07/15/03 SASS Documentation 1 DEGREE AUDIT SYSTEM OVERVIEW A series of on-line transactions has been developed by the Information Resource Management Division (Standard Software Development Services) of the State Board of Education, to support the Degree Audit System. These transactions perform the following functions: 1) Create and maintain the Academic Program Definition Records. 2) Create and maintain the Requirement Definition Records. 3) Display individual student degree audit report. 4) Request student degree audit reports. 5) Create and maintain the Student Exception Records. 6) Create and maintain the Institution's Grade Table Records. 7) Create and maintain the institution's course equivalency records. 8) Create and maintain the repeatable course file. 9) Provide for the listing of the Program Definition and Course Equivalency files. The degree audit system is also supported by a series of data files and tables. These files define the requirements that a student must fulfill to successfully complete various undergraduate degree programs offered by the institution. Files are also used that provide the system with information about an individual student's academic history as well as degree program exceptions that a student has been granted. There are also a series of ancillary files that are used by the system to customize the system to the University’s particular needs. The following files support the SASS system: 1. Academic Program Definition File 2. Requirement Definition File 3. Academic Record File 4. Academic Course File 5. Student Exception File 6. Institutional Grade Master File 7. Degree Audit Request File 8. Course Equivalency File 9. Repeatable Course File 10. Institutional Security File. ACADEMIC PROGRAM DEFINITION FILE The Academic Program Definition File contains a record for every degree program for which an institution would anticipate generating a degree audit report for a student pursuing a particular academic program of study. These programs generally coincide with the academic degrees conferred by the institution. However, the programs as defined to this file may be more definitive. They may take into consideration special tracks and areas of concentration within a particular degree program. Each record on this file contains a series of entries that contain, at least, the name of a defined requirement or series of requirements that the student should successfully satisfy to complete a specific program of study. These requirements are defined in the Requirement Definition File. REQUIREMENT DEFINITION FILE This file contains a record for each requirement that the college/university has established as a requisite to complete a program of study. Each record may contain a series of entries that describes the courses that are required to complete this requirement; a minimum/maximum number of credit hours that may be required; a minimum Grade Point Average (GPA), etc. Examples of the type of requirements that may be defined are major core requirements, general education requirements, university requirements, non-course requirements (e.g. Foreign Language, Gordon, CLAST, etc.), common body of knowledge, and free electives, etc. ACADEMIC RECORD FILE This is one of the institution’s student data files created in the SASS interface. It contains a record for each student identified to SASS. This file is created under program control and is not maintained in any way by this system. Any maintenance to the student's academic record must be accomplished through the institution's Student Information System, following current maintenance procedures. ACADEMIC COURSE FILE This Academic Course File (i.e. Course List) is another file created from the institution’s data files in the SASS interface. It contains a record for each course a student identified to SASS has taken. This file is created under program control and is not maintained in any way by this system. Any maintenance to the student's academic course record is accomplished through the institution's Student Information System, following current maintenance procedures. STUDENT EXCEPTION FILE Primarily, academic advisors in the colleges maintain this file. It contains information concerning an individual student's exceptions from his/her chosen program of study. Information such as course substitutions, requirement/course waivers and miscellaneous data pertinent to the student's attendance at the institution are recorded in this file. INSTITUTIONAL GRADE MASTER FILE This file contains a record for each grade awarded or recognized by the institution. The record also contains pertinent information regarding the various algorithms that may be used in the course of a degree audit generation. Information such as grade points, condition codes, etc, will be found on these records. DEGREE AUDIT REQUEST FILE During the course of a normal workday a series of degree audit reports may be required in the advising process. Usually these reports will be prepared for display at the advisor's workstation. At the time the advisor requests a degree audit, the advisor has the option to generate a printed copy of the report. If a hard copy is required it will be prepared and made available at the printer the Advisor designated when SASS security privileges were established. If a large quantity of degree audit reports is required periodically, a batch job is available to generate and print degree audit reports. Student ID (i.e. SSN), college, major and classification are available parameters that may be used to select student records to this file. COURSE EQUIVALENCY FILE This file contains a record for each course within the institution that has undergone a conversion of its course identifier. This file is used to determine whether a student can satisfy a current course requirement with a course taken under a course number that has undergone a conversion of its identifier (i.e. a course number change). This file also contains a record for each course transferred in by a student, for which the receiving institution has determined that an equivalent course exists. This file aids in the evaluation of transfer credit. A course transferred into an institution and not appearing in this file will automatically not be evaluated by SASS. REPEATABLE COURSE FILE This file contains a record for each course that can be repeated for credit. Courses which a student repeats and does not appear in this file will have the credit awarded appropriately adjusted. INSTITUTIONAL SECURITY FILE The Institutional Security File contains a record for each individual at an institution who has been granted access to SASS by the SASS Primary Process Owner. This record contains information regarding file access, printer remote locations , college affiliation, etc. Some of the previously mentioned files are maintained through a series of screens/forms. These screens are titled: 1. Academic Program Definition Screen 2. Requirement Definition Screen 3. Student Program Exception Screen 4. Grade File Maintenance Screen 5. Degree Audit Report - On-line Screen 6. Degree Audit Report - Batch Screen 7. Course Equivalency Screen 8. Repeatable Course Screen 9. Security Screen 10. SASS Main Menu Screen The main output of the SASS system is a degree audit report. To obtain this report the advisor would submit the student's social security number. The system verifies that the student record exists in SASS by checking the Academic Record File. When it is verified that the student has been made available to the system, the advisor would then indicate whether s/he would like to audit the student’s using the declared major or override the degree program and audit using a different major code. The system then retrieves the degree requirements as specified in the program definition and/or requirement definition files as well as the student's academic history as specified in the academic record file. These sets of data would be matched and a resultant degree audit report would be generated. This report would indicate the required courses for a particular degree program and the student's progress toward satisfactory completion of that program.