[Agvisors] FW: [UPAC] Making Exceptions to In Progress and Future Courses

Tue Aug 13 09:27:16 MST 2013

For unit advisors that enter course exceptions.  This will be a topic of
discussion at the Agvisors meeting on 8/22.

Best,

Nancy

Nancy G. Rodriguez-Lorta, M.Ed. 
Assistant Director - Advising, Orientation and Retention
College of Agriculture and Life Sciences
Career and Academic Services

University of Arizona
Forbes Bldg. Rm. 211
PO Box 210036
Tucson, AZ 85721-0036
(520) 621-3611

Appointments: (520) 621-3616

Fax: (520) 621-8662
 <http://www.cals.arizona.edu/oap> 
Twitter: @CALS_UA

cals.arizona.edu/cas

From: upac-request at list.arizona.edu [mailto:upac-request at list.arizona.edu]
On Behalf Of Hensley, Martin B - (hensleyb)
Sent: Monday, August 12, 2013 3:13 PM
To: UPAC (UPAC at list.arizona.edu)
Subject: [UPAC] Making Exceptions to In Progress and Future Courses

Hello.

We wanted to share some useful information about making exceptions to
courses that are either in progress (Course Source = Enrollment on the
exceptions page) or planned for the future (Course Source = Course Offerings
on the exceptions page).

When selecting the courses to use in the exception you can stipulate a
minimum grade for the course. By putting a 1.0 in the "Min Grade
Points/Unit" box you prevent a grade of E or W from fulfilling the
requirement should the student drop or fail the course. If you want to
require a higher grade (e.g. for a MCWA substitution or departmental policy)
you could input 2.0 to mandate a grade of C or better or a 3.0 to mandate a
grade of B or higher. In the example below you'll see that a grade of D
(1.0) has been stipulated for this CLAS 250A substitution to the Thematic
Minor.

cid:image001.jpg at 01CE9745.E190E4B0

Similarly, you can do the same for Course Offerings (courses students have
not yet enrolled) to prevent E's and W's from fulfilling the requirement.

cid:image002.jpg at 01CE9745.E190E4B0

In the example below a CLAS 250A enrollment has been substituted to the line
with a required grade of D (1.0) in the course. The exception display on the
advising report will not display that a minimum GPA has been stipulated.
While the course is in progress it will appear as if it will count toward
the requirement.

cid:image003.jpg at 01CE9745.E190E4B0

If the student fails the course, the exception data still appears on the
line, but the line will not accept the course:

cid:image004.jpg at 01CE9745.E190E4B0

The failed course is visible in the course history at the end of the PDF
advising report:

cid:image005.png at 01CE9745.E190E4B0

Note, though, that if the student fails the course and the GPA minimum on
the exception prevents the course from the fulfilling the line the E will
not appear in the major or minor GPA. In such a case you would need to make
an exception to the course with the E so it is reflected in the major /
minor GPA appropriately.

Adding a minimum grade to exceptions for in progress and future courses is a
good habit to get in to because it helps ensure grades of E and W will not
fulfill requirements. While audit procedures exist for finding and
correcting such instances the more safeguards that are in place the better.

Please let us know if you have any questions.

Best,

Brad Hensley

Business Analyst, Senior

University Information Technology Services

The University of Arizona

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