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

2. APEX TRAINING APEX Advanced

3. FERPA FIRST AND FOREMOST!!! APEX acknowledges FERPA since private student data is recorded throughout the audit.

4. Requirement – vs - Subrequirement SECOND AND FOREMOST!!!

5. IMPORTANT SYMBOLS ON AUDIT (R) ? >DX >R -R +R >IS >IP >DQ >DE >AB RO+ RO- >PL PL+ PL- PL WHAT DO THEY ALL MEAN?

6. Each symbol is briefly defined in the “Legend”. WHERE IS the “legend”? Let me show you on the APEX audit. IMPORTANT SYMBOLS ON AUDIT

7. Symbols may fall under one of four levels: 1.) Grade Level 2.) Requirement Level 3.) Subrequirement Level 4.) Course Level IMPORTANT SYMBOLS ON AUDIT

8. - Grade Level - ? = Missing or Unknown Grade IMPORTANT SYMBOLS ON AUDIT “?” attached to grade = Planned Grade

9. - Requirement Level - PL = Planned course within requirement. IMPORTANT SYMBOLS ON AUDIT

10. - Subrequirement Level - IMPORTANT SYMBOLS ON AUDIT PL+ Requirement complete if course completed as planned.

11. - Subrequirement Level - IMPORTANT SYMBOLS ON AUDIT PL- Requirement not complete even if course completed as planned; additional course(s) may be required.

12. - Subrequirement Level - IMPORTANT SYMBOLS ON AUDIT +R Out of all subrequirements within requirement, this one has to be completed to fulfill requirement. The plus sign expresses subrequirement’s completion.

13. - Subrequirement Level - IMPORTANT SYMBOLS ON AUDIT -R Out of all subrequirements within requirement, this one has to be completed to fulfill requirement. The minus sign expresses subrequirement’s current state of incompletion.

14. - Course Level - IMPORTANT SYMBOLS ON AUDIT (R) >PL No matter how many courses that are required the course, with this symbol, has to be completed before requirement is considered complete. Course flagged as “planned course”.

15. - Course Level - IMPORTANT SYMBOLS ON AUDIT >AB >DX Course flagged as part of “Academic Bankruptcy”. Course flagged as “duplicate credit”.

16. - Course Level - IMPORTANT SYMBOLS ON AUDIT >DE >DQ

17. - Course Level - IMPORTANT SYMBOLS ON AUDIT >IP

18. - Course Level - IMPORTANT SYMBOLS ON AUDIT >R>DX/>R >IS

19. General Education Transfer Agreement What is it? NOTE: Current “GETA” structure on audit is being modified to something more accurate and practical. ON THE AUDIT… G E T A G E T A

20. TITLE CHECKS Recognizing a “title check”: How does a title check work? Why departments and advisors need to be consistent. ON THE AUDIT…

21. HUNGRY ELECTIVE HUNGRY ELECTIVE

22. ON THE AUDIT… TRANSFER COURSES How it normally should display… TRANSFER COURSES How it normally should display…

23. ON THE AUDIT… TRANSFER COURSES What to look out for… TRANSFER COURSES What to look out for…

24. What are “exceptions”? Basically, exceptions are anything approved for students outside what is actually required such as course substitutions and waivers. EXCEPTIONS

25. Who processes “exceptions”? Currently, they are being processed by selected college personnel and Team APEX. EXCEPTIONS

26. Colleges enter exceptions for: - Modifying catalog year-terms. Colleges enter exceptions for: - Modifying catalog year-terms. Easily identified = start with a “Y” - Acknowledgement when student completes Graduation Application - 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. EXCEPTIONS

27. Year-Term Exceptions (aka “Y-exceptions”) Where are they? EXCEPTIONS

28. “Normal” exceptions have about 25 fields, however, the structure of “Y-exceptions” is less complex. See for yourself… EXCEPTIONS

29. Exceptions Request Form EXCEPTIONS

30. TROUBLESHOOTING… Encoding Errors An encoding error may be the culprit if… 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.

31. 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.

32. 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.

33. Changes in SIS, but not APEX…Why? LAST SECOND - FINAL THOUGHT(S) 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.

34. Changes in SIS, but not APEX…Why? LAST SECOND - FINAL THOUGHT(S) 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.

35. ANY QUESTIONS… QUESTIONS…

36. 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. ~~~ ~~~ ~~~ ~~~ ~~~ ~~~ ~~~ ~~~ ~~~ ~~~ ~~~ Team APEX

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