Running Degree Audits

Review student progress toward degree completion.

Accessing Degree Audits

From Advisee List

1. Go to Advising > My Advisees
2. Click Run Audit for a student

Direct Access

1. Go to Advising > Degree Audit
2. Search for a student by name or ID
3. Click Run Audit

Understanding the Audit

Audit Overview

The audit shows:

• Student Information - Name, ID, program
• Overall Progress - Percentage complete
• Credits - Earned vs. required
• GPA - Current and required

Requirement Blocks

Requirements are organized into blocks:

• Degree Requirements - Institution-wide
• Major Requirements - Major-specific courses
• Minor Requirements - Minor courses (if applicable)
• General Education - Core curriculum
• Electives - Free elective credits

Requirement Status

Status	Icon	Meaning
Complete	✅	Requirement satisfied
In Progress	🔄	Currently enrolled
Not Complete	❌	Still needed
Needs Review	⚠️	Requires attention
Not Evaluated	—	The audit could not judge this requirement; it is not a pass or a fail

Not Evaluated is a real state, not a display bug. It means the audit had insufficient information to reach a verdict — most often a transfer credit from an institution whose type carries no four-year classification, which is counted neither for nor against an upper-division requirement.

Reading the numbers correctly

Three things about the headline figures are easy to misread.

"Credits remaining" is anchored on requirements, not on a subtraction

It is built up from the requirements that are still unmet — not computed as "required minus earned". It is never netted across sibling requirement groups, and it is capped at the degree total.

So a student can have plenty of credits and still show credits remaining, because the credits they have do not satisfy what is left. That is the correct answer, not an inconsistency.

Sibling requirement groups are usually alternatives, not a checklist

Where a requirement has several child groups, they are frequently mutually exclusive options — choose one of these three concentrations — rather than things all of which must be done.

This means is_required on a group does not mean "owed". A group can be marked required and still be one of several ways to satisfy its parent. Migration 236 made the structure explicit: a group carries a group_role, and a declared choose-N count comes from the catalog rather than being inferred from the requirement's wording.

Never read a choice out of the requirement text. If the catalog did not declare it, the audit does not assume it.

Every program is audited, and each major is judged on its own

A student holding more than one program gets an audit per program, shown expanded by default with a per-audit way to collapse it. Each major is evaluated independently, so one major's unmet requirement does not block another's completion.

A bachelor's degree does not count toward a master's.

Catalog year matters

A student is held to the requirement sets their own catalog declares (migration 253). The major-to-requirement-block junction carries a catalog year, so a renamed requirement family in a later catalog does not appear as a phantom requirement for a student on an earlier one.

Upper-division blocks are measured from the student's course pool rather than from the block's own item list — the two give different answers when a course satisfies a requirement by substitution.

What-If Analysis

Explore alternative academic paths:

1. Click What-If Analysis
2. Select changes to simulate:
   • Different major
   • Add/remove minor
   • Different catalog year
3. Click Run What-If
4. Review projected requirements

TIP

Use what-if analysis when students are considering changing majors or adding minors.

Course Planning

Help students plan future courses:

1. Open the student's audit and click Plan on a requirement that is not yet met.
2. Choose a course and section. The planning dialog checks prerequisites (including minimum grades), corequisites, schedule conflicts, the credit load, course sequencing and repeat limits, and offers Join waitlist on a full section.
3. On a section where students choose their credits, pick the number of credits.
4. The course is added to the student's Planned Courses, with a reserved seat.

A requirement passed below its minimum grade shows as not met and can be planned again. A failing grade (or a pass below a prerequisite's minimum) automatically removes later plans that depended on the course, and you and the student are emailed what was removed.

When the student submits a term, the request comes to you if you are their primary advisor. See Registration Approvals.

Reviewing Substitutions

View applied substitutions:

1. Look for courses marked with substitution indicators
2. Click to see substitution details
3. See who approved the substitution

Processing Issues

Needs Review Items

Items marked "Needs Review" may need:

• Manual verification
• Course substitution
• Waiver consideration

GPA Concerns

If GPA requirements aren't met:

1. Note the required GPA
2. Discuss with student
3. Consider academic support resources

Printing the Audit

1. Click Print in the audit toolbar
2. Choose format:
   • Summary view
   • Detailed view
3. Click Print or Download PDF

Share printed audits with students during advising sessions.

Related Topics

• My Advisees
• Processing Waivers
• Graduation Clearance