What is Degree Works?
Degree Works is a web-based tool designed to help students and advisers monitor progress toward degree completion. Degree Works uses degree requirements from the University Catalogue and re-organizes the student’s transcript categorically to produce an easy-to-read audit. The audit is divided into blocks to show all of the necessary requirements and how courses taken or in-progress count toward those requirements. Each block contains checkboxes to easily identify what courses and requirements are complete, almost complete, or still outstanding. Degree Works can be used as part of advising sessions to determine course selections (in conjunction with the Course Offerings for the term) and review graduation requirements.
How do I access Degree Works?
Faculty members: from the Advisor Dashboard in Colgate portal, click on the degree audit icon (grad cap/diploma) next to the students name on your advisee list, or click the "View (student's name) in Degree Works" link within the students portal record. If you wish to access Degree Works without clicking into a particular student's record, you can use the "Go to Degree Works Home Page" link above your advisee list or select Degree Works from the Faculty Toolbox tab.
Administrative staff: from the Colgate portal, select Degree Works from the Dean's Dashboard tab, then click the Degree Works link.
How do I view an advisee's audit?
If you have officially assigned advisees, you can click the grad cap/diploma icon in your advisee list in the portal, which is a direct link to each student's degree audit. You can also search within degree works using the Find button, or enter the ID number next to the Find button. See the Faculty and Staff Instructions (navigation and features) at the top of this page for full instructions.
I signed a student’s declaration form but he/she is not showing up in my portal advisee list. When will I have access to the graduation cap/diploma icon?
Advisees will appear in your advisee list as soon as the approved declaration form is received and processed by the registrar’s office. If you need to advise a student before they appear in your list, you can search for the student by ID or name, using the Find button in the upper left corner of the window.
How current is the information in a Degree Works audit?
The information in Degree Works is refreshed every time you access an audit. If the information isn't up-to-date it could be due to outstanding paperwork (e.g., declaration paperwork that hasn’t reached the registrar’s office yet) or an outstanding transcript for transfer work.
Can a student register for classes in Degree Works?
Degree Works provides information on degree requirements and assists with planning for registration, but students must still register through Banner Self-Service. Degree Works lists all courses that will fulfill outstanding requirements, but does not provide information about specific course offerings for a particular semester, nor term-specific information, such as meeting dates, times and instructor information. Students must still use the Course Offerings each term to identify the courses for which they plan to register.
How do I Exit Degree Works?
From your degree audit window, select the Exit degree Works tab in the upper right corner of the window.
How is the degree audit structured?
The audit is organized into categorical sections called blocks. The first block provides student demographic information and photo, and is displayed at the top of the audit, followed by requirement blocks:
Degree in Bachelor of Arts summarizes the requirements to earn a degree including course credit, general education, major, and GPA. Students who have not yet declared a major will have a block for “Seeking a Bachelor of Arts Degree.” This will change to the specific degree block when a major is formally declared.
General Education Requirements summarizes all of the requirements that fall under the Liberal Arts Core Curriculum.
Common Core Requirements details each CORE area (i.e., Scientific Perspectives, Communities and Identities, Legacies of the Ancient World, and Challenges of Modernity).
Global Engagements specifies if the requirement has been satisfied and, if not, directs students to view the Course Offerings to find GLEN courses approved for a specific term.
Areas of Inquiry details each area and displays completed or in-progress course work counting toward this requirement.
Writing Requirement For most students, the writing requirement is satisfied upon admission. If not, this block will display as incomplete until a qualifying WRIT course is successfully completed.
Foreign Language Requirement For most students, the language requirement is satisfied upon admission. If not, this block will display as incomplete until a qualifying (200-level) language course is successfully completed.
Physical Education Requirement shows how many remaining PHED units are needed to complete the requirement.
Major and minor displays detailed requirements within each major and/or minor. Specific components of the major or minor are listed individually and are checked off as the student progresses.
Major/Minor GPA appears only for those majors and minors that count all courses in the department/program toward the GPA. Otherwise, the student’s major or minor GPA comprises only the courses used to satisfy the major or minor requirements and can be found in the regular major or minor block header.
Additional/Elective Courses lists those that do not satisfy any requirement or are not needed to fulfill a requirement (e.g., another course is being used).
Insufficient Courses lists any failed, withdrawn, or repeated courses that cannot be used to fulfill a requirement.
In-progress Courses lists all registered courses that have not yet received a grade. After registration, and before the end of the current term, it will list both fall and spring courses.
Not Counted lists courses that are taken out of sequence or have other issues that should be addressed with the registrar’s office. If there are courses listed in Not Counted, please contact the registrar’s office immediately.
Notes may be listed for some students. If there is a note, it will appear at the bottom of the audit, or you can click the Notes tab at the top. Notes are only entered by the registrar's office and are visible to anyone who has access to the audit.
What view formats are available for an audit?
The Student View is the default format and contains the most comprehensive information about a student's academic program and progress toward degree completion. The Registration Checklist view condenses the audit to show the outstanding requirements only. To change from the default Student View to the Registration Checklist, locate the Format drop down menu above the audit, select Registration Checklist, then click View.
How is a Degree Works audit different from a transcript?
Degree Works uses degree requirements from the University Catalogue and re-organizes the chronological transcript into categorical blocks. Unlike the transcript, which is the final, official documentation of a student’s academic record and degree completion at Colgate, the Degree Works audit is an unofficial advisement tool. The official transcript is issued through the Office of the Registrar upon written request from the student.
Where do I find my advisee’s major and/or minor GPA?
Most major and minor GPAs are listed in the major/minor block header and are a calculated GPA based on coursework used to fulfill major/minor requirements only. Some majors and minors count all courses taken in the subject area of the department/program, whether they count toward a specific requirement in that major or not. In these cases, you will also see a separate Major/Minor GPA Coursework block below the major/minor requirement block. If present, this block should be used to determine the student’s major/minor GPA.
What if the major or minor requirements listed for my advisee appear to be incorrect?
Major and minor requirement blocks are determined by the declaration year which appears in the major or minor block header. The student is expected to complete the requirements in place for that year. If you believe the declaration year is recorded incorrectly, please contact the registrar’s office.
How will transfer and AP credit appear in the audit?
Approved transfer and AP credit will factor into the audit where appropriate. Approved transfer credit or AP credit will appear on the audit once the Office of the Registrar has received the official transcript or score report.
What if my advisee has been approved for a substitution/exception for a requirement, but it does not appear on the audit?
Course substitution or exception requests must be initiated by the department chair/program director and submitted to the registrar’s office. The registrar’s office will confirm that the substitution/exception is consistent with general university policy. Once it has been cleared, it will be applied to the student’s record by the registrar’s office and will appear on the audit.
Does the audit constitute clearance for graduation?
The Degree Works audit is not official notification of degree requirement completion. Final approval of Colgate degree completion resides with the Office of the Registrar. Please contact the Office of the Registrar if you have questions regarding the degree audit or official degree completion status.
What is the Class History?
Class History provides a chronological list of all completed and in-progress course work. The list is ordered by term and includes grade and course credit information. This is not a transcript and does not provide term GPAs or a running cumulative GPA. To view Class History, click the link located above the audit.
How do I print a degree audit?
Use the Print tab at the top of the page or you can choose the View PDF button just above the Student Information block.
What is the What-If feature?
The What-If feature allows you to hypothetically change a major or minor. The What-If audit will show what course work is required for the new major or minor, what courses they have taken that satisfy requirements, and what requirements are still outstanding.
Why am I receiving an error when I run a "What-If" scenario?
The "What-If" tool requires that you make a selection in the "Declaration Year" field. Failure to select a year will result in an error.
My advisee ran a What-If audit, can I see it from my screen?
What-If scenarios are not stored in Degree Works so you can only see the results if you work through a What-If procedure together, or if the student saved a PDF or printed a copy.
If a student uses the What-If feature, does it mean they have declared or changed their major/minor?
The student must complete and submit an approved declaration form to the registrar’s office to formally declare a major or minor. The What-If function is for information purposes only and does not constitute declaration. You will see the header “What-If Audit” displayed at the top of the audit whenever an audit is run on a What-If scenario.
What is the Look Ahead feature?
This feature allows you to enter projected course work and see how it would apply to the current audit. This could be used to help plan for registration in future terms.
What are the GPA Calculator options?
Graduation Calculator determines the average GPA the student will need in their remaining credits to reach their target GPA upon graduation.
Enter the current GPA (should default in, if available), credits remaining, total number of credits required (32), and the desired GPA. Click Calculate to view the average GPA needed over the course of the remaining credits.
Term Calculator displays a student’s estimated cumulative GPA based on hypothetical grade information. Enter the current earned credits, current cumulative GPA, and choose an anticipated grade for each in-progress course. (In-progress courses should default in, but can be edited if needed.) Once all of the information is entered, click Calculate to see a revised cumulative GPA based on the estimates you provided.
Please note that cumulative GPA calculations in Degree Works are estimates only and may not be used for awarding of university honors, scholarships, etc. Official cumulative GPAs are recalculated by the registrar’s office at the end of each term and will be used as the GPA of record. Major and minor GPAs are for student and departmental use only and are not a part of a student's permanent record.
Why can’t I select a grade of “S” in the Term Calculator?
"S" and “U” grades do not count in the GPA. Remove courses from the course list for which the S/U grading mode is being used prior to calculating the GPA.