DegreeAudit

1. DegreeAudit Kingsborough Community College October 2004

2. OPENING REMARKS • Thanks for participating in this pilot project • Introduction of Team Members and their role in project • Background: • Project began with a St. Patrick’s Day (March 17) kickoff meeting • DegreeWorks is a software package from SunGard Bi-Tech • Product is used at Brooklyn and LaGuardia; Baruch is in implementation mode • Will become standard for University, with Bronx colleges now joining

3. WHAT IS DEGREE AUDIT? The DegreeAudit transcribes the student’s academic and course history, as reflected on the student’s SIMS transcript, against the degree requirements as defined in the 2002-2004 College Catalog. The results are then made available on the web for viewing.

4. WHAT HAS BEEN THE PROCESS? • Bridge Extracts – programs that read the SIMS database and load the extracts into the DA database • Scribing, 2002-2004 Catalog – coding and storing specific degree requirements • Blocks – specific sections of the audit • Rules and Qualifiers – e.g., MIN RES • UCX Tables – tables, such as grades

5. HOW HAS THIS BEEN TESTED? • The registrars reviewed samples of students with 30 credits; rescribed • Reviewed the June 2004 graduating class; rescribed • Reviewed the August 2004 graduating class; rescribed • Each rescribing gave us better results through refinement of rules; @20% of population reviewed • However, the same eyes are looking at the same information; need for new perspectives

6. NEXT STEPS • Your assistance in piloting and further refining tool • Will be using by Graduation Auditor for FA04 candidates • Roll out to larger campus community, including students by Fall 2005 • Scribing of new degree requirements from 2004-2005 Catalog

7. SIGNON • SIMS User ID – your initials and department affiliation (5 bytes) • PASSWORD – first 6 digits of your social security number • In the future, additional users will get accounts from Computer Services

8. What is URL • http://brighton.cc.kingsborough.edu/dgwprod/ • Recommend you bookmark the web address • “Add to Favorites” • If you see that the audit is not fully visible, you may need to change the resolution of your monitor; refer to handout • For a better quality printout it’s best to change the browser setting; refer to handout

9. INTRODUCTORY PAGE • Review all items: • Help, Print, Log Out • Find, Student ID, Name, Degree, Major, Level (admission code), Last Audit Date, Last Refresh Date

10. ACCESSING A STUDENT • Remember that your “source” for information is SIMS; verify ss# with student or on SIMS • Enter student ID with no spaces or dashes • Hit “ENTER” • Verify student’s name • Note date (far-right) system “Refreshed” • Left-click “View Audit”

11. WHAT ARE THE VARIOUS COMPONENTS OF THE AUDIT SCREEN? • Legend • Student Demographics • Degree Requirements (summation) • College • Major Requirements • Concentration Requirements (if applicable, a default has been chosen) • Group • CPI • Electives • Courses Not Successfully Completed/Developmental • Notes (available on registrars screen only) • Disclaimer REVIEW COMMENTS AND REMARKS

12. CONCENTRATIONS • Effective this fall, we will request students to declare their major; new form available • Majors with concentrations have a default, based upon most common choice • For other concentrations, need to use “What-If” option

13. WHAT-IF AUDIT • Explanation • Choose WHAT-IF button • Be sure you choose a degree, major and/or concentration that exist • This is a temporary audit and is not saved; therefore, if important to you/student, print it

14. LEGEND

15. STUDENT INFORMATION

16. DEGREE IN … • PROXY ADVICE, NONCOURSE(S),

17. COLLEGE REQUIREMENTS • RULE COMPLETE

18. MAJOR IN … • Requirements can be displayed as Credits/Classes; most are classes • MINGPA/MINGRADE (Nursing)

19. CONCENTRATION IN …

20. GROUP REQUIREMENT

21. CPI (MADDIE) • Exclusive

22. ELECTIVE CREDITS

23. COURSES NOT SUCCESSFULLY COMPLETED/DEVELOPMENTAL

24. IN-PROGRESS

25. DISCLAIMER

26. SPECIAL ISSUES • Forgiveness Grades – will be applied appropriately; displayed with asterisk before grade • Old Courses – if SIMS tracks this information, DA will as well; if a courses does not appear, contact Evening Studies • Old Transfer Courses – Some courses still do not have a five digit number and therefore, may not appear correctly; see above • Cross-Listed Courses – They have been accounted for; if a specific requirement is stated, e.g., BA60, only that specific course will be applied and the CP11 will appear as not counted • F-Repeat Courses – All incidents of the course will appear together so that you can view the student’s history in that course

27. Special Features • Colon – reflects a range, e.g., MAT 7:56 • @ - wild card; refers to “all”, e.g., MAT@, any Math course, MAT 03@, any Math from 03000 to 03900

28. CHOOSING A MAJOR • Non-Degree – You must use the “What-If” option, based upon the student’s intent • Pre-Nursing (038) – This will appear as a major because it has its own curriculum code; only those courses required for acceptance in clinical component are listed

29. REPORTING A PROBLEM • Manual includes a form • Include sample audit; we may not be able to recreate the situation otherwise • Contact either Alam or Maddie

30. SAMPLE AUDITS • Forgiveness • Business (cross-listed course; concentration) • Math (hide from advice) • Biology (old course) • Waiver for any of the majors above • Liberal Arts – reiterate, work in progress (MIN AREAS, MIN SPREAD)