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Manage Programs

Programs generally refer to the degree programs offered by an institution and may be used to display information about a degree program to a student. Degree Programs provide a starting point for creating an audit request, but are not required–we will reach out to those schools without degree audits that do not have a program list so we can create one. Programs may be managed from the Program Setup drop-down menu:

We recommend institutions provide us with their program information, regardless of not providing degree audits.
NOTE:
The Manage Programs area is accessible to only School Administrators and Program Administrators.

The Manage Programs page displays a list of found programs:

 

In the student's Transferology application, a view of the list of programs for an institution may look like the screenshot below:

NOTE:
To view details about the audit requests, see Pending Audit Requests.

Manage Programs Fields

NOTE:
This is not the Program's import/export format. Click here to view details on import/export.

The degree program details display in fields that are manageable on this page.

Name

Screenshot

Description

Name Name of the degree program. Since all program names need to 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

  • Visible: Everyone sees, so students will be able to click
  • Test: Visible in the Transferology Lab only
  • Program Only: Students can view in the list of programs offered, but not on the audit that is run
Terms Offered

Terms the degree program is offered

  • All:
  • Since <Month> <Year>
  • Before <Month> <Year>

Degree Type

Type of degree program

  • Certificate
  • Associate
  • Bachelor
  • Master
  • Doctorate
  • Other
Run

Quick link to run an audit on the selected program

See Run Program

Edit

Edit the selected program

See Edit Program

Delete 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 this example, Digital Photography). The last pop-up displays a disclaimer regarding passing grade definitions.

NOTE:
The [ ] Passing grade checkbox must be checked, at minimum, for the green Go button to be accessible. The first checkbox to [ ] Create debug information for this audit is optional for the user.

\

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 when ready.

My Program Requests

The program run will populate at the top of the program requests list on the Your Program Requests tab (Advising & Recruiting, Programs):

The table allows users to see an overview of their associated program requests.

My Program Requests Fields

Field

Screenshot

Description

Time Date (M/DD/YY) and time stamp of the program run
Program

 

Click on a link in the Program column to view the audit analysis for the selected program

NOTE:
Only program names listed in underlined text are hyperlinks. A program name displayed in plain text indicates that it is still in-progress (not ready to view). Click the Refresh button to move the Status to complete.

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:
The Student field is optional and cannot be selected when the Bundle field is specified.
 

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:
The Bundle field is optional and cannot be selected when Student field is specified.

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:
Viewing Other Courses From field is optional

Status

In-progress: 

Complete: 

A spinning in-progress icon indicates that the Program Request is not yet processed and 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 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:

Edit Program Fields

NOTE:
These fields do not represent the import/export file format. To view the file format, see Programs Import/Export Record Format.

NOTE:

These fields do not represent the import/export file format. To view the file format, see Programs Import/Export Record Format.

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:

  • Visible (default): students will be able to see and click
  • Test: never shown to students, admin only can view in the Lab
  • Program List Only: use when not using degree audits, but a list of programs offered

Required

  • Visible
  • Test
  • Program Only

Degree Type

Display only. Drop-down menu options include the following:

  • Associate
  • Bachelor
  • Certificate
  • Diploma
  • Master
  • Doctorate
  • Other

Required

  • Associate
  • Bachelor
  • Certificate
  • Diploma
  • Master
  • Doctorate
  • Other
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

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
CIP Code Classification of Instructional Programs (CIP) Code Max length 7
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 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 Program Fields

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) This is a simplified version of the u.select format.
    • u.select (Legacy)
  • Delimiter
    • Comma (default)
    • Tab
    • Pipe
  • 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

NOTE:
Prior to exporting programs, every new school must perform an import.

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 expo
  • Delimiter
    • Comma (default)
    • Tab
    • Pipe
  • Export Format
    • Transferology (recommended) This is a simplified version of the u.select format.
    • u.select (legacy)

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

  • Import

 

Transferology Programs Import Record Format

 

Legacy u.select Programs Import Schema

  • Export
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.

NOTE:
No program with a last year term in the past will be shown to students in Transferology.

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.

NOTE:
No program with a last year term in the past will be shown to Lab users on the Programs Page or on the school's School Information page in the search results. All programs will appear on the Manage Programs page, regardless of other settings.

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.
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