degreeworks 4.09 advisor manual

Office of the Registrar

Queens College Office of the Registrar

[email protected] | Jefferson 100

DegreeWorks 4.09 Advisor Manual

DegreeWorks is an online advising tool that helps Undergraduate students select courses from

requirements that need to be fulfilled based on their academic plan.

Accessing DegreeWorks

To access DegreeWorks, you must first go to the CUNY Portal at www.cuny.edu. To log in, click on

LOG-IN on the top right and then and click on CUNY PORTAL.

Next, sign into your CUNY Portal account. Then, click on DegreeWorks – Online Advisement System.

mailto:[email protected]

http://www.cuny.edu/




After accessing DegreeWorks, you will be brought to this main page.

This bar displays student information. Here, you will see the student’s:

Name

Degree (BA, BS, BAMA, etc.)

Major (Accounting, Biology, Music, Undeclared, etc.)

School (U – for Undergrad)

Level (L-FRESH – for lower freshman, U-SENR – for upper senior, etc.)

And, the last date the audit was viewed.





Searching for a Student

By Empl/CUNY ID Number

If you know the student’s CUNY ID number, you can quickly search for them by typing in the number in

the Student ID field in the information bar on the top of the audit.

After pressing enter, the student’s information will automatically populate in the information bar.





By Clicking the Find Button

You can also search for students by clicking on the Find button. With this function, you can also search

for students by major, minor, or concentration.

Click on the Find button that is located on the left side of the information bar.

A second screen will pop up. Here, you can select students by majors, minors, or concentrations. You can

also search for them by their CUNY ID or their last name.





You can enter the student’s CUNY ID into the Student ID field. This will bring up the students

information. When you are ready to view the audit, click OK.

If you do not know the student’s CUNY ID number, you can also look them up by their last name. Type

in their last name in the Name field accompanied with an “@” symbol at the end of it to pull up a list of

students with that last name and then click OK.

After you click on OK, DegreeWorks will perform a search of all the students that have the last name that

was entered in the Name field.

12345678

12345678 Smith, John





The list of students will be alphabetized by last name. Please note that the list will bring up students

that have graduated and students that have been accepted to Queens College but may not have

matriculated.

Social Security Numbers will appear for students sudents that did not receive CUNY ID numbers

(graduation or matriculation prior to Fall 2010) , as well as the CUNY ID numbers for current

students.

12345678

12345678

12345678

123456789

12345678

12345678

12345678

12345678

John

Joe

Rebecca

SHARLENE

Robert

Rebecca

Max

Rebecca

Terrence

Anna





General Search by Using the Dropdown Menus

You can search for students by their Degree, Academic Level, Major, Minor, or Concentration by

choosing them from one of the drop down menus.

Search by Degree

Please note that DegreeWorks

only supports audits for

Undergraduate students.

Search by Classification

Search by Major

Search by Minor

Search by Concentration





Searching by major, minor, or concentration

If you wanted to look up student audits by major, click on the Major drop down menu and click on

the major you want to look up.

Click Search and DegreeWorks will search for students that have declared the major with the

Registrar’s Office.





When the search is complete, you will receive a list of students with the major. You will be able to

see the students’

CUNY ID number

Name (listed in alphabetical order)

Degree

Major

School

Level

All students will be checked off by default. You can either view all of the audits by clicking OK,

or you can click Uncheck All and check off the students that you wish to see, and then click OK.

Follow the same process for searching for minors or concentrations. You can also combine fields

for a more specific search. For example, you can look up the Lower Juniors who have a

Psychology major and Sociology minor.

After you click OK, you will be brought back to the main page. You will see that student information has

been inserted into the fields in the information bar.

Smith, Ann

Smith, Bob

Smith, Diana

Smith, John





Searching by name

With the update to DegreeWorks 409, you can now search for students by their first name, last name, or

both. Because of this, you do not need to insert the @ symbol at the end of last names to search for

students. To view a student’s audit, click OK.

Smith, Ann

Smith, Bob

Smith, Diana





The Audit (Worksheet)

After accessing DegreeWorks, you will be automatically brought to the student’s audit.

In the Student View section of the Audit, you will see the student’s:

Full name

Empl/CUNY ID

Number of Transfer Credits

Student Groups

Academic Status (Good Academic Standing, Bad Academic Standing.)

Cumulative GPA

Smith, John

Smith, John

Smith, John

Smith, John





The Degree section of the audit outlines the core course requirements created by Queens College. It notes

the student’s matriculation date, cumulative GPA, and the number of credits that has been taken during

your college career.

This area also shows the CUNY Skills Assessment Requirements, as well as the Primary College

Competencies Requirements.

When a requirement is fulfilled by a course, the course name, title of the course, letter grade, number

of credits, and term taken will appear next to the requirement.

If a requirement hasn’t been fulfilled, a list of courses that may be taken will appear to let the student

know which courses will fulfill that requirement.





LASAR/Perspectives/QC Core Requirements

LASAR, Perspectives, and QC Core requirements will also appear on the audit. This section may show

up as exempt if the student matriculated into Queens College as a transfer student or hold an Associate’s

Degree.





Majors

If the student has declared a major, its course requirements, credit total, and GPA for the major appear on

the audit. DegreeWorks will show the number of credits they need to complete the major.

Please note that if the student recently declared a major or minor, your audit may not reflect it

automatically. It takes about 24 hours for an audit to refresh after a change is made to a student’s record.

Minors





Electives classes allowed

Each student is allowed to take a certain number of electives to complete their degree. This limit varies

with each student according to their academic plan. If a student transfers in courses that do not fulfill a

requirement, they will fall under this section.

Elective classes not allowed Any course that does not fulfill a Perspectives, LASAR, GENED, major, minor, or exceeds the General

Electives credit limit will appear hear. If the student receive Financial Aid, courses that they are enrolled

in and fall under this section can affect state aid eligibility.

Insufficient Grades Any course taken that received an NC, F, WU, WN, or FIN will appear in this section.

In-Progress

These courses are the courses that students are enrolled in for the current and future terms.





Look Ahead

With the Look Ahead function, you can insert classes that the student plans on taking into their

audit to see if they fulfill any degree requirements.

To access the Look Ahead function, click on the Look Ahead function on the left hand side of

the screen.





To begin using the Look Ahead function, enter the department name of the course that the

student wishes to take in the Discipline field, and the course number in the Number field, as

shown above. Then, click on Add Course.

After you click on Add Course, the class will move to the Courses you are considering

section.

Multiple classes can be inputted into Look Ahead. To remove a course, click on it and then click

on Remove Course.





To view the Look Ahead audit, click on Process New.

The planned courses will either fulfill requirements, as shown below, or, if they are not needed,

may fall under the Electives section. The courses will appear blue. The audit will also reflect an

updated credit count to represent the planned courses.





What If

The What If is a great tool to use to advise students if they plan on declaring a specific major or

minor. This is also helpful if a student has taken a few courses from a department and want to see

if those courses fulfill the major’s or minor’s degree requirements.

The What If audit will best serve students that have yet to declare a major or minor, or those that

are planning on changing their major or minor. To access What If audits, click on the What If

tab on the left hand side of the screen.





Search by Degree

The Bachelor of Arts degree is automatically

defaulted for this field. To view a What If audit

for a BS major (Graphic Design, Computer

Science, etc.), BBA (Finance, International

Business, etc.), and so on, change this field to

the appropriate degree to view those majors.

Search by Catalog Year

Please note that these values are no longer defaulted to the

student’s matriculation year. This field will need to be

changed to the correct academic year to ensure that you

will see the current requirements.

Search by Major

Search by Minor

Search by Concentration

Chosen Area of Study

After a major or minor has been selected from the drop

down menus, they will appear under the Chosen Areas of

Study section. If you need to remove one of the selections,

click on it, and then click Remove.





After the desired major, minor, and/or concentration are selected, click on Process What-If.

The selected major will appear, and will reflect any courses that the student may have taken if

they fulfill any of the requirements.

The minor and its requirements will also appear.





Dual What If and Look Ahead Audits

With DegreeWorks 409, you can now combine the What If and Look Ahead functions to create a

more sufficient and helpful audit. In order to do this, click on the What If tab on the left hand

side of the screen.

This is a great tool to use if a student is planning on enrolling for specific classes for a major but

have not yet declared the new major, or vice versa.

Insert all the necessary information into the fields for the What If portion.

Degree – BA, BS, BBA, BFA, or BM

Academic Year – Be sure to use the most current undergraduate year for each field.

Major

Concentration (Optional)

Minor (Optional)

For the Look Ahead portion, make sure that you type in the courses correctly:

Subject: SOC

Number: 381W





Lastly, click on Process What If.

Major

Minor





If you have any questions regarding student audits or the content that DegreeWorks displays,

including errors in degree requirements, please email [email protected], or call

Kristina Hardy at extension x70380.

Please note that if any requirement changes need to be made to majors, minors, or

concentrations, they need to be approved in the Chancellor’s University Report.



degreeworks 4.09 advisor manual

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