A c a d e m i c

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A c a d e m i c P r o g r a
m E v a l u a t i o n
X p l o r a t
i o n
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APEX TRAINING APEX Advanced
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FIRST AND FOREMOST!!!
FERPA
APEX acknowledges FERPA since private student
data is recorded throughout the audit.
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SECOND AND FOREMOST!!!
Requirement vs - Subrequirement
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IMPORTANT SYMBOLS ON AUDIT
WHAT DO THEY ALL MEAN?
PL
gtR
gtAB
PL
gtDE
-R
gtPL
?
RO
RO-
R
gtDQ
gtIS
PL-
gtIP
gtDX
(R)
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IMPORTANT SYMBOLS ON AUDIT
Each symbol is briefly defined in the Legend.
WHERE IS the legend? Let me show you on the
APEX audit.
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IMPORTANT SYMBOLS ON AUDIT
Symbols may fall under one of four levels 1.)
Grade Level 2.) Requirement Level 3.)
Subrequirement Level 4.) Course Level
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IMPORTANT SYMBOLS ON AUDIT
- Grade Level - ? Missing or Unknown Grade
? attached to grade Planned Grade
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IMPORTANT SYMBOLS ON AUDIT
- Requirement Level - PL Planned course within
requirement.
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IMPORTANT SYMBOLS ON AUDIT
- Subrequirement Level -
PL
Requirement complete if course completed as
planned.
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IMPORTANT SYMBOLS ON AUDIT
- Subrequirement Level -
PL-
Requirement not complete even if course completed
as planned additional course(s) may be required.
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IMPORTANT SYMBOLS ON AUDIT
- Subrequirement Level -
R
Out of all subrequirements within requirement,
this one has to be completed to fulfill
requirement. The plus sign expresses
subrequirements completion.
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IMPORTANT SYMBOLS ON AUDIT
- Subrequirement Level -
-R
Out of all subrequirements within requirement,
this one has to be completed to fulfill
requirement. The minus sign expresses
subrequirements current state of incompletion.
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IMPORTANT SYMBOLS ON AUDIT
- Course Level -
(R)
No matter how many courses that are required the
course, with this symbol, has to be completed
before requirement is considered complete.
gtPL
Course flagged as planned course.
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IMPORTANT SYMBOLS ON AUDIT
- Course Level -
gtAB
Course flagged as part of Academic Bankruptcy.
gtDX
Course flagged as duplicate credit.
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IMPORTANT SYMBOLS ON AUDIT
- Course Level -
gtDE
gtDQ
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IMPORTANT SYMBOLS ON AUDIT
- Course Level -
gtIP
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IMPORTANT SYMBOLS ON AUDIT
- Course Level -
gtR gtDX/gtR
gtIS
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ON THE AUDIT
G E T A
General Education Transfer Agreement What is
it? NOTE Current GETA structure on audit is
being modified to something more accurate and
practical.
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ON THE AUDIT
TITLE CHECKS
Recognizing a title check How does a title
check work? Why departments and advisors need to
be consistent.
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ON THE AUDIT
HUNGRY ELECTIVE
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ON THE AUDIT
TRANSFER COURSESHow it normally should display
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ON THE AUDIT
TRANSFER COURSESWhat to look out for
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EXCEPTIONS
What are exceptions?
Basically, exceptions are anything approved for
students outside what is actually required such
as course substitutions and waivers.
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EXCEPTIONS
Who processes exceptions?
Currently, they are being processed by selected
college personnel and Team APEX.
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EXCEPTIONS
Colleges enter exceptions for - Modifying
catalog year-terms. Easily identified start
with a Y - Acknowledgement when student
completes Graduation Application Easily
identified start with a GR
NOTE These exceptions were created so that they
are less complex to process than other exceptions.
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EXCEPTIONS
Year-Term Exceptions (aka Y-exceptions)
Where are they?
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EXCEPTIONS
Normal exceptions have about 25 fields,
however, the structure of Y-exceptions is less
complex. See for yourself
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EXCEPTIONS
Exceptions Request Form
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TROUBLESHOOTING
Encoding Errors
An encoding error may be the culprit if
- material is in the bulletin and either
material is on audit, but not
working as expected- or material is not
on audit at all Solution Send email to either
College Contact or to anyone on Team APEX.
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TROUBLESHOOTING
Bulletin Errors
- Basically, degree programs encoded
according to bulletins. - Overall, degree
programs encoded according to approved
Senate Transmittals. Solution If something
is not on audit, not in bulletin, and has been
approved by Senate send email to either College
Contact or to anyone on Team APEX.
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TROUBLESHOOTING
Interpretation Errors
Interpretation of bulletin and/or Senate
Rule may sometimes differ. - This may impede
encoding requiring a solution. Solution
Senate Transmittals will be first stop for
clarification. If not clear, the remaining
solution is an official request for Senate
Interpretation.
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LAST SECOND - FINAL THOUGHT(S)
Changes in SIS, but not APEXWhy?
BEHIND THE SCENES 1.) APEX pulls records
for currently enrolled students. at
least, one semester back future
registration(s) 2.) Changes to these records
take about 24 hours to reflect in APEX since
this SIS extract will update APEX records on a
nightly basis.
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LAST SECOND - FINAL THOUGHT(S)
Changes in SIS, but not APEXWhy?
STUDENTS NOT BEING UPDATED Readmitted
students who have not enrolled yet. Transfer
students who have not enrolled yet. Students,
no longer enrolled, who still have
Independent Study courses awaiting a final
grade. SOLUTION Contact your APEX
College Contact.
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ANY QUESTIONS
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Team APEX
Associate Registrar ( APEX/CAS Supervising
Official) Jacquie Hager APEX/CAS
Specialists Bruce Manley Sherry
Morris Jason Webster
Our
contact information should be located on the
APEX brochure.

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A c a d e m i c P r o g r a
m E v a l u a t i o n
X p l o r a t
i o n