(Degree Audit Reporting System) Instruction Manual Student ......DARS has already found a place in the audit for the course. If you do AD and reject pseudo name on the requirement

DARS (Degree Audit Reporting System) Instruction Manual Student Exceptions

IOWA STATE UNIVERSITY

Updated: 07-11-06 DARS EXCEPTION INSTRUCTION MANUAL

INDEX Exception Codes

1. AD Code a) Move a course up from electives into a sub where it’s not programmed to fall b) Move a course up from electives into a sub where it is programmed to fall c) Move a course down from one sub into another where not programmed to fall d) Move a course down from one sub into another where it is programmed to fall

2. Course limit 3. CW code 4. GROUPED (G) sub-requirements 5. FS code 6. MN code 7. MR code

a) Change the required course count of a sub/requirement b) Change the required credit count of a sub/requirement c) Change the required course count of a sub/requirement and add course(s) to a sub d) Change the required credit count of a sub/requirement and add credit(s) to a sub Example 1 and Example 2

e) Using MR when sub-requirement is full 8. Retired Exceptions -Why are some exceptions no longer used? 9. RJ code

Additional Features and Information:

1. ADIN Screens for Coding Curriculum (DR) 2. Example of a DARS Adjustment Form (used by Business College) 3. Labeling double major/degree students exceptions 4. String Rules 5. AD or MR to adjust (&) sub 6. Add a specific course by term to an audit

Updated: 07-11-06; 8-15-06; 5-23-08 DARS EXCEPTION INSTRUCTION MANUAL

Exception Codes:

Below are exceptions that have been set up in DARS. The ones circled are currently in use by college staff. The others are either no longer in use or used by Registrar staff only.

Always run an audit first using M code: This shows requirement names that you may need to use in your exception.

Click on Always Close to make this disappear each time – that gets it out of your way. Review the audit to see what needs to change.


AD CODE

a) Move a course up from electives into a sub where it’s not programmed to fall: Exception AD will allow a course to fall into a sub-requirement using pseudo name of sub. If AD does not work, you may be breaking a rule (grade requirement, rejected course, credit requirement, etc) set in DARS that prohibits this course from falling there. (see SAMPLE AUDIT1) SAMPLE AUDIT1 Move Math 555 from electives area to Humanities.


Always compare text to be sure you are pulling pseudo name needed. Could be another sub hidden from audit view


b) Move a course up from electives into a sub where it is programmed to fall – If another course has taken the place of the one in elective, try pushing it out using AD and reject pseudo name. This puts the course now falling there into the reject list so another course could find its place in the sub. (see SAMPLE AUDIT2)

SAMPLE AUDIT2 Move HRI 439 in electives to take the place of HRI 437.


If no pseudo name is found on the sub-requirement, call the Registrar’s office and ask one to be added.


c) Move a course down from one sub into another where it is not programmed to fall (This will take 2 exceptions) - If moving down, then DARS has already found a place in the audit for the course. If you do AD and reject pseudo name, this will reject what is setting there and let it travel down the audit until it finds another place to fall. Now do an AD using the pseudo name where you want to add the course to the list. It should now fall here. (see SAMPLE AUDIT3)

SAMPLE AUDIT3 Move Econ 201 down to fill Stat 101 and allow ECON 101 to fall naturally.



2ND ADJUSTMENT NEEDED TO MOVE ECON 201 FROM ELECTIVES TO SUB


d) Move a course down from one sub into another where it is programmed to fall - if moving down, then DARS has already found a place in the audit for the course. If you do AD and reject pseudo name on the requirement where the course is first falling, this will reject what is setting there and let it travel down the audit until it finds another place to fall. (see SAMPLE AUDIT4)

SAMPLE AUDIT4 Move HRI 289 out of one acceptable area into another acceptable area further down on the audit.



Course limit:• Let’s say you want to add another course into the sub-requirement below which will raise the total credit

count to 6.0 crs:

You can see the MAX Hours is set to 5.0 so it needs raised by 1.0 cr. Now go behind the sub: Click into a field in the upper part of the sub until you see the Alternate View turn green:

Click on this and it takes you behind the sub to other tabs. On the general tab, is a field labeled: Maximum Course Count. See if it is set:



In this case it is set, so to get another course to fall, this needs raised also. On the exception (MR), both Maximun Hours and MaxCT need raised:

DARS EXCEPTION: Last update: 5-21-08

…Procedure/DARS EXCEPTION instructions for CW

CW EXCEPTION This exception is used to waive CREDITS at the REQUIREMENT level. This is used in place of AD or MR due to problems encountered later in the audit when these are used. CW was created to allow the audit to work as desired. When you see you need to waive credits at the requirement level, on the student exception, use CW: This shows an example of a requirement that is asking for credits: (Note the location of the pseudo name to use in the exception)

This is how the REQUIREMENT appears:

If credits need to be lowered, open student’s record and add CW:

DARS EXCEPTION: Last update: 5-21-08

…Procedure/DARS EXCEPTION instructions for CW

This was set to assist LAS, but any college may use it. Next, using the pseudo name of the REQUIREMENT, fill in the number of credits to be lowered:

Now the audit should show required hours of 9.5 (12.5-3=9.5).

GROUPED (G) sub-requirements:• An example of a grouped sub-requirement is:

If you find G (group codes) in sub-requirements without individual pseudo names, call Deanna to add them. This also applies to any sub-requirement without a pseudo name. Assigning individual pseudo names was something learned after set up.


FS CODEThis code allows a course to flow into a sub regardless of the rules that could be set on the sub to restrict a course (grade limits, course limit, overlap limit, etc…) The example below is allowing the Econ limit rule to be broken for this student only.


Exception (FS) to break grade restriction rule: Grade restriction are set on the sub-requirement in the matching rules area:

The codes assigned to this area mean different things: 8 = minimum grade C+ C = minimum grade C 6 = minimum grade C- These are the three used most commonly. To allow a lower grade to fall, you need to break this rule by an exception. On the student’s record, do an exception FS,

For Engineering college, the rule is no transfer course below a C or, on some majors, C- may apply. This is found in the same matching rules as a reject code:

To find the meaning of p or other codes, open the support table labeled Condition Discription:

Next, find the code and the description should explain the use of the code:

The exception FS is written the same as above using p in place of C. Be sure to always rerun the audit to ensure exception is working.

10-26-07 dj


You may find using FS will also do strange things to your dualed courses. Be sure to watch for all ramifications when you use this one.


MN CODE• Add a memo to an audit


MR CODEa. Change the required course count of a sub and/or requirement- The sub-requirement and

requirement course count can be done at the same time using MR and pseudo name of sub: For the example below, we are lowering the sub-requirement course count by 3 courses and also the requirement course count by 3 courses.

b. Change the required credit count of a sub and/or requirement- Same as above, except the Req

Count is not adjusted. c. Change the required course count of a sub and/or requirement and add course(s) to a sub-- Like

above d. Change the required credit count of a sub and/or requirement and add credit(s) to a sub-- This will

take two MR exceptions when the requirement total credits are adjusted also. You can not adjust REQUIREMENT total credits at the SUB-requirement level.


Example 1: Sub-requirement CREDITS adjustment (Waive credits or increase credits). The example below will lower the number of credits needed in the sub-requirement by 3.0 credits.


Example 2: • Requirement CREDITS Adjustment (Waive credits or increase credits). This example will lower the

credits in the requirement needed for completion.

e. Explain how to add a course to a requirement that may already be full. Again, we want to (MR) modify the requirement, by increasing the credit count and sub count at the sub-requirement level. We want to add 3.0 credits and one course to one of the subs.


Because this is written as credits, you want to increase the credits of the sub-requirement by the number of credits of the course.


We will add PSYCH 444 as an additional course to this sub-requirement

Check carefully to see if the credits counted in the requirement as well. If not, you may need to increase the requirement credits as well. It depends on how the requirement is written and what limits are placed on it. In this example, we needed to increase MAX hours set from 20.0 to 21.0 crs.


Retired Exceptions

Why are some exceptions no longer used? (See minutes from 07-20-05 Steering Committee) WC – The ‘look’ of what this does to a requirement: Waived credits show in Appl’d credits.

WR – The ‘look’ of what this does to a requirement: Waived credits show in Appl’d credits.

These two are almost identical in the way they are written. WC has normal processing while WR has a code set to force credits to count in requirement and sub-requirement. These were some of my first attempts to write exception code. This may be confusing to anyone who may be counting Appl’d credits and matching this to totals in DARS. The solution is to modify the requirement and if desired, the sub-requirement. Use MR exception code in place of WC or WR. MR code is on page 15. The decision has been made to not backup and attempt to ‘fix’ these situation, but to move forward and not

continue this practice. Please alert anyone reading these audits who question the Appl’d count, that the Appl’d area is including waived credits as well as earned credits. These waived credits are NOT applied to credits earned toward the degree.

If additional questions, please call Deanna at 294-0802.


RJ CODE

Allow a course into a sub that is on the reject line of the sub – If it’s decided to allow a course to be used that DARS is showing on Reject list, this requires the RJ code, using the pseudo name on the rejects. This now removes this course from the reject list and lets it fall somewhere else. (see SAMPLE AUDIT5)

i.e.: Sub-requirement is showing reject of PHIL 200- (transfer course), while also showing accept of PHIL ****. Now you want the PHIL 200- to fall. Using the RJ code

will allow this. SAMPLE AUDIT5 RJ CODE Student has transfer course PHIL 200- which has been approved for this student for Group I credit LAS General Ed.

This is rejected because at the end of the sub, we find all other PHIL courses are accepted. This is how we let DARS know which PHIL courses to throw out



Additional Features and Information:

1 ADIN SCREEN (DR) FOR CODING CURRICULUM (BP Browse DARS Student Whole Rec)


Current system: (CB COURSE ADJUSTMENTS AND NOTATIONS BROWSE)

BD Browse DARS Degree/Programs


BR Browse DARS Requirements



2 Example of a DARS Adjustment Form (used by Business College)

Student’s Name _______________________________ ID # __________________ Degree Program ______________ Catalog _______________ Grad Date _____________ Additional Degrees/Majors _______________________ Minors ______________________ SUBSTITUTE (CS) Use to replace a required COURSE with another COURSE. Will sub wherever req. course appears SUB ______________ For______________

SUB ______________ For______________

SUB ______________ For______________

WAIVE (MR) Use to waive course (course count) or credit on sub-requirement. Req_______________ Sub-req __________

Req_______________ Sub-req __________

ADD COURSE (AD) Use to add a course to a sub-req course group. (Keeps sub-req rules, i.e minimum grade or level). ADD __________ To____________________

ADD __________ To____________________

ADD __________ To____________________

MEMO (MN) Use to write a note. Shows at very end of DARS report. _______________________________________

_______________________________________

DARS Adjustment Form

Student’s Name _______________________________ ID # __________________ Degree Program ______________ Catalog _______________ Grad Date _____________ Additional Degrees/Majors _______________________ Minors ______________________ SUBSTITUTE (CS) Use to replace a required COURSE with another COURSE. Will sub wherever req. course appears SUB ______________ For______________

SUB ______________ For______________

SUB ______________ For______________

WAIVE (MR) Use to waive course (course count) or credit on sub-requirement. Req_______________ Sub-req __________

Req_______________ Sub-req __________

ADD COURSE (AD) Use to add a course to a sub-req course group. (Keeps sub-req rules, i.e minimum grade or level). ADD __________ To____________________

ADD __________ To____________________

ADD __________ To____________________

MEMO (MN) Use to write a note. Shows at very end of DARS report. _______________________________________

_______________________________________

Labeling double major/degree students exceptions: When doing exceptions on a student who has 2 majors, you may want to label which major the

exception needs to be attached to. That will save the other major from seeing messages in courses that are not being subbed. See example below: (id#920990070)

Exception of CS (course sub) is done for Biol 211 to be replaced with Biol 100P. Student has a major in BIOL with additional major in PHIL on 2001 catalog. When exception is done for BIOL program, it looks like this:

Optional

Now when you run the audit, it shows the exception:

If you DO NOT put the degree program on this exception, then the PHIL audit will appear like this

which may not be correct:

When the degree program IS labeled, then the PHIL audit looks like this:

Using other courses

This is something currently done on the “old” system. Times you may NOT want to tag the course

would be if both majors are in same college and sub is for same requirement (ie: LAS groups). There may also be other times that I’m not aware of.

String rules: 09-16-05

Double click on the String rule line and the string table will open. Scroll to rule 1010.

AD or MR to adjust (&) sub Last updated: 8-14-06 dj AD or MR To update a sub-requirement that is set to accept 1 course where an & is used:

Now, let’s say the student has been approved to have only ENGL 105 fulfill this: We want to change what the sub is asking for, so we lower the sub-req’s Count by -1 making it now 0, then put in the number of hours of the course that will make it ok, in this case 3.0.

AD or MR to adjust (&) sub Last updated: 8-14-06 dj Using either MR or AD will work:

OR

Exceptions training manual/AD or MR Adjust & sub.doc

Add a specific course by term to an audit Last update 8-14-06 dj In the case below, the student has taken A E 490P twice. Since it’s a repeatable course, the adviser has specified the one taken F2005 should fall into this sub. By adding both beginning and ending term to the Year Term Range, this assures only F2005 will fall. In this case the sub was set at 1 count, so we also needed to add an additional count so both courses would fall as requested: Original sub:

Exception:

Add a specific courses by term to an audit Last update 8-14-06 dj Look on audit:

Note that S05 A E 490P was assigned below the F05 course. …/Exceptions training manual/Add specific term to exception.doc

Questions?

Contact: Deanna Jordan 210 Alumni Hall

294-0802 [email protected]

Written by: Deanna Jordan, Degree Audit Coordinator Edited by: Deanna Jordan, Degree Audit Coordinator and Katie Lund, Communications Coordinator Assistant July 11, 2006

(Degree Audit Reporting System) Instruction Manual Student ......DARS has already found a place in the audit for the course. If you do AD and reject pseudo name on the requirement

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