A c a d e m i c P r o g r a m E v a l u a t i o n &

Ac a d e m i c Pr o g r a m Ev a l u a t i o n & Xp l o r a t i o n

APEX TRAINING APEX Advanced

FIRST AND FOREMOST!!! FERPA APEX acknowledges FERPA since private student data is recorded throughout the audit.

SECOND AND FOREMOST!!! Requirement – vs - Subrequirement

IMPORTANT SYMBOLS ON AUDIT WHAT DO THEY ALL MEAN? PL+ >R >AB PL >DE -R >PL ? RO+ RO- +R >DQ >IS PL- >IP >DX (R)

IMPORTANT SYMBOLS ON AUDIT Each symbol is briefly defined in the “Legend”. WHERE IS the “legend”? Let me show you on the APEX audit.

IMPORTANT SYMBOLS ON AUDIT Symbols may fall under one of four levels: 1.) Grade Level 2.) Requirement Level 3.) Subrequirement Level 4.) Course Level

IMPORTANT SYMBOLS ON AUDIT - Grade Level - ? = Missing or Unknown Grade “?” attached to grade = Planned Grade

IMPORTANT SYMBOLS ON AUDIT - Requirement Level - PL = Planned course within requirement.

IMPORTANT SYMBOLS ON AUDIT - Subrequirement Level - PL+ Requirement complete if course completed as planned.

IMPORTANT SYMBOLS ON AUDIT - Subrequirement Level - PL- Requirement not complete even if course completed as planned; additional course(s) may be required.

IMPORTANT SYMBOLS ON AUDIT - Subrequirement Level - +R Out of all subrequirements within requirement, this one has to be completed to fulfill requirement. The plus sign expresses subrequirement’s completion.

IMPORTANT SYMBOLS ON AUDIT - Subrequirement Level - -R Out of all subrequirements within requirement, this one has to be completed to fulfill requirement. The minus sign expresses subrequirement’s current state of incompletion.

IMPORTANT SYMBOLS ON AUDIT - Course Level - (R) No matter how many courses that are required the course, with this symbol, has to be completed before requirement is considered complete. >PL Course flagged as “planned course”.

IMPORTANT SYMBOLS ON AUDIT - Course Level - >AB Course flagged as part of “Academic Bankruptcy”. >DX Course flagged as “duplicate credit”.

IMPORTANT SYMBOLS ON AUDIT - Course Level - >DE >DQ

IMPORTANT SYMBOLS ON AUDIT - Course Level - >IP

IMPORTANT SYMBOLS ON AUDIT - Course Level - >R >DX/>R >IS

ON THE AUDIT… G E T A General Education Transfer Agreement What is it? NOTE: Current “GETA” structure on audit is being modified to something more accurate and practical.

ON THE AUDIT… TITLE CHECKS Recognizing a “title check”: How does a title check work? Why departments and advisors need to be consistent.

ON THE AUDIT… HUNGRY ELECTIVE

ON THE AUDIT… TRANSFER COURSESHow it normally should display…

ON THE AUDIT… TRANSFER COURSESWhat to look out for…

EXCEPTIONS What are “exceptions”? Basically, exceptions are anything approved for students outside what is actually required such as course substitutions and waivers.

EXCEPTIONS Who processes “exceptions”? Currently, they are being processed by selected college personnel and Team APEX.

EXCEPTIONS Colleges enter exceptions for:- Modifying catalog year-terms.Easily identified = start with a “Y” - Acknowledgement when student completes Graduation ApplicationEasily identified = start with a “GR” NOTE: These exceptions were created so that they are less complex to process than other exceptions.

EXCEPTIONS Year-Term Exceptions (aka “Y-exceptions”) Where are they?

EXCEPTIONS “Normal” exceptions have about 25 fields, however, the structure of “Y-exceptions” is less complex. See for yourself…

EXCEPTIONS Exceptions Request Form

TROUBLESHOOTING… Encoding Errors An encoding error may be the culprit if… - material is in the bulletin and either: + material is on audit, but not working as expected- or – + material is not on audit at all Solution: Send email to either College Contact or to anyone on Team APEX.

TROUBLESHOOTING… Bulletin Errors - Basically, degree programs encoded according to bulletins. - Overall, degree programs encoded according to approved Senate Transmittals. Solution: If something is not on audit, not in bulletin, and has been approved by Senate send email to either College Contact or to anyone on Team APEX.

TROUBLESHOOTING… Interpretation Errors Interpretation of bulletin and/or Senate Rule may sometimes differ. - This may impede encoding requiring a solution. Solution: Senate Transmittals will be first stop for clarification. If not clear, the remaining solution is an official request for Senate Interpretation.

LAST SECOND - FINAL THOUGHT(S) Changes in SIS, but not APEX…Why? BEHIND THE SCENES… 1.) APEX pulls records for currently enrolled students. = at least, one semester back = future registration(s) 2.) Changes to these records take about 24 hours to reflect in APEX since this SIS extract will update APEX records on a nightly basis.

LAST SECOND - FINAL THOUGHT(S) Changes in SIS, but not APEX…Why? STUDENTS NOT BEING UPDATED: + Readmitted students who have not enrolled yet. + Transfer students who have not enrolled yet. + Students, no longer enrolled, who still have Independent Study courses awaiting a final grade. SOLUTION… + Contact your APEX College Contact.

ANY QUESTIONS…

Team APEX Associate Registrar (& APEX/CAS Supervising Official) Jacquie Hager APEX/CAS Specialists Bruce Manley Sherry Morris Jason Webster ~~~ ~~~ ~~~ ~~~ ~~~ ~~~ ~~~ ~~~ ~~~ ~~~ ~~~ Our contact information should be located on the APEX brochure. ~~~ ~~~ ~~~ ~~~ ~~~ ~~~ ~~~ ~~~ ~~~ ~~~ ~~~

Ac a d e m i c Pr o g r a m Ev a l u a t i o n & Xp l o r a t i o n

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