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.

-          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)