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Graduate Degree Audit Tool FAQs

FAQs

 

Degree Audit Tool system access

How do I log in to the degree audit system?

Visit this link and use your Illinois netID and password.

Can my faculty advisor or advisory committee see my audit?

Some faculty have access to view audits, but some do not. Your program office does have access to see student audits.

How do faculty and staff get access to view student degree audits?

Access to the system must be requested from the Unit Security Contact (USC) in your disciplinary college. Contact your college USC for instructions. Before your USC can grant access, the person requesting access needs to have completed FERPA training within at least the last 5 years. The FERPA Tutorial is online here, https://registrar.illinois.edu/faculty-staff/ferpa-fs/tutorial/.

Getting started with the Degree Audit Tool

How do I log in to the degree audit system?

Visit this link and use your Illinois netID and password.

Are there instructions for running and understanding an audit?

See the Office of the Registrar Degree Audit web page and the Understanding the Degree Audit webpage.

Who do I contact if I think I see an error in my audit?

Contact your department. Academic programs will assist with determining when a student has fulfilled their degree requirements.

Who do I contact if my audit won't run, or I get an error message?

Contact the Graduate College, gradgcpaudit@illinois.edu.

Audit Lingo

What is Catalog Term/Year?

Catalog Term or Year refers to the semester the student started the program that is being audited. This determines which set of requirements are applied in the audit, if there have been changes to the curriculum.

What is a What-If audit?

A What-If audit allows you to apply your coursework to a different degree program. For example, What-If I want to earn a master’s degree on my way to the PhD degree?

What are Sub-Groups?

Sub-Groups are the degree requirements.

How to...

How do I see an audit i ran previously?

Click on the Audits drop-down menu in the tool bar at the top of the page and select Manage. A list of the audits run in the last two weeks will show. Click View Audit on the one you want to see. 

How do I read the charts?

The two charts on the left are cumulative totals. Click twice on the horizontal bar chart under "categories" to drill down to see hours completion status and GPA by program requirement.

How do I run a What-If audit?

To run a What-If audit, click Select a Different Program, instead of running your declared program. 
School:  Choose UKS -GRD 
Program: Select the program from the list of graduate programs (Joint Degrees can all be found under J)
Catalog Year: Choose the semester you will begin the program
Then click Run the Different Program

HOW DO I FORMAT A PLANNED COURSE THAT I want to add to my audit?

The format is 6 characters and 3 numbers. For the 6 characters, type in the course rubric/subject in capital letters, then use spaces to total 6 characters. After that enter the three digit course number. Example are:
STAT{space}{space}440
ABE{space}{space}{space}440
PS{space}{space}{space}{space}440

Exceptions 

What is an exception?

An exception is a change to a degree requirement that is approved by the academic program. Usually this is in the form of a substitute course or activity or waiving a course or activity for an individual student due to their education or experience.

What if my department granted an exception to a degree requirement, but it is not showing in my audit?

Contact your department to have the exception added to your audit.

How do I know if an exception has been made to my audit?

At the bottom of the audit, there is an Exception Summary if your audit has been manually updated.

Why does/doesn’t this show on my audit?

Why is my audit the same, if my information changed?

Registration activity is updated in the audit system overnight, so changes won't be reflected in an audit until the next day. In addition, the audit does not refresh when you log in to the system. It is always a good idea to refresh the audit when you first log in to the system to see the most up-to-date information.

WHY Do/don't ESL courses show on my audit?

If you took the English Placement Test (EPT) on campus, your audit will show your scores and the courses that are required or recommended to be taken as a result. Required courses must be taken in order to gain full status and graduate.  If you took other ESL courses that were not required or recommended as a result of your EPT, they are displayed in a  separate ESL section of your audit.  If you took the EPT, but your audit doesn't show your scores, it could be that your scores were not received by the Graduate College. Please contact your department to determine what is required for you to take and have the scores added to your audit.

Why is a course I took for credit showing as 0.0 hours?

Some courses are not allowed to be repeated for credit. If the Course Catalog entry does not indicate the course is repeatable, then no additional credit will be awarded after the course is taken once. These courses are marked with >I, >D or >- notations in the audit. Contact your department to seek an exception to the course repeatability rules if appropriate.

Why isn’t my concentration or minor showing on my audit?

Graduate concentrations and minors should appear on your degree audit. If they don’t, contact your department to see if you have completed the appropriate petition type to add the credential to your academic record.

Why aren't all my hours taken as a graduate student applying to my degree requirements?

Not all hours taken may be applied to your degree requirements. Undergraduate course credit is an example. Excess coursework, such as 599 is another example. Most programs limit the number of hours of 599 that may be applied to the degree.

Why doesn't my Illinois undergraduate work show in my audit?

The graduate audit only shows graduate work completed at Illinois. If you were an undergraduate at Illinois, you can run a What-If audit to see your undergraduate program audit.