Manage Programs
Programs may be managed from the Program Setup drop-down menu:
The Manage Programs page displays a list of found programs:
New in 1.9 Delivery type is now displayed on the Manage Programs page.
In the student's Transferology application, a view of the list of programs for an institution may look like the screenshot below:
Manage Programs Fields
The degree program details display in fields that are customizable on this page. The display of the Manage Programs field is alphabetical, but
Name |
Screenshot |
Description |
---|---|---|
Name | ![]() |
Name of the degree program. Since all program names must be unique, adding the college and/or academic area into the program's name can help students find their desired program. |
Code | ![]() |
Degree program code at your institution |
Status | ![]() |
Status of the degree program
|
Terms Offered | ![]() |
Terms the degree program is offered
|
Degree Type |
![]() |
Type of degree program
|
Program Offered New in 1.9 |
![]() |
Type of program offered:
|
Run Program | ![]() |
Quick link to run an audit on the selected program See Run Program section (below) |
Edit Program | ![]() |
Edit the selected program See Edit Program section (below) |
Delete Program | ![]() |
Delete the selected program |
Run Program
The Run Program button () generates a series of questions in pop-up windows for the user to navigate through that gather information to run the selected program (in the example below, Anthropology). The last pop-up displays a disclaimer regarding passing grade definitions.
A green bubble will momentarily display in the upper right corner of the application window if the selected program has been successfully run:
The user can "click here to view" the run program within the confirmation bubble, when ready.
My Program Requests
The program run will populate at the top of the program requests list on the My Program Requests tab (Advising & Recruiting tab, Programs):
The table allows users to see an overview of their associated program requests. Use the Refresh button () to update the Status column.
My Program Requests Fields
Field |
Screenshot |
Description |
---|---|---|
Time | ![]() |
Date (M/DD/YY) and time stamp of the program run |
Program |
|
Click on a hyperlink in the Program column to view the audit analysis for the selected program NOTE: |
School | ![]() |
Lists the school that the Program Request is generated from |
Student | ![]() |
In applying courses to a program, the Administrator may opt to 'Include a Student's Coursework.' If so, the Student name populates this Student field. NOTE: |
Bundle | ![]() |
In applying courses to a program, the Administrator may opt to 'Include Courses From a Bundle.' If so, the Bundle name populates this Bundle field. NOTE: |
Viewing Other Courses From | ![]() |
In applying courses to a program, the Administrator may opt to 'View Other Courses From' another school to apply to a program. If so, the school name populates this Viewing Other Courses From field. NOTE: |
Status |
In-progress:
Complete: |
A spinning in-progress icon indicates that the Program Request is still processing and not ready to view
A checkmark icon indicates that the Program Request is completed and ready to view |
Email All Student Courses Program Request button (envelope) | ![]() ![]() |
Click the envelope button to e-mail a selected program plan using the Send Program button |
Remove All Student Courses Program Request button (trashcan) |
|
Click the Delete (trashcan) button to remove the program plan from the Program Requests list. A red alert bubble momentarily appears in the upper-right part of the screen near the username. |
Refresh button | ![]() |
Click the Refresh button to update the list of programs on the My Program Requests tab. |
Click the hyperlink of the program name to view the audit. For example, audit for an Agronomy degree at The Ohio State University is illustrated below:
Edit Program
Edit a program using the Edit button (). The Program window displays with fields for managing the degree program details that display on the Manage Program page:
Edit Program Fields
Field | Purpose | Restrictions |
---|---|---|
Name* | Program name (Display only) |
Required Max length 150 |
Code* |
Degree program code as it is used in the degree audit system; equivalent to DPROG in u.achieve/DARwin encoding. Also used when linking questions to programs. Code matches to the description field of a question. |
Required Max length 20 |
Status |
Determines who sees the program in Transferology and whether audits can be run for this program. Drop-down menu options include the following:
|
Required
|
Degree Type |
Display only. Drop-down menu options include the following:
|
Required
|
CIP Code | Classification of Instructional Programs (CIP) Code | Max length 7 |
COM Override | Schools with integrated audits can use an instcd when submitting audit request only when different than the school's instcd | Max length 6 |
Program Offered New in 1.9 |
Select a checkbox to indicate how the selected program is offered:
|
NOTE: User is not required to check either option; User may select both options |
First Year Term Offered* |
Helps determine the year term submitted with an audit request (default is 000000, beginning of time) NOTE: Entering any term other than the default 000000 in the First Year Term Offered field requires building that term into the Year Term Conversions table that is accessible from the School Profile menu for the School Administrator role.
|
Required Must be 4 digits followed by 0-2 digits or letters |
Last Year Term Offered* |
Helps determine the year term submitted with an audit request and whether the program should be visible in Transferology (default is 999999, end of time) NOTE: Entering any term other than the default 999999 in the Last Year Term Offered field requires building that term into the Year Term Conversions table that is accessible from the School Profile menu for the School Administrator role.
|
Required Max length 6 Must be 4 digits followed by 0-2 digits or letters |
URL | URL to the the program description on your website (Display only) | Max length 250 |
Description |
Short description of the program, or even a generic note, e.g., "Please click the Program information link to the right to see a list of the program requirements on our website." (Display only) NOTE: If no program description is entered in the Description field, Transferology inputs the following default text into the field: "There is currently no information on this program." Be aware that this message may be potentially misleading to students.
|
Optional Max length 500 |
DegreeWorks Information | ||
College Code | College code used when submitting DegreeWorks audits |
Only shown for DegreeWorks schools Max length 20 |
Department Code | Department code used when submitting DegreeWorks audits |
Only shown for DegreeWorks schools Max length 20 |
Program Type | Program type used when submitting DegreeWorks audits | Only shown for DegreeWorks schools
Max length 20 |
Program Ext Name | Program Extension name used when submitting DegreeWorks audits | Only shown for DegreeWorks schools
Max length 20 |
Delete Program
On the Manage Programs page, click the Delete button () associated with a program to remove the selected program.
A confirmation window confirms that the user wishes to delete the selected program before it is removed from the list of programs:
Create Program
On the Manage Programs page, click the green + Create Program button () to add a new program.
The Program window displays with empty fields for creating the degree program details:
See the table of Program Fields (above).
Import
Import programs into the existing Programs table by clicking the Import button ().
Complete the following fields in the pop-up window (required fields are denoted with a red asterisk *):
- File to import *
- Prompts to select a specific file using the Choose File button
- Format
- Transferology (recommended)--a simplified version of the u.select format
- u.select (Legacy)
- Delimiter
- Comma (default)
- Tab
- Pipe
- Other Settings
- [ ] First row contains column names?
- [ ] Delete existing programs?
- Place a check mark in the box to remove all of the programs currently listed in Transferology for your institution and replace them with the programs in the Import file
- No check mark in the box will add the Programs in the Import file to those already listed for your institution
When importing programs, it is good practice to import the question file FIRST and then the program file to ensure that the questions are linked up correctly with their corresponding programs.
Export
Export all of the programs in the Manage Programs table by clicking the Export button ().
Pop-up window fields will need to be completed:
- File Name *
- Key in the file name for the program to be exported
NOTE: The File Name* field generates a default file name that may be customized before export
- Key in the file name for the program to be exported
- Delimiter
- Comma (default)
- Tab
- Pipe
- Export Format
The output is a CSV text file with a field delimiter of the user's choosing that may be opened by a text editor, Microsoft Excel, or any application that can read/write text files. For example, the Excel spreadsheet below is populated with the exported programs:
Programs Import/Export Record Format
The new role of Program Administrator offers the ability to import and export Programs via flat file, which may be in one of two available formats: (new) Transferology record format or (legacy) u.select schema.
Application: Terminology: |
NEW Transferology "Record Format" * |
OLD u.select "Schema" * |
---|---|---|
Programs
|
|
|
|
Transferology Programs Export Record Format | Legacy u.select Programs Export Schema |
* The use of the term "schema" is being phased out, with new references replaced with the term "record format" to avoid confusion with XML schema.
Both formats–new and old–are recognized and made available in the Lab in an effort to eliminate a school's need to revise current program data export processes from its campus SIS.
Permissions
The status of a program is only one factor that determines whether a student can view that program and run audits with it. Permissions allotted to each role dictate much of what Lab users can (and cannot) access.
Equivs Public, Programs Enabled, and Audit Run Permissions are school-wide settings that can determine whether a student has access to a program.
Equivs Public |
Programs Enabled |
Audit Run Permissions |
Result |
---|---|---|---|
True | True | Everyone |
Students can view programs and run audits with programs marked Visible. Students can view programs marked Program Only, but cannot run audits with them. |
True | True |
Admin-Only No One |
Students can view programs marked Visible or Program Only. Students cannot run audits with any program. |
True | False | Any setting | Students cannot view or run audits with any program. |
False | True | Any setting | Students cannot view or run audits with any program. |
False | False | Any setting | Students cannot view or run audits with any program. |
Complexities arise in the Transferology Lab when user roles come into play.
In the chart below, an Admin user is defined as a user with any one of the following roles:
- Superuser
- CollegeSource User
- School Administrator (user also needs to be in a group that contains the school)
- State Coordinator (user also needs to be in a group that contains the school)
- Program Administrator
Equivs Public |
Programs Enabled |
Audit Run Permissions |
Result |
---|---|---|---|
True | True | Everyone |
Any user can view programs and run audits with programs marked Visible. Any user can view programs marked Program Only, but cannot run audits with them. Admins can view programs and run audits for programs marked Test. |
True | True | Admin Only |
Admin users can view programs or run audits with any program. Other users can view programs marked Visible or Program Only, but not run audits with any program. |
True | True | No one |
Everyone can view programs marked as Visible or Program Only. Admins can view programs marked as Test. No one can run audits with any program. |
True | False | Any setting | No one can view programs or run audits. |
False | True | Everyone or Admin Only |
Admin users can view programs or run audits with any programs. No one else can view programs or run audits. |
False | True | No one |
Admin users can view any programs. No one else can view programs or run audits. |
False | False | Any setting | No one can view programs or run audits. |