Audit Admin (AA) guide for Faculty and Staff

Degree Navigator Quicklinks



Windows XP Users:

  1. bsclogon\username: where it says username NT password where it says Password
  2. NT Password where it says Password

Windows 98 and MAC OSX users:

  1. Username where it says Username
  2. NT password where it says Password
  3. bsclogon where it says Domain.

You will then be presented with the Degree Navigator Logon:

  • Audit Administrators will have their own personal logon information. To get an account setup, please ask your department to email the request to 


You can access a student’s audit from any screen in Degree Navigator.  If you do not know a students NT username, click on the Username Lookup button, located under the username field.  When you put in the students first name and last name the system will provide you with the students username.  You click on the username.

Some sample students you can explore are:

  1. Brenda Biology (username: biolbf18)
  2. Paul G. Psychology (username: psycpg19)


Put the student username all in lowercase and hit "go".  You will then see the student's degree pane showing  the degrees in which the student is enrolled.  Click on the appropriate Degree. By default the Full Audit Report has been selected for you. You may choose another report at any time.


The Student Transcript lists all coursework for the student that Degree Navigator has in its database.  If a course is not listed here, then it needs to get brought to the attention of   If the student transcript lists the course, but it is not being used once you launch the full report, then there is some rule or requirement that is preventing this class from being placed ... See "Non visual requirements". 

The Student Transcript is a good place to review all of the students academic history, including course the student student has either withdrawn from, repeated, or failed.


Your department might decide that a students other coursework may substitute a course or courses that are found as required coursework in the major.

If this is the case, you will want to do a substitution.

    1. Launch the students full report

    2. Click on the "Audit Admins" link to reveal the edit buttons.

    3. Click Select Degree/ Program

    4. Under Degrees choose the one you wish to modify

    5, Click on the "Audit Admins" link again

    6.  Choose "Edit/ Degree"

    7.  Select "Edit" next to the requirement you wish to modify

    8.  Click on "Add Course"

    9.  In the search box, enter the course you wish to add and place your note as well.

    10.  When the course returns in your search hilight it and choose "IN" and then hit save.

Locate the Visual requirement you wish to modify, you then click on "add a course", this will open a search window allowing you to  search for the course you would like to add. For example: I would like to add PSY1XX to the major requirements, so I used the prefix “PSY” to search for all courses beginning with PSY. I then select/highlight PSY1XX, and click "ADD". Before clicking "save' be sure to place a note with your initials and date to properly communicate to everyone the change you are making.

    4.  Sometimes courses are found within Categories. To add a class to a category, click on the category, the edit category window will then open. Use your course search to find "PSY101", then hit go.

Hilight the course when it appears  then click on the <<INC<< button. It will then appear in the included courses box.  You then have the option of placing a note here if you would like.

   5.  When you are finished, click “SAVE” and your changes will be saved and it will return you to the degree editing screen


Once you have a student loaded into Degree Navigator, removing a course is  similar to adding one.

For a student want to remove “PSY101” as an option.

  1. Launch the students full report.

     2.     Click on the "Audit Admins" link to reveal the edit buttons.

    3.      Under Degrees choose the one you wish to modify

    4,      Click on the "Audit Admins" link again

    5.      Choose "Edit/ Degree"

    6.      Select "Edit" next to the requirement you wish to modify

    7.       Click on the course in the subrequirement you wish to remove.

    8.       Choose to save exception.

To see your changes, click on the students program of study to view their full report.


Advisor Notes should be used by an advisor as an historic log to assure that the student and other faculty members have a way to track what transpired during an advising session. These notes actually travel with the student when/ if they switch degrees.

This is the first screen the student sees when they login.  To place an Advisor note go to NOTES, then "Add a Note",  Include your username, date of session, and choose to make it visible or not visible to the student and hit "save".


Report Notes are to be used as a method for the department to communicate with the Office of the Registrar  on any substitutions being done for the student.  Properly placed, these notes appear at the bottom of the "Full Report" .

 Reports notes DO NOT travel with the student when they switch degrees.

To place a Reports Note :

  1. Launch the student's full report.

     2.     Click on the "Audit Admins" link to reveal the edit buttons.

    3.      Under Degrees choose the one you wish to modify

    4,      Click on the "Audit Admins" link again

    5.      Choose "Edit/ Degree"

    6.      Select "Edit" next to the requirement you wish to modify

    7.       Click on "Add a Note"

    8.       Write your note and choose to make it visible/not visible to the student

    9.       Choose to SAVE

  10.      Launch the students full report to verify the note appears at the bottom of it.

*** Any report notes that do not contain your signature and date will be removed, as they are seen as invalid****


 A very powerful feature within Degree Navigator is called "modeling".  This allows a faculty member or student to view how the student would look if they were enrolled in another major code.  This comes in handy if a student wants a quick peak at how they would look if they changed majors.   These instructions work for both Student's and Faculty/Staff.

  1. Login to Degree Navigator
  2.  Go to "SEARCH, DEGREES'
  3. in the "Keywords" field if you put in the name of the major such as "Psychology" and hit "search" you will then be presented with a list of all the degrees with the word "Psychology" in them. You click on the appropriate one.  For accuracy purposes you may also put the four digit major code into this field, and it will bring you immediately into that degree.
  4. Pick the correct version from the drop down box.  This version will dictate what catalog version your student will be modeled against.
  5. By Default the Full Report is chosen automatically for you.
  6. The system will then load automatically a report of your student temporarily applied against those new major requirements.
  7. Once you log out of Degree Navigator, or click on their present degree of study in the purple toolbar you will be out of "modeling mode".
  8. We do not recommend printing a modeled copy of the audit.  These modeled audits are unofficial and often cause confusion when the student goes to seek advisement from another faculty/staff member. 
  9. You can tell the audit has been modeled if the Major requirements appear first.
  10. Special Note: If you want to determine the General Education you get placed under when using this feature:  For GEC pick the 1995, 97 or 99 base files.  Student's under GE2K pick the 2001, 03, 05 basefiles.  Students Under IF pick the 20063 basefile.