Student Exceptions
The following step-by-step guide shows how to authorize student exceptions in AIS. There are three
types of student exceptions: Requirement Waivers, Course Directives and Requirement Change.
Requirement Waivers exempt the student from the requirement at the Group, Requirement or Requirement Line level. Course Directives can either direct a course to or exclude a course from a
requirement. A Requirement Change will change the credit or course count requirements.
Step-by-Step Overview ..................................................................................................... Page 1
Student Exception Detail ................................................................................................... Page 2
Requirement Waivers ........................................................................................................ Page 5
Course Directives .............................................................................................................. Page 7
Requirement Change .......................................................................................................Page 11
Waiver and Course Directive Naming Conventions ........................................................ Page 13
Step-by-Step Overview
STEP 1: Navigate to “Student Exceptions”
Navigate to Home > Manage Student Records > Define Academic Requirements > Use > Authorize
Student Exceptions
STEP 2: Add a New Value
Requirement Waivers
Course Directives
Requirement Changes
STEP 1: Determine Waiver Level from
Degree Audit.
STEP 1: Determine Waiver Level from
Degree Audit.
STEP 1: Determine Waiver Level from
Degree Audit.
STEP 2: Waiver Data Entry
Enter the following:
1. Enter Descriptions, Short Description and Long Description.
2. Enter Career (UGRD), Program or
Plan Value, Selection Code (Student), and Student ID.
3. Select Requirement Waiver and
enter Level (Requirement Group
[RG], Requirement [RQ] or Requirement Line [LN]). Most waivers should
be at the Requirement (RQ) level.
STEP 2: Course Directive Data Entry
Enter the following:
1. Enter Descriptions, Short Description and Long Description.
2. Enter Career (UGRD), Program or
Plan Value, Selection Code (Student), and Student ID.
3. Select Course Directive.
STEP 2: Waiver Data Entry Enter the
following:
1. Enter Descriptions, Short Description and Long Description.
2. Enter Career (UGRD), Program or
Plan Value, Selection Code (Student), and Student ID.
3. Select Requirement Change and
enter Level (Requirement Group
[RG], Requirement [RQ] or Requirement Line [LN]).
Click on “Create Exception.”
STEP 3: To Tab
Enter the Requirement Group (Requirement and Line if applicable) the
student is exempted from. Click “OK”.
STEP 4: Copy the Advisement Override number to the Long Description.
STEP 5: Re-run Degree Audit
Click on “Create Exception.”
STEP 3: To Tab
Enter the Requirement Group, Requirement and Requirement Line in
the “From” tab.
STEP 4: From Tab - Select Course
Choose Erollment, Offerings, Transfer
Test or Other Credit.
Search and select course.
Click “OK”.
STEP 5: Copy the Advisement Override number to the Long Description.
STEP 6: Re-run Degree Audit
1
Click on “Create Exception.”
STEP 3: To Tab
Enter the Requirement Group (Requirement and Line if applicable) of
the requirement to change.
STEP 4: From Tab - Change Requirement
Change course minimum, unit minimum or both. Click “OK”.
STEP 5: Copy the Advisement Override number to the Long Description.
STEP 6: Re-run Degree Audit
Student Exceptions at a Glance
Part 1: Exception Descriptions
Part 2: Override Details
Part 3: Create Exception
Part 3
0123456
Doe, Jane
2
}
}
Part 1
Part 2
Part 1 - Description - The naming conventions for Description, Long Description and Short Descriptions starts on page 13.
Override Number: Unique number assigned to the student
exception. After exception is created it is best to copy the
number and paste into the Long Description.
Long Description: Conform to naming conventions established by department. Text entered in the Long Description appears in the student’s degree
audit.
Description: Conform to
naming conventions established by department.
Description is a searchable field.
30 characters maximum.
Short Description may be
used in Cognos, but not
used in AIS.
Parts 2 and 3 - Override Details and Create Exception
Academic Career = UGRD for all
undergraduate waivers.
CAUTION: General Education Requirements are requirements assigned at the Academic Program Level and should
only be substituted or waived by CEP. In cases where a
College needs to manually “fix” a student’s degree audit,
use Course Directives.
Academic Program = UGRD for
all GE requirement waivers.
0123456
Academic Plan: College and
Department requirements are
waived at the Academic Plan and
in some cases the SubPlan level.
Part 3: Create Exception
Click to create the exception and create an override
number.
Doe, Jane
C A U T I O N :
Exceptions should be
made at the Student
Level. Making exceptions based on a level other than Student will affect all
students in a Program, Plan or Group.
Select Requirement Waiver, Course Directive or Requirement Change
A Requirement Waiver waives a Requirement Group (RG), Requirement (RQ) or
Requirement Line (LN) Level. It is the simplest student exception. A Course Directive is a two step process that directs course(s) to requirement(s). Choose a requirement to direct then select an enrollment, an offering or trasfer work to satisfy the requirement. In some cases, like with transfer credit, it might be necessary to do a Student Requirement Change to change
the credit or the course count before you complete a Course Directive. Most requirements count
courses and course directives work. Some requirements, such as those requirements with a
co-requisite lab, may be require reducing the credit requirement before making the the exception.
3
Student Exceptions
First three steps are the same for Waivers, Directives and Changes
STEP 1: Navigate to “Enrollment Request”
Navigate to Home > Manage Student Records > Define Academic Requirements > Use > Authorize
Student Exceptions
STEP 2: Add a New Value
STEP 3: Add a New Value
Click Add to add a new exception.
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Requirement Waiver
The Cowell Plan requirement
is Requirment Group (rg2386).
To waive an entire requirement,
wavie the RG.
STEP 1: Determine Waiver Level from Degree Audit
RG
RQ
Nested in Requirement Group
2386 are two Requirements: the
College Core Course (r7) and
the Computer Literacy (r8) requirements. To waive a specific
requirement within a requirement
group like the Computer Literacy
Requirement, waive the RQ.
LN
RQ
Requirements may be waived at the Requirement Group,
Requirement or Requirement Line level
Nested in the requirement level
are requirement lines consisting
of lists of courses. The Cowell
College Core Course is requiement 7, line 10 (r7, ln10).To
waving a specific courselist
within a requirement, waive the
LN.
STEP 2: Enter Data, Choose Level and click on “Create Exception.” (The naming conventions for
Description, Long Description and Short Descriptions starts on page 14.)
Clicking on “Create Exception” will generate an Advisement Override Number. After the exception is created,
this number should be pasted in the Long Description.
0123456
In this example we are waiving the entire
College Requirement because of transfer
coursework.
Doe, Jane
5
STEP 3: Enter the Requirement Group (Requirement and Line if applicable) the student is exempted
from. Click “OK.”
STEP 4: Enter Advisement Override Number in the Long Description and click “Save.”
0123456
Doe, Jane
STEP 5: Re-run Degree Progress Report to Validate
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Course Directive
STEP 1: Determine Waiver Level from Degree Audit
RG
Course Directives direct a
course to the Requirement
Line level. This is an example
of using transfer work to satisfy the PSYC 1 requirement.
RG: 4541
RQ: 34
LN: 10
RQ
LN
LN
STEP 2: Enter Data, select “Course Directive” and click on “Create Exception.”
0123456
Doe, Jane
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STEP 3: Direct Courses to
Enter the Requirement Group, Requirement and Requirement Line
Course Source
Enrollment - any course in Catalog
Offerings - any course on student’s record
Other Credit, Test Credit or Transfer Credit transfer credit posted to a student’s record.
STEP 4: Directied Courses
STEP 4A: Select Credit source and click search button.
STEP 4B: Search for course (enter subject area for refined search).
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STEP 4C: Select course to enter course in Directed Courses
Clicking on the checkbox selects the course.
STEP 4D: Direct Units and Courses
Directed Units
Directed Courses
STEP 4E: Click Apply and OK.
9
STEP 5: Enter Override Number in Long Description and Click Save.
0123456
Doe, Jane
STEP 6: Re-run Degree Progress Report
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Requirement Change
Some requirements reqire credits, courses or a combination of both. In some cases (like with tranfer
credit coming in as 4.5 instead of 5 credits), it may be necessary to change the valuse
associated with the course.
In this example a student transfered a course from UCLA that satisfies the senior seminar
requirement and we are changing the Psychology Senior Comprehensive requirement from 5 credits
to 4.5 credits.
STEP 1: Enter Data, select “Requirement Change” and click on “Create Exception.” Changes should
be made at the line level.
0123456
Doe, Jane
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STEP 2: Enter Requirement to Change, down to the line level.
STEP 3: Enter the New Value.
STEP 4: Enter Exception Override Number and Save.
0123456
Doe, Jane
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Waiver and Course Directive Naming Conventions
This is an index of descriptions, short descriptions and long descriptions used with requirement waivers and course directives.
College Waivers
Description (30 Characters):
<COLLEGE> <<REQUIREMENT>> waiver. (Example: Merrill Core Course waiver.)
Short Description (10 Characters):
<COLLEGE> (All caps. Example MERRILL)
Long Description:
<COLLEGE><<REQUIREMENT>> waived <<<REASON>>>.
Reason values = due to college change, due to transfer credit, or by provost appeal
(Example: Merrill College Core Course waived due to transfer credit.)
College Course Directives
Description (30 Characters):
<COLLEGE> <<REQUIREMENT>> directive. (Example: Cowell Computer Literacy directive.)
Short Description (10 Characters):
<COLLEGE>
Long Description:
<COURSE DIRECTED> satisfies <<COLLEGE>> <<<REQUIREMENT>>>.
(Example: CMP 10 at Cabrillo College satisfies Cowell Computer Literacy Requirement.)
Department Waivers
Description (30 Characters):
<PLAN> <<REQUIREMENT>> waiver.
(Example: CMPSBA SR Comp waiver.)
Short Description (10 Characters):
<DEPARTMENT>
(Department name, all caps. Example CMPSBA)
Long Description:
<DEPARTMENT><<REQUIREMENT>> <<<REASON>>>.
Reason values = satisfied by CMPS 183, waived by department approval
(Example: Computer Science BA Senior Comprehensive requirement satisfied by CMPS 183.)
College Course Directives
Description (30 Characters):
<PLAN> <<REQUIREMENT>> directive. (Example: CMPSBA CMPS 12B directive.)
Short Description (10 Characters):
<PLAN>
Long Description:
<COURSE DIRECTED> satisfies <<COURSE>> <<<REQUIREMENT>>>.
(Example: CMPS 94 satisfies CMPS 12B requirement.)
If you have any questions, please contact Tchad Sanger (cpsanger@ucsc.edu) or Terry Hart (thart@ucsc.edu).
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Student Exceptions, March 30, 2005