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FACULTY - READ HOW

Logging into DegreeWorks via Self Service

  1. Log into Self Service with your Faculty/Staff ID and PIN

  2. Click on the "Faculty & Advisor Services" tab

  3. Select "Faculty/Advisor Degree Works" from the list

    Login

  4. Enter the student/advisee ID and click "Submit"

    Search

  5. Click the "Degree Works" button on the next page to go to the student’s "Degree Roadmap"

Searching for Students

Once you are in Degree Works, you can search for a specific student or group of students using the "Find" feature, available at the top of the roadmap.

Search Students

Find Students

  1. Search for students by selecting one or more of the available criteria, such as student first/last name, major, class level, academic year, etc.
  2. Click "Search" to generate a list of all students who fit the selected criteria. If the search generates more than 200 records, only the first 200 will be displayed.
  3. Use the checkboxes to select specific students or use the "Check All" and "Uncheck All" buttons to select or deselect all students, respectively.
  4. Click "OK" and the Roadmap will be generated for the selected student(s).

Note: If multiple students have been selected, and you would like to view their roadmaps, the Roadmap of the first student on the list will be loaded. Other students from the search can be selected by clicking on the drop-down arrow under the "Name" field in the main page (Worksheets tab) or using the right and left arrows to move between records (see screenshot below).

Find Multiple StudentsSearch Tip:
If you are looking for a specific student whose name or ID you partially know, use the wildcard symbol "@" in the Student ID or First/Last Name fields. This will return any results that begin with those letters or numbers.

Example:
Entering "S00024@" in the Student ID field will generate results for all IDs beginning with "S00024..." such as S00024567 or S00024134.

Navigating the Degree Roadmap

A Degree Roadmap is divided into sections. Each individual section is called a block and has a maroon header identifying the block and the total credits required and applied in that block. Following is an overview of the roadmap and all the blocks you may encounter in it.

Refresh and Process New

Since Degree Works is directly connected to INB Banner, it is automatically refreshed every night so that any changes to the student’s record are reflected on the roadmap. However, it is still recommended that you 1) click on the refresh icon at the top of the roadmap and 2) click "Process New" before reviewing a student's roadmap, in case any changes took place since the nightly refresh.

Process and Refresh

Navigation Bar and Student View

The top of the roadmap contains basic student and academic information such as Student ID, major and class level. If the student is pursuing two degrees, click on the drop-down arrow in the Navigation Bar under "Degree" to select the one you would like to view.

Navigation Bar and Student View

The "Student View" section contains additional information such as assigned faculty advisor (if applicable), catalog year, overall GPA, scholarship status, and any holds on the student's account.

Student View

Degree Progress bars

Next, you will see the following two "Degree Progress" bars. These provide a visual representation of the estimated overall progress the student has made towards fulfilling "Requirements" and "Credits," respectively. Generally, both bars should show similar percentages. If the percentages are significantly different, it may mean that the student is actively taking courses outside their major or has completed/transferred coursework that is not applicable to their current major.

Note: Engineering majors tend to have a larger difference in percentages (compared to other degree programs) owing to the greater number of credits required.

Legend

Throughout the roadmap, the following symbols will be used. To find out what they mean, please refer to the legend below, also located at the end of the roadmap.

Legend

Degree Block

The first block found at the top of every roadmap is the Degree block. The Degree block is a summary of the requirements for degree completion (BA, BBA, BE or BS) based on the student’s academic catalog* (also known as Academic Year). It also includes graduation requirements. The header of the Degree block is the only place where you’ll see the total credits required for graduation.

Degree Block

*Degree Works has been programmed for the 2011-2012 catalogs onwards. If a student is following an earlier catalog, please use a major checklist instead, available on the X drive.

General Education Requirements Block

This block is a breakdown of all the General Education requirements based on the student's major and catalog. The categories listed under General Education requirements include English Language, Humanities and Social Sciences. If a requirement is marked as "Still Needed," you can find more about it by clicking on the hyperlinked text (shown in orange).

General Education Requirements

Note: If a student has not specified a major or pre-major and the "Major" field in the Student View section says "Major Not Yet Declared," the General Education Requirements block is the only block that will appear on the roadmap. Students without an intended or defined major (i.e. scholarship students) should visit the AAC to specify one.

Major(s) Block

Next on the roadmap is the student's Major block.

Major Block

If the student is pursuing a double major, the block for the second major will appear next.

Free Electives Block

Next on the roadmap, you should see the student's Free Electives block. There are two exceptions to this:

  1. If the student is pursuing a double major, or
  2. If the student’s major major does not require free electives (e.g. Computer and Electrical Engineering).

In these cases, you will NOT find a Free Electives block on your roadmap.

Free Electives

Free Electives are best thought of as "credit fillers." In other words, the total Free Elective credits required is what will allow the student to reach the total required credits for their degree, after fulfilling General Education and Major requirements:

Free Electives = Total credits required for degree – (Credits required for General Education + Major)

Therefore, Free Electives are automatically waived if a student is pursuing a double major. This is because courses taken to fulfill the second major's requirements will fully replace Free Electives. For the same reason, if the student is pursuing a minor, the number of free elective credits remaining (if any) will vary depending on their major/minor combination and catalog.

Minor Block

If the student is pursuing a minor, the Minor block will come up next, outlining requirements for completion of the minor based on the student's catalog.

Minor Block


Other Blocks

The appendix of the roadmap will vary from one student to another, depending on coursework taken and academic progress made. These are the four different blocks that might appear at the end of a student's roadmap:

In-Progress

The In-progress block lists all the courses for which the student is registered in the current semester and/or future semesters. In-Progress courses should also show on the roadmap under the respective General Education, Major or Minor requirements they fulfill.

In Progress

Fallthrough Courses

The Fallthrough Courses block includes course(s) that do not apply towards any degree or minor requirements. They usually fall under one of the following categories:

  1. Extra/unnecessary courses completed at AUK
  2. Unused transfer credits
  3. Prerequisite MATH courses (e.g. MATH 100) in the case of Engineering and Science majors
  4. Courses [with a passing grade of "C"] in which you earned a "D" grade and have not yet repeated
    (e.g. ENGL 101)

Fallthrough courses are included in the student’s earned credits and overall GPA (if completed at AUK).

Fallthrough Course

Fallthrough Courses

Not Counted

The Not Counted block lists any course(s) that does not count towards earned hours or GPA. This is where you will find MATH 095, a non-credit preparatory course.

Not Counted

Insufficient

The Insufficient block lists all courses in which the student did not earn a passing grade (e.g. F, W, I) as well as repeated courses.

Insufficient


Other Features

What-If

This feature helps students and advisors evaluate the implications of selecting a different major, minor, catalog year etc., on the student's academic progress, by displaying where their completed coursework would fit under the new set of requirements. This tool is only for the purpose of evaluation and will not result in any actual changes to the student's record.

From the main page (Worksheets tab) select "What If" from the list and select the desired scenario by choosing the Degree, Major(s), Minor or Catalog Year of choice. (See video for detailed instructions on how to use this feature).

What If

Look Ahead

Use the "Look Ahead" feature to see how a specific course or courses taken in a future semester would apply towards the student's current program. The courses will be indicated on the roadmap with the word "PLAN" for the grade field and "Planned Term" in the semester field. (See video for detailed instructions on how to use this feature).

Look Ahead

Disclaimer: The Look Ahead feature does not indicate whether or not the student can register for a course in the upcoming semester. It only shows if the selected course(s) would fit on the student’s roadmap and if it does which requirement it would fulfill. Eligibility to register for a specific course depends on fulfilling its prerequisites.

Plans Tab

This feature is still under construction.

Notes Tab

From the Notes tab, advisors can add notes using existing templates or from scratch. Both advisors and students will be able to see the notes at the end of the roadmap – unless the “Not Available to Student” box is checked. Advisors can also use this tab to view existing notes, modify a note or delete a note.

Note: Adding a note on Degree Works does not generate a RAC number. RAC numbers are only available in Self Service (from your List of Advisees or by adding an advising note).

Notes Tab

Another shortcut for adding notes is to click on the icon highlighted in the screenshot below from the main page (Worksheets tab):

Notes Tab

Petitions Tab

Petitions are initiated by the student's advisor and can be submitted anytime, preferably as soon as the issue arises and before the student’s graduation semester. Submitting a petition for substitution or exception will replace the traditional method of submitting a "Course Substitution/Waiver form". Once a petition is submitted and approved, the requirement will be marked on the roadmap as "Complete."

Petitions can be submitted to fulfill any of the following exceptions:

  • To apply a course that is currently showing under the Free Electives or General Education Requirements block towards major or minor requirements
  • To substitute a course for the stated requirement (e.g. substituting MATH 110 for MATH 103 for some Business majors)
  • To waive a particular non-course requirement
  • To add a specific course to a range of course electives

To submit a petition, please follow these steps:

  1. Go to the top of the roadmap and click the "Petitions" tab

    Petitions Tab

  2. Select "Add Petitions" from the list on the left of the page. Write a detailed description of the requested petition in the provided space, including the reason for it. Please be as clear and detailed as possible.

    Petitions Tab

  3. Click "Submit Petition" once done. You should see a message saying "Your petition was added successfully."

Following submission of the petition, the request will be routed to the respective Department Chair and respective College Dean for approvals. Once approved, the Registrar's Office will apply the exception to the student. Details pertaining to the petition will appear on the roadmap and will be viewable to the student. You can follow up on the status of the petition anytime by selecting the "View Petitions" option on the left-hand side.

GPA Calculator

There are three available GPA calculators which students can use to find out what grades they need to reach a desired GPA, or how their current GPA would change based on predicted grades in current coursework. (See video for detailed instructions on how to use this feature).

GPA Calculator

Printing or Saving your Roadmap

If you would like to print or save a student's roadmap, click the "Save as PDF" button. A new screen will appear.

Printing or Saving

To print the roadmap, select the printer icon. To save it as a PDF, click the download (arrow) icon..

Printing or Saving

Viewing Class History

To view a student's class history, click on "Class History." A new window will appear showing you all attempted, completed and in-progress coursework in chronological order.

Viewing Class History

Viewing Class History

Reporting Issues

If a student's roadmap indicates a missing requirement that you do not believe should show as missing or if a course appears to be misplaced, please follow up with the AAC to help you resolve the issue.

 

 

 

 

 


 
 
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