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Create Exceptions From the Audit

 

To create an exception from an audit, staff can Enter Exception Mode to create exceptions directly from the HTML audit without requiring extensive knowledge of exceptions.

If you are looking for information on creating regular exceptions via the Exceptions menu instead, click here.

 

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Create Exceptions From the Audit FAQs

Exception Mode is available from an opened HTML audit in uAchieve Self-Service (Audits<Manage). If a menu option for Exceptions is displayed, then you will have access to Exception Mode on the audit.

NOTE:
Access to the Exception Mode feature is set in the security settings by your school.

Make sure you run a new audit with the new server before attempting to use Exception Mode. Audits run against a pre-4.2 version of the server will not have the exception buttons since those are new to 4.2.

Enter Exception Mode

If available, click Enter Exception Mode button () on the HTML audit.

 

The Exception Mode screen consists of two areas

  1. The left side of the screen is the Audit area
  2. The right side is the Exceptions area

Exception buttons are aligned down the center: 

NOTE:
Note that the Auth by and Auth Date fields on the exceptions side are autopopulated.

 

Exception Buttons

Exception buttons are ordered next to corresponding audit requirements down the center of the screen between the audit Requirements (on the left) and the Exceptions table (on the right). Three exception buttons are available:

Exception Button Description
Force Requirement Complete
Edit Requirement

Advanced Exceptions

(new in 4.3.0.4)

 

Where are my Exception Buttons?
No Exception Buttons

Absence of exception buttons can be due to several factors related to how the encoding and Self-Service admin is set up.

Some factors that may cause no exception buttons to show include the following:

  • Lack of permission
  • Not configured in the XML or the database
  • Select From line is hidden
  • Control code
  • No pseudo course on the requirement/sub-requirement
  • Auth codes
No Advanced Exception Buttons

 Absence of Advanced Exception buttons is usually due to restricted permissions to access advanced exceptions functionality:

Consult the list of functions provided on the Self-Service Roles and Permissions page.

 

Exit the Exception Mode screen at any time by clicking the Exit Exception Mode button.

NOTE:
Be sure to use the Cancel button within Exception Mode to cancel an action/return to the previous screen as opposed to using your web browser's navigation arrows. Using the web browser's navigation will exit Exception Mode and return you to the student audit.

Audit Area

The Audit area displays an abbreviated version of the HTML audit on the left side of the screen. The audit is still interactive, but with charts and graphs removed and the hierarchy collapsed (by default). 

NOTE:
Open All Sections
or Close All Sections of the audit hierarchy by clicking the links located between the audit header and body of the audit.

Running an exception from the audit always generate an HTML audit (not a What-if audit), as indicated on the Completed Audit Request page:

Exceptions Buttons

Exception buttons in the center of the Exception Mode page represent the six unique exception types available at different levels.

The easiest way to view exception buttons in Exception Mode is to Open All Sections on the audit side (left side) of the screen. This will expand the closed sections to view the buttons associated with each level

  • Requirement (highest level)
    • Subrequirement
      • Courses
Close All Sections Open All Sections

 

Exception buttons are color-coded to the level of the audit applied:

Audit Level Color

# of Exception Types at This Level

Exception Type Button
Requirement Brown

2

NOTE: Exceptions at the Requirement level
The exception will not apply to a requirement if that requirement has two auth codes not matching the blank auth codes of the exception.

 

  • Force Requirement Complete

 

  • Edit Requirement



 

 

 

Sub-Requirement Orange 3
  • Force Course

 

  • Force Sub-Req Complete

 

  • Edit Sub-Requirement

 

 

Course

("Select From:" line)

Green 3
  • Add Course

 

  • Remove Course

 

  • Swap Course

Click on an Exception button to be directed to a gray exception box to key in details of the exception and save it. As soon as an exception is saved, it immediately affects the student record and appears in the uAchieve Self-Service Client.

Control Codes (Ctlcd) set in the Self-Service Admin area control which specific exceptions that a user can create. See functional documentation on setting Control Codes.

The six unique exception types available in Exception Mode are detailed below.

Force Complete

(Applicable to Requirement and Sub-Requirement)

The Force Complete exception forces a current Requirement or a Sub-Requirement to completion, no matter what. Staff simply need to okay the Force Complete with no further action required.

Requirement Force Complete Exception
  • May check option to "Restrict to This Degree Program" (checked by default)
  • Complete fields for Audit Note, Memo, Authorized By, and Date (or use the default text)
  • Action buttons:
    • Save & Run Audit

Exceptions made will not be reflected on the audit until a new audit is run.

    • Save & Add Exception
    • Cancel

NOTE:
Note that the Authorized by and authorized Date fields are autopopulated.

 

 

Subrequirement Force Complete Exception

The Force Complete area is the same for Sub-Requirements as it is for Requirements (above).

NOTE:
Note that the Authorized by and authorized Date fields are autopopulated.

 

 

Edit

(Applicable to Requirement and Sub-Requirement)

The Edit exception modifies a Requirement or a Sub-Requirement.

 

Requirement Modification Exception

Tab 1. Requirement Modification

  • Make edits to the Requirement by adjusting up () or down () incrementally from the default value of zero:
    • Required Sub-Requirements
    • Required Course Count
    • Required Hours
    • Required GPA

Any edits away from default values render an action button:

  • Next
  • Cancel

Tab 2. Verify & Save

  • Review edits made on Tab 1
  • May check option to Restrict to This Degree Program and/or Restrict to This Requirement (As of the 4.3.0.4 release, users may configure these options to be checked or unchecked based on personal preference.)
  • Complete fields for Audit Note, Memo, Authorized By, and Date (or use the default text)
  • Action buttons:
    • Back
    • Save & Run Audit

Exceptions made will not be reflected on the audit until a new audit is run.

    • Save & Add Exception
    • Cancel

NOTE:
Note that the Authorized by and authorized Date fields are autopopulated.

 

Subrequirement Modification Exception

Tab 1. Subrequirement Modification

  • Make edits to the Sub-Requirement by adjusting up () or down () incrementally from the default value of zero:
    • Required Course Count
    • Required Hours
    • Required GPA

Any edits away from default values render an action button:

  • Next
  • Cancel
 

 Tab 2. Verify & Save

  • Review edits made on Tab 1
  • May check option to Restrict to This Degree Program and/or Restrict to This Requirement (As of the 4.3.0.4 release, users may configure these options to be checked or unchecked based on personal preference)
  • Complete fields for Audit Note, Memo, Authorized By, and Date (or use the default text)
  • Action buttons:
    • Back
    • Save & Run Audit

Exceptions made will not be reflected on the audit until a new audit is run.

    • Save & Add Exception
    • Cancel

NOTE:
Note that the Authorized by and authorized Date fields are autopopulated.

 

 

Force Course

(Applicable to Sub-Requirement only)

Force Course Exception

Tab 1. Force Course

  • Move courses from the course list into the Course Forcing: box on the right by clicking add ():

 

Tab 1. Force Course

(continued)

  • Course is moved to Course Forcing: box

Any additions away from default renders an action button:

  • Next
  • Cancel

 

Undo a course addition into the Course Forcing: box using the Delete button ().

Tab 2. Verify & Save

  • Review Force Course made on Tab 1
  • May check option to Restrict to This Degree Program (checked by default)
  • Complete fields for Audit Note, Memo, Authorized By, and Date (or use the default text)
  • Action buttons:
    • Back
    • Save & Run Audit

Exceptions made will not be reflected on the audit until a new audit is run.

    • Save & Add Exception
    • Cancel

NOTE:
Note that the Authorized by and authorized Date fields are autopopulated.

 

 

Add Course

(Applicable to Course only)

Add Course Exception

Tab 1. Add Course

  • Move courses from the course list into the Course Adding: box on the right by clicking add ():
  • Course is moved to Course Adding: box

Any additions away from default renders an action button:

  • Next
  • Cancel

Undo a course addition into the Course Adding: box using the Delete button ().

 

 

 

Tab 2. Verify & Save

  • Review Add Course made on Tab 1
  • Click the hyperlink to generate an area to modify the sub-requirement, or cancel changes and close the area
  • May check option to Restrict to This Degree Program and/or Restrict to This Requirement (As of the 4.3.0.4 release, users may configure these options to be checked or unchecked based on personal preference)
  • Complete fields for Audit Note, Memo, Authorized By, and Date (or use the default text)
  • Action buttons:
    • Back
    • Save & Run Audit

Exceptions made will not be reflected on the audit until a new audit is run.

    • Save & Add Exception
    • Cancel

NOTE:
Note that the Authorized by and authorized Date fields are autopopulated.

 

 

Remove Course

(Applicable to Course only)

Remove Course Exception

Tab 1. Remove Course

  • Move courses from the course(s) to remove list into the Course Removing: box on the right by clicking remove ()

 

Tab 1. Remove Course

(continued)

  • Course is removed, into Course Removing: box

Any removals away from default renders an action button:

  • Next
  • Cancel

 

Undo a course removal into the Course Removing: box using the Delete button ().

Tab 2. Verify & Save

  • Review Course Removing made on Tab 1
  • Click the hyperlink to generate an area to modify the sub-requirement, or cancel changes and close the area
  • May check option to Restrict to This Degree Program and/or Restrict to This Requirement (As of the 4.3.0.4 release, users may configure these options to be checked or unchecked based on personal preference)
  • Complete fields for Audit Note, Memo, Authorized By, and Date (or use the default text)
  • Action buttons:
    • Back
    • Save & Run Audit

Exceptions made will not be reflected on the audit until a new audit is run.

    • Save & Add Exception
    • Cancel

NOTE:
Note that the Authorized by and authorized Date fields are autopopulated.

 

 

Swap Course

(Applicable to Course only)

Swap Course Exception

Tab 1. Swap Out

  • Move courses from the course list into the Swapping Out: box on the right by clicking remove ():
  • Course is moved to Swapping Out: box

Any swapping away from default renders an action button:

  • Next
  • Cancel

Undo a course swap into the Swapping Out: box using the Delete button ().

 

Tab 2. Swap In

Select a course from the list to swap into the Swapping In: box using the add button ().

Undo a course swap into the Swapping In: box using the Delete button ().

 

Any swapping away from default renders an action button:

  • Back
  • Next
  • Cancel

 

 

Tab 3. Verify & Save

  • Review Swap Out and Swap In made on Tabs 1 and 2, respectively
  • Click the hyperlink to generate an area to modify the sub-requirement, or cancel changes and close the area
  • May check option to Restrict to This Degree Program and/or Restrict to This Requirement (As of the 4.3.0.4 release, users may configure these options to be checked or unchecked based on personal preference)
  • Complete fields for Audit Note, Memo, Authorized By, and Date (or use the default text)
  • Action buttons:
    • Back
    • Save & Run Audit

Exceptions made will not be reflected on the audit until a new audit is run.

    • Save & Add Exception
    • Cancel

NOTE:
Note that the Authorized by and authorized Date fields are autopopulated.

 

 

Exceptions Area

The Exceptions area is the list of exceptions currently applied to this particular student audit, by ctlcd, Note, Auth by, and Auth Date.

Control Codes (Ctlcd) set in the Self-Service Admin area control which specific exceptions that a user can create. See functional documentation on setting Control Codes.

Advanced Exceptions From the Audit

If users have permissions allowed, they may create more advanced exceptions at the requirement and sub-requirement levels.

Learn about creating more complex exceptions here.

Exit Exception Mode

Click Exit Exception Mode to exit the exception mode (creating exceptions from the audit).

 

The Staff member will return to the student audit:

Click on the Exceptions tab in the menu bar to view new changes or additions.

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