The University of Texas at Austin
Degree Audit User Group
Thursday, April 7, 2016
Meeting Minutes
Attendance
Present: Shan Evans, Mickey Gonzales, Delisa Lee, Jen Morgan, Xavier Oaks, Yesenia Sanchez, Josh Shandera, Vasanth Srinivasa, Jesse Stumbris, Kim Taylor, Catherine Theriot, Catherine Whited
Discussion
Attributes in the Degree Audit: Jen Morgan provided an update on how core codes will be programmed in the 2016-2018 catalog. Core codes will be added to UGS course lists, providing shorter course lists and eliminating the number of filters used. The course lists will continue to work the same as in older catalogs.
The Office of the Registrar will do a sweep in April to add core codes to students’ records for coursework taken 20069 to 20159, and then another sweep after current semester grades are updated to add core codes to spring 2016 coursework. A final sweep will be done in August to add core codes to summer 2016 coursework. Requirement course lists in the older catalogs will be updated with core codes after spring 2016 certified audits are run. Please inform UGS if you believe the core codes are behaving incorrectly on your audit results.
The course schedule now features a core code search.
Minors/Certificates Workgroup: Several items were discussed in the last workgroup:
The workgroup will move forward with the assumption that students must have a declared major before applying for a minor.
The training manual is in progress and training begins in July. There are minor business rules and processes that go along with them, so trainers in each college will need to know what they are.
Colleges will receive a report of students approved for minors/certificates and the number that are considered pursuing minors/certificates. These head counts are to help colleges manage course load and seats.
There is a difference between being approved for a minor and actively pursuing a minor. Only pursued minors are included in the official count. A minor is considered pursued when it is linked to the degree in the student’s profile and the student’s school-major code matches the degree. Advisers will have the ability to link the minor to profile for future semesters, but the minor will not show up in the audit until the effective CCYYS. Exceptions to this are if the minor and the major are in the same college.
Certain applications, such as Toolkit, IDA, and NRRECS/SB, are being updated to display information about approved and pursued minors.
Minors that are approved but are not attached to profiles will be deleted after a year. A daily batch sweep will run to send students a SAN to see their adviser if a minor is approved. Upon graduation, the minor becomes “conferred” and the seat for that minor is released.
Profiles: A new web interface of the old PX screen is available in Qual with the same functionality. Colleges will be able to run reports of student profiles with selected criteria and the report will be sent to an eReports folder in Excel spreadsheet format.
The Office of the Registrar is also working on adding the ability to run an audit from the student profile page. This will only apply to current and future coursework. In the 2016-2018 catalog, advisers or students will be able to run an audit for every degree/minor combination on the profile as long as the minor/certificate effective CCYYS is met.
Qual Refresh: The next Qual refresh is April 17th. Colleges were asked whether or not they want the Qual degree audit to be refreshed. An email will be sent to colleges that did not attend the meeting to chime in whether or not they want the refresh to happen April 17th or later.
Minor Labs: The Office of the Registrar will try to extend the lab meetings through the end of May, and possibly during the summer.
Next Meeting
May 5, 2016