To save an audit, you can create a PDF of an audit to save or print for reference. To create a PDF, click on the print icon at the top of the audit.

To view prior audits, click on the “Historic Audit” search field to view prior audits. A handful of prior audits will be saved for a student. The “Historic Audit” list can be found below the Student Card and above the Degree Progress block.

To review a student’s course history, including transfer coursework, click on the three dots at the top of the audit.

You can find a legend of symbols at the bottom of the degree audit.

To search for a student:

• If you want to search by name, click on “Advanced Search”. Enter the student name in the appropriate fields. Press Search. Use the boxes to select the correct student and then press “Select”. Name search is based on preferred name. If you do not know the correct spelling, use the wild card search function with the “%” percentage symbol. Ex. student name: Nikki Ewuismylife — search options: Ni% Ewuismylife.
• If you know the numerical ID (00xxxxxx) for the student, type it into the “Search Field” and press “Enter”.

Defining a student group:

• Degree Works will provide a list of students that fulfill all of the parameters that you select.
• In the example below, Degree Works will search for undergraduate students in Social Work who have applied to graduate for Summer 2022.
• Select your parameters and click “Search”.
• The resulting search will provide a list of students that satisfy the parameters. You can use the checkboxes to select/unselect the students you want included.
• The list will be available for you select from using the drop down.

Group search tips: Some graduate and undergraduate programs have the same major code. The options for each of the fields will provide you ALL possible options.

Entering Exceptions

CAUTION! BEFORE YOU ENTER ANY EXCEPTIONS…

When you enter an “exception” on a student record, you are potentially changing the curriculum that has been approved by the Academic Senate. Depending on the exception and the number of exceptions, you could be raising questions about the integrity of your program.

Before you enter an exception:

• Consult with your department chair about any specific departmental practices or policies regarding exceptions to established curricula. Some departments have a committee process for making exceptions to curriculum, while others may have specific designees in the department. So make sure you have been granted the “authority” to make said exception.
• Note: Departments should not make exceptions to non-major/minor/certificate requirements.
• Ensure you document the reason/justification for the exception

If you find that you are entering the same exception a lot, it might be a sign that a curriculum change is needed. Please contact Academic Planning for additional information.

Types of Exceptions

As a faculty advisor, you have been given the capability to enter the following exceptions:

• Also Allow
• Apply Here
• Substitute

When you log on to Degree Works, you should see a link for “Exceptions” at the top of the page.

To Enter an Exception:

1. Click on the “Exceptions” tab.
2. Scroll to the Major/Minor/Certificate Block and the requirement that you want to adjust and click on the blue “+” plus symbol.
3. Click on the dropdown in the “Exception Type” field to select an Exception.
4. Select the exception you want to enter.

“Also Allow” Exception

The “Also Allow” exception allows you to allow a course to satisfy a specific requirement. 
This exception is useful when you want to designate electives that you have approved for the major. Ex. The requirement is “1 Course in ANTR 202.”

You want to allow the student to have the option of alternatively completing PSYC 202, you could use “Also Allow” to change the requirement to 1 Course in ANTR 201 or  PSYC 202.  The picture below is what the audit would look like after the exception has been entered.
This exception can be used before or after a student has taken the alternate course.

To create an “Also Allow” exception:

1. Select Also Allow from the exception types.
2. Enter the course you want to allow to meet the requirement. (If using a transfer course, enter the EWU equivalent–i.e. UNIV LEL).
   • The “With” fields can ben left blank unless you want to add additional qualifiers.
   • The “Description” field can be left blank.  Degree Works will auto-populate “Allow [course] to apply here” when you click the “Add Exception” button.
   • You should enter the reason/justification of the exception in the “Details” section.
   • Click “Add Exception”.

When you run another audit, you will see the exception applied at the requirement.

Hovering over the description will display the notes that were entered in the details field of the exception. Clicking on the description of the exception will bring you to the section of the audit where the exception has been applied.  Note: The enforced column will let you know if the exception has been applied.  If the enforced column indicates “No,” something is wrong and you should reach out to degreeaudit@ewu.edu for assistance.

“Apply Here” Exception

The “Apply Here” exception allows you to force a course to satisfy a specific requirement. 
It can be used in the same instances that you would use “Also Allow”, but “Apply Here” is particularly useful when you want a course to apply to a specific area or if a grade requirement is restricting the course from being applied. Ex. The requirement is “1 Course in FINC 474 or IBUS 474 with a C or better.”

The student took FINC 474, but earned a C-.  You could use APPLY HERE to force FINC 474 with a C- to satisfy the requirement. 
This exception can be used before a student has taken a course, but it is likely most useful when a student has registered for the course or has already taken the course.

To create an “Apply Here” exception:

1. Select “Apply Here” from the exception types.
2. Enter the course you want to allow to meet the requirement. (Note: For transfer courses, use the EWU equivalent course–i.e. UNIV LEL).
   • The “With” fields can be left blank unless you want to add additional qualifiers.
   • The “Description” field can be left blank.  Degree Works will auto-populate “Apply [course] here” when you click the “Add Exception” button.
   • You should enter the reason/justification of the exception in the details section.
   • Click “Add Exception”.

When you run another audit, you will see the exception applied at the requirement.

“Substitute” Exception

The “Substitute” exception allows you change the requirement from one course to another. Ex. The requirement is “1 Course in ANTR 202.”

You want to accept PSYC 201 instead of ANTR 202.  You could use “Substitute” to change the requirement to 1 Course in PSYC 201.  The picture below is what the audit would look like after the exception has been entered.
This exception can be used before or after a student has taken the alternate course.

To create a “Substitute” exception:

1. Select “Substitute” from the exception types.
2. Enter the course that is being replaced in the “Change” fields. Enter the course that you want to accept in the “To” fields. (For transfer courses, use the EWU equivalent–i.e. UNIV LEL.)
   • The “With” fields can ben left blank unless you want to add additional qualifiers.
   • The “Description” field can be left blank.  Degree Works will auto-populate “Replace [course] with [subject]” when you click “Add Exception”.
   • You should enter the reason/justification of the exception in the details section.
   • Click “Add Exception”.

When you run another audit, you will see the exception applied at the requirement.

Qualifiers

When entering an exception, you can add a “Qualifier” to the course when you want to “Allow”, “Apply” or “Substitute”. A “Qualifier” adds additional criteria to the course you have entered. EX. Maybe you want to “Apply” a course to a requirement that was taken in a Fall Quarter 2020 (aka 202040).  You would add the “Qualifier”: “With DW Term equal to 202040.”

A table of the most useful Qualifiers and their descriptions:

Qualifier	Description	Example of what to enter for the Values field
DW Term	Designates the specific term the course was taken.  This is useful when a student has taken a course that is repeatable (ex. 399, 495, 496, 498, etc.) and you want to identify which instance you want applied.	Enter the Banner term the course was taken (YYYYTT), where TT is the term 10 – winter, 20 – spring, 30 – summer, 40 – fall.
DW Grade Number*	Designates a course with a specific grade. (Note: Grade number uses the numerical value of the letter grade– for example a C- is 1.7)	Enter the numerical value for the letter grade.  (Example: C- is 1.7).

*DW Letter Grade has a known bug that is not currently functioning consistently. Please use DW Grade Number.”

Clearing Non-Course Requirements

Several majors have graduation requirements that are not satisfied by a specific course. Some examples include:

• Practicum Hours
• Membership in a professional organization
• Content Exams
• STAR component

Because these requirements will prevent a student from being awarded their degree, it is important that these requirements appear on the Degree Audit as part of their major curriculum. But how do you indicate when a student has met the requirement? Departments with non-course requirements should meet with the Degree Works team to discuss options.  The most common method is by using the Test Score function in Banner.

Using a Test Score to Clear a Requirement

You can use test scores in Banner to clear non-course requirements in Degree Works.  Interested departments should meet with the Degree Works teams for more information.

You will need to designate individual(s) in your department that will be responsible for updating the student record in Banner. Do not touch test scores that you do not have authority over.

1. Log into Banner.
2. In the Banner Search field, enter “SOATEST”.
3. Enter the ID for the student who has completed the non-course requirements and press “Go”.
4. Click “Insert” to insert a new test cord record.
5. Enter the “Custom Test Score” information with the following information. Note: each Custom Test Code corresponds to a unique requirement.
   • TEST CODE: [custom code provided by the Degree Works Team (example: EXPR)]
   • TEST SCORE: [usually 0 for NOT COMPLETE and 1 for COMPLETE]
   • TEST DATE: [today’s date]
   • Note: test description will auto-populate.
6. Press “Save”.

The student’s audit will be updated with the changes the next time an audit is run in Degree Works.

Trouble with Exceptions?

If you need to adjust the credits of a requirement, waive a course or adjust the GPA of a requirement, you will need to email degreeaudit@ewu.edu to enter the exception.
If you have a requirement that cannot be satisfied with a course (i.e. test score, piano proficiency, professional membership, STAR component), please schedule an appointment with the Degree Works team to discuss options.

Blocks

Progress Block

Below the student card, you will find the Progress Block.

“Format” allows you to choose to view the “Student View” or the “Registration Checklist”.  

• “Student View”: displays the student audit with all requirements
• “Registration Checklist”: displays an audit of only outstanding requirements
• “Degree Progress”: Displays a graphic of the percentage of credits and requirements the student has completed
• “In-Progress/Preregistered”: Allows you to include or exclude in-progress or pre-registered courses in the audit
• “Process Button”: Will refresh and run a new audit

Degree Block

The degree block will determine what other requirement blocks are pulled into the degree. For example:

• University Competencies & Proficiencies (UG/US only)¹
• Breadth Area Core Requirements (UG/US only)
• University Graduation Requirements (UG/US only)
• Major
• Minor

¹ Undergraduate – quarter/semester

If a student has completed a DTA, you will see the notation below for the University Comp & Proficiency and BACR areas.

If a minor is required for the major, you will see the minor listed as a requirement. If a minor is declared, but not required for the degree (i.e. optional minor), the student will have a minor block as part of the degree audit, but it will not be listed in the degree block.

Other Block Types

You may see other kinds of blocks as part of a student’s audit, including:

• Electives: These are courses that are being used for the degree, but have not been assigned to a specific requirement. 
• In-Progress and Pre-registered: These are courses that the student has in-progress or courses that they have registered for in a future term.
• Insufficient: These are courses that do not satisfy any requirement — i.e. incompletes, withdrawals, failed courses, repeats, non-transferrable courses.
• Over the Limit: These are courses that have been excluded from the audit — i.e. pre-college level, courses that exceed the allowed number of transfer credits, neg, expired courses.

What-If Feature

You can use the What-If feature to run a degree audit for a major/minor/certificate that the student is not declared in. (Note: The only graduate level what-if programs are Graduate Level Certificates.)

• When in a student’s audit, click on “What-If”.  
• Use the drop-downs to select the desired program.

Note: that while Advanced Search allows you to select criteria in any order, the WHAT-IF search is driven by curriculum logic–this means that you will have to select options in order: Degree, Level, Majors, Concentration. Each selection narrows the options available, so by the time you get to concentration, you should only have the available concentrations for that major to choose from.

Credit Totals

On the degree audit you will see several credit totals.

Overall Earned Credits

• Is based on all college-level credit (EWU and Transfer combined)
• Is used to determine priority registration date

EWU Credits

• Is based on credits earned in EWU college-level coursework

Transfer Credits

• Is based on credits earned in transferrable college-level coursework

Credits for Each Block

For each block you will have two credit amounts.

• Credits Required – Minimum number of credits for this requirement
• Credits Applied – Credits used for this block. Will include In-Progress and Pre-Registered coursework (if coursework is being included).

GPA Types

EWU utilizes three different GPAs:

Institutional (EWU) GPA

• Is based on grades earned in courses taken at EWU
• Is used to determine academic standing (probation/dismissal), honors at graduation (cum laude, etc.) and GPA for undergraduate graduation.

Transfer GPA

• Is based on grades earned in transferrable coursework
• Is utilized in determining EWU admissibility

Overall GPA

• Includes transfer and EWU grades
• Is used in GPA for graduate graduation
• May be used to determine admissibility into a specific major

GPAs for Each Block

Within Degree Works, you will also see the GPA calculated for each of the requirement blocks.

• Is based on grades earned in courses applied to requirements in that block
• If transfer courses are used for the requirements, the GPA will include the transfer grades in the calculation.

Graduation Check-out

Before a student can officially graduate, the department chair/director (or their designee) will need to “sign-off” on the student’s major, minor or certificate requirements.  In general, departments must sign-off on a student’s graduation request by the 10th day of the student’s graduating term.

There are 3 basic steps to graduation sign off:

1. Find your potential graduates
2. Review the student audit
3. Record your approval

R&R will conduct a final review of graduates once grades for the term have posted. 

In general, awarded degrees will be viewable on Degree Works and on the student transcript within 2-4 weeks of the end of the term. Diplomas are mailed to students 4-6 weeks after the end of the term (as long as all financial obligations with the University have been met.)

Find Your Graduates

1. Log into Degree Works and click on “Advanced Search”.
2. Open the “Custom” fields section by clicking on the dropdown to display the “Graduation Term” field.
3. Select the graduation term you want to review. Note: the term is formatted as YYYYTT (Year + two digit term).
   • Fall = 40  (35 for semester)
   • Winter = 10 
   • Spring =20 (15 for semester)
   • Summer = 30 (25 for semester)
4. Use the other drop-downs to select the program you want to review and press “Search”.

To search for:	# of separate searches	Use these fields:	Notes:
Accounting majors	2	1. PROGRAM = BAB-Accounting2. PROGRAM = BAB-Accounting Post Bac	CAUTION: If you use the MAJOR field to search for Professional Accounting, your list will include undergraduate, postbacs and graduate students, unless you also filter for LEVEL.
Students who have chosen the History with Minor major	1	1. MAJOR = History with Minor
Spanish Minors	1	1. MINOR = Spanish
Leadership Certificate	2	1. PROGRAM= Cert-Leadership 2. PROGRAM= Cert-Leadership Post Bac
Undergraduate Exercise Science students with a Coaching minor	1	PROGRAM = BS-Exercise Science AND MINOR=Coaching	CAUTION: Selecting multiple fields will limit your search to the students who meet ALL of the criteria. If you want Exercises Science students OR Coaching students, you will want to run two separate searches.

A list of students will be displayed. Scan the list to confirm you identified the students you want to review and press “Select”.  The list will populate a drop down for you to select from.

Review the Student Audit

When you have identified and selected the group of students you want to review using the “Advanced Search”, review each student audit.  You can select each student using the drop drop.

Review the audit to ensure that all requirements are “Complete” or “In-Progress”.

Record Your Approval

To sign off and approve the student for graduation, add a “Note”.

1. Click on the 3 dots in the upper right hand of the audit and select “Note”.
2. Add a “New Note”
3. Select the appropriate “Predefined Note”. Click on the dropdown to expand the “Predefined Notes” field.
4. Select the appropriate “Approval” (i.e. major, minor or certificate).
5. Your selection will prepopulate the description area. Optional: You are welcome to add any additional text here (e.g. your department) and it will be visible on the student audit. Press “Save Note”.
6. Your note will display at the bottom of the student audit.