January 8, 2015

The
University of Texas at Austin

Degree
Audit User Group

Thursday,
January 8, 2015

Meeting
Minutes

Attendance

Present:
Kim
Taylor, Vasanth Srinivasa, Shan Evans, Catherine Theriot, Debbie Miller,
Jennifer Morgan, Noelle MacMillan, Yesenia Sanchez, Cruiz Alvarado, Tomi
Yamamoto, Jennifer Majors, Delisa Lee, Daniela Kaufman, Jay Williams, Alexis
Losch, Mickey Gonzales, Greg Caldera

 

Notes/Action
Items

Slotting Audits: Slotting audits are scheduled to run on the 20th
class day. The Office of the Registrar will send out an email to ACA. Credit by
exam dataset will be updated the morning of February 16 prior to running
slotting audits. In preparation for slotting audits, the Office of the
Registrar will send out the following to all the colleges:

  1. A report of all the degree programs in your
    college.  The college will want to ensure
    that the default switch is marked on the correct program. This report will be
    sent out before January 23, 2015.
  2. A report of student profiles for students who have a
    registration record for the upcoming semesters.  This will be sent out January 30, 2015.

U-Level Restriction: The university level restriction that does not
allow symbols of Q or W to be counted towards the degree will be re-sequenced
January 15, 2015. This re-sequencing will affect all catalogs that are live. 

Creation of New Courses When Repeatability Changes: In the past, when
course repeatability changed, the same course was used regardless of whether
the course attributes changed. Based on the new curriculum guidelines, if
course repeatability changes, the course will be retired and replaced. This
change is effective fall 2015 and applies to any course.

Course List Cleanup: The Office of the Registrar will provide a
report listing course lists containing non-offered titles.  These are unnumbered course titles that were
never offered in the course schedule. 
These compromised course lists will need to be cleaned up. These courses
cause extra processing time in the audits, so if there is no reason to have
them, they should be removed. A report will be sent out to the colleges that
own the course lists.

Student Profile Display: The Office of the Registrar is currently
working on a project to allow students to view profiles in IDA 2.0 that will
look similar to what’s displayed in Adviser’s Toolkit.

Catalog Rollover: The Office of the Registrar is getting ready to
copy the 2015-2017 catalog for Graduate Business.

Core Courses and Degree Audit:  Core code changes effective fall 2016 are as
follows:

  1. The
    list of courses that have core codes will be listed in the General Information
    Catalog (GIC).

    2.  

  2. UGS
    will maintain the list in the GIC.

    3.  

     

  3. Core
    codes in the course inventory will be updated each year in the fall for the
    following fall.

    4.  

  4. No
    changes to core codes may be made for the spring inventory.

    5.  

     

  5. No
    course may have more than one core code.

    6.  

  6. If
    a course has a writing flag but no core code, then the writing flag will be
    treated the same as core code ‘010’. 
    Students who’ve taken courses with the writing flag but no core code will
    have their academic history stamped with the ‘010’.

    7.  

  7. Transcripts
    will print the core codes for courses in progress.

    8.  

  8. Students
    who took courses before fall 2016 will have their student academic history
    updated to stamp core codes on the courses they took which count as having core
    codes based on the currently used table. 
    I.e., the same logic will be applied that is in force when currently
    printing a transcript.  The student’s default
    catalog will be determined, and courses on the table for that catalog will be
    permanently updated with that core code in the student’s academic history.

    9.  

  9. Same-as
    courses will have the same core code. 
    The Registrar’s Office will enforce this with a ripple of core codes to
    both inventory same-as and schedule same-as courses.

    10.  

  10. Core
    codes can be applied to base courses and stand-alone courses. The
    Registrar’s   Office will ripple core
    codes to topics courses of base courses with core codes.

     

     

  11. Core
    codes cannot be applied to variable credit hours courses.

     

     

     

  12. Degree
    audits will continue to have core completion rules coded within IDA 2.0.

 

Please share this information with advisers in your
respective colleges. Jen Morgan will present this information at ACA in April.

 

Requests from Liberal Arts:
Delisa had several requests that the Office of the Registrar is looking into:

 

  1. In
    order to make running audits easier for students, add information on the IDA
    2.0 homepage on how to find existing audits.
  2. Move
    minor from profile on the pull-down menu to the top of the list. This will make
    it easier for students to run an audit that preferences the minor from profile.
  3. Currently, if a student meets or does
    meet the foreign language requirement, it displays in the counted column on the
    audit results page. More intuitive to put met in the counted column and not met
    in the lacking column.
  1. For the staggered certified audits, the option for a list of
    unclear certified audits is needed in addition to the other lists. She
    would like the job number on the certified audit notification emails so the
    colleges can access audits. 

Announcements:

RG 300-Interactive Degree Audit:
Introduction has been reinstated. The course will be offered this semester
starting February 9, 2015. If colleges have new advisers interested in
attending, please let them know. We will also send out an email to ACA.

Debbie Miller will be retiring at the end of January, 2015.

 

Next Steps:

Next meeting: February, 5, 2015

 

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