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CollegeSource Support

Run an Audit

What is an Audit?

A degree audit (or simply "audit") is a report that matches up the courses that a student has taken (or is currently registered for) against that student's degree requirements, based upon the chosen major. The purpose of the audit is to keep the student on track for timely graduation from the institution by:

  • listing the requirements the student has completed
  • listing the requirements the student still needs to complete
  • displaying progress, to date

 

A new audit may be generated in two areas of Self-Service: on the HTML audit and on the Completed Audit Requests page:

HTML Audit Completed Audit Requests page

(Request Audit button)

(Run Audit button)

Run an Audit

Click the Run Audit () button on the Completed Audit Requests page:

 

The Audit Request Page displays, offering two options:

  1. Run the Declared Programs
  2. Select a Different Program (this is the What-if audit)

Click a coral-colored "Run Program" button; you will be immediately redirected to the Completed Audit Requests page:

 

Running Audits

If currently queued up, a top section called Running Audits displays at the top of the page above the Completed Audit Requests area. The spinning symbol () indicates the audit is currently being run by the uAchieve server. These audits being run by the uAchieve server based on the status of the request are referred to as "queued" audits, as indicated at the top of the page:

 

Cancel a Running Audit

The hyperlink Cancel Running Audits allows the user to delete the results of the audit request (IF it was personally requested). This deletes the queued audit.

Users are only allowed to delete those audit requests in the queue that they personally requested either for themselves (as a student) or on behalf of a student (as an advisor). This restriction prevents any user from potentially deleting an audit request/result for an audit that they did not personally request, i.e., the logged in username must match the userid for job-queue_list record.

Deleting a queued audit
Audit must have a status other than E or D, and user personally requested.

Completed Audits

Audits that have been run display in a table format on the Completed Audit Requests page.

Delete a Run Audit

Users that own audits or have delete permissions may delete a completed audit from an audit list (table). To delete an audit, select the audit from the audit list and click Delete.

Deleting a completed audit
Audit must have a status of E or D, and user has no SOPRID restrictions.

A green completion bubble notifies the user that the audit was successfully deleted from the list of Completed Audit Requests:

Multiple audits may be selected for deletion using the Select All/Select None link (). Click once to select all checkboxes; click again to deselect all checkboxes.

View an Audit

Click View Audit to display the run audit in either PDF or HTML version.

NOTE:
Audit format (PDF or HTML) in Self-Service is set using the COPY2 COM setting.

HTML Format

If HTML version is available for the audit run, it will be complete with interactive charts.

PDF Format

Read an Audit

Every audit is unique, depending upon the specific degree a student is completing. All audits are divided into several sections, and incorporate the use of symbols and color coding:

  • When a requirement is fulfilled or In Progress (IP), the text and a ✓ will be GREEN.
  • When the requirement is NOT fulfilled, the text and a  will be RED.
  • Within each section, the + (plus) symbol indicates a requirement completed and the - (minus) symbol indicates a requirement not yet completed.
View everything
If you would like to see all of your information, click on Open All Sections hyperlink near the top of the audit.

Request an Audit

The Request an Audit page has two options for running audits: either Run Declared Programs or Select a Different Program via drop-down selection.

Run Declared Programs

On the menu bar, click Audits<Request New to view the Request an Audit screen. Request Audit on the HTML audit allows you to specify what type of audit you would like to run. The default setting is to run the audit against the current degree program on the student's record (Run Declared Programs). Proceed to click the Run Declared Program button () at the bottom of the Request an Audit screen to run a new audit against the current degree program on the student's record:

Logic
Request New Audit logic for determining the student's declared program is the same as that used by Program Matcher: using the SDL within Self-Service (if implemented).

 

Running a What-if Audit (Select a Different Program)

You can opt to run an audit against a degree program than is different from the one on the student's record using the Select a Different Program option. This option creates a "what if" scenario, thus the name of running a What-if audit.

For more details on running What-if audits, click here.

Running a Reference Articulation Audit

The Reference Articulation audit shows information about the home school as well as the equivalencies for courses that can be taken at another school, as indicated in the SELECT FROM line.

For more details on running Reference Articulation audits, click here.

Advanced Settings

Advanced Settings area of the Request an Audit page allows the user to configure a variety of setting for an audit run, including checkboxes to Include in Progress Courses and What If Courses.

Run an Audit With Planned Coursework

Configure
Configure in the COM and the XML.

If you or a student has added planned coursework (using the Courses Menu), you can instruct the audit to run to include these by opting to Include In Progress Courses. This can be done in the Advanced Settings area of the Request an Audit screen. To run the audit with planned coursework, check the Include In Progress Courses checkbox.

 

In addition, you can select drop-down menus for other options including List AllRun TypeFormatReferenceYear/Term Taken, and COM:

After selecting Options, click Run Audit and u.achieve Self-Service will generate an audit that shows how the planned courses affect the student. This audit will be overwritten the next time an audit is run, but it will be accessible from the Audits<Manage menu on the list of previously-run audits for as long as your school chooses to keep it.

What-if Courses

To include What-if courses in the audit run, simply select the What If Courses checkbox in the Advanced Settings.

In previous releases, the What-if selection provided a drop-down menu as opposed to a checkbox:

If you prefer the drop-down menu of options, this is configurable in the XML (Audit Forms and Options Forms).

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