Samford University

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DegreeWorks Information

Special Note: The DegreeWorks Production environment will be upgraded the week of January 7-11, 2013.  The DegreeWorks link through the Samford Portal will be unavailable for most, if not all, of that week.  We will let advisors and students know when it is back up and running.

DW Access | DW Calendar | New Features in Recent DW Releases | Current Status & Latest News | Printing Tips
PDF Tutorials, Help, FAQs, Feedback, Contacts | Known Issues | Other/Additional Issues of Interest | Advising Docs |

DegreeWorks is a web-based tool to help students and advisors monitor progress toward degree completion. DegreeWorks looks at the degree requirements within the Samford University Catalog and the coursework completed to produce an easy-to-read audit. The audit is divided into block requirements of how courses taken or proposed count toward degree requirements. Checkboxes exist within each block to easily outline what courses and requirements are complete. DegreeWorks also allows students and their advisors to plan for future coursework.

 DegreeWorks Access

DegreeWorks Access is available via the Samford Portal:

1) Login to the Samford University Portal
2) Under the Home tab, scroll down to the bottom of the list of Quick Links.
3) Click on DegreeWorks. It will open a new window.

NOTE 1: Be sure to maintain the Portal connection. Logging out of the Portal while DegreeWorks is open will prevent further navigation within the program (i.e., jumping to the Student Education Planner, GPA Calc, etc.). NOTE 2: Access is available to all active students and selected advisors/faculty.

 DegreeWorks 2012 Calendar (dates subject to change)
2012
 

Processing electronic substitutions/exceptions for current and future graduation candidates as time permits

 
January 5-9, 2012
 

Upgrade to DegreeWorks, TEST version (DW 4.0.9)

TEST version only, won't impact PROD version available via the Portal

 
April 2, 2012
 

Early registration begins for Summer and Fall 2012;
Advising in the weeks before

DegreeWorks in Use

 
Summer 2012
 

FYI: Coding for 2012-13 program revisions, new programs, and catalog policy changes that impact DegreeWorks will begin

 
July 23-25, 2012
 

Upgrade to DegreeWorks, PROD version (DW 4.0.9)

DW Link via the Portal will be unavailable for a couple of days

 
November 5, 2012
 

Early registration begins for Jan Term and Spring 2013;
Advising in the weeks before

DegreeWorks in Use

 
September 2012
 

 Upgrade to DegreeWorks, TEST version (DW 4.1.0)
*Will eventually includes new Student Education Planner, but that piece not yet installed. 

TEST version only, won't impact PROD version available via the Portal

 
January 7-11, 2013
 

Upgrade to DegreeWorks, PROD version (DW 4.1.0)
*Will eventually includes new Student Education Planner, but that piece not yet installed.  

DW Link via the Portal will be unavailable for a couple of days    

Early/Mid-Spring 2013

1) Add Student Education Planner to DW 4.1.0 in DW TEST
2) Possible upgrade to DW 4.1.1

TEST version only, won't impact PROD version available via the Portal

Mid/Late-Spring 2013 1) Add Student Education Planner to DW 4.1.0 in DW PROD after testing in DW TEST
2) Possible upgrade to DW 4.1.1

DW Link via the Portal might be unavailable for a couple of days.  Don't know at this time.    

 

CourseLink Pop-Up in the Planner | Find/Search Window | Freeze Audit Feature | PDF Button | History Tab | Notes Tab | Planner Templates | DW Home Button

Here's an overview of the latest new, improved, or recently activated features in DegreeWorks:

COURSELINK POP-UP in the STUDENT EDUCATION PLANNER:

While the CourseLink pop-up works in the main Worksheet and the Student Education Planner (on right of split-screen). Under the term heading, a green arrow appears with the text, "More info on these classes." Clicking on that link will generate a CourseLink pop-up window showing the course descriptions and section times for every active course that's been entered for that term. However, keep the following in mind:

 If you enter text like “no classes” or some other kind of placeholder, you’ll get a pop-up window that displays an error (with red text), since there won’t be a Banner SCACRSE record to match it. 

  • If the course isn’t being offered that term, it WILL appear in the pop-up—it just won’t display any section info. (Important: Don’t assume that seeing the course description in the pop-up window means the course is being offered that term, since it’s simply pulling the default catalog entry.  If you DON’T see any section info, the course is probably NOT being offered that term.)
  • If you don’t plug in a specific term, you’ll get the default course info (i.e, description, course attributes) PLUS enrollment info for sections in any active, upcoming term, but not for current or past terms (like Fall 2011).
  • You shouldn’t see any section info for future terms like Summer or Fall 2012 since those courses haven’t been built yet (and/or haven’t been turned on for viewing).  You would still see the default catalog entry, however.
  • If you have a plan built way into the future (2013, 2014, etc.), again, you’ll get the basic course catalog info, but no section detail.  However, be warned:  The presence of basic course info for the future (i.e., 2013) doesn’t necessarily mean that the course in question will indeed be offered in that particular future term/year.
  • If the course is no longer active (i.e., discontinued), it either won’t appear at all, will generate an error screen, or will only provide the old course title in the pop-up screen. Unfortunately, it won’t come right out and tell you, “Sorry, this class is no longer offered.”  We can’t have everything.
  • This collective CourseLink pop-up info can be printed, if desired, as part of the plan process.

 FIND/SEARCH WINDOW:

  • Four search parameters have been added. In the left hand column: Academic Year (aka Catalog Year). In the new right-hand column: Sport, Academic Standing, and Student Attribute. (The Find/Search window is now bigger to accommodate those new fields.)
  • You can also now search on multiple parameters: Major, Minor, Concentration, College, Student Type, and Student Attribute. As you select parameters, they will populate the "Chosen Repeatable Search Criteria" box. Click on an item in the box to remove it if you change your mind or chose it in error.
  • The additional search fields were added as a result of DegreeWorks' customer requests. These requests include:
    • The Academic Year search field allows you to narrow a search down by students under a specific catalog.
    • The Sport search field goes hand-in-hand with the brand new Athletic Eligibility Audit (for assistance with NCAA certification; new in the DW 4.0.7 upgrade). While we don't have all the pieces in place yet to fully activate that feature (we'll be working on that over the next few months), now at least we can look at all student-athletes participating in a specific sport in a single DegreeWorks session--without having to enter student IDs or search on individual names.
    • The Academic Standing search field was added in part because of its relation to athletic eligibility but also in part to help schools find and assess at-risk students.
    • The Student Attribute search field has been on the wish list of many DegreeWorks customers for quite some time. Banner student attributes are sometimes the only way to tag and track a student subgroup and having the ability now to search on attributes will be a timesaver for many advisors.

    NOTE: The multiple selections you choose must apply to a student population or you won't get any results. For example, if you choose English major and Chemistry minor, the results generated will be only those students who are BOTH English majors AND Chemistry minors. You won't get ALL English majors and ALL Chemistry minors. The more criteria you select, the more you narrow down the possibilities, and the smaller your batch of results.

 FREEZE AUDIT FEATURE:  

  • Advisors now have the ability to "freeze" and "name" an audit. We advise you to please do this sparingly and only as needed--not every single time you access or process a new audit for an individual student. Otherwise, we could build up a lot of frozen audits on the server. However, although advisors can't delete audits, they can "unfreeze" an audit they originally froze (after accessing it from the History tab), so that's an option. NOTE: Audits take up server space. That's why we limit the saving of historical audits to three per student, per academic program. Once a new audit is generated, the oldest one is automatically dropped and purged. As noted below (under HISTORY TAB), frozen audits don't automatically get deleted--we must manually delete them or unfreeze them (so that they can eventually be purged). If we froze an audit every time we reviewed it, we could potentially run out of server space. That's also why the new Save as PDF button may be an advisor's best friend. For more on that, read the next item.
  • Only the Student Records staff can delete an audit (frozen or non-frozen). Under the History tab, if an audit has been frozen, you will see it listed in the drop down box with the description that was given, if any. (If freezing an audit, please give it a description, if possible. Otherwise, it won't be easily understood for what purpose it was frozen.) See the HISTORY TAB below for more information.

    What's the purpose of freezing audits?
    Again, this new feature was created in part to go with the new Athletic Eligibility Audit--so that we can capture in time audits at the time of certification. But it will also be a great tool for when we do grad checks, once a degree has been awarded, after an exception has been entered (especially if it's complex), or perhaps at a crucial advising session with the student. NOTE: You can freeze and unfreeze current audits under the Worksheet tab and historical audits under the History tab. You cannot freeze a What-If or Look Ahead audit, or any audit seen in the Planner.

    NOTE: Audits can be generated manually or automatically. They are manually created when the advisor clicks on the Process New button (often after clicking the Refresh button as well, which brings in updated data from Banner). This may be necessary if the student has just added/dropped a class and the advisor needs to see how the schedule adjustment impacts the degree audit. Otherwise, overnight extracts look for updated data on each student in the DegreeWorks database. If anything has changed--major, grade added or changed, course add/drop, etc.--then an audit is automatically generated as part of the overnight process. That's why you might see a new audit every day for a student during the grading period (as grades trickle in over the course of a week), but after all grades are in, the audit might not be updated for months if no change in Banner prompts an automatic update. Also, as we scribe (code) the blocks behind the scenes, if we make adjustments or corrections to a particular block, we run batch audits for all students in that program so that their audits will reflect the updated coding as soon as possible.

PDF BUTTON:
Advisors and students now have the ability to save an audit as a PDF file. This file can then be saved on the hard drive or printed. And, when printed, it will produce a much easier-to-read copy than the current default print option (no more tiny print!). Here are a few tips for using the PDF button feature:

  • First, be patient. It takes a few seconds for the PDF view to be generated.
  • Although visible in color, it's actually a fairly toner-friendly option. The print is much larger than the default print option available in the Web view, and we have incorporated some, though not all, of the customizations seen in the Web audit. (We opted not to include every adjustment to keep the file easier to maintain.)
  • If choosing an older audit from the History tab and then clicking on Save as PDF, you will get a PDF that matches THAT particular audit.
  • When using the What-If feature, choose your parameters first (catalog year, degree, major, minor,etc.), THEN click on the Save as PDF button. If you choose "Process What-If" first, the PDF button disappears and you lose the ability to save it in that format.
  • The Save as PDF button is not available when using the Look Ahead menu option or the Planner.

 HISTORY TAB:
This feature was activated for all advisors.

  • The settings we have in place will hold up to three audits for a given program. If the student was Pre-Business before declaring Accounting as a major, for example, the drop down list will hold three audits for Pre-Business and three for Accounting.
  • However, with the new "freeze audit" feature, that means that frozen audits will remain available in the list of drop down choices--along with three audits for that program. That's why we suggest caution when using this feature. Remember that you can "unfreeze" an audit and it will eventually be purged. If you need a frozen audit to be deleted, please contact Student Records.

NOTES TAB:
This feature was activated fully for all advisors.

  • We recently activated the ability for advisors to modify and delete their own notes. So now if you make a mistake, or discover an old note is no longer appropriate, you can delete it. We suggest you leave most (if not all) notes for historical purposes, but we understand that you sometimes need to be able to make changes or delete a note completely.
  • Remember that you can use the list of predefined text options, but can also modify them once they are placed into the text box.
  • A new feature in the latest upgrade allows you to run a new audit FROM THE NOTE SCREEN before returning to the Worksheet. Otherwise, after returning to the Worksheet, you'll have to click Process New to see the new note.
  • FYI: Notes that are attached to the Student Education Plan (SEP) are visible only in the Plan and not in the regular audit (if you use Notes Mode vs. Calendar Mode). Unfortunately, at this time, SEPs for students who change majors are disconnected (since they are tied to the student's degree). Keep this in mind when adding notes in the Plan. If you want them to remain visible to the student regardless of major, use the regular Notes Tab instead of the notes block in the SEP. (This will not be necessary when the new Student Education Planner is released next year, but upgrade/implementation of that feature won't be done until Summer 2012, at the earliest.)

PLANNER TEMPLATES:
This feature was activated for all advisors. Now one can create and save Planner Templates, then use those templates for other students. Some of you may not need or want to use this feature, but others may find it very helpful. To create a new template, do the following:

  • Click on Templates under the Planner tab.
  • Click on Search. Above the blue bar will appear the option to "Select a plan template to edit."
  • Click on the arrow and choose "Add new template" (As more and more templates are created, more options will appear in this drop down box.)
  • Choose Notes Mode or Calendar Mode and then click Load.
  • Choose the parameters for the template you want to create (be as specific or as general as you need or want), provide a description, and begin filling in the blanks. Use the buttons at the bottom to undo changes, delete, clear, or save the template.
  • DegreeWorks will automatically assign it a number (i.e., T0012345). However, if you provide a good description (i.e., ENGL Maj_2011-12), that will make it easier to locate when later searching for a template.

To apply a template to an existing student:

  • Click on the Planner tab
  • Under Student Educational Planner, click on "Load in a pre-defined plan" and then click Search. (Keep in mind that certain parameters will be pre-plugged in--based on the student whose audit you're reviewing--so wipe them out or change them if the template you're searching for uses different parameters.)
  • Choose the desired plan and click "Load into my plan."
  • Save the plan as is, or modify it and save. Rename, if desired, to be specific for the student. Any changes you make to the plan after loading the template are unique for that plan for that student. The next time you access that template, it will be as it was originally created. Of course, you can still edit the original template. Just follow the steps above for creating a template, pull up the template you created, and then edit and re-save. 
  • If you want to apply a template to multiple students--or to an entire batch of students--that can be done only by Student Records. We have the ability to apply a template to a batch of students for a specific degree, major, catalog year, etc. However, we haven't fully tested this yet, so if you want to give this a try, please contact Jane Leask to work with her on this project. Once we know it's successful in the DW TEST environment, we can do it in production.

    NOTE: A PDF tutorial with screen shots on how to create and apply planner templates is in development. The current tutorial touches upon that subject, but doesn't go in depth.

          FYI: The staff at SGHE has promised for awhile that they will completely update the Student Education Planner. That's probably still a year away from happening, but know that they are indeed aware of some of the limitations of the current planner and have plans to improve it.

DW HOME BUTTON:
Some of you may have noticed that the SU Portal button was no longer needed now that you are accessing DegreeWorks via the Portal. We've now changed that link to read DW Home and clicking on it will take you to THIS page. This eliminates the problem of the SU Portal link causing an error and kicking you out of the Portal altogether.

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 DegreeWorks: Current Status & Latest News (5/27/11)
 

Student Access | Catalog Years | Substitutions/Exceptions | Grad Check Process

 STUDENT ACCESS:
All active Samford students--undergraduates and graduate students--have the DegreeWorks link available via the Portal. (Law students may have access, but do not have programs coded in DegreeWorks.)

CATALOG YEARS:
DegreeWorks was coded beginning with the 2008-09 catalog for all undergraduate programs and most graduate programs. Coding to match the current catalog information (2012-2013) is underway. NOTE: Some students graduating Fall 2011 or Spring 2012 may fall under a catalog prior to 2008-09. In those cases, a DegreeWorks audit might not match the requirements as seen in the print catalog (or department checklist) for the catalog year under which they are matriculating.

SUBSTITUTIONS/EXCEPTIONS:
Please keep the following in mind with regards to substitutions, waivers, and exceptions:

  • Substitution/equivalency forms--or documentation/e-mails from instructors, advisors, or deans regarding exceptions and waivers--will be accepted throughout a student's matriculation. They can be applied towards any component of a student's program--core, general education, major, minor, etc., as long as the proper approval has been secured.
  • Typically, substitutions/exceptions are filed and applied to the student's degree review during the grad check process.
  • In DegreeWorks, IF the substitution/exception can be applied electronically, it will be applied only if the student has declared an official degree-seeking major or when the "grad check" process is started. Why is that? In DegreeWorks, exceptions are often "lost" or "unhooked" when a student changes majors, thereby requiring the exception to be entered a second time. While that can't be completely avoided, exceptions will typically NOT be added if the student is in a pre-professional or undeclared major. If it's helpful to document a "pending" substitution/exception, advisors can add a "Note" to the degree audit. Notes remain attached to the student's audit even if the major has changed. 
  • In some cases, DW coding limitations prevent accurate application of the exception. In those cases, the process is manual and won't be reflected electronically. Again, this is another situation where the "Notes" feature can be used, if desired, to document the substitution.
  • In short, "electronic" application of substitutions/exceptions is not guaranteed. They WILL BE applied, however, during the "grad check" process, even if not visible in the audit.

GRAD CHECK PROCESS:
The "Grad Check" process reviews and incorporates a combination of items:

  1. DegreeWorks audit
  2. Advisor review and verification of student's major and degree requirements
  3. Application of substitutions, exceptions, waivers, etc. (Official signed documentation may be required, such as the Substitution/Equivalence Form)
  4. Review of convocation requirements
  5. Transcripts received from other institutions if the student took transient coursework elsewhere

Programs that have NOT been coded in DegreeWorks:
Law, Joint Degree Graduate Programs, Graduate Certificate Programs

Programs that HAVE been coded in DegreeWorks but which are not yet set up with unique requirements
(Basic coding for these programs currently mirrors that for Undergraduate Undeclared majors, but program codes recently changed, so users may still get the 4235 error message):
Pre-Engineering, Undeclared Pre-Law, Undeclared Pre-Professional Health Programs (Pre-Dental, Pre-Medicine, Pre-Optometry, Pre-Veterinary) If advisors for these programs wish to have a more unique program coded, please contact Jane Leask. If you still get the 4235 error message, use the What-If feature until the coding has been updated.

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 Printing Tips in DegreeWorks (added 10/19/11)

DegreeWorks Printing Tips While you can certainly print from any Web view in DegreeWorks, the default is typically a page with very small print OR....if printing from the Student Education Planner...wastes a lot of paper! Here are some tips to get a better result.

Can I make the text larger on the Web page? If so, will the page I print be larger text?

  • Unfortunately, the option to change the text size in Windows Internet Explorer doesn't translate to the Web view of DegreeWorks. Adjusting the text size makes no difference on the final printed page. Choose the PDF option below for your best bet. (Note: I don't know how the printed page looks in other browsers such as Firefox, Safari, or Google Chrome. If you know of a browser option that DOES allow you to generate a DW printed page with larger text, please let us know!)

How to use the PDF button to get a better print result

  • The Save as PDF button works in most--but not all--pages within DegreeWorks. It doesn't work in the Look Ahead menu option or the Student Education Planner. In those cases, you need to use the default print option.

Here are some additional tips on using the PDF button feature:

  • First, be patient. It takes a few seconds for the PDF view to be generated.
  • Although visible in color, it's actually a fairly toner-friendly option. The print is much larger than the default print option available in the Web view, and we have incorporated some, though not all, of the customizations seen in the Web audit. (We opted not to include every adjustment to keep the file easier to maintain.)
  • If choosing an older audit from the History tab and then clicking on Save as PDF, you will get a PDF that matches THAT particular audit.
  • When using the What-If feature, choose your parameters first (catalog year, degree, major, minor, etc.), THEN click on the Save as PDF button. If you choose "Process What-If" first, the PDF button disappears and you lose the ability to save it in that format.
  • But you don't have to print the PDF. You can save it to your hard drive if preferred.

How to print from the Student Education Planner without wasting paper

  • The format is what drives the print options: Edit vs. View (next to the Load button). Your best bet is to do the following:
    • Click View, then Load. Then click on the Print button (it doesn't matter if you choose the Print button on the blue bar or on the red tab--the result will be the same). You'll get the page with the planner data and nothing more.
     
  • FYI: If you print from the Edit format, you'll get multiple pages of blank planner grids. Not ideal, so avoid this if possible!
  • The Mode (Notes, Calendar, or Planned vs. Taken) can also impact the final printed page, but use whatever mode you prefer. Just remember to click View then Load before printing.

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 PDF Tutorials and Help/FAQ/Feedback Document Links

Tutorials and Help Documents (links below not active/current--will be fixed soon)

DegreeWorks Student Training Notes in Word or PDF
DegreeWorks Student Training Manual (w/screen shots) (coming soon)
DegreeWorks Advisor Training Manual in PDF (approx 1.7 MB) (will be updated soon with new screen shots)
Help Document (in progress, unfinished)
FAQs (in progress, unfinished)
Feedback (in progress, unfinished)
Temp link (but file not ready): SU-Credits file

Word and Excel Documents Requesting User Input (as you review/test DegreeWorks):

DW_Req4Input-FAQ.doc
DW_Req4Input-HELP.doc
DW_Req4Input-WebAudRev.xlsx

Any DegreeWorks questions should be sent to one of the following:

Jane Leask (jeleask@samford.edu)
Debbie Crowson (dkcrowso@samford.edu)
Michelle Joiner (mhjoiner@samford.edu)

Please contact Jane first, but if not available, please redirect your question to one of the others.

Here's a common question:

I've lost my DegreeWorks link via the Portal. How do I get it back?

If you still have the Quick Links tab, but the DegreeWorks link itself is missing (normally it sits at the bottom of the list), you should be able to get it back. Try adding the Quick Links tab a second time and if DegreeWorks now appears, you can delete the other, incomplete list of Quick Links. Here's how:

  • Click on Content Layout (it will be in tiny print near your name in the upper-left of the screen).
  • Add a new Channel
  • Choose “Other” then Go.  
  • Select “QuickLinks” under #2 and click “Add Channel” (on the far right).   You’ll probably now have two Quick Links boxes! 
  • Return to the Home Tab (tiny print, upper left hand corner again) and compare the two.  If you see DegreeWorks listed under the new one—great!  Just delete the old Quick Links entry (click on the X in the right hand corner of that box).

If that doesn't work, contact Jane to troubleshoot other possibilities.

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 Known DegreeWorks Issues (as of May 2011)

AP Credit | Dual Degrees| Advisees Pre-Load | F Grades in Major/Minor GPA | PHED Credit | Planner Glitches | Firefox Issue

AP Credit
Although AP credit is working well within most degree audits, in those blocks where a minimum grade qualifier in coded, AP credit (which is treated as Transfer credit w/P grades) was not being applied. It IS being applied, however, in blocks where the course is required and there is no minimum grade coded.

We have troubleshooted this issue with SGHE technical support, but a satisfactory result has not been reached. In the meantime, we've coded a work around that will allow AP credit to count. That's why some audit blocks will have two options for a course requirement: Ex: CRSE 1234 w/a min grade of C- OR AP Equivalent of CRSE 1234.


Dual Degrees Cannot be Combined in a Single Degree Audit
At this time, the DegreeWorks framework does not allow for dual degrees to be displayed in a single degree audit. Double majors can be displayed, but dual degrees are coded differently and their requirements cannot be combined. You'll need to run an audit for each degree separately (click the arrow under Degree to choose the second program) in order to see if the program requirements have been met.

Just a reminder:

  • A double-major is when the student pursues two majors within the same school AND degree. Students can double-major in Chemistry and Physics (both BS degrees) or English and History (both BA degrees), but cannot double-major in English and Family Studies (different schools) or Mathematics and German (different degrees). In DegreeWorks, for students pursuing a double-major, the General Education block that accompanies the primary major is the default.
  • A dual degree is when the student pursues two different degree/major tracks such as the BA-English and a BFA-Musical Theatre.
  • With a few exceptions, minors can be attached to almost ANY degree/major. See the catalog for the exceptions/restrictions.
  • Concentrations are major-dependent. While a DegreeWorks What-If scenario allows them to go with any major, in Banner they are restricted and students can only declare concentrations that go with the major they are pursuing.
  • Advisors' names for the separate programs may not appear (i.e., the advisor for the first program appears, but carries over when the second program is selected).
  • Students with multiple advisors may not see all advisor names on the main degree audit worksheet, but the additional advisors will typically appear on the Student Education Planner.
  • Potential advisors names will NOT appear in a What-If audit.
  • NOTE: It's been discovered that dual degrees under BA or BS--and if combining programs in the College of Arts & Sciences, School of the Arts, and/or the School of Education--actually ARE being combined into one audit. That's an accidental result of a setting preference. But the problem with the current view is that if the General Education blocks are different--depending on the major--the audit is not reflecting the differences (it might pull the Gen Ed block of the primary or secondary program, but nothing will tell which Gen Ed block is being pulled). Students pursuing dual degrees must meet the General Education Requirements set for EACH major. Steps are being taken to adjust the coding to make sure that each unique Gen Ed block is displayed and clearly identified. Until then, it's recommended that advisors run what-if audits on EACH unique program to get a more accurate assessment of the requirements.

List of Advisees Not Pre-Loading for Most Advisors
(THIS HAS BEEN FIXED. If you have advisees and don't see them, let us know, but this setting has been corrected and advisees should be pre-loading now for ALL advisors.)
Due to some quirks in the DegreeWorks settings, most advisors are NOT seeing their list of advisees pre-load upon login to the program (it works for only a handful of advisors who were set up under a special userclass, but we've been unable to duplicate the settings to make it work for ALL advisors). This is a known problem (other schools have experienced this as well) and we're in communication with SGHE technical support to discover the reason why. In the meantime, advisors can use the FIND icon to search for students by major, minor, degree, last name, etc. And advisors can always enter a Banner Student ID directly to bring up a student.


F Grades in Major/Minor GPA*
(THIS HAS BEEN FIXED. A recent DW Upgrade resolved the problem. However, if you believe that an insufficient grade of F* is NOT being calculated into the major or minor GPA like it should, please let us know.)
Although F grades should not be counting in the major or minor block (since they cannot satisfy a course/program requirement), F grades for courses that have NOT been repeated** should still be calculated into the overall major or minor GPA, in order to get an accurate major/minor GPA. At this time, DegreeWorks coding is not considering the F grades that have been pushed to the Insufficient block, even if the course was not repeated. We are currently troubleshooting this issue with SGHE technical support.

*This should also apply to D-, D, & D+ grades in those cases where such a grade does not meet minimum requirements for the program.

**NOTE: If a course was repeated AND if a course repeat form was processed, the original grade will be excluded from the student's GPA and the second instance will be retained. If no course repeat form was processed--or if the course is not eligible for the policy--the original grade remains and is calculated into the student's Samford and overall GPA along w/the newer grade.


PHED Credit Not Always Applying to General Education Physical Activity Requirement
(THIS HAS BEEN FIXED. However, if you discover a PHED course not applying when it clearly should, please let us know.)
At this time, this is working in most but not all audits. It will be obvious when the requirement in the Gen Ed block remains unmet, but another PHED activity course is clearly applicable (but has fallen into the Gen Elective block). We're in the process of checking this to see if it's a problem with our coding or a defect in the software.

FYI: Sometimes you'll see PHED activity courses in the Insufficient block, even when they have a passing grade. In those cases, the course was manually excluded because the student has maxed out the number of PHED activity courses applicable to his/her major. While most programs allow a total of four (4) PE credits (two in Gen Ed and two in Gen Electives), some programs have less or no room for PE credits. In those cases, excess PHED credits have been manually excluded so that they don't skew the number of credits that are applying to the overall degree. For more on varsity and PHED credits and how they apply, click here.


Student Education Planner Glitches
(THIS HAS BEEN FIXED. A recent DW Upgrade resolved the problem. However, if you do encounter problems like this again, let us know. But be sure to tell us which operating system, browser, and platform/gadget you are using.)
There is a known issue of DegreeWorks popping up an error message and shutting down completely after the user accidentally drags and drops a course in the Student Education Planner to anything other than a blank course field. This should be corrected in the upcoming DegreeWorks upgrade (scheduled for approximately mid-May 2010). Until then, please be careful when using this feature, or type the detail in the blank course field instead of using the drag and drop feature.


Firefox Issues
(THIS HAS BEEN FIXED. A recent DW Upgrade resolved the problem.)

There is a known issue with the latest Firefox browser and the current version of DegreeWorks that we are running. Most, if not all, issues should be resolved when we upgrade to the next version of DegreeWorks (scheduled for approximately mid-May 2010).

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 Other/Additional Issues that are DegreeWorks Related (as of May 2011)

General Electives | Student Education Planner

General Electives
General Electives credit for most programs has been increased by 12 credits (4 in some cases) to allow for the inclusion of language 101, 102, & 201. While the General Education Requirements for most degrees include a section for language with a credit range of 4-16, students often test out of the lower level languages depending on scores earned on the AP, CLEP, or Samford Language Placement test. Coding in the Gen Ed block only looks for the 4-credit course that signifies completion of a language at the 202, 203, or higher level. (For programs that only require language through 102, coding looks for the 102 or higher level course.) As a result, any credit earned for language 101, 102, and 201 was not being retained in the Gen Ed block and fell to the General Electives block for that program. If no General Electives block existed, the courses fell to the Fallthrough block. When the courses fell into the General Electives block, however, they often indicated that the block requirements were closer to being satisfied than they really were. To more accurately display where those lower level language credits will fall in a DegreeWorks audit, we've increased the credit range--where applicable--to allow for the inclusion of up to 12 hours of lower level language (or 4 hours, in selected programs). The degree tables in the 2010-11 print catalog have likewise been adjusted.

A statement has been included in the General Electives block which addresses this:

General elective credits vary by degree. The addition of a minor or cognate will reduce the number of general elective credits required for this program. Please note, however, that credits for the minor will also appear in this block. The addition of a second minor, major, or degree will waive the general electives requirement. For students pursuing dual degrees, the requirement line may remain visible. NOTE ON CREDITS: General elective credits in this degree audit may have been increased to allow for the inclusion/display of language 101, 102, &/or 201, if applicable to the student's program. Students who test out of UCCA 101 may need to complete an additional four general elective credits to meet the minimum overall hours required for their degree.

As you can see, this statement also addresses UCCA 101, which is also often bypassed when a student has scored high enough to place into UCCA 102. However, credit ranges under General Electives have NOT been adjusted to allow for these four additional hours, in part because if UCCA 101 is indeed completed, it remains in the Core Curriculum block.

Students and advisors should be aware that any time a student scores high enough to place into a higher level course, additional credits MAY be required to complete the minimum specified for the degree. Be sure to consult the Student Information block at the top of an audit to see how many hours the student has completed/passed.


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