Using Degree Audit as an Adviser

Log in and View the Worksheets Tab

• Navigate to https://degreeaudit.yale.edu and log in with your CAS credentials. 
  • Once logged in, please allow several seconds for Degree Audit to fully load.
• Use the Select Student drop-down menu in the block to select from your list of advisees (this may take a moment longer to load than the Search block) or use Search (see below). 
• The Worksheets tab shows the audit of a student’s degree progress. There are a series of “blocks” with information. The blocks may differ, depending on the level of the pursued degree.

Searching for Students

Use the Search feature to create a filtered search of certain criteria to narrow in on a subset of your advisees. 

1. Click the Advanced Search link below the Student ID field in the student information block to open the Find Students screen.

2. Enter your search criteria.

3. Click the Search button in the lower right corner. Your search results appear at the bottom of the screen.

• You can sort the list by clicking any column header. The list of audits on the main screen will display in the order chosen here.
• Uncheck boxes in the search results to exclude those students from the list of audits on the main screen.

4. Click Select to return to the main screen with only this list of selected students.

Information Blocks

Yale Degree Audit is comprised of a series of “blocks” that categorize student progress specific to their declared major(s), certificates, and distributional requirements. They provide both students and advisors an overall summary of the student’s progress. All of the blocks are visible on Degree Audit for both students and advisers. 

When navigating the audit, blocks can be expanded and collapsed to make for easier viewing.

Student Information

The Student Information block contains  basic information, including student name, ID number, year, level of study, and major(s).  If a student has a language placement, it will appear in this block.  Advisers have a drop-down menu that allows them to select and view all advisees.

Degree Block

The Degree block includes grade requirements and a summary of the other blocks in the audit.  The degree block offers a quick snapshot of a student’s overall progress, including total number of course credits (including in-progress), status on distributional requirements, and status of major requirements.

Distributional Requirements Block

The Distributional Requirements block lists a student’s progress on general education requirements they must take regardless of their major/program of student. These requirements are broken down by language, quantitative reasoning, science, writing, humanities & art, and social sciences.  There may be multiple Distributional Requirement blocks for the academic milestones in specific class years and these blocks can be collapsed or expanded.

Major/Program of Study Block

The Major or program of study block provides  student progress on the specific major(s) or program (i.e. certificate, concentration) they are pursuing; this includes prerequisites, required courses, and electives. 

• Degree Audit uses an effective term called catalog term to determine which requirements students must fulfill for their degree and program.; the catalog term shows just below the name of the major/program or other curricular election.
  • The catalog term for the student’s degree is their first matriculated term.
  • The catalog term for the student’s field of study (major, certificate, concentration) is the term in which this field is declared.
  • See also: Catalog Term and Curriculum Year: A Guide to Understanding
• Graduate School-Specific: 
  • The Milestones for the Ph.D. block will show if it applies to the selected student.
  • The Language Proficiency block appears if the selected student has any language proficiency codes in Banner regardless of whether their program of study has a language requirement.
    • If a student has met their language requirement and their Banner record has the G05 event code, the checkbox Language Requirement Completed checkbox will show in this block.

Any or all of the following blocks may display, depending on the student’s academic history:

Fallthrough Block

The Fallthrough block contains any courses that a student has taken that do not count towards a student’s major(s)/program of study. This can include courses in the major, but  taken in excess of the total number of required major courses and audited courses. Although these courses do not count toward anything specific, they still appear on the student’s academic record as they count towards the total required credits.Courses from this section are sometimes later applied to the major block by exception.

Ineligible Block

The Ineligible block includes courses in which the student enrolled but the courses are not eligible for credit toward the degree  such as failed courses, withdrawals, ineligible repeats, etc.

In-progress and PreRegistered Block

The In-progress and Preregistered block displays courses that a student is currently taking or is registered for but that have not yet been completed or graded. This block is also used as confirmation for which courses a student is officially registered.

Not Counted Block

The Not Counted block includes items in the student’s academic record that do not count toward the degree.  

Exceptions Block

The Exceptions block, if any exist, will show a summary of exceptions that have been applied to the audit toward a student’s academic progress.  Exceptions require the approval of a DUS/DGS, Dean, or Committee on Honors and Academic Standing (CHAS). These exceptions are specific adjustments to the pre-approved standard academic requirements. 

Notes Block

The Notes block will display only if any notes have been entered for the student.  The notes block displays any notes entered for the student. These can include reminders or summary from a student’s meeting with their advisers. Although only advisers and registrars can add notes, notes are available for all to see with the date created and creator shown. 

Legend and Disclaimer

The legend is at the bottom of the worksheet, followed by a disclaimer approved by the University General Counsel’s Office.

Notes

The Notes feature is used to add or display notes entered in the audit that are relevant to the explain the record. For instance, time away, additional terms, reduced course load, or exceptions.

• To add a note, click the three vertical dots above the student information block, then click the Notes option.
• Click Add a new note and you will see a box to enter your desired text. When finished, click the Save Note button. 

Class History

The Class History is a simple chronological listing of a student’s classes, grades, and credits earned. To see the class history, click the three vertical dots above the student information block, then click the Class History option.

Save as PDF or Print

The audit can be saved as a PDF fileby clicking the print icon above the student information block—then print, save, or email the file. The PDF file will appear in a separate window and may take several seconds to create.

Update the Audit

Produce a New Audit with New Banner Data

The data refreshed date indicates the last time DegreeWorks checked Banner for new data. To see when the data was last changed, hover the mouse pointer over the data refreshed date .

Click the Refresh button to force the system to check Banner for new data. Use this feature if new data has been entered in Banner that is not yet reflected in the degree audit.

Once refreshed, an icon will appear to indicate whether there was new data found in Banner and a new Degree Audit was generated, or if no new data was found.

Produce a New Audit without Checking Banner for New Data

Go to the Worksheets tab then click the Process button near the top of the page, just below the student information block.