Virginia Commonwealth University

Degree Works - FAQ

Please check the FAQ below, the Help page, or the Current Degree Works Issues page to see if your question has already been answered. If not…

Students: For questions about your Degree Works audit, course selection, or advising, please contact your academic adviser.

Advisers: To report any issues with Degree Works, please submit this REDCap survey.

For general questions regarding Degree Works or to report observed down-time outside of scheduled system maintenance, please email degreeaudit@vcu.edu.

GENERAL FAQ's

Q1: What is Degree Works?
Q2: Who can use Degree Works?
Q3: Is my information confidential?
Q4: Can I register for classes in Degree Works?
Q5: Can I save or print my audit?

FAQs on AUDITS

Q6: What is an Audit?
Q7: How current will my information be in Degree Works?
Q8: Are my grades visible in Degree Works?
Q9: Can I see a list of all the classes I've taken?
Q10: Does Degree Works include my AP/IB credit and transfer work?
Q11: How do I know what classes I need to take?
Q12: I think my audit is incorrect. What should I do?
Q13: I have been cleared for graduation, but Degree Works says that I haven't completed all my requirements. Does this mean that I won't be able to graduate?
Q14: When should I look at my degree audit?
Q15: How is my degree audit different from my transcript?
Q16: How does Degree Works decide where to place courses that I've completed?
Q17: Degree Works placed one of my courses in two different places. Is that okay?
Q18: I earned credit before I came to the VCU. How does this appear on my audit?
Q19: Are there requirements for graduation that Degree Works doesn't check?
Q20: My adviser initiated a substitution waiver form. How will that course appear on Degree Works?
Q21: I'm pursuing two degrees (a BFA and an BA, an BS and BM, etc). Only one appears on the audit. How can I check the requirements for my other program of study?
Q22: I'm a double major. Only one appears on the audit. How can I check the requirements for my other major?
Q23: I've seen the '@' symbol in several places on my audit. What does this mean?
Q24: Who should I contact if I still have questions or disagree with the audit?
Q25: What is a FERPA restriction?
Q26: What is the "College" block that appears on the audit?

FAQs on WHAT-IF AUDITS

Q27: I want to change my major. How can I see what would be required if I made this change?
Q28: Can my adviser see my What If scenario?

FAQs on the GPA CALC

Q29: What does the Graduation Calculator show?
Q30: What does the Term Calculator (Includes Current Term) show?
Q31: What does the Advice GPA Calculator show?
Q32: Is the calculated GPA guaranteed?


GENERAL FAQ's

Q1: What is Degree Works?

Degree Works is a web-based tool to help students and advisers monitor progress toward degree completion. Degree Works looks at the degree requirements of the effective bulletin and the coursework completed to produce an easy-to-read audit. The audit is divided into block requirements of how courses taken or proposed count toward degree requirements. Checkboxes exist within each block to easily outline what courses and requirements are complete. Degree Works also allows students and their advisers to plan for future coursework.

Q2: Who can use Degree Works?

As of January 2, 2013, Degree Works is available to all undergraduate students who were admitted to VCU Fall 2006 or later.

Q3: Is my information confidential?

Yes. Like other processes you use through eServices, Degree Works is accessed through your secure login. Remember that your adviser, faculty, and authorized staff will be able to view the information contained in Degree Works.

Q4: Can I register for classes in Degree Works?

No. Registration including prerequisite checks will continue to be handled through eServices.

Q5: Can I save or print my audit?

Yes. Utilizing the 'Save as PDF' button, you can save or print a .pdf version of your audit. When doing so, please be aware of FERPA regulations.

FAQs on AUDITS

Q6: What is an Audit?

A Degree Works audit is a review of past, current and planned coursework that provides information on completed and outstanding effective bulletin requirements necessary to complete a degree/major/minor/concentration. The audit is divided into block requirements such as Degree, University CORE, General Education, and Major Requirements. Each block works like a checklist that has boxes that are automatically checked when a requirement is met.

Q7: How current will my information be in Degree Works?

The information in Degree Works is refreshed each night. Any changes made today (e.g., grade changes or classes added/dropped) will be seen in Degree Works tomorrow.

Q8: Are my grades visible in Degree Works?

Yes. Once grades have been processed at the end of the semester, they are viewable in Degree Works.

Q9: Can I see a list of all the classes I've taken?

A: Yes. On the Audits tab, click on the Class History link at the top for a list of courses taken at UGA as well as transfer courses.

Q10: Does Degree Works include my AP/IB credit and transfer work?

Once AP/IB scores are received and credit is granted they are posted to the student record and will appear on the audit. Likewise, transfer work if articulated by the Transfer Center will also appear.

Q11: How do I know what classes I need to take?

Your audit will outline courses needed to meet degree, major, minor, and/or concentration requirements within each specific block. You may then use this information to discuss your plan with your academic adviser.

Q12: I think my audit is incorrect. What should I do?

Please ask your adviser for assistance. The first step is to clarify what information you believe is wrong. These are the most common problems and courses of action:

My major is wrong on my audit.

If you have not officially changed your major, contact your current adviser for instructions. If you have already officially changed your major, the Degree Works audit will only display your active degree audit. If your change is effective for a future term, the change may not reflect until that term.

The requirements for my major are wrong.

Look at the effective bulletin that appears on the major requirements block of the audit. According to our records this is the effective bulletin that you are using to complete your major requirements. If you believe you are following a subsequent effective bulletin, contact your adviser.

My transfer courses don't appear in the right place.

If you are concerned about a transfer course that should be applying in the audit, contact your adviser.

Classes are not applying in the "right" place.

Degree Works uses a 'best fit' approach for meeting requirements so classes may apply to different sections as you take more courses. If you have further questions, please contact your adviser.

My adviser or department chair gave me permission to substitute a course, but it's not showing on my audit.

Talk with your adviser. Advisers can initiate a sub-waiver request form as an exception to the standard requirements. Once exceptions are entered by the Degree Audit office, the change will appear on the audit.

My minor is missing from my audit.

If you have not officially declared your minor, contact your current adviser for instructions. If you have already officially declared your minor, your department may still be updating your records. Please contact your department for a status of the change.

My major requires me to complete an area of emphasis, but it didn't appear on the audit. What's wrong?

If you have not officially declared your area of emphasis, contact your current adviser for instructions. If you have already officially declared your area of emphasis, your department may still be updating your records. Please contact your department for a status of the change.

If none of these problems describe your situation, or if you need additional help identifying what's wrong, contact your adviser. If the adviser believes a technical error exists on the audit, they will contact the Degree Audit Office.

Q13: I have been cleared for graduation, but Degree Works says that I haven't completed all my requirements. Does this mean that I won't be able to graduate?

Not necessarily. This can be a timing issue such as posting of grades for the current term. If you have followed through on any requirements you were told to complete, you should still be on track for graduation. Contact your adviser as soon as possible.

Q14: When should I look at my degree audit?

At least four times a semester. You should always review your audit:

1. Before you meet with your academic adviser to discuss registration for an upcoming semester.

2. After you register to ensure that the courses you selected applied to your requirements like you thought they would.

3. After your grades for each semester are posted.

4. Any time you make a change to your schedule or major.

Q15: How is my degree audit different from my transcript?

Your degree audit is a tool to provide you with academic information related to your degree progress. It displays courses required and completed in your degree program. Your transcript is your official university academic record and provides a chronological list of courses completed and other academic information.

Q16: How does Degree Works decide where to place courses that I've completed?

Degree Works looks at your program holistically, and places each course using a "best fit" scenario. The "best fit" process will not always be perfect, particularly when multiple possibilities exist. Classes may apply to different sections as you take more courses. If you have a course that does not appear in the area in which you expected, please contact your adviser for assistance.

Q17: Degree Works placed one of my courses in two different places. Is that okay?

In most cases, yes. Degree Works is programmed to recognize that some courses can fulfill more than one requirement. If you have any questions, contact your adviser.

Q18: I earned credit before I came to the VCU. How does this appear on my audit?

In most cases, classes were coded during the admissions process so they would be placed on your audit as transfer work. If your audit does not look like you expected, please contact your adviser.

Q19: Are there requirements for graduation that Degree Works doesn't check?

A few. While Degree Works has been designed to check almost everything that you must complete to qualify for graduation, there may be additional requirements for your major that must be completed as well. You should use Degree Works in conjunction with your effective bulletin and with any information that your major department provides to ensure that you remain on track for graduation. If you have questions about any additional requirements for your major, talk with your adviser.

Q20: My adviser initiated a substitution waiver form. How will that course appear on Degree Works?

After it is approved by the Dean's Office, the degree audit office will record the exception. The course you completed will fulfill the requirement, and an additional line will appear under it that explains why the exception was entered.

Q21: I'm pursuing two degrees (a BFA and an BA, an BS and BM, etc). Only one appears on the audit. How can I check the requirements for my other program of study?

Look at the degree information next to your name at the top of the screen. You'll notice that the degree box has a drop-down arrow. Use this to select your second degree. Once you select on this, an audit with the additional major will display.

Q22: I'm a double major. Only one appears on the audit. How can I check the requirements for my other major?

Look at the degree information next to your name at the top of the screen. You'll notice that the degree box has a drop-down arrow. Use this to select your second program. Once you select on this, an audit with the additional major will display.

Q23: I've seen the '@' symbol in several places on my audit. What does this mean?

This is a wild card in Degree Works. If the @ sign appears with course numbers after it (i.e., @ 100:499), it means that you can take any subject area with that level (a 100-400 level course from any subject area). If it appears after a subject prefix (i.e., PSYC @), it means that you can take any course with that subject prefix (any course in Psychology).

Q24: Who should I contact if I still have questions or disagree with the audit?

Please contact your academic adviser.

Q25: What is a FERPA restriction?

For more information please go to FERPA Regulations

Q26: What is the "College" block that appears on the audit?

You may notice a block on the audit entitled School of the Arts, College of Humanities and Sciences, Life Sciences, School of Business, etc. The inclusion of these blocks was necessary to display the appropriate (effective bulletin) general education and collateral requirements for those students who may be pursuing multiple majors within one degree with multiple effective catalogs (i.e. BA in Film with Fall 2009 catalog and BA in Philosophy with Fall 2012 catalog). By default, the audit would display the general education and collateral requirements for the Philosophy major using the Fall 2009 effective bulletin, which should only apply to the Film requirements. By using the College blocks, we are able to ensure that the correct general education and collateral requirements display for students in this situation.

FAQs on WHAT-IF AUDITS

Q27: I want to change my major. How can I see what would be required if I made this change?

You can use the "What if" option on the Audits tab to do an audit using criteria you select. Please be sure to select an effective bulletin and program. What-if audits do not guarantee that you will be able to major in the area you select. If you decide you'd like to change your major, contact the department/school or college office of the new major for information and instructions.

Q28: Can my adviser see my What If scenario?

Since What If scenarios are not stored on Degree Works, your adviser can only see your results if the two of you work through a What If procedure together. You can also print a copy to show your adviser.

FAQs on the GPA CALC

Q29: What does the Graduation Calculator show?

The Cumulative Calculator option on the GPA Calc tab will show what average you will need in your remaining credits to graduate with your desired GPA. The cumulative GPA excludes credit not taken at VCU.

Q30: What does the Term Calculator (Includes Current Term) show?

The Term Calculator (includes current term) option on the GPA Calc tab will show an estimate of your cumulative GPA. The cumulative GPA excludes credit not taken at VCU. Degree Works will pull in your current earned credits and GPA and place your in-progress courses in the table where you can then enter the anticipated grade for each course. You will then see a revised cumulative GPA based on the estimates you provided.

Q31: What does the Advice GPA Calculator show?

The Advice GPA Calculator option on the GPA Calc tab will show various credit and grade scenarios in order for you to achieve your desired cumulative GPA. The cumulative GPA excludes credit not taken at VCU.

Q32: Is the calculated GPA guaranteed?

No. This is an estimate only.

Degree Works


University Resources


Contact Us

Degree Audit Office
901 W Franklin Street, 3rd Floor
PO Box 842523
Richmond, VA 23284

Phone: (804) 828-4137
Email: degreeaudit@vcu.edu