About Degree Works

To help students and advisers monitor progress toward degree completion, Colgate uses Degree Works, a web-based tool which uses degree requirements from the University Catalog 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.

Benefits

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.

Degree Works is intended to support and enhance Colgate's commitment to academic advising. Students and advisers are able to:

  • View detailed requirements for the degree, major, and minor
  • See how completed, in-progress, and approved transfer/AP course work applies to degree requirements
  • Identify courses needed to complete specific degree requirements
  • View cumulative and major/minor GPAs
  • Plan course selection for future semesters using the Look Ahead feature
  • Generate What-If audits to view hypothetical major and/or minor changes based on current and projected course work
  • Calculate a GPA based on projected performance for the term
  • Calculate the grade combination(s) needed to achieve a target GPA

Degree Works is intended to support and complement academic advising but not to replace face-to-face advising sessions or the University Catalog.

Accuracy of Information

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.

The degree audit places each course using a “best fit” scenario. Often multiple possibilities exist, and Degree Works may not choose the same configuration that you may have chosen. This does not mean that it could not be used in another configuration, rather that the tool is providing a possible scenario. The registrar’s office has no control over the best fit scenarios, and these may change as the student registers and completes additional courses.

The best fit scenario also applies to students with two majors (or major and minor) that can share courses. Students must have 7 unique courses for a major. If the combination of shared courses is not appropriate, please contact the registrar’s office at degreeworks@colgate.edu

Note: Your Degree Audit is not valid as a transcript, nor is it official notification of degree requirement completion.

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 advisingement tool. The official transcript is issued through the Office of the Registrar upon written request from the student.

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.

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 coursework 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.
  • The physical education requirement is marked complete when you have completed two PHED units (also satisfied by Outdoor Education programs, two seasons of a varsity sport, or two different club sports). You are not awarded academic credit for PHED units. The PHED department notifies the registrar’s office when you have completed a PHED unit. Only then will the registrar’s office enter the unit on your transcript with a grade of O (the letter, not a zero). If a PHED unit is not appearing on the audit, you should contact the PHED department for assistance.
  • 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.
  • Your major(s) or minor will show in Degree Works as soon as the approved declaration form is received and processed by the registrar’s office. If it does not appear in Degree Works, follow up with the department or program.
  • 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.

 

Registration Checklist

By default, the Degree Audit is shown in Student View, which gives a comprehensive view of audit information. 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.

Class History

Class History provides a chronological list of all completed and in-progress course work. The list includes grade and course credit information but does not provide term GPAs or a running cumulative GPA. Class History is not a transcript. To view Class History, click the link located above the audit.

Major/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 your major/minor GPA.

Transfer/AP Credit

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 the major or minor requirements listed in my audit appear to be incorrect?

Major and minor requirement blocks are determined by the declaration year which appears in the major or minor block header. You are 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 at degreeworks@colgate.edu

If a transfer course is not fulfilling a requirement, it is possible that the course was not approved to satisfy a specific requirement or the Office of the Registrar was not notified. It is also possible that all specific requirements have been met and the course counts only as a degree elective. If you have additional questions regarding transfer credit, please contact the registrar’s office at degreeworks@colgate.edu

Printing an 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.

The What-If audit will show what coursework is required for the new major or minor, what courses the student has taken that satisfy requirements, and what requirements are still outstanding.

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. You must complete and submit an approved declaration form to the registrar’s office to formally declare a major or minor.

To run a What-If Audit:

  • Select What-If from the side menu options in the far left column.
  • Choose the current or a future declaration year (required), then select a major and/or minor. If the major or minor requires an emphasis, you must also select the corresponding emphasis.

    You may choose several majors and minors to view in one What-If scenario. (Per university policy, students may officially declare two majors or one major and one minor.)

    Note: The tool requires a selection in the "Declaration Year" field. Failure to select a year will result in an error.
  • If desired, add projected course work to the What-If audit by entering course information in the Choose Your Future Courses section, below the major and minor pick lists.
  • Once you have chosen the desired major(s) and/or minor(s) and entered projected course work, if desired, click the Process What-If button at the top of the page.
     

The Look Ahead feature allows students to enter projected coursework and see how it would apply to the current audit. This could be used to help plan for registration in future terms.

To use the Look Ahead feature:

  • Select Look Ahead from the side menu options in the far left column.
  • Enter a subject and course number and click Add Course.
  • You may repeat the process until all desired courses are entered, then click the Process New button at the top of the page.

This will generate a new audit with the projected coursework marked in blue and PLAN indicated in the grade column.

The What-If audit also includes Look Ahead functionality.

Degree Works offers two GPA calculator options:

  1. Graduation Calculator determines the average GPA students will need in their remaining credits to reach the target GPA upon graduation. Enter the current GPA (should default in, if available), credits remaining (both in-progress credits and future credits), 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. 
  2. Term Calculator displays an estimated cumulative GPA based on hypothetical grade information. Your current earned credits and current cumulative GPA will autofill. You must 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.

"S" and “U” grades do not count towards calculation of the GPA, and thus cannot be included in GPA calculators. Remove courses from the course list for which the S/U grading mode is being used prior to calculating the GPA.

Degree Works does not take the place of your faculty adviser. It is a tool to assist you and your adviser in tracking your progress toward major and graduation requirements and should be used in conjunction with regular advising meetings. 
Advisers, faculty, and selected staff have access to your Degree Works audit for the purpose of supporting your progress through your academic career. However, Degree Works access cannot be shared with your parent/guardian via InfoShare.

Degree works may be accessed from the Colgate student portal. Click the Degree Works (degree audit) link on the registrar’s tab in the Banner Self-Service portlet.

Students will lose access to Degree Works approximately one month after graduation. We recommend that you save a PDF copy of your audit to retain your major/minor GPA.

Support

You should always confer with your faculty adviser if you have a question about your audit. If further clarification is needed, please contact the registrar’s office (degreeworks@colgate.edu, 315-228-7408, or come to 103 Lathrop Hall.) 

If you are having technical difficulties with Degree Works, please contact the ITS Service Desk (itshelp@colgate.edu315-228-7111, or visit the ITS Service Desk on the 3rd floor of Case Library).

Accessing 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.

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.

Unlike the current Faculty and Advisor Dashboards, Degree Works will allow you to search for and access the audit of any currently enrolled Colgate student, even if s/he is not your advisee or in your course, provided that you have legitimate educational interest (per the Family Educational Rights and Privacy Act. We recognize that much academic advising at Colgate is done informally—for instance, meeting with a prospective major or discussing graduate plans with a senior seminar/research student who is not your official advisee—and this enhanced access supports that important function.

To find a student who isn't an advisee, click the Find button on the upper left corner of the window. You can search for a population of students (e.g., by major and class year) or you can search for an individual student by name or ID. After you enter your desired search criteria, click Search to populate your results at the bottom. If you have multiple results, you can select which students to view by clicking or unclicking the check box next to their name. Once you've identified your population, click OK to bring up the audit.

Degree Works users are required to comply with the Family Educational Rights and Privacy Act (FERPA). Faculty and staff members with access to student education records are legally responsible for protecting the privacy of the student by using information only for legitimate educational purposes to advise or assist students. An advising relationship that meets the requirements of legitimate educational interest can be defined formally, when a student is officially assigned to an adviser, or informally, when a student outside a department or program needs advising that requires access to his or her education record. Please be advised that neither curiosity nor personal interest qualifies as legitimate educational interest. Please review the FERPA information on the Office of the Registrar web page prior to accessing Degree Works for the first time.