Objective
This procedure walks you through the steps to add a requirement modification exception to a student audit. This exception provides the most flexibility and is a great starting point to address exception needs.
Audience
Environment
- DARS/uAchieve self-service
Procedure
- From the student profile menu, select Exceptions.
Note: Depending on the size of your screen, you may need to expand the student menu by clicking Student Menu.
- Click Add Exception.
- Select Requirement Modification or the RM code.
- First, add your target courses to the course list, if applicable. To avoid additional clicks, you MUST add your courses first BEFORE filling in the exception fields. Scroll to the bottom of the page and click Add Course (part 1).
- Fill in the fields to add the target courses to the course list.
Course: List the target course that is to be replaced. The format is *****##### where * resembles the subject area and # resembles the catalog number. Note there are 10 characters so that you can type in non-equivalent courses such as ENGL-1:01.
Replacement Course (Optional): List the course to replace the target course. The format is *****##### where * resembles the subject area and # resembles the catalog number. Note there are 10 characters so that you can type in non-equivalent courses such as ENGL-1:01.
Match Control: IF you are listing multiple rows of courses in the course list. You can use the match control to connect the courses. For example a mach code of "&" connects your courses in the course list as "target course AND target course". The match control only takes effect between course rows, it does not influence the relationship of a target course and replacement course in the same row.
Year Term Range: Enter a target term or range if applicable. For example, entering 20245 will target a course substitution IF the target course was completed Fall 2024. You can also enter a range such as 20245 99999 (a space is required in between) so that the substitution only happens if the target course was completed Fall 2024 or later in the student career. The format is YYYYTT where Y is equal to the four digit year and T is equal to the term (2 = Spring, 4 = Summer, 5 = Fall).
Click Add To List.
Your course list will accumulate below. Use the edit icon to edit a course row. Check the remove box and then Remove to remove a course from the list. When finished adding courses, click Return.
- Your courses will now appear at the bottom of the exception.
Note: If you are unable to see all of the courses due to various reasons, navigate back to Add Course to review your entire course list.
- Fill in the fields of the exception (part 2).
Pseudo-Course Name: Enter the target pseudo course name for the sub-requirement OR requirement. For most sub-requirements, there is an ACCEPTED pseudo (courses in the course list) and a REJECT pseudo (courses in the "Not From" course list). The format is *****##### where * resembles the subject area and # resembles the catalog number. Note there are 10 characters so that you can type in non-equivalent courses such as ENGL-1:01.
Year/Term: Not applicable in this type of exception. You can target a term in later steps
# of subReqs or Courses to Add or Subtract: Enter a positive number, such as "1", to increase the sub-requirement count (at the requirement level) OR the course count (at the sub-requirement level) by that value. Use a negative number, such as "-1", decrease the sub-requirement count (at the requirement level) OR the course count (at the sub-requirement level) by that value. To accurately do this, you'll first need to know what the audit is counting.
# of Hours to Add or Subtract: Enter a positive number, such as "1", to increase the credit hour count (at the requirement level) OR the credit hour count (at the sub-requirement level) by that value. Use a negative number, such as "-1", decrease the credit hour count (at the requirement level) OR the credit hour count (at the sub-requirement level) by that value. To accurately do this, you'll first need to know what the audit is counting.
Required GPA: Enter the target GPA. This value will override what was initially encoded in the (sub-)requirement.
Accept Condition Code 1/2: Up to two condition codes can be identified per exception to be added as accepted condition codes.
Reject Condition Code 1/2: Up to two condition codes can be identified per exception to be added as rejected condition codes.
Assign Condition Code: Add a course condition code that should be applied to courses listed in the course list.
Max Hours: Identify the maximum number of hours to allow in the sub-requirement. Most requirements do not have limits and are set to 999. These can be tricky to implement.
Max Hours Control: If maximum hours are added, you MUST identify the control code that tells DARS how to monitor the max hours value. If no control is identified, the limit won't work.
Message displayed on audit: Text here will display under the course title.
Memo: Used for internal purposes and optional.
Authorized By: Defaults to your user ID.
Date: Defaults to current date. This date should resemble the date the exception was added (it does not influence if/when the exception takes effect).
Click Save.
- You will return to the exception menu.
- Click the code (CC for example) to see a general overview of the exception (no editing options).
- Click the edit icon to edit the exception.
- Select the delete box and then click Delete (at least one must be checked before active) to remove the exception.
- Re-run the audit to see the effects of your exception. Click the Audits drop down from the student menu. Select Request New.
Max Hours Control Codes:
Total credit hours in requirement should be less than or equal to the Max Hours value (X)
Total credit hours in requirement should be greater than or equal to the Max Hours value (C)
Total credit hours in requirement should be equal to the Max Hours value (S) [Keep in mind if a single course goes over the limit, the additional hours will be split out of the current requirement into the sub-sequent available requirement]
Notes
Each exception is uniquely setup in DARS/uAchieve. The pages will look similar, but that does not mean all the fields are applicable for that exception. If you have questions or would like to report issues with an exception, please forward those to DARSassist@ksu.edu.
There are many ways to implement a requirement modification. It can be used to simply adjust the NEEDS of the sub-requirement/requirement, it can be used to add courses to the accepted course list, and it can be used to add courses to the reject course list (ie the "Not From" course list) by targeting the reject pseudo course (these all end with an "R").