Creating & Editing an Audit
Creating/Editing a Program Audit
Working Group | PPO University Registrar Advisory Members Associate Registrar IT Documentation & Training Specialist |
Platform Utilized | Stellic |
Role of Intended Viewer | ☒ Administrator ☐ Student ☐ General Staff ☐ Public User ☐ Faculty |
Effective Date & Next Review Date | Effective 11-27-2023 (November 27, 2023)
Next Review 03-11-2024 (March 11, 2024) |
End Result
The purpose of this process is to get Administrators, like in the Registrar and Admissions Office, more familiar with Stellic. This is specific to creating a program/degree audit to break down the evaluations of the credit hours and classes that a specific program or degree entails. This will prepare current and future students with their academic track on file.
Process
Step 1. Login to Stellic and make sure you are in the Program section. If you don’t see it at first, click the three (3) bars on the top left to open the menu and select Programs. Click on the program you need to create or change an audit in (we will use Applied Mathematics for this example). If you do not see the program you are looking for at first glance, feel free to use the Program search bar at the top of the screen.
Step 2. If there is no audit for the program, you’ll see the Create button underneath the About section of the program. If you do not see the Create button, then you need to be granted the administrator rights to your account. Reach out to the Registrar or Director of Admissions to address this.
Step 3. If there is an existing audit for the program, you’ll see audit information and version. To create a completely new audit version, click Create New Version under the Audits tab. You could also choose to edit an existing Audit by clicking Edit this Audit.
Step 4. When creating a new audit, a pop-up menu will walk you through choosing a name and audit criteria (like entry year and campus). First, check with the Registrar’s Office to see what the naming system is for audits. Enter the audit’s name at the top with the correct naming format and check if the rest of the fields are populated correctly. Program and department names will be automatically added to the pop-up menu. If an existing audit has similar requirements to the one you are creating, the second-to-last search option allows you to copy those requirements. Click the Create button, and you will create your new draft Audit.
Step 5. After creating the audit, you can add (or update) the audit description. You can enter or change the description in the text box that appears underneath it. Descriptions are not visible to students.
Step 6. Before publishing your audit, review the changes you made first. Test it on multiple students, especially students with edge cases. If a requirement will be used in more than one program, make it a shared requirement to save time in the future (see Step 4). Once the audit has been fully tested and reviewed, click Publish. The audit will update for all students currently using it. If you do not see Publish, the administrator in charge of publishing will get a notification. They will then be able to validate the audit and publish it.
Related Processes
Revision History
Version # (v. 1.1) | Amendment Date | Author | Cause |
1.1 | 11-27-2023 | William Bowden (IT Documentation & Training Specialist) | Publication |
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