Setting Up Academic Course Lists

Enter an effective date to define when the status that you select is valid. This date reflects the student's requirement term as determined by the requirement group that uses this course list.

When the advisement process applies a requirement group to a student, the requirement term begin date of the requirement group academic structure determines which effective-dated course list row is current for the student. For example, if you define a requirement group to the plan level, then the system uses the student's plan requirement term to determine the effective date for the requirement group. You assign requirement terms in the Student Program/Plan component. The system then uses this requirement term to evaluate the current effective-dated row for all requirements and course lists that the requirement group uses.

For example, suppose that the system applies a requirement group defined at a program level to a student. The requirement group has two effective-dated rows: 01/01/1900 and 01/01/2000. The student's academic program requirement term is fall 1999, so the current effective-dated row for the requirement term of fall 1999 is 01/01/1900. The 01/01/1900 requirement group points to a requirement with effective-dated rows of 01/01/1900 and 01/01/1980. Again, the student's program requirement term is used (because that was the academic structure of the requirement group that uses this requirement), and the current effective-dated row for requirement term fall 1999 is now 01/01/1980. The 01/01/1980 requirement uses a course list with two effective-dated rows: 01/01/1900 and 01/01/1990. Once again, the student's program requirement term is used to evaluate the current effective-dated row to be used, which in this case is 01/01/1990.

This button appears on this page in Add mode only. You can copy course lists with a usage value of Academic Advisement or Requisite Restriction. However, requisite restrictions do not appear if you search for course lists to copy; you must enter the requisite course list number directly during the copy process. You cannot copy course lists with a usage value of Student Individualized Plan.

To copy a course list, click the Copy button, enter the number of the course list that you want to copy, and select the appropriate copy mode.

Values are:

Copy last record: Select to copy only the last effective-dated record. This value is the default.

None: If selected, this value converts to Copy last record.

Copy all records: Select to copy all effective-dated records. Use this field value only if the course list to be copied has multiple effective-dated rows.

After selecting the copy mode, click the OK button to copy the specified course list.

Because the academic course list pages are more complex than their enrollment course list counterparts, you cannot copy enrollment course lists and requisite restriction course lists into course lists with a usage value of Academic Advisement. Course lists with a usage value of Requisite/Restriction can only be copied and saved as Requisite/Restriction course lists.

Select the value that indicates how the data in this course list is used. Values are:

Academic Advisement: Select to use the data recorded on this page during the degree audit process. This value is the default.

Student Individualized Plan: Select to use the data on the Student Override Exceptions pages for degree audit purposes. Use this value when a specific student or group has special requirements. A course list with a usage value of Student Individualized Plan can only be used by a requirement with a usage value of Student Individualized Plan.

Values for this field are delivered with your system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort.

Enter a description, short description, and long description for the course list that you are establishing. None of these values appears on the audit reports. These fields are used for documentation purposes only.

Use these fields to document departmental ownership of the course list. These fields are used for prompting and documentation only; they do not affect auditing analysis.

Click to retrieve and display the course sequence data, including the related detail parameters for the effective-dated row. When you access this component, the system loads only effective-dated rows, without any detail, to enhance performance for those course lists that have hundreds of course sequence rows.

Indicates a unique component of the course list. Each sequence represents a course ID or a group of equivalent courses. The system assigns the numbers sequentially, but you can change them. Usually, courses in a course list do not have to be in a particular order. However, you must put courses in sequential order when you plan to assign the course list to a requirement line type of Sequential Restriction or Global Sequential Restriction. In those cases, enter the correct course order here so that the advising process requires the student to complete the courses in the course sequence that you specify. For example, students should take French 1, French 2, and French 3 in that order.

Enter the ID that specifies the course needed to satisfy this course list. (Prompt on this field and enter search criteria to narrow the choices.) If a course ID contains multiple offerings, then any of the offerings attached to that course ID satisfies that course list. In addition, if a student takes two offerings in a course ID, then the audit allows both classes to count toward unit and grade point average (GPA) requirements. The classes are treated as separate courses.

This field is unavailable if you select the WildCard Indicator check box.

Select to have the system include in its evaluation both the course ID that you specify and all courses that are set up as equivalent to the selected course ID for this course list. If you select this check box, then the Term, Associated Class, and Topic IDfields become unavailable

If you select this check box, the advisement engine must search the database for any valid course equivalencies, even if no equivalencies exist for this course ID. Therefore, clear the check box if the course ID has no equivalents.

Clear this check box to further narrow your course parameters for the Term, Associated Class, and Topic ID fields. For example, you may specify not only the course ID, but also the term in which the specific course must be taken.

See Creating Course Equivalency Groups.

Enter the term in which the student must take the course that you specify in order for the course to be used in this course list. Leave this field blank to return all values.

Enter the associated class number, of the course that you specify, that the student must take for the course to be used in this course list. For class associations, indicate a term to prompt off valid values. Leave this field blank to return all values.

See Defining Class Associations.

Enter the topic ID, of the course that you specify, that the student must take for the course to be used in this course list. This field prompts from the topics defined in the course catalog. Leave this field blank to return all values.

See Defining Course Catalog Data.

Select to specify that the course is a wildcard course, and use additional variables to specify the course that you want to capture.

Select to specify that a link appears below the course name in the course grid on the My Academic Requirements page. If this check box is cleared, then the wildcard course (subject and catalog number) appears in the course grid on the My Academic Requirements page but is not linked.

Enter the academic group from the course catalog offering. Leave this field blank if any academic group is acceptable.

Enter the name of the academic institution.

Enter the subject of the course offering. Leave this field blank if any subject is acceptable.

Enter the required portion of the catalog number that is a 10-character field. Use the format NNNNAAAAAA, where the first four characters are numeric (leading zeroes are blank-padded) and the last six characters are an alphanumeric suffix. For example, a catalog number of 3## indicates that any 300-level course is acceptable, including 301A, because suffixes are ignored when a numerical wildcard is specified unless a suffix value is exclusively indicated. In another example, a catalog number of 3##B would accept only 300-level courses with a suffix of B. In a third example, a catalog number of 321* indicates that 321, 321A, and 321B, but not 321AB, are acceptable. You can use a wildcard in any position in the field. When you use wildcards, the system does not check equivalent courses. (This is an efficiency constraint.)

Enter a description that you want to display in the select Description field of the course grid on the My Academic Requirements page. The report description also appears on the .pdf advisement report under available courses.

If the field is left blank, then message catalog text, View Course Details, appears in the Description field on the course grid on the My Academic Requirements page. On the .pdf report, the subject and catalog number appear under courses available (if applicable).

The check box is available when the WildCard Indicator check box is selected. By default, the check box is cleared. Select the Include Cross-Listed Courses check box for the audit engine to evaluate cross-listed courses for the purpose of satisfying the requirement line pointing to the wildcard course.

For example, Course ID 123456 has cross-listed courses of Math 100 and Bus 120 offered by the Math department in the School of Letters, Arts and Sciences and the School of Business respectively.

If the check box is selected, and the student has taken the business offering (Bus 120), the audit engine can use the Bus 120 class to comply with the academic requirement of taking a course from the wildcard course list.

Appears by default from the Course List Detail page.

Describes the course selected on the Course List Detail page. The system displays course information in course sequence order. If the WildCard Indicator check box is selected, then this field is blank.

Enter the minimum number of units that this course, or the courses in this list (if a wildcard list), must provide to be considered valid.

Enter the minimum number of grade points per unit that this course must be worth to be considered valid. This value overrides the minimum grade points per course defined for the requirement on the Line Item Parameters page.

Select the type of transfer credit, if any, that is acceptable. Values are:

Always Allow: Select to specify that all applicable transfer credit can be used to satisfy the requirement. This value is the default.

Four-Year Institution Only: Select to specify that only transfer credit from accredited four-year institutions can be used to satisfy the requirement.

Never Allow: Select to specify that transfer credit can never satisfy the requirement.

Two-Year Institution Only: Select to specify that only transfer credit from accredited two-year institutions can be used to satisfy the requirement.

None: When selected, this value converts to Always Allow.

Values for this field are delivered with your system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort.

See Setting Up School Types.

See Defining External Organizations.

Select any requirement designation that is a special requirement within this course sequence number.

Typically, this designation is attached to a course and affects one section of that course. A requirement designation may reflect additional work that a student needs to complete in addition to the regular course work; or the designation may be an identifier used to track what sort of requirement this course fulfills. For example, the requirement designation might indicate that the course fulfills the physical education requirement or the architecture design credit. Depending on the setup data in the Requirement Designation table, a separate course grade may or may not be required for designation credit to be earned. If a separate requirement designation grade is required, then you must enter an RD Grade (requirement designation grade) of Satisfied on the Grade Roster 2 page or on the Student Enrollment 4 page for the degree audit to include the course. If a separate requirement designation grade is not required, then the student must earn a passing grade in the course for designation credit to be granted. (You define the minimum grade needed.) If a requirement designation is required, then an RD Grade of Unsatisfied causes the course to be rejected.

If a separate requirement designation grade is required but the course is still in progress, then the degree audit records the requirement designation as satisfied.

See Defining Requirement Designations.

Enter the date range that specifies when the student must take this course to satisfy the requisite. Leave these fields blank to specify that when the course is or was taken does not matter. In comparing the date range, the system uses the start date of the term in which the course is or was taken.

Select if the course taken to satisfy this requirement needs to be applied toward the student's career GPA calculation. The course cannot be taken on a pass/no pass or audit basis; it must be taken for a grade. The default is cleared.

See Defining Grading Schemes.

Select if the course taken to satisfy this requirement can be taken via the test credit portion of the student's academic record. The default is selected.

Select if the course taken to satisfy this requirement can be taken via the other credit portion of the student's academic record. Note that internal transfer credit is marked and treated as enrolled credit. The default is selected.

Select if the course taken to satisfy this requirement must be fully graded to be considered valid. If this check box is not selected, then a nongraded course, a course with a grade of incomplete, or a course in progress is included in the academic analysis and satisfies all parameters. The default is cleared.