Academic Advisement Example 07b

Purpose: Use this document as a reference for how to build Academic Advisement using a single Requirement Group. There are three main levels described in this example.

Audience: Academic Advisement Staff

Navigation:  Course Lists > Academic Requirements >Requirement Groups

This example will describe starting at the group level but when building Advisement Requirements it is advised to evaluate multiple program/plans to find common course lists and requirements.  Course Lists and Requirements can be used for multiple program/plans and to minimize configuration and maintenance sharing Course Lists and Requirements are advised. Typically build course lists first, followed by Academic Requirements and finally group all requirements in the Requirement Group.

As you build Requirement Groups and Requirements it is advised to view what they look like on a student by pulling an Advisement Report for a student assigned to that Plan code.

Requirement Group

Navigation: Main Menu >Academic Advisement >Academic Requirements >Define Requirement Groups

Requirement Group Tab

  1. The Requirement Group tab is where you will input the Academic Program and Plan as well as the overall description that will display to the student on the Advisement Report.

The effective date on a requirement group is connected to the requirements term that is assigned on a student's program/plan stack.  If making updates to a Requirement Group you will want to effective date the change to the term start date to match the selected requirements term.  Students with a requirements term prior to the effective dated change on the Requirement Group would fall under the previous requirements. To view previous requirements select Include History and scroll to the effective dated row for the requirements term assigned to the student.

Requirement Group tab
  1. Use the Report long description (as shown above) to input plan specific details, see how the details apply to the student's AAR below.
Associate of Arts and Sciences Degree page

Parameters Tab

  1. The parameters defined on this page will apply to the overall group of requirements identified on the detail tab.  These options are also able to be set at the individual requirement level.  Based on the example in the image below the overall group requirements will be processed based on these selections.
    1. Course Ranking Scheme: Chronological will select courses by term (first term to current term)
    2. Credit Include Mode: All Stats. Selecting this all stats will allow course to be applied to only one requirement in the requirement group
    3. Choice Resolution Method: Satisfy in Sequential Order will satisfy requirements in the order specified by the Line Number on the Detail tab.  
Parameters tab

Details Tab

  1. On this tab, connect in the Academic Requirements. Based on this example, the requirements will be evaluated in the line number order starting at line 0010 and working down in increasing number.
Deatil tab

Academic Requirements

In this example, additional requirement specific details will be built at the requirement level, therefore, no additional tabs are needed at the Group level.

Colleges can build various types of requirements which will be connected to the Academic Plan at the Requirement Group level.  Academic Requirements can also be applied to multiple Requirement Groups, allowing the college to build one academic requirement that can be applied to multiple programs of study.  

Requirements Tab

  1. Use the Requirements tab to define the requirement and include a description that will be viewed by the students.  If the requirement applies to multiple plan codes the Academic Plan field can be left blank.  

The Effective date of a Academic Requirement must be prior to or the same date as the requirement group to which it is being attached.

Requirement Tab
  1. The Report Description and Report Long Description shown in the image above will display to the student on the AAR as shown below.
Natutal Sciences Satisfied Requirements page
Academic Requirements Example 1: Minimum total units and needs courses from multiple disciplines

Parameters tab

  1. In this example the requirement indicates the completion of a total of 15 units.  On the parameters tab this requirement indicates not only the 15 unit requirement, but a minimum 2.0 grade points for the courses to meet the requirement.  Similar to the requirement groups page shown above, some of the other page settings include
    1. Course Ranking Scheme: Chronological will select courses by term (first term to current term)
    2. Credit Include Mode: All Stats. Selecting this all stats will allow course to be applied to only one requirement in the requirement group
    3. Choice Resolution Method: Satusfy in Sequential Order will satisfy requirements in the order specified by the Line Number on the Detail tab.  
    4. Reporting: Set to Always Report
    5. Print Control: Set to Print on Audit Reports
Parameters tab

Line Item Tab

  1. The details added on the Line Item tab will describe the criteria for meeting the requirement.  For the Line Items that will display to students include a Report Description and Report Long Description that will display to students.
Line Item tab - Report Description highlighted
Natural Sciences page

Line Items Parameters Tab

  1. This tab allows specific settings for each Line Item on the Requirement.  In this example it is shown that there is a minimum of 2 courses allowed on line item 10 and the courses must have a minimum grade point of 2.0.
  2. Select the Display Select Line on this tab to display this line to the students on the AAR.
Line Item Parameters tab - Minimum Coursees highlighted

Line Item Detail Tab

  1. On the Line Item detail tab, this example connects in the Course Lists that will be used to evaluate the requirement.  Therefore, the student must take two classes from the specified course list and have a minimum of 2.0 grade points.  Colleges that do not use grade points will need to have grade categories configured on the grading scheme to identify which grades are accepted to meet the requirement.
Line Item Detail page
  1. This requirement example is actually looking for the student to complete two courses with a lab and one course without a lab, the requirement for the courses with a lab are shown above.  To add the requirement for courses that are non-lab courses, inset a second Line Item with the second Course list as shown in the images below.
Line Item tab
Line Item Parameters tab
Line Item Detail tab
  1. The final criteria for this requirement is that students must select classes from multiple disciplines.  In order for this to work, a class list will need to be created for each discipline that the student can take a course from and a Unit, Course or GPA Limit line type will need to be created on the Academic Requirement for each of these disciplines.  These Limit Line Types will not display to students. Example shown in images below.
Line Item tab - Line Type highlighted
Line Item Parameters tab - Minimum GPA highlighted
Line Item Detail tab - Course list highlighted
Academic Requirements Example 2: Global Limits

Global limits can be used only if all requirements for a program of study are linked to one Enrollment Requirement Group.  In this example the limit being placed is that a maximum of 3 credits in PE may be applied to the entire program of study. This limit is not displayed to the student and any details for the limit should be included in the description on the higher level Enrollment Requirement Group.   The course list in this example would include all of the PE courses that are a part of this limit.  The images below show how this is configured.

Line Item tab - Line Type hightlighted
Line Item Parametrs tab - Unit, Course, and GPA Values hightlighted
Line Item Detail
Academic Requirements Example 3: Verification

Verification requirements can be used only if all requirements for a program of study are linked to one Enrollment Requirement Group.  Verifications are used if the college wants the requirement to be verified but does not want the credits to be required as a part of the overall requirement group. In this example the college is verifying that an Oral Communication class has been completed.  This requirement can be displayed to the student and the Report Description and Report Long description should be populated to explain the requirement to the student.  The course list in this example would include all of the courses that can satisfy the Oral Communication Requirement.  The images below show how this is configured.

Requirement tab - Report Description highlighted
Line Item Parameters tab
Line Item Detail tab

If Display Select Line is selected on the Line Items Parameters tab as shown in the example above, the requirement will display on the AAR as shown below

Oral Communication page
Academic Requirements Example 4: Graduation Requirement

It is recommended that all AAR's have a total unit requirement.  A total unit requirement can be used only if all requirements for a program of study are linked to one Enrollment Requirement Group.  This is set up as a Verification requirement and will display all of the courses used towards a student's program of study.  The images below show how this is configured.

Requirement tab
Parameters tab
Line Item tab
Line Item Parameters tab
Minimum Graduation Requirements page

In this example the Total Unit Requirement also requires a Residency Requirement of 30 units at the college, this is an additional Line Item to this overall verification requirement.  See images below

Line Item tab
Line Item Parameters tab
Line Item Detail tab
Residency Requirement page
Academic Requirements Example 5: Unused Courses Requirement

The Requirement Group for academic plans that are eligible for Financial Aid, must contain an Unused Courses Academic Requirement. This is set up as a Verification requirement and will display all of the courses not used towards a student's program of study. The Short Search Description on the Requirement tab and the Line Item tab must be “Unused” (case sensitive). The Unused Course requirement must be placed last in the Requirement Group for the academic plan. This requirement is used in a Financial Aid process to track student eligibility. The images below show how this is configured.

 

Requirement tab
Line Item tab
Line Item Parameters tab
Line Item Detail
Unused Courses page
Academic Requirements Example 6: Optional Requirements

When a student can choose between two optional requirements there are a few ways to build the requirement.  This example will show you a way that clearly lays out the options for the student. This will display as shown below

On the Line Item tab, build the Course requirement and connect with an "Or" Statement.  

Additional limits or parameters can be attached to each list using parentheses.  In this example, the second course list has a PE limit

On the line item parameters tab set any parameters that apply to each of the course lists that will be connected

On the Line Item detail tab, add in the course lists that for the lines identified on the Line Item tab

Academic Requirements Example 7: Using Multiple Grade Categories

This scenario can be used when a college is using multiple grade categories.  In this example, the college has a grade category for "Taken at the college" and a Grade Category for "Transfer passing grade."  By using both grade cateories connected to the course list, the system will allow any grades with these grade categories to apply to the requirement.  The college using this specific example wants to accept only specific grades in their GRD "Graded" grading scheme and specific grades in their TRN "Transfer" grading scheme to qualify to meet the specific requirement.

In this example, the line detail sequence in which the Line Item Detail is built is important to make this scenario work as expected.  

  1. On the Line Item Detail tab
    1. Insert a Derived Course List row with the first grade category
    2. Insert a Derived Course List row with the second grade category
      1. List Include mode would be set to Y "Union"
    3. Insert a Course List row with the Course List number
      1. List Include mode would be set to I "Intersection"

 

In this specific example the credit being applied was brought in with a "P" transfer credit grade using Other Credits

This class now applied to the requirement as expected

Academic Requirements Example 8: Total Units Academic Requirement

Colleges will need to configure a Total Units Academic Requirement for all academic plans they would like to evaluate with the Degree Boost CEMLI (QCS_AA_DEGREE_BOOST).

This query is used to identify students who are near completion but no longer enrolled. The Line item for this requirement must be the only Line Item, or the last Line Item within the requirement. The Short Search Description on the Line Item tab must be “TotalUnits” (case sensitive).

 

Line Item Tab:

  1. Line Type: Course Requirement
  2. Short Search Description:  TotalUnits
  3. Display of Status:  Hide Status not checked

Line Item Parameters Tab:

  1. Minimum Units: Must be populated
  2. Credit Include Mode: Verify Only, Never Include
  3. Print Control: Print on audit reports
  4. Reporting: Always Report

Line Item Detail Tab:

  1. Line Detail Sequence: 1
  2. Line Detail Type:  DLST
  3. List Recall Mode:  All Courses used

Course Lists

Course lists are connected to requirements as a way to group courses for selection on the requirement.  Course lists can be used in multiple requirements for the line items that will display (set on the Line Item Parameters tab) clearly describ the line item as this is the description that will display to the students.

Course List Description tab

  1. The description information for a course list does not display to the student and is used internally to identify the course lists that should be used when building Academic Requirements.

The Effective date of a course list must be prior to or the same date as the requirement group to which it is being attached.

Course List Description tab

When editing a Course List, click FETCH to view the courses assigned to the list.

Course List Detail tab
  1. Input and edit courses on a course list by using the +/- for each course line.  Checking the Include Equivalent Courses box will allow the course to be satisfied by transfer credit.
Course List Detail tab - WildCard Indicator highlighted
  1. In the example shown in the image above, course lists can also be set up using WildCards.  This course list would then consider all courses within the HUM and HUM& subject area when evaluating the requirement.  Use the # with a starting catalog number, 1## for example to include only 100 level courses in the definition for this list.  
  2. The check box for Include Cross-Listed Courses looks at Combined sections.  If a student is taking a course MATH 120 that is combined with BUSN 120, a course list that requires BUSN 120 would be met with the MATH 120.  

Course List Parameters

  1. Additional parameters for this example will be set up at the requirements level and not at the course list level.  Therefore the Course List Parameters tab does not need to be defined.

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