DARS/uAchieve: Adding transfer courses and exceptions to grad student programs

 Objective

This procedure walks you through the steps to add transfer courses and exceptions to a student profile. This is tailored to the business practices for the Graduate School.

 Audience

• Staff

 Environment  

• uAchieve Self Service

 Procedure

The procedure starts by walking you through how to add transfer courses (steps 1-10) and then add an exception (steps 11-28). Start by launching the self service tool.

1. From the homepage, click the Students icon to search for a student profile.
   
   
    
2. Search for the student using an emplID, wildcate ID, or the first and last name. Click Submit or  Search when finished.
   
   
    
3. From the search results, click Select to open the student profile. Be advised that the student may appear more than once. As long as the ID matches, selecting any profile will take you to the same student.
   
   
    
4. From the student profile, click the Courses drop down and select Transfer.
   
   
   
   Note: After loading the transfer courses and running the evaluation/analysis, you can view the KSU equivalent courses under the Home area.
    
5. Select Add Transfer Course.
   
   
    
6. Fill in the course information that is transfering from the outside institution. Click Add To List when finished.
   School: Use the drop down menu to select the matching school. Use the code at the end of the name to confirm you have the matching institution.
   Term: This is a free text field. Type in the term using a YYYYT format where Y=Year and T=Term (2 [spring], 4 [summer] 5 [fall]). Example, 20242 = Spring 2024.
   Course: Enter the course. Use the format guide below the field as guidance for how to type in the prefix and number. The text will appear red if the format is wrong.
   RCredit: Enter the earned credit amount.
   Grade: Enter the earned grade.
   Title: Enter the title of the course. Ensure that the title begins with "GR: ". During the evaluation/analysis, it will associate the course as a graduate level course.
   
   
    
7. Repeat step 6 until all courses for that same school are added. Click Return to go back to the transfer page.
   
   
    
8. If there are more courses to add under different schools, click Add Transfer Course again. Once you have all the transfer courses added, click Run Transfer Evaluation.
   
   
    
9. It will take 3 seconds to run the transfer evaluation.
   
   
    
10. Once the evaluation is finished, you will be moved to the Transfer Evaluations tab. Here you will see the target KSU equivalent courses (TRNSF00002) along with the condition codes "wT". Make sure the condition code does not display a "u".
    
    Condition codes:
    w=graduate level course
    u=undergraduate level course
    T=Transfered course
    
    
     
11. Next, generate an audit with the requirement name. This will be used to enter the exception. Click the audits drop down and select Request New.
    
    
     
12. Before running the audit, expand advanced settings by clicking the link.
    
    
     
13. From the List All drop down, click M - Include Pseudo. Then click Run Program.
    
    
     
14. It will take 3 seconds to process the audit.
    
    
     
15. Once the audit generates, open the audit by clicking the program or View Audit.
    
    
     
16. Next, you will look for the requirement name (RNAME) for "Program of Study...". You will need this when creating the exception.
    
    
    
    Note: You may want to select the  icon at the top of the audit. This will open the audit in a new tab.
     
17. Click on the Exceptions tab at the top right.
    
    
     
18. Click Add Exception.
    
    
     
19. Click the Requirement Modification exception or click the RM exception code.
    
    
     
20. Fill out the exception rules. Click Save BEFORE adding courses.
    Pseudo-Course Name: Enter the requirement name followed by "-1".
    # of SubReqs or Courses to Add or Subtract: Enter a positive number or negative number to change how many courses count towards completion. This field is built as "1".
    # of Hours to Add or Subtract: Enter a positive or negative number to change how many credit hours count towards completion. If you want to display total credit hours earned, use this field instead of count. This field is built as "0". The number in this field will equal the total number of credit hours for the courses you are adding.
    
    
     
21. This will take you back to the exception menu. Click the edit icon for your RM exception to add courses.
    
    
     
22. Scroll to the bottom and click Add Course.
    
    
     
23. Add your courses by typing them as they appear in KSIS or DARS. Click Add To List when finished. Continue adding any other courses you need, they will populate at the bottom of your screen. Be advised, you currently cannot scroll down to view all your listed courses.
    
    
     
24. When finished adding all of your courses, click Return.
    
    
     
25. Scroll to the bottom of the exception and ensure your courses are listed correctly. Use the edit or delete icons to make further adjustments then click Save.
    
    
     
26. Re-run the audit and confirm your courses now appear under the Program of Study requirement. Click the aduits drop down and select Request New.
    
    
     
27. Click Run Program.
    
    
     
28. After opening the audit, you will see the courses listed in the requirement.
    
    

 Notes

You should also be able to use the in audit Exception Mode to complete these steps. To do this, start at step 17 and instead click Enter Exception Mode. Then scroll down to your requirement and select the orange advanced exception icon . Then continue at step 19.