the Student Finder will be populated in the drop down list under Name. To navigate to other students selected, use the arrow buttons. Whichever student is selected from this list (highlighted in blue) will be the student's data that is displayed. If a student has been newly admitted, he/she might not be in the system yet. Please contact DegreeWorks support if you need to review an audit for a newly admitted student and you receive an error message that the student s ID cannot be found in DegreeWorks. A student may have multiple programs because they are attending multiple colleges. Use the Degree pull-down to change to a different program if available. Page 12

13 Tabs Overview There are a number of Tabs available in DegreeWorks depending on the user s role. Worksheet This tab is the default view for students when they log in to DegreeWorks. It can be used by the student to review their academic progress. The student cannot make changes to this information. Any changes to the Program or Major need to be made through a counselor. To select a new worksheet: 1. Click the Worksheet option on the left hand side. 2. Choose a display format under the Format pull down menu. The default option is Student View. 3. Click View. 4. The student s information will display. Page 13

14 Format There are multiple options available under the Format pull down menu. Each provides the information in a different format for ease of use. The Graduation Checklist option provides the most compact format without all the information on which courses meet specific requirements. Page 14

15 Save as PDF The Save As PDF option allows you to save a copy of the current worksheet in a format that can be electronically distributed. As this format is read only, it does not allow any changes to be made after it is created. Process New This button updates the student s worksheet in the event that a change was made to the scribing for the major. The following message will display. You should select this button after hitting the Student Refresh button in order to get the most upto-date worksheet for the student. Please note a new audit number is generated, after you hit the Process New button. Page 15

16 Class History The Class History option provides compact list of academic history, including grades. It is useful for determining which classes a student has taken. It cannot be used in place of an unofficial transcript. Page 16

17 What-If Scenarios What-If scenarios are used by students and counselors to explore academic goals that are different from those currently declared. You can run a What-If on any program at any of the Coast colleges. A What-If does not change the declared program or any other information about the student. NOTES: Coast has coded multiple catalog years. This does not mean that there is a unique version of the catalog for each year. Selecting a different Academic Year may in some cases result in different requirements being displayed if the Program has changed. Select a What-If Audit The What-If audit is similar in format to your default Worksheet, but it includes the changes that apply to the What-If scenario. The audit allows you to view how a selection affects the student s progress, and which classes would be applied to the new degree, which classes will not count, and which new classes need to be taken. 1. Select What-If from the menu on the left side of the page. 2. Select the Program from the Program pull-down. 3. Click Process What-If. 4. The requirements for the What-If will be displayed. 5. To try another scenario, click the Back button. Page 17

18 Printing / Saving a What-If Audit Once all of the selections have been made, you have the option to Save as PDF. Clicking this button instead of the Process What-If button will allow you to create a document that you can either save or print out. 1. Select What-If from the menu on the left side of the page. 2. Select the Program from the Program pull-down. 3. Click Save as PDF. 4. A PDF document will be created that can be saved. Page 18

19 Legend The legend, located on the left and at the bottom of the Home Page, is a useful tool for understanding how the information within the audit is categorized. Complete: Once a requirement is met, the box is checked off and the check box turns green. Complete except for classes in progress: When the student is registered for a course that will meet a requirement upon completion, the check box will be blue, and have a tilde ~ in the box. Nearly Complete: When there is a requirement rule that has multiple courses within the requirement, and the student is registered for those courses, the box will be blue with a double tilde. Not Complete: A requirement that has not been registered for and completed. In addition, many of the blocks in the audit are color coded: Items with cream backgrounds are complete Items with a pink background are incomplete Items with a blue background provide information Page 19

20 Error Messages in Degree Works Error Message may occur in Degree Works to indicate to the user that information needs to be updated, or there is a technical issue that needs to be addressed. Status 4235 This error occurs when a change to the student s Program occurs. After clicking the Refresh Button, the error will appear to give the advice that a new audit has to be run to see the change to the data. Click Process New to see the new audit. Status 4390 This error may occur due to database space issues. Submit a Degree Works Support Desk Request. Status 3701 This error occurs because the Program selected is not valid for the catalog year the student is following. Make sure the Program of Study is an active program for the catalog year the student is following (For example, a student who entered the College in 2013 cannot follow a program that was active up to the 2012 catalog year). If the catalog year and Program of Study information is accurate, submit a service request. Page 20

21 Failed to Process/Scripts Error If you receive this error, do not click Yes to stop running this script. If you click Yes, the plan will still save, but you will continue to get the same error message and will need to log completely out of your browser so that the error message does not continue. Page 21

22 Plans The Plans Tab provides a tool for creating a Student Educational Plan with a student. Using the Plans tab, a student or counselor can create an academic plan either from scratch or using a pre-defined template for the course of study. Using their plan, a student can generate an audit to evaluate their intended degree progress, or have a custom Scribe block for their degree program created. Page 22

23 Plan List The Plan List displays all of a student s plans, regardless of degree, school, or status. Plans in the view can be sorted by any column by clicking on the column header. To view a plan, select it and either double-click or click Open. To create a new plan, click New Plan. To delete a plan, select the plan and then click Delete. If there are no plans created for the student, you will be prompted to create a new plan or create a plan from a template. You can return to the Plan List when in the plan edit view by clicking on View Plan List. Page 23

24 Creating a Plan Use the Find Student functionality described earlier in this guide to select the student. Click on the Plans Tab at the top of the page. If the student has an existing plan, then the Plans List will display. If the student does not have an existing plan, you will be prompted to create a new one. 1. Choose Select Template to create an SEP from a preconfigured template. 2. Click on the Template to select it, and then click Open. 3. Select the Start Term from the pull-down menu and click OK. Page 24

25 4. The SEP you selected will display. Note that the terms will populate out from the Start Term selected earlier. Clicking on the arrows at the side of the term will display the term information for a single term. Clicking the double arrows in the top right corner will expand all of the terms. 5. You do not have to use a preconfigured template. If you prefer, you can choose Blank Plan, to build the plan from scratch. Page 25

26 Editing a Plan Once a template is loaded, it can be modified to meet the individual needs of the student. The templates are provided as a starting point and can be used as is or modified accordingly. Course Information Once a template has been selected and classes have been added to the plan, you can click on the information icon next to the course or term to display Course Information. Clicking on any course title that is underlined, also displays the course information window. Sidebar The sidebar allows you to add courses to the plan using drag and drop. There are two sections available: Still Needed, which show the courses from the student s Worksheet that still need to be completed, and Courses, which is a listing of all the available courses. To expand or collapse the details, click on the arrow next to the Heading. Only one section can be expanded at a time, so expanding one will collapse the other. Page 26

27 Within each section, clicking on the smaller arrow complete list of classes for that area. will expand or collapse that area and display the Clicking on the course in the sidebar will show course information and the current schedule of classes for the course. Page 27

28 Drag and Drop Once the section and area have been expanded to find the class you wish to add to the plan, click on the course and drag the course to the plan in the desired term. NOTE: Once a course has been used, clicking on the Refresh Still Needed list. button will remove it from the Page 28

29 Delete To delete an item, move the mouse over the course to remove. The mouse cursor will change to a hand and the item will change to a light blue. Click the item to select it. The color will change to a deeper blue to denote the selection. Click the minus button on the right side of the term box. The item will be deleted from the term. Insert To add an item to a term, select the plus button to the right of the term you wish to add it to. This will display the Add Requirement pull-down menu. Choose the type of item you want to add. This will add a new, blank row to the term selected. Fill out the necessary information for the item. There is no save required. Click on the magnifying glass to search for a course by entering a partial name. Page 29

30 Choice Requirement When adding a requirement, you can also click on Choice if there is more than once course that can fulfill the requirement. This will add a new, blank row to the term selected. Click in the Choice Requirement field. Another box will open; enter the first course; click Add another option to add each additional course. When you are done entering the course choices, click Done. The courses will be added to the Plan as choices. Page 30

31 Placeholder A Placeholder can be added to the term to designate a comment or item outside of the Course or Choice requirement. This will add a new, blank row to the term selected. Click on the drop-down arrow and select Comment. The comment will appear in the Plan, in the selected term. Please note that when the Plan is printed, the comment will print at the bottom of the audit. Moving Items Clicking on an item within a term and holding down the mouse button allows you to move that item to another place within the plan. It is a simple drag and drop process. Critical Course Tracking When the critical column in Degree Works is enabled, a Counselor can click on Critical to denote that the requirement in the plan listed should be completed by or in the term it is listed. If the requirement is not completed, the critical graphic will display as an exclamation mark. You do not have to mark all courses Critical. This functionality is ideal for those students following a sequence of courses or need a core requirement met during a specific term and would help with Page 31

32 tracking for completion and alerting the counselor and student when an important requirement was not completed. To use this functionality to track sequenced courses, prerequisites, core courses, etc., simply click the Critical box next to the course, and enter the Minimum Grade. The course will be marked with a graphic symbol (exclamation mark for off-track and check mark for on track). Saving a Plan To save a plan, click on the Save icon in the lower left corner. Plans can be saved at any time and will then show in the list of existing plans for a student. Click on the View Plan List icon to view the saved plans for a student. Locking a Plan A plan should be locked and made active when it becomes the primary SEP for a student. This can be done by clicking the Lock and Active radio buttons at the top of the plan. A locked plan cannot be changed by a student. However, the student can use a locked plan as a template for a new plan. Page 32

33 View Audit Use the Audit button to view the planned courses in the student s current program. This is a great way of closing the loop. The student can then see that all of their courses are planned for and that if they follow their plan, their goals will be reached. All of the planned courses will show in the audit with PLAN, and the semester they are planned for. This is only valuable if the student has a declared program of study. The audit can be printed by clicking on Print on the top right corner of the Plan worksheet. Compact View A student s plan can be viewed in the Edit View (this view is the area to enter and make changes to the plan) or in the Compact view. The Compact view allows the created Plan to be viewed in a calendar view that is organized by year and semester. To use this view, select Compact in the drop-down menu under View. Please note that when you make changes to the Plan in the Edit view, they should be refreshed automatically in the Compact View; however, Ellucian has noted that the refresh will not happen automatically if using the Internet Explorer browser. If using Internet Explorer (version 10 and above), you must refresh the Compact View manually by right-clicking in the Compact View screen and clicking on Refresh. If using an earlier version of Internet Explorer, the Compact View will not refresh. Page 33

34 You may print from the Compact view by clicking on the Print button on the bottom right hand corner. You can also print the Plan Audit from the Compact view as well. What-If in Plans The What-If audit in the Plans tabs allows you to run an Audit view of the planned courses for a different program of study to view how a selection affects the student s progress, and which planned classes would be applied to the new degree, which classes will not count, and which new classes need to be taken. Page 34

35 1. Select What-If from the menu on the bottom right-side of the page. 2. Select the Academic Year and Program from the pull-down. 3. Click Run Audit. 4. The audit for the What-If will be displayed, and will include planned courses. 5. To Print the What-If Audit, press Print on the top right hand corner of the screen. Page 35

36 Create Block Functionality (Only for Students Not Receiving Financial Aid) IMPORTANT: PLEASE NOTE THAT THE TRANSFER PROGRAM CODES ARE NOT APPROVED PROGRAMS AND STUDENTS WILL NOT RECEIVE FINANCIAL AID WITH THESE PROGRAMS ON THEIR RECORD. Create Block can generate a worksheet from a student s plan. This is useful when the degree requirements are decided on a student-by-student basis, as in the case of students who are transferring without completing an AA/AS Degree, and who need Major Preparation work completed. To use this functionality, Counselors must assign the correct program to the student in Self-Service as follows (along with the correct GE pattern if applicable): 1_TRANSFER (OCC) or 1_TRANSFERGE (OCC) 2_TRANSFER (GWC) or 2_TRANSFERGE (GWC) 3_TRANSFER (CCC) or 3_TRANSFERGE (CCC) Use the x_transfer code when you DO NOT want the Option 2 or 3 GE to appear in the worksheet (i.e. for students who are transferring to a Private Institution). Use x_transferge when you DO want Option 2 or 3 GE to appear in the worksheet. For the x_transferge program, you will need to select the General Education Option for CSU or IGETC in the Program of Study. Refer to the Changing the Program of Study (Self Service) area of this guide for instructions on how to change a student s Program of Study. Once the student s Program of Study is updated with the correct Transfer program code, find the student in DegreeWorks. The x_transferge program will reflect the chosen GE pattern in the worksheet, whereas the x_transfer program will not show any GE pattern. Both Program options will indicate OTHER=PLAN block was not found but is required for the Educational Plan. This is an indication that a Plan needs to be created for the requirements. Page 36

37 Using the 1_TRANSFERGE Program Code with the selected GE Option: Using the 1_TRANSFER Program Code No GE Option was selected when changing Program of Study: Creating the Plan Block Click on the Plans Tab to complete the student s plan in Degree Works (Refer to the Creating a Plan section of this guide for detailed instructions on creating a Plan). Choose the semesters in which student will take courses and enter the major preparation courses that the student needs to take at either OCC, GWC or CCC. For x_transferge, only enter the major prep courses in the plan. No Option 2 or 3 GE courses should be entered at this point (once the block is created, you can then go back into the Plans tab to enter the General Education into the previously planned semesters). Page 37

38 For x_transfer, enter all courses including institution-specific general education requirements needed to show on the worksheet (an example of this would be a private university which requires unique GE courses). Enter the required courses and save the plan. Click on Create Block to generate a worksheet for the student based on the requirements you have entered. The following message appears: Click OK. You may now click on the Audit button to see the requirements you have entered. Notice the Educational Plan Requirements now indicate See Planner Block section. Click Print at the top right corner of the Program Audit screen if you would like to print a copy of the Plan Audit. Page 38

39 Click on the Worksheet tab to go back to the worksheet. Click on Process New and the worksheet will now also reflect the courses you have entered for the student in the Plans tab. Once the block has been created and the Transfer Prep courses show in the worksheet, you may go back to the PLANS tab to enter GE courses into the PLAN (for the x_transferge Program only) so that the student will see them in their PLAN AUDIT. It is very important that once you have entered all the GE courses, you DO NOT click on Create Block again (this will duplicate the GE courses in the worksheet). Click on the Audit button to now see the Major Preparation courses and the GE courses that are Page 39

40 planned for the student. Page 40

41 Updating the Plan Block/Worksheet If a change needs to be made to a x_transfer Program Plan, simply make the necessary change, click on Save and Create Block. You will receive the following message: Click Yes. You will receive the following message: Click OK. Click on Audit to see the updated Plan. To see the changes in the worksheet, click on the Worksheet tab, and then click Process New. If a change needs to be made to a x_transferge Program Plan Major Prep course, you may follow the above instructions if the GE courses have not been entered. If the GE courses have been entered, you would have to remove them all before clicking on Create Block (and add them back in after creating the block). If they are not removed, they will be duplicated in the worksheet. Page 41

42 Exceptions Each campus has a process to validate exceptions for Academic Petitions. They can be entered in to DegreeWorks and show permanently on a student s worksheet. Exceptions can be entered by clicking on the Exceptions Tab. This tab is only available to select users. The notation for an exception will show in the course information as part of the audit. Consult your Graduation clerk for more information regarding an entered exception. NOTE: Exceptions are tied to a program of study. If the program is changed, then the exceptions may have to be reapplied by the Graduation Clerk or DegreeWorks Specialist. Page 42

43 Transfer Work Articulated courses from other institutions are shown using the TRAN 100 course number when there is not an equivalent course offered at the college the course was articulated to. If it is necessary to apply these courses to an area, they should be added using the exceptions process. Page 43

44 Notes Counselors can add, modify, and delete their own notes, but cannot alter the notes of others. Students do not have access to this tab, but can see notes written by others within the Plans and/or at the bottom of their audit. Add Notes Notes can be added from the predefined list. Click on the Notes tab and click on Add Note on the left hand menu bar. Choose the appropriate note from the pull-down menu. The note will appear in the edit box. At this point you can either enter additional text, or save the note by clicking Save Note. Clicking Clear will clear any text entered in the edit box. Page 44

45 Once the note is added, the following message will display. In order to see the note displayed, click on the Run New Audit button. The note will display on the bottom of the audit. Modify Notes A note can be modified by clicking on the Modify Notes on the left hand menu bar. Click inside the text edit box to modify a note. Click the Save icon to save your modifications. Page 45

46 GPA Calc The GPA Calculator can be used to calculate the GPA in various scenarios. There are three GPA calculators available to counselors and students. Graduation Calculator 1. Select GPA Calc tab 2. Select Graduation Calculator from menu on left 3. Enter Credits Remaining 4. Enter Credits Required 5. Enter Desired GPA 6. Click Calculate button 7. The average GPA the student would need to achieve for their remaining credits to graduate with their desired GPA will display. 8. Click Recalcuate button to perform new GPA Calc Term Calculator 1. Select GPA Calc tab 2. Select Term Calculator from menu on left 3. Select Grades Note: In-progress classes and their credit hours will automatically be added to the Term Calculator in alphabetical order according to term. If a student is registered for classes in consecutive terms (e.g. Spring and Summer or Summer and Fall), all of the classes the student is registered for will appear in the Term Calculator. Classes in future terms can be removed to get an accurate calculated term GPA. 4. Click Calculate button 5. The calculated GPA based on the student s projected grades will appear 6. Click Recalculate button to perform a new GPA Calc Page 46

47 Advice Calculator 1. Select GPA Calc tab 2. Select Advice Calculator from menu on left 3. Enter Desired GPA 4. Click Calculate button 5. Options for achieving the student s desired GPA will display 6. Click Recalculate button to perform new GPA Calc Page 47

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