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uAchieve is the degree audit system for UC San Diego.  Students and advisors can check each student’s progress toward their degree. For graduate programs, it is mainly used for Application to Candidacy forms (App to C) for academic Master's students. For professional master's students it is used as the final degree report. 



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General Links:


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Exception Links:



Getting Access


Exceptions

An exception is necessary in a uAchieve audit when a student's list of classes differs from the department's list of approved courses.

To Add/Delete/Swap a Course:

  1. Run the audit to update it (HTML version)
  2. Click “Enter Exception Mode” on the right     
  3. Go to the area that you wish to change (ex. core, electives, …)
  4. Use these buttons to Add (+), Delete (-) or Swap (  ) a course
  5. Enter the information (ex. Course numbers) as appropriate
  6. Run the audit again and check it to make sure you got the results you expected

Alternative method to process exceptions:

Note: This method can be used if the Add/Delete/Swap buttons are not available on your audit.

  1. Click “Exceptions” on the uAchieve toolbar 

  2. Click “Add Exception”   
  3. Select the appropriate exception from the list (see Guide to uAchieve Exceptions and Their Uses)


  4. Enter the information as appropriate (will vary depending on the exception)
  5. Run the audit again and check it to make sure you got the results you expected

uAchieve Exceptions and their uses for Graduate Programs

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titleGuide to uAchieve Exceptions

**NEW!Important: When adding or swapping a course, type “Add [course number]” in the “Note” field.

(This is an optional field in the form but required by Graduate Division.)


Exceptions highlighted in yellow are used most frequently used for graduate students. Exceptions highlighted in green are less frequently used for graduate students. Exceptions highlighted in gray are not for department/graduate student use.

Exception Code

Full Name

Use and Notes

AU

Add course

Use when making an exception to the curriculum; adding an allowable course to a certain area of the audit. This action requires department faculty approval but not Grad Division approval.

**Important: In the “Note” field, type “Add [course number]”

UN

Apply Transfer Course to Graduate Requirements

Use when “waiving” units from UCSD undergrad (BSMS students); do not use XF, XW, or XN codes for this action.

**General Petition must be approved by Grad Division before taking this action.

EV

Enter Event or Audit Notes

Most commonly used to make an audit an App to C or DDA

  • DDA – for Professional degrees – in the “Event” field, type “DDA” and select the appropriate quarter from the drop-down menu; type FAXX, WIXX, SPXX, or S2XX in the “Note” field
  • APPC – for MA/MS/MFA – in the “Event” field, type “APPC” and select the advancing quarter from the drop-down menu


Event codes used for undergrad only: AHI, SUBA, LANG, MAJRLANG, Major Paper

EX

Enter Exam Waiver

Use to indicate that a required exam has been passed (i.e. foreign language exam)

XQ

Set System Condition Code

Used to switch between Plan I and Plan II

SM

Substitute Course

Used to swap one specific course number for another specific course number. Example: using a course outside the curriculum in place of a specific core course.

 **Important: In the “Note” field, type “Add [course number]”

RV

Requirement Swap

If your program has two sets of curriculum under the same major code (i.e. regular MS vs. PhD getting MS along the way), use this exception to switch between the two.

XF

Transferred Course

Used to enter courses transferred from other institutions, including UCSD Extension

**General Petition must be approved by Grad Division before taking this action.

XY

Change Primary Catalog

Changes the catalog year so the audit will pull the curriculum from that year. Catalog year = student’s admit term (check this when student is readmitted to a different dept). Students can follow curriculum newer than their admit term/year, **but using curriculum from before their admit term requires Associate Dean approval.

XD

Delete Course

Use to reject a course from a specific area of the audit; sometimes used in conjunction with AU/“add course” in programs with specializations to choose from.

XP

Create Split Course with S Grade

Example: allows a 4-unit course to be split so it can be used in two places.

PN

Allow P/NP, S, and D Grades

Allows use of an “S” grade when a letter grade is typically required.

**The Associate Dean must approve this action via GP before it is entered in uAchieve.

XM

Modify Requirement

To modify requirements other than course number (ex. allow in a different grade or number of units than is normally allowed).

**May need Associate Dean approval

XW

Waive Course

Use when waiving a course requirement but not the units. **Do not use this code to waive units from UCSD undergrad.

MK

Add a Marker

Currently used by pre-approved depts to select a concentration; other programs may be able to use this in the future to select “concentrations” within their programs.

XC

Modify Course

Should rarely be needed. Similar to PN code.

FC

Force Course

For Registrar encoder use only.

XI

CISIS Repeat Code Exception

Academic Records’ use only

MC

Change Catalog – Major

Undergrad only (Grad: use XY code)

X2

Change Catalog – Minor

Undergrad only

X3

Change Catalog – Warren PC/AS

Undergrad only

XX

Modify X-Line

Should not be needed; when there is a limit on certain units, XX overrides this rule

XR

Replace Requirement

Unknown

XT

Substitute Course by Title

Do not use; use AU code

XN

Waive Requirement

Unknown

SR

Waive Senior Residency Requirement

Undergrad only




Frequently Asked Questions

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titleHow do approved courses get added to uAchieve? Can it be done at any time in the year?

The department should contact one of the GEPA Master advisors first so that we can update our internal curriculum notes. Then GEPA will submit a ticket to uAchieve.

If the changes are also being updated in the catalog, then an update to the catalog also needs to be added. Once the catalog update is approved, then GEPA will contact uAchieve to make necessary updates.


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titleIs it advisable to run the audit each quarter or only a quarter or so before a student is getting ready to graduate?

The audit only needs to be run when the student is ready to submit the application to candidacy. However, the audit can be run prior to the App to C, especially if course substitution exceptions are being submitted. This avoids having to submit all course substitution exceptions right before the App to C deadline.


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titleAre students advised to run the audits themselves?

It is encouraged that students run the audit and review it each quarter after grades are posted. That way they can identify and resolve problems (ex.  They expect a course to satisfy an elective, but it is actually sitting in the “courses note used” area).

Graduate coordinators always have to run the audit when students have all degree coursework in progress/completed in order to submit the student's App to C.