Introduction

The Campus Café Degree Audit evaluates a student’s courses against a programmed set of degree requirements to provide a snapshot of the student’s progress toward completion.

The feature offers:

• Individual degree audits for a student. A student can have multiple majors or minors in the current degree row and the degree audit will produce a separate audit for each.

• Ability to do “what if” scenarios. A student or advisor can run an individual audit, and the catalog (audit) semester or the major can be changed to see what the degree audit will look like with new parameters.

• Batch degree audits. An administrator can create a result set on the Student Finder and print multiple degree audits.

• Reverse degree audit. An administrator can run a batch of degree audits and then use the resulting data to produce a report of outstanding requirements for a group of students.

The Degree Audit itself is made up of the following components:

1. Degree requirements

2. Enrollments, courses and grades by student and semester having a degree level identifier

3. Student degree with current flag and having a major/concentration code and a degree level identifier

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About the degree audit

To keep students on track to graduate, Campus Cafe tracks their completion of degree requirements.

You can create different degree requirements for each of your majors (academic programs), including minors. You can also maker different requirements for students depending on which academic catalog they are following to account for the fact your curriculum may change over but you want to “teach out” students who started under a former curriculum.

To help you review progress in batch, you can generate degree audits for a group of students using the Student Finder.

You can also run a reverse degree audit to see the requirements outstanding for a group of students, helping you plan your future class offerings and seat capacities.

For students considering a change of major, the degree audit is also used to present a “what if” showing how their past and current classes may fulfill the requirements of a different major.

Prerequisites

• Create academic degrees (e.g. certificate, bachelor’s, etc.) and associate them with degree levels (e.g. undergraduate, graduate, etc.)

• Create majors which may be majors, minors or certificate programs. Majors should lead to a credential such as a certificate, bachelors, etc.

• Create courses required to complete the academic program in the course catalog. For all aspects of the degree audit to function, all course codes must have a consistent length of subject codes. For example, having the course codes MT100 and COM303 will not function because MT and COM are different character lengths.

Majors to Appear on What If Screen

Institutions can control which majors are visible as alternative majors on the Degree Audit What If screen.

1. Navigate to Admin > Major Maintenance

2. Next to the major to show click the pencil icon

3.  Check the box next to Web Deg. Audit Alt. Major

4. Click Save

Degree Audit Settings

Besides the header, institutions can control other aspects of both the text on the degree audit and its behavior. These controls are in Custom Control Maintenance. Select the Context Degree_Audit.

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Required permissions

Degree audit behavior

To accommodate your institution’s business processes, Campus Cafe lets you change how the degree audit behaves.

For best results, we recommend you review and set these options prior to building out degree requirements.

1. Go to Admin > Custom Control.

2. In Search enter the ProgramID.

3. Next to the resulting ProgramID, click the pencil.

4. In Parameter Value enter the desired option.

5. Click Save.

Determining Credits Required to Graduate

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Credits required to graduate

The degree audit displays the total number of credits required to graduate. The source of this number comes from one of three options and is controlled by custom control DACREDSRCE.

• If this custom control has a value of ‘Y’ Y the Degree Audit footer’s Required Catalog Credits value will come from the Credits to Graduate box on the Major Detail box. (Admin > Major Maintenance > Edit the Major)

• If this custom control is “N”, N there is a special requirement 999 in the Degree Audit Requirement Table to allow the credits to graduate to be expressed per audit (catalog) semester. This is useful if the number of credits to graduate has changed over the years. This requirement would not be processed as a normal requirement in the Degree Audit but exists for informational purposes only. The level of the 999 requirement is 1. To employ this method, set the control to N and also create a Level 1 requirement with the requirement number 999 and tied to the desired semester and major.

• If this custom control is ‘N’ N and no 999 sequence exists, the degree audit adds up the requirement credits to determine credits required to graduate.

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Which

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degree levels to

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consider

In general, the degree audit considers only class course enrollments with a degree level corresponding to the degree level for the student's current degree. This can be overridden to allow class enrollments from other levels. (Note that degree levels are not the For example, a graduate student who previously attended your institution may have course enrollments with degree levels of undergraduate and graduate. By default, Campus Cafe will only consider the graduate enrollments when running a degree audit for the student’s graduate program.

This can be overridden to allow class enrollments from other levels. (Note that degree levels are not the same as degree audit requirement levels.)

To configure the system Campus Cafe to consider multiple degree levels, set Custom Control DA_LEVELS, Sequence 1, Parameter 1 to ‘Y’.

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If an enrollment should be met by level 1 and 5 enrollments, this field should contain ‘1 5’. Therefore regardless of whether the current degree is a level 1 or 5, the requirement would look at enrollments of either of these levels as well as the students’ current degree level. For example, If you have a student whose current degree level is 2, and has a level 2 enrollment that meets the requirement, it would be satisfied since the students current degree level is assumed to satisfy any requirements for the degree audit. 

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Audit (Catalog)

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year

The degree audit finds the student’s current degree row and retrieves the student's degree audit (catalog) semester and major. 

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However, note that if if a single new requirement with a new semester is created, the system will view that one change as the entire curriculum for the major. For example, your general education program requires 6 credits in advanced spaceship engineering in the audit (catalog) year fall 2015. The next year, the institution changes the requirement to 3 credits of basic spaceship engineering and 3 credits of advanced spaceship engineering. You create a new requirement to hold the 3 credits of basic spaceship engineering and a new requirement to hold the 3 (down from 6) credits of advanced spaceship engineering tied to the fall 2016 semester. Campus Cafe will now view these two requirements as the student's entire curriculum if the student's audit (catalog) semester is fall 2016 or later.

Creating Degree Audit Requirements

The degree audits setup consists of categories, requirements, groups (specific classes that define a requirement), cross references (equivalent courses) and comments to display on the audit.

Categories

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Categories

Categories are broad buckets of requirements. For example, a degree may have major requirements, general education requirements and free electives.

To create categories

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Create category

1. Go to Admin > STParms STParm.

2. In the Parameter Code box enter RPCTSR.

3. In the Parameter Value box enter a code for the group (the categories will show on the degree audit in alphabetical or numerical order of these codes). For example, you may enter an M for major requirements; G for general education requirements and X for electives.

4. Click Add.

5. In the Description box enter the description to show on the degree audit. For example, Major Requirements, General Education or Free Electives.

6. Click SaveWait overnight for the server cache to clear or run the Refresh Data Cache by navigating .

7. Go to Admin > Refresh Data Cache > reload data.

Requirements

Requirements are the top-most requirements for the degree. For example, a specific course may be required or the student may be able to select from a basket of courses to fulfill the requirement.

Requirements are defined at four levels:

• Level 1 – specific requirements (i.e. EN101 meaning the student must have enrolled with a passing grade in EN101)

• Level 2 – enrollments fitting into a program (initial prefix of a course – i.e. program BIO which is defined as enrollments like BIO101, BIO102, etc.)

• Level 3 – enrollments fitting into an arbitrary group (i.e. – group HUM defined in the group as HUM101, HUM102 and HUM198)

• Level 4 – free electives – any passing grade enrollment not used by another prior requirement

Create a requirement:

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the student may be able to select from a basket of courses to fulfill the requirement.

Create requirement

1. Go to Registrar > Degree Audit Maintenance.

2. Click Requirements.

3. Click Submit

4. Click Add Record

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1. .

2. Click Add Record.

Major: The academic program for which this is a requirement.

Semester: This indicates the The degree audit semester to which the requirements apply. The When a degree audit is run, Campus Cafe looks at the audit semester from on the student’s current degree is used to link to this table. If an exact match for the degree audit semester is not found then the next highest semester found in the table will be is used. The semester must be active in Registration Control for it to appear.

Requirement Number: This indicates all requirements with this number are part of a requirement set. Each set has a sequence number of 0 defined as the “master requirement” and can also have 998 additional sequence numbers as necessary to complete the requirement set. Up to 999 requirement sets can be entered.

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Requirement: This is the code for the requirement set.  If Level 1 this would be a course number. If level 2, it would be a subject code.  If level 3, it would be a code for a user-defined group you created, and if 4, it would be electives. 

Level Group: This indicates the type of match that will satisfy a requirement. The level is specified in master requirement (sequence number=0).  The remaining records in the set (requirement number = master record requirement number and sequence number > 0) detail the course information that if met will satisfy the requirements. 

• Level 1 – specific requirements (i.e. EN101 meaning the student must have enrolled with a passing grade in EN101)Level 2 – : specific course requirement. For example, the student must take and pass English 101.

• Level 2: course enrollments fitting into a program (initial prefix of a course – i.e. program BIO which is defined as enrollments like BIO101, BIO102, etc.)Level 3 – enrollments fitting into an arbitrary group (i.e. – group HUM defined in the group as based on the course’s subject. For example, any biology course.

• Level 3: course enrollments in an arbitrary group For example, the group HUM requires HUM101, HUM102 and HUM198).

• Level 4 – : free electives – any passing grade enrollment not used by another prior requirement. This is essentially a catch all.

This level is not to be confused with the degree level found in the degree and enrollment.

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Sched Sub Sem 1-6: Not in use

Example

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requirement setups

When a requirement is specified, there are implied AND and ORS depending on the specification.

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The below example assumes that BIO 101 and BIO 102 are both 3-credit courses. The below requirement requires 6 credits thereforce therefore there is an implied AND because students must take both classes to fulfill the requirement to reach 6 credits.

Copy

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requirements

Campus Cafe provides the ability to copy requirements from one catalog year to another.

To copy all requirements or select requirements

1. Navigate Go to Registrar > Degree Audit Maintenance.

2. Click Requirements.

3. Click Submit.

4. Click Copy Requirements.

5. In the Source Major drop down select the major to copy (Note: to copy all majors, do not select a major and instead use the Copy All Majors Button)

6. In the Source Semester drop down select the semester to copy from.

7. In the Req # box optionally enter the requirement number to copy; leave blank to copy all requirements.

8. In the Cat Sort box optionally enter the category to copy; leave blank to copy all requirements.

9. In the Destination Major drop down Major select the major to copy the requirements to.

10. In the Destination Semester drop down select the semester to copy the requirements to.

11. In the Req # box optionally enter the requirement number to copy the requirements to; leave blank to copy all requirements.

12. In the Cat Sort box optionally enter the category to copy the requirements to ; leave blank to copy all requirements,

13. Click Copy,

Delete

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requirement

1. Navigate G to Registrar > Degree Audit Maintenance.

2. Click Requirements.

3. Next to the requirement(s) to delete, check select the box.

4. Click the Delete Selected buttonClick Delete to confirm the deletion.

Groups

Requirements set to level 3 will select from a defined basket of courses. An example may include a general education category for which the courses that fulfill the requirement do not follow a pattern.

Create a group

1. Navigate Go to Registrar > Degree Audit Maintenance.

2. Click Groups.

3. Click New Record.

• Grouping: Enter the Requirement code

• Semester: 

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• The degree audit semester to which the requirements apply.

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• When a degree audit is run, Campus Cafe looks at the audit semester

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• on the student’s current degree

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• . If an exact match for the degree audit semester is not found then the next highest semester found

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• is used.

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• The semester must be active in Registration Control for it to appear.

• Description: This description is printed in on the degree audit.

• Course Number: Enter the course code exactly as it appears in the catalog

Copy

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groups

Campus Cafe provides the ability to copy a group from one catalog year to another. The copy works by single group only and does not support copying multiple groups at once.

To copy all groups or select requirements

1. Navigate Go to Registrar > Degree Audit Maintenance.

2. Click Groups.

3. Click Copy Group.

4. In the Source Group box enter the group to copy.

5. In the Source Semester drop down select the semester to copy from.

6. In the Source Group box enter the group to copy the group to.

7. In the Destination Group box Group enter the group to copy to (typically the same as the source).

8. In the Destination Semester drop down select the semester to copy to.

9. Click Submit.

Delete

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group

1. Navigate Go to Registrar > Degree Audit Maintenance.

2. Click Groups.

3. Next to the group(s) to delete, check select the box.

4. Click the Delete Selected button

5. Click Delete to confirm the deletion

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Cross references

If two courses are equivalent, you can specify each course individually during the requirement and/or group setup. Alternatively, you can specify that one course should always be treated as an equivalent to another. For example, you may have a Level I requirement that specifies the student take the course PIE101. You can leverage cross references to inform that system that DES102 is equivalent to PIE101 and fulfills any requirement that calls for PIE101.

Create

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cross reference

1. Navigate Go to Registrar > Degree Audit Maintenance.

2. Click Cross Reference.

3. Click New Record.

4. In the Course Num box enter the course code (e.g. PIE101) that is equivalent to another.

5. In the Start Semester drop down select the semester this equivalency became effective.

6. In the End Semester drop down select the semester this equivalency ended.

7. In the Req Course Number box enter the equivalent course code (e.g. DES102).

8. In the Req Credits enter the credits for the course.

9. Click Create.

10. If the opposite equivalent is true (e.g. DES102 is equal to PIE101) you must build a reciprocal rule by following the above directions. Place DES102 in the Course Num box and PIE101 in the Req Course Numb box.

11. The equivalent will become effective after the server restarts, which occurs automatically each evening.

Comments

Comments will show on the degree audit to add contextual information about the curriculum.

Create comment

1. Navigate Go to Registrar > Degree Audit Maintenance.

2. Click Comments.

3. Click New Record.

Semester: This indicates the degree audit semester to which the requirements apply.  The audit semester from the student’s current degree is used to link to this table.  If an exact match for the degree audit semester is not found then the next highest semester found in the table will be used.

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