CREATE A DEGREE APPLICATION

Creating and checking degree applications involves several essential screens. You may also use this helper screen if you are in the College of Arts and Sciences.

117 Graduation Checkout

On screen 117, you will learn how to create a degree application.

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Creating a Degree Application

Procedure

1. Enter NC for INST
   
   
2. Enter student's AU (DN, GU, LW, MD)
   
   
3. Enter student's PID in SID
   
   
4. Enter term of graduation in TERM
   
   
5. Press the enter key. This should bring the student's record into context. If there is any doubt, this information may be found on screen 191.
   
   
6. Confirm the following and record any changes on Screen 117:
   
   • Degree Expected Term: This term reflects the term in which the student will be graduating. Update this term, if necessary:
     
     
     1. Type the appropriate term in the Degree Expected Term field(e.g., 022)
     2. Press the enter key
     3. If you discover the student will not be graduating during that current graduation cycle it is still very important to update that term because this field will be used in generating reports which will need to reflect current and accurate information.
     
     
   • Primary Program: This consists of the student's degree, first major, and in some cases second major, and minor.
     
     
   • Student Name: The way the name appears on the permanent record is exactly the way it will appear on the diploma and commencement.
     
     
   • College/Cat: This field has a term code that is entered in that field to identify the term within the catalog year denoting the catalog to which the student is subject for determining degree requirements of the primary program. The degree audit program will audit the student's primary program based on that catalog year, therefore it is extremely important that this field not be changed.
   
   
7. Move your cursor to the FUNCTION field under the Primary column.
   
   
8. Type "a" (add).
   
   
9. Directly under that, type the appropriate Checkout Term in the CHECKOUT TERM field. This will be the term during which the student will graduate. (e.g., 022)
   
   
10. Type "2" or "3" in the CHECKOUT STATUS field.
    
    
    • 2 is the preliminary status, not yet clear.
    • 3 is the final checkout status clear for students who have met all requirements to receive their degrees. If you know at the time you are making the student a degree candidiate that he or she is clear, set the checkout status to 3
    
    
11. Press the enter key.

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What you will see

The system has now created a degree application for the primary program of the term and displays it in the Primary Degree Application column.

IMPORTANT

The term record that the degree application is being created from must be a term during which the student is or has been enrolled in a regular degree seeking program.

Do not create the application off of a term for which the student is classified as VS, IS, and NONDG. This means that they were only taking correspondence courses for that term and the coding must not be changed. Instead, create the degree application off of the most recent regularly enrolled term.

003 All Addresses

On screen 003, you will confirm local and perm/grade/billing addresses.

The perm/grade/billing address is where the student's diploma will be mailed if it is not picked-up.

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A separate address is NOT being maintained for diploma mailing.

If the student needs to make an address change, please refer him or her to the Office of the University Registrar, Suite 3100, SASB North, or the address update feature on Student Central.

120 Degree Application

On Screen 120 or 11R, you will continue to enter final checkout status 3 up through the last day specified on your graduation calendar.

Any candidates that must be cleared after this date must be submitted on a Late Graduation Checkout Notice form.

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Procedure

1. Enter NC for AU
2. Enter appropriate academic unit in AU (DN, GU, LW, MD)
3. Leave term field blank. This screen will always display all degree applications regardless of what changes have been made on the term record.
4. Press the enter key. This will display a degree application if one exists.
5. To display any more applications that may exist, press enter again. Do this until you receive a message at the top of your screen that reads "No Additional Degree Records For Requested Values".

What you will see

• Degree
• Degree date
• College/Catalogue
• Major/s
• Minor
• Career
• Degree honors
• Checkout term and status
• operator number and date

Differences between 117 and 120

120 does not read the term record. 117 will only display the degree application if the degree code is an exact match on both the term record and the degree application.

If any change has been made to one or the other, the degree application may not be displayed in screen 117. For example: The application is created off of the term record as an AB in biology. Then, the Primary Program is changed in the term record to a BS in biology. If inquired into screen 117, it would not find a match and you would receive an error message at the top of the screen that says "NO DEGREE APPLICATIONS EXIST FOR PROGRAM(S) OF THIS TERM."

All candidates must have an application built in screen 117 according to the date specified in the graduation calendar. At that time O.U.R. will download names of all the students who have a checkout status of "2" or "3". From that download O.U.R. will prepare the commencement program. The diploma order will also be prepared if it is during the May cycle.

11R Degree Requirements Tracking

Once all candidates have been built in the database, requirements may be recorded in the Degree Requirement tracking screen, Screen 11R.

On screen 11R, you will be able to

• type in the student's degree requirements,
• view the student's degree program, currently enrolled courses
• view any grades that are posted, swim requirement flag, and cumulative gpa
• set the Graduation Checkout Status to 3 on this screen.

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To correct any requirements that you have already typed in

1. Space out what exists
2. Retype the text
3. Press the enter key.

We hope that this information is of assistance to you. If you have questions about graduation coordination, please contact a Training Specialist at either 962-9838 or 843-3498, or a Student Records Representative at (919) 962-3956.