Effective Dates of DARS Exceptions
How dates of exceptions affect a student's eligiblity to graduate in a past, or present, academic term.
Background: The College of Letters & Sciences delegates to the Office of Degree Audit & Diploma Services the responsibility to audit student records for degree completion and to determine students’ eligibility to graduate. L&S provides a degree audit (DARS) for this purpose. Many students receive exceptions to their degree requirements; they are processed by L&S as DARS exceptions. Some curriculum exceptions would impact a student’s eligibility to graduate.
Guiding Principles: The L&S curriculum is a context for student learning. Approved exceptions within the curriculum are an acknowledgement that the student achieved the desired learning outcomes.
There are two main types of exceptions: course substitutions and requirement modifications. A course substitution acknowledges the student met the learning objectives with an alternate course, and thus effective at the completion of that course. A requirement modification is essentially a customization to the student's program, and thus effective when the student entered the program.
Because all L&S degrees and majors carry a quality of work requirement, all undergraduate course work may impact the student's GPA. Therefore, a student may not earn a degree prior to the term in which the last undergraduate course is completed.
A change to a student’s program of study (e.g., declaration/cancellation of a major) is processed in ISIS and thus is not covered by this policy, which focuses exclusively on exceptions to requirements within a student’s program and processed in DARS.
Policy: The guiding principles provide sufficient guidance that L&S will not provide effective dates for every exception processed in DARS. For purposes of determining eligibility to graduate, an L&S DARS exception that does not carry an effective date is assumed to be effective as follows:
- A course being applied to a requirement – in the term of the course being applied
- An adjustment to L&S requirement – in the term the student entered the L&S degree (in DARS, the Catalog Year)
- An adjustment to L&S major or certificate requirement – in the term the major/certificate was declared (in DARS, the Altyr1)
A student is not eligible to graduate earlier than his/her last enrolled term as an L&S undergraduate.
The L&S AIM or Academic Deans office may exercise discretion to adjust effective dates of exceptions when appropriate.