Gator eDegree – Information for Faculty and Staff

This site is a repository for us to share updates and provide information about our exciting student success initiative, Gator eDegree – the full adoption of the degree progress report (DPR) and a paperless process for application to graduate, for Spring 2021. We are adding new content on a rolling basis, so please check back regularly!

WHAT IS THE CENTRAL GOAL FOR THIS INITIATIVE?

For students to use their Degree Progress Report (DPR) to receive advising and feedback before they enroll in classes for their final term.  This simple step increases their likelihood of successfully earning a degree, and also reduces the last-minute scramble that can arise for both students and advisors when a missing degree requirement hasn’t been caught early. 

WHERE CAN I LEARN MORE?

Advisor resources. Tutorials, information about how to request the access needed for these systems, and other details, are available below – see sections on Advisor Request and Online Change of Major/Minor.

Student resources. Read more about how students can access and understand their DPR here.  Our Graduation site for students has more information and instructions on the process & timeline to apply to graduate.  Our student-focused FAQ for our Online Change of Major/Minor has instructions and information.

Advisor Center - Advisor Request

The Advisor Request System (ARS) provides a convenient online interface for advisors to submit course substitutions, requirement unit waivers, and other requests for adjustments to a student’s DPR.  Staff in the Registrar’s Office promptly post these adjustments to the student DPR, allowing both students and advisors to see at-a-glance which requirements remain unfulfilled.

We have created an informative video tutorial with step by step instructions on how to submit an Advisor Request through the Advisor Center.

Faculty/Staff: How to Request Access

Future users are highly encouraged to review ARS training materials in the BPG section of the Registrar's Staff Resources page. Follow the steps below to learn how to get access to submitting Advisor Requests: 

  1. Complete CSU Learn's Information Security Training
    1. Verify completion by viewing CSU Learn's SumTotal page.
    2. For details and contacts, visit ITS's FAQ
  2. Complete the request form and get the approvals
    1. CS Access Request forms for ARS access only need approval by the applicant's supervisor (usually the Dept. Chair).
  3. Submit your request form
    1. Submit CS Access Request Forms to Associate Registrar Rogelio Manaois (must use staff or Dept. email).

 

There are several ways an advisor can have the “Complementary Studies” requirement cleared on a student’s DPR.

  1. Submit an Advisor Request for clearing the Complementary Studies requirement. (See our Advisor Request guide for detailed instructions.)
  2. Request access to the student group “CSCM”, which clears this requirement for a student.

We are actively working to code this requirement in the DPR, so that the Complementary Studies requirement will automatically clear when students have taken appropriate coursework.  We will update the community as soon as these changes are complete.

Request Types

The Advisor Request System (ARS) allows the following request types to be made:

  • Bulletin Year Change (Major or Minor)
    • Request type is used to make changes to the bulletin year requirements for the Major or Minor.
  • Complementary Studies (Met)
    • Request type is used when a student is determined to have met their complementary studies requirements.
  • Course Substitution (Major or Minor)
    • Request type is used when substituting a SF State or transfer credit course for a major or minor requirement.  If the substitution results in a unit deficit for either the subsection or overall major, an advisor may request to waive the units in the text section of this request type.
  • GE and/or University Requirement Petition (DUEAP Only)*
    • Request type is used to make changes to GE or University Requirements. This ARS type may only be submitted by the Division of Undergraduate Education and Academic Planning.
  • Waive Units for Major/Minor (Overall)
    • Request type is used to reduce the overall units required for a major or minor which resulted due to transferred coursework or other issues.
  • Waive Units for Course or Requirements (Subsection of Major/Minor)
    • Request type is used reduce units required in a subsection of a major or minor which resulted due to transferred coursework or other issues.
 

*This ARS type may only be submitted by the Division of Undergraduate Education and Academic Planning.

Advisor request screen with the request type menu opened

Advisor Center - Advisor Request

For further instructions please use either our PDF or video guide.

Read more about how students can access and understand their DPR on the Registrar's Degree Planning page.  Our updated Graduation website for students has more information and instructions on the process & timeline to apply to graduate.  Our student-focused FAQ for our Online Change of Major/Minor has instructions and information.

Online Change of Major/Minor functionality will be made available for all majors and minors on Thursday, October 1. More information on this functionality is available on our student-focused FAQ. Staff/faculty guides and access request steps are available below.

 

 

 

 

 

Online Change of Major/Minor

The Online Change of Major/Minor functionality allows students to to submit changes to their primary major or add/delete minors from within their Student Center, a major step forward in convenience.  To see the steps a student would take to add or change a major or minor, visit our student-focused FAQFor Staff and Faculty instructions, view our How-To-Guide.

Faculty/Staff: How to Request Access

To obtain review/approve access for online Change of Major requests in CS, complete the steps below. Staff & faculty should review training materials available on Staff Resources.

  1. Complete CSU Learn's Information Security Training
  2. Fill out the request form, with approval signatures
    • The CS Access Request form must be signed by your Department Chair, Associate Dean, or Dean.
    • For Department Chair, the form must be signed by Associate Dean or Dean.
  3. Submit your request form
    • CS Access Request Forms must be submitted to Associate Registrar Rogelio Manaois (must use staff or Dept. email).
  4. Processing can take 7-10 business days.