Notes in Degree Works

Notes in Degree Works are commentary that specifically contribute to the official degree completion narrative and can be used officially by the Registrar’s Office or Graduate School in the degree evaluation and awarding process.  

Notes provide authorized academic department users with a convenient method to request exceptions for a student’s program of study. Requesting an exception with Notes is simple for advisors, and ensures that all users viewing the student’s Degree Works worksheet – including the student – are able to see who requested the exception, the content of the exception, and when the exception was requested. 

Authorization of Notes

Authorized departmental advisors may enter Degree Works Notes. Examples may include: 

  • Replacing a required course with an alternate WWU or transfer course.

  • Listing approved electives/courses under advisement either before or after the student has completed the courses.

  • Reducing elective credits because minimum credit requirements for the program have been met.

  • Approving major/minor/certificate evaluation for graduation purposes.

Department Chairs must authorize authorizing significant exceptions to the ACC-approved catalog requirements, and rationale for these exceptions must be provided within the Degree Works Note: 

  • Reducing minimum total credits for a program of study.

  • Waiving program requirements (e.g., removing courses without replacing with an alternative).

  • Waiving course or program minimum grade requirements.

  • Example of a Note entered by a departmental administrator on behalf of the Chair: [Chair Vic Viking approved 02July2020] Waive course SUBJ XXX required for Major in Business Administration-General. Rationale: Course no longer offered.

Documentation of Notes

  1. Navigate to the student’s Degree Works worksheet in which you have approval to request an exception.
  2. Start a new note for the student. The easiest method to add a note is by clicking the note icon Degree Works Note Icon located in the upper left hand corner of the Degree Works header.
Notes Icon in Degree Works Header
  1. Review the pre-defined exception wording to determine which wording is best for your needs. If you do not see pre-defined wording fitting your needs, you can always enter an “Other Exception:” with ad-hoc text.
Add a New Note Dropdown
  1. Use the note template text to request the exception for the student. Double-click on any of the ________ portions to highlight the area and fill in the needed details. Include the full name of the major/minor in which you are requesting the exception.
Add Exception Text as a Note
  1. If you accidentally choose the incorrect pre-defined wording for your needs, delete the wording and reselect from the drop-down the correct exception.
  2. Click Save Note. Once a note has been saved, click Process New at the top of the student’s worksheet and the newly entered note will appear in the Notes Block at the bottom the student’s worksheet, including the authorizer and date entered. 
Notes Appear on Degree Works Worksheet

Exception requests entered with Notes are processed on the following business day by the Registrar’s Office or Graduate School Degree Evaluation team.

Tips for Note Content

  • Make sure that all “____” have been filled with the necessary information, including the title of the program of study to which the exception applies. If a student changes or pursues multiple majors, all the Notes will be displayed, so it must be clear which Notes are associated with each program of study. 

  • Be clear and specific in the Note to ensure it will be implemented as intended (e.g., include the course title or term for topics courses or independent studies to ensure the correct one is applied).   

  • Include the transfer institution and transfer course number, not just the WWU credit awarded such as TRAN 1TT or HIST 1XX.  Some transfer course numbers can look just like WWU course numbers (e.g., Green River College has ART 109 – not equivalent to WWU ART 109). It should be clear that the requirement has been fulfilled by transfer work, not authorizing a future WWU course under advisement. 

  • Multiple pre-defined wording templates can be selected from the drop down in succession to continue to add all exceptions within one Note instead of multiple. Also, you can edit the pre-defined wording text as necessary to list multiple courses under advisement, for example. 

  • Authorized departmental users may create Notes, but do not have access to edit or delete them. Contact DegreeEval@wwu.edu if a Note has been made in error.