Spring 2021 Guide and COVID-19 information

Degree Works Exceptions

Degree Works Exceptions

Advisors are able to request degree audit exceptions for the Degree Works by submitting a Degree Audit Exception form.  This process is used when the advisor, department chair and associate dean determine that it is acceptable to deviate from a major, minor, degree or program requirement.

  • Generally, exceptions are "course substitutions" where one or several courses are substituted for another when the advisor, department chair and associate dean find that the learning outcomes, subject matter, and materials may correspond or have significant overlap.  

  • Exceptions are only granted when there has been consultation within the school, and they should granted in a manner that maintains the academic integrity of a program. For this reason, exceptions require approval at the department and school level.

  • Exceptions are granted for individual students, and will not alter the program or the official catalog requirements when requested.  To change a program requirement for all students, academic departments may request a curricular change.

  • Degree Audit exceptions and adjustments are only accepted via the official Degree Audit Exception Request.

Degree Works Exception Submissions and Approvals

Degree Works course exception processing has moved to an online process which uses an automated online workflow.  Please review the instructions below to learn how to submit and approve online exceptions using the workflow.

Advisor Exception Submission Instructions

Academic advisors, department chairs and associate deans are able to submit Degree Works exceptions on the web using an authenticated form.  The form will record your name and department, and routes the form appropriately based on the information entered. Advisors who prefer to use the paper form may still do so.  

Note: Internet Explorer is not a supported browser for web forms. SUNY Cortland recommends Chrome or Edge (MacOS and Windows).

Department Chair Exception Approval Instructions

Department chairs will receive an email after an advisor submits an exception. Department administrative staff will also be copied on the requests. Approvers will click the link within the email to launch the approval screens, which are part of the Course Creator. 

  1. When you enter the screen, you will be routed to the approval dashboard. All pending items will be shown in the pane of the left side. 

    submissionlist

    If you support multiple departments, you can select a different department using the department drop down selector. By default, pending items are shown, however you can also view completed requests by selecting approved or not approved statuses in the drop down selector.

  2. Click on a request to activate the exception approval pane on the right side of the screen. 

    details2

    The following fields are available for you to review:

    Requirement Area / Block: Indicates which block on the audit is being affected.

    Course/Requirement to Apply: Indicates which course, courses or other means of fulfillment will be used to complete the course/requirement. (This is the new, substitution course.)

    Reason for Exception and Instructions: The advisor may have included additional text, clarifications or reasons for the change in these fields.

  3. A comment field is also provided to enter notes or comments for the next approver or the advisor.

    notesfromchair

  4. Use the drop down selector at the bottom of the form to indicate your decision. After you select, the submission button will appear. Click the button to update the status and confirm. Once you approve, the exception is routed to the associate dean for review and action. If it is not approved, it is returned to the advisor.

    approvaldd

Review Completed Submissions

  • You can all of the existing Degree Works petitions your department has acted on by selecting a different status in the status drop down selector. 

    moreoptions

Associate Dean Exception Approval Instructions

Associate deans will receive an email after a department chair approves an exception. Associate dean administrative support staff will also be copied on the requests. You will click the link in the email to access pending requests.

  1. When you enter the screen, you will be routed to the approval dashboard. All pending items will be shown in the pane of the left side. 

    deanapprovallist


  2. Click on a request to activate the exception approval pane on the right side of the screen. 

    details2

    The following fields are available for you to review:

    Requirement Area / Block: Indicates which block on the audit is being affected.

    Course/Requirement to Apply: Indicates which course, courses or other means of fulfillment will be used to complete the course/requirement. (This is the new, substitution course.)

    Reason for Exception and Instructions: The advisor may have included additional text, clarifications or reasons for the change in these fields.

  3. Use the approval choice buttons at the bottom of the form to indicate your decision.  Once you approve, the exception is routed to the SRRS for review and action. If it is not approved, it is returned to the advisor and chair.

    approvalbuttons

Review Completed Submissions

  • You can all of the existing Degree Works petitions your school has acted on by selecting a different status in the status drop down selector. 

    completeddean