4:42 p.m.
Hello all,
I apologize for the delay in getting this email out.
Students in the AIS sections have already begun getting their Degree Works instruction. I
have attached the PowerPoint I showed at the All-Advisor Meeting (though it has since been
slightly edited with corrections). Wordy instructions outlined below but for all the
visual people out there, I've attached a flowchart as well.
When you are emailed from a student you are going in to Degree Works and:
- Open the plan they've worked on. It will have their name on it under the
'Who' column.
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- Check to see if they added at least two semesters.
o If they did not do two (or more) semesters, check the semester they did do and send
them an email letting them know they need to add another semester and include any
corrections they need to make for the semester of courses they added (if any).
o If you did your plans with three semesters for freshmen, then they should have added
Spring 2018 and Fall (or Summer) 2018. You can open your plan to check how many you did
and if they did/did not add two semesters.
o If you did not do a plan for them, they will be asked to add in the courses for Fall
2016 and then add two more semesters.
- Check the plan for problems (pre-reqs, work load, wrong classes, etc.)
o If there is an issue, and it is minor, you can make the change.
o If there are many issues with the plan, or you feel like the student needs to make
certain decisions/changes on their own, send them an email.
- To the plan that the student updated, that you've approved, you will need
to add AIS to the description of the plan. You can rename the plan if the student named it
something weird. It doesn't matter. What does matter is that AIS is added somewhere
in the description (or name) of the plan.
- Select the Active and Locked boxes on the plan that you have now reviewed and
approved and Save.
- Email the student to let them know that the plan has been reviewed and
approved.
Notes:
- Students cannot make changes to the plans you have created, and locked. They
can add two semesters and make a copy of the plan by using the Save As button. This allows
them to add two semesters without having to start from scratch. It also allows them to
make changes such as updating dummy courses with actual courses and changing the order of
courses if something isn't available at the time of registration. We want them to
keep these plans current. The more they can do, the less you have to.
- We are telling them about notes. We're telling them to read them if they
are there and also showing them how to add their own. If you see a note on a course in a
semester they've added, check the note out. It could be a question they have for you
or other information that could be useful.
- You can leave the original plan locked for record-keeping purposes if you'd
like. You can also delete the old plan too. It's up to you.
- There can only be one active AND locked plan. This is the plan the student will
follow.
STUDENT DEADLINE: October 21st
ADVISOR DEADLINE: November 23rd
Please let me know if you have any questions.
Amanda Garcia
Program Coordinator
Undergraduate Studies Support and Technology Services
University of Texas at San Antonio
210-458-6519 (phone)
