Degree Audit

Registrar's Office - Degree Audit Resources

Course Substitution and Waivers

Procedure for the specific circumstances in which these are appropriate.

Degree Audit and On-Course Information

Definition and how to access the degree audit

How do I read the degree audit?

Explanation of how to read the degree audit

What if something is wrong with the degree audit?

Explains what to do if something is wrong with the degree audit.

COURSE SUBSTITUTION AND WAIVERS

In cases where substitutions or waivers may be appropriate, these changes must be initiated by the advisor and approved by the department chair and the college dean. Written documentation using the Course Substitution and Waiver form must support these changes.

In the case where a general education course can satisfy different requirements, the advisor or student may contact the Registrar's Office to have the course moved on the degree audit. Written documentation does not need to accompany these changes. Once a course has been moved or a substitution or waiver made, it will appear on the student's audit.

DEGREE AUDIT AND ONCOURSE INFORMATION

OnCourse is an on-line degree audit and advising support system that evaluates your completed course work, courses for which you are currently registered and transfer courses against a set of degree requirements to determine your progress toward obtaining your degree. Administrators, faculty and students alike refer to the OnCourse system as the "degree audit". Students can access their own degree audit and faculty have access to their advisees' degree audits through School Services on the iClarion Portal.

You can view, model new degree requirements (or new major), and print a degree audit using your iClarion Portal. The degree audit option is found within School Services under Student Records. The degree audit is broken down into four sections. Please use our easy, How do I read my degree audit? (PDF), reference guide for a clear interpretation of the degree audit.

The degree audit is a powerful advisement tool. Its functions include the ability to evaluate your academic record to determine which degree requirements you have met and which requirements are remaining, the power to request "what-if" scenarios for a new major and determining how courses you have completed will apply to that new major, and tracking your major and/or minor QPA. The degree audit compares your academic record to your declared career (combination of majors and minors that you have declared) and your catalog year. In cases where substitutions or waivers may be appropriate, these changes will be initiated by the advisor and approved by the department chair and the college dean. Written documentation using the Course Substitution and Waiver form must support these changes. The Registrar's Office will enter undergraduate waivers and substitutions for individual students. The Graduate Office will handle waivers and substitutions for graduate students. In the case where a general education course can satisfy different requirements, the advisor/student may contact the Registrar's Office to have the course moved on the degree audit. Once a course has been moved or a substitution or waiver made, it will appear on the student's audit.

The degree audit is provided for advisement. It is not an official record. Please report any corrections to your advisor. If you need further assistance, please contact your Dean's Office.

HOW DO I READ THE DEGREE AUDIT?

How do I read my degree audit? (PDF)

Section 1: Selected Student Data

This portion of the degree audit includes the students’ local and permanent address, advisor(s), major(s), and/or minor(s). The Summary of Credit towards Graduation lists the total credits earned, the courses registered, any transfer credits accepted and the overall QPA. It also lists the amount of credits required for the degree and the QPA in the major and/or minor.

Section 2: Academic Requirements Remaining

This portion of the degree audit lists the requirements that are not yet completed. A course may be listed more than once if it fulfills more than one requirement, but the credit only counts once.

Section 3: Academic Requirements Completed or in Progress

This portion of the degree audit shows all the courses that have been taken and are in progress and how they are used to meet the requirements for the students’ designated major. This section lists the course number, title, term course was taken, credit amount and grade.

Section 4: Work Not Applicable to this Program

Credits not applicable to the program because the student withdrew or does not satisfy any graduation requirements. (ex. MATH 050-developmental courses do not count towards graduation, add’l HPE activity credits-a maximum of two HPE activity credits count towards graduation, withdrawals)

WHAT IF SOMETHING IS WRONG WITH THE DEGREE AUDIT?

The Registrar's Office will enter undergraduate waivers and substitutions for individual students. Changes must be initiated by the advisor and approved by the department chair and the college dean. Written documentation using the Course Substitution and Waivers form must support these changes. In the case where a general education course can satisfy different requirements, the advisor may contact the Registrar's Office to have the course moved on the degree audit. The Graduate Office will handle waivers and substitutions for graduate students.