About degree audit substitutions and waivers

Your institution may allow a student to use a class to fulfill a requirement for which the class does not typically fulfill. This is often known as a curriculum substitution or modification.

You may also waive a requirement for a student or exclude a class altogether from the degree audit.

Campus Cafe accommodates student-specific substitutions, waivers and exclusions.

Prerequisites

• Configure the degree audit.

• Configure which majors may be run for a what if.

• Student has a degree audit semester.

• At least one grade in quality points is selected as a waiver grade.

Required permissions

Substitutions

Campus Cafe supports indicating that  one course will substitute for a required course. For example, you may allow a student with extenuating circumstances to use The Study of the Diplomat class in lieu of the required The Politics of the United Nations class.

A course may override only one requirement.

Find the requirement to override:

1. Go to Registrar > Degree Audit.

2. Click Requirements.

3. Click Submit.

4. In the Requirement column locate the requirement you plan to override.

Open

In the boxes are two requirements, SPY101 and SPY108. You’ll need these codes for the next step.

Override a student requirement with specific course enrollment

1. Go to the student’s profile.

2. Click Student Degree.

3. Click Enrollment History.

4. Next to the course that will fulfill the requirement, click the pencil.

5. Degree Audit: Substitution For Degree Audit Requirement select the Degree Audit Level that tells Campus Cafe what kind of requirement you’re overriding for this student.

   • Level 1: specific course requirement. For example, the student must take and pass English 101 and you’re allowing them to use English 404 instead.

   • Level 2: course enrollments fitting into a program based on the course’s subject. For example, any biology course and you’re allowing a student to take any SCI course instead.

   • Level 3: course enrollments in an arbitrary group For example, the group HUM requires HUM101, HUM102 and HUM198. You’re allowing the student to use a class not on the defined list.

   • Level 4: free electives – any passing grade enrollment not used by another prior requirement. This is essentially a catch all. You’re allowing the student to take a class that wouldn’t normally fall into this category.

6. In Requirement enter the Requirement code the class will fulfill.

7. Click Save.

Open

In this example, the student is required to take a specific course (degree audit level 1), which has the requirement code SPY108. As such, in the audit level, we’ve selected Level 1 and in Requirement entered SPY108 to tell Campus Cafe to count this course enrollment toward the SPY108 requirement. Note, your requirement may be the course code or something else depending on your configuration.

Waivers

You may choose to waive a requirement entirely. A waiver can be accomplished by creating a dummy course in a dummy semester (although it could be a real semester and course) and enrolling the student in that course with a grade of WV (or the grade in the Quality Points with the Is Waiver and Earned boxes selected) and a credit amount of 0.00. 

To determine the number of credits to be used toward the requirement, the degree audit uses the course catalog (semester 999999) credits for the waiver enrollment. If the requirement is met (number of credits satisfy requirement) WAV for waived will appear in the Met? column on the degree audit. 

Create the dummy course

1. Go to Filters > Courses.

2. Click Add Course.

3. In Semester select Catalog Semester.

4. In Course Number enter a code to identify the course. For example, if you routinely waive the introductory math requirement, you might enter MTHWAV.

5. In Course Section enter 1.

6. Click Add.

7. On the Course tab in Course Title enter a way to identify this waiver. For example, if you routinely waive the introductory math requirement, you might enter Waiver of Intro Math Requirement.

8. On the Course tab in Credits/CEUs enter how many credits this will waive of the requirement. For example, if you routinely waive the 3-credit introductory math requirement, you might enter 3.

9. Click Save.

Hide waived classes from the transcript

By default, waived classes will appear on the transcript. Most institutions probably don’t want this so you can stop this from happening.

1. Go to Admin > Custom Control.

2. In Search enter RG350DB.

3. Next to Seq Number 77 click the pencil.

4. In Parameter Value 5 enter Y.

5. Click Save. The change becomes effective the next day.

Exclude class from degree audit

You can exclude a class a student took entirely from the degree audit. This removes the class from the degree audit but keep the course on the transcript.

1. Go to the student’s profile.

2. Click Student Degree.

3. Click Enrollment History.

4. Next to the course to exclude click the pencil.

5. Select Exclude From Degree Audit Box.

6. Click Save.