Exception Processing

Action Codes

WC Waive course
WH Waive hours
WR Waive requirement
CD Set catalog years
CS Course substitution
RS Requirement course swap
AC Advised courses
RR Requirement replacement (replaces values in requirement)
RM Requirement modification
RD Requirement deletion
WS Waive pseudo-course
CO Conditional requirement
CR Course requirement assignment, this is a forcing action
CC Condition code, used to assign a system condition code to a student
RC Requirement change, same as RM but allows setting/resetting of MATCHCT and EFFDTE

 

WC (Waive Course)

Should be used only when the desired effect is to waive (or pretend that the student has taken) a course in all places that the course might match in the audit. This creates a “dummy course” (with no hours) in the course table. Since we are actually adding a dummy course, this course will be used anywhere it applies in the audit. If this course is meant to apply toward a requirement that is looking for hours, this will not work as desired, since a WC entry carries no hours. It can be made to add hours (do not ever do it!), but it must be understood that this will artificially increase the student’s earned hours.WC (Waive Course)


Fields Entries
Action Code WC
Required Hours "Do not use me!" 
Course Required entry (usually a pseudo or pseudo-name)
Accept Code 1 & 2 Optional; assigns condition codes to “course”
Term/Year Optional; assigns a date to “course” (e.g., if 19924 is entered, this will yield a course with FA92 as a term)

WH (Waive Hours)


Creates a “course” with hours in the course table. Since this “course” is a pseudo-course and as such can only match to a requirement or sub-requirement, the name in the course field will “point” to the appropriate entry. This is a brute force method; requirement modification is advised instead of this.

Fields Entries
Action WH
Required Hours Required; number of hours to waive
Course Use pseudo-course (sub-requirement) here
Accept Code 1 & 2 Optional; assigns condition codes to pseudo-course
Term/Year Optional; assigns a date to pseudo-course

WS (Waive Pseudo-Course)


Creates a pseudo-course with no hours in the course table. This will only match to a pseudo-course on an Accept (“A”) line. This would be used when the sub-requirement is one which only looks for a pseudo-course to satisfy it or when you want to generate an entry which will only match to a specific pseudo-course and, therefore, be counted in that sub-requirement, but not to a particular course.

Fields Entries
Action WS
Course Pseudo-course name
Accept Code 1 & 2 Optional; assigns condition codes to pseudo-course
Term/Year Optional; assigns a date to pseudo-course

WR (Waive Requirement)

Creates a “course” with no hours in the course table. This is used to waive a requirement or sub-requirement. This is the most dangerous of exceptions. Once the requirement is waived, any courses that might have contributed to it are freed up to be used elsewhere in the audit. This is a measure of desperation; this exception forces the requirement to OK.

Fields Entries
Action WR
Course Pseudo-name of requirement or pseudo-course of sub-requirement
Accept Code 1 & 2 Optional; same as above 
Term/Year Optional; assigns a date to pseudo-course

AC (Advised Courses)

Adds courses to an Accept (“A”) or Reject (“R”) line. This should be used for the “hours per your advisor” type of requirement, where courses are not known until the advisor informs the auditor of the list of courses. The list of courses is then input into the audit through exception records of this type. It can, also, be used at any time when a course needs to be added to the list of courses for a given student.

Fields Entries
Action AC
Requirement Name Required (must match)
Pseudo-Course Required (must match name on "A" or "R" line)
Course First course to be taken. Subsequent courses can be listed at the bottom of the screen if using the ADD screen
Match Ctl Used here to set the MATCHCTL at the end of this course; as such, it can be used to add any relevant MATCHCTL that would relate this course to the one immediately following it in the A/R line
Eff Date Used here to set an effective date range on the course

RD (Requirement Delete Course)

Deletes courses on Accept (“A”) or Reject (“R”) line. This should be used if you want to delete a course on either line. This could be used if you would normally reject a course (in the “R” line) but acceptance of this course is needed for this particular student. Be aware that there must be an exact match on the A/R line (course must be there) in order to delete it. This should not be used if there is a ***** entry.

Fields Entries
Requirement Name Required (must match)
Pseudo-Course Required (must match name on "A" or "R" line)
Course Course to deleted from Accept ("A") or Reject ("R") line

RM (Requirement Modification)

Modifies the requirement or sub-requirement by adding to or subtracting from hour, GPA, and course counts. Use a negative number to subtract. Furthermore, if the sub-requirement is being modified, courses entered in the COURSE field and in additional continuation records (Continuation, or “C”) will be appended to the courses already entered into the reject or accept lines at the point immediately ahead of where the pseudo-course match is found.

Fields Entries
Requirement Name Required (must match)
Pseudo-Course Required, use pseudo-name if modifying requirement and use pseudo-course if modifying sub-requirement
Required Count Course count to be added or subtracted
Maximum Hours Maximum hours to be added or subtracted
Required Hours Hours to be added or subtracted; required GPA-GPA points to be added or subtracted (for example, if the GPA was 3000 and you input 1000, then the resulting GPA will be 4000)
Accept Code 1 & 2 Will append the condition code to the ACx in the requirement or sub-requirement
Reject Code 1 & 2 Will append the condition code to the RCx in the requirement or sub-requirement
Assign condition code Resets the ASSIGNC on the requirement or sub-requirement
Course Appends the course to the matching “R” or “A” line
Substitute Course Descr If text is entered here, it will print “NOTE: RM plus your text” on the audit; this provides a positive identification that requirement changes have been made
Matchctl Sets the MATCHCTL on the course used in this exception
EFF Date Sets the Effective Date on the course

RR (Requirement Replacement)

Replaces values on the requirement/sub-requirements “C” line. Fields left blank will be treated as blank or O in the requirement. Values not controlled by the exception are set to nothing. This is a very dangerous exception. This is like “rolling your own” requirement or sub-requirement. Note that fields that cannot be controlled by the exception will be left with their original value. The following are the fields that can be controlled or need to be entered for a match:

Fields Entries
Requirement Name Required
Required Count Count of courses (sub-requirement) or sub-requirements (requirement)
Maximum Hours Can be used on sub-requirement only
Required Hours Sub-requirement or requirement
Required GPA Sub-requirement or requirement
Accept Code 1 & 2 Sub-requirement or requirement
Reject Code 1 & 2 Sub-requirement or requirement
Assign Condition Code Sub-requirement or requirement
-Course Pseudo-name of requirement or pseudo-course of sub-requirement
Course Would be the first course on the replaced sub-requirement’s course string. All of the courses entered into an accept or reject string up to the point where the pseudo-course match is found will be replaced. Use AC entries with COURSEs for entries beyond the first one.
Val Sets the REQCT (courses) when matched at the requirement level
Substitute Course Descr If text is entered here, it will print “NOTE: RR plus your text” on the audit. This provides a positive identification that requirement changes have been made
Matchctl Sets the MATCHCTL for the course indicated above
Eff Date Sets the Effective Date for the course indicated above

RS (Requirement Course Swap)

Swaps a replacement course for a course on an Accept (“A”) line of a sub-requirement. Use this for a course substitution that is specific only to a sub-requirement.

Fields Entries
Pseudo-Course Pseudo-course on sub-requirement
Course Name Course currently on Accept (“A”) line
Replacement Course Course to be traded for the course on the Accept (“A”) line

 

Like the RM, this can also be used to modify the following values on the sub-requirement:

Fields Entries
Required Count Course count to be added or subtracted
Maximum Hours Maximum hours to be added or subtracted
Required Hours Hours to be added or subtracted
Required GPA GPA points to be added or subtracted. For example, if the GP A was 3000 and you input 1000, then the resulting GPA will be 4000
Accept Code 1 & 2 Will append the condition code to the ACx in the requirement or sub-requirement
Reject Code 1 & 2 Will append the condition code to the RCx in the requirement or sub-requirement
Assign Condition Code Resets the ASSIGNC on the requirement or sub-requirement

RC (Requirement Change)

Similar to the RM exception, but can also be used for resetting of MATCHCTL (match control) and date range associated with a course on an “A” or “R” line. All other values operate the same as the RM exception.

Fields Entries
Requirement Name Required (must match)
Required Count Course count to be added or subtracted
Maximum Hours Maximum hours to be added or subtracted
Required Hours Hours to be added or subtracted
Required GPA GPA points to be added or subtracted. For example, if the GP A was 3000 and you input 1000, then the resulting GPA will be 4000
Accept Code 1 & 2 Will append the condition code to the ACx in the requirement or sub-requirement
Reject Code 1 & 2 Will append the condition code to the RCx in the requirement or sub-requirement
Assign condition code Resets the ASSIGNC on the requirement or sub-requirement
Pseudo-Course Required, use pseudo-name if modifying requirement and use pseudo-course if modifying sub-requirement
Course Course to match on the “R” or “A” line
Val Resets the REQCT on the requirement level
Match Ctl Resets the MATCHCTL (match control) on the matching course in the “A” or “R” line, use # (BLANKCHR) to reset the MATCHCTL to BLANK (removes the MATCHCTL)
Eff Date Resets the EFFDTE (effective date range) on a matching course o n the “A” or “R” line, use a # in the first position to reset the EFFDTE range to BLANK (in essence removing the date range)

 

The following involve course substitution:

CS (Course Substitution)

Can be used either when wishing to indicate that a course in the student’s course table can be used, in any situation, as if it were the other course. In other words, either the course to be substituted or the original course will be acceptable wherever the original course was acceptable. This is a brute force method, more precise control is available in the RS exception.

This can also be used in order to add or remove condition codes to an existing course in the student’s course table.

Fields Entries
Term/Year Must use Term/Year to “point” to the proper course in the course table if there is more than 1 occurrence of the course for this student (use the term here)
Course Course on student’s record
Replacement Course Optional; use only if you are trying to substitute course; this is the course for which the student’s course is being substituted
Accept Code 1 & 2 Optional; use only if no replacement course and you are trying to assign codes to a course in the student’s record
Reject Code 1 & 2 Optional; use only if no replacement course and you are trying to remove condition codes on a course in the student’s record

CR (Course Requirement Assignment)

Used when you want to assign a particular course to be used in a particular sub-requirement no matter what. This is a forcing action; acceptance of the matching course is forced in this case. This exception also allows only the substituted course to be used for comparison purposes; the original course value is ignored.

Fields Entries
Action CR
Term/Year Optional student course matching field; use if there is more than one iteration of the course
Replacement Course Identify the pseudo-course(s) that you wish to be matched in the sub-requirement(s) acceptable course string (“A”) line.
Course Put the course that you want to assign to the matching sub-requirement(s) here

 

Other exceptions:

CO (Conditional Requirement)

This exception can be used to insert a requirement into a program of study. The requirement name value entered must match the $----- entry on the requirement program definition.

Fields Entries
Requirement Name Value entered must match value listed in degree program definition (e.g., $Minor)
Assign Condition Code Assign “R” for single requirement or “D” for a list of requirements
Course Name The name of the requirement or list of requirements you wish to insert
Pseudo-Course Institution code (e.g., “U32”)
   

CC (Condition Code, System)

This is used to set/reset, by exception, a SYSTEM CONDITION CODE for a student. You will recall that system condition codes are assigned to students and not to courses.

Fields Entries
ACl Condition code entered here will assign system condition code to student
AC2 Condition code entered here will assign a second system condition to student
RCl Condition code entered here will reset (turn off) that condition code for the student
RC2 Condition code entered here will reset (turn oft) that second condition code for the student

 

Note: Use the AC1 and AC2 to assign system condition codes to the student, use the RC1 and RC2 to delete system condition codes that have been assigned to the student in the driver.

CD (Setting of Catalog and Alternate Catalog Years)

 

Field Entries
Assign Condition Code This must match the ALT value used in the Degree Program Definition for the requirement you want to affect
Term/Year Sets the catalog year you want to use