How To Run a FACE Audit on DW

 ‘‘What If History/FACE’ tab (formally ‘What If History’)

The ‘What If History/FACE’ tab on the left hand menu of the Degree Works worksheet allows you to see 3 possible audit types:

  • 1 The most recent regular ‘What If’ that was run
  • 2 Certain graduation audits such as PRELIM or FINAL
  • 3 FACE audits = (OUTTRK) SOT*

NOTE: Degree Works only keeps the most recent regular ‘What If’ audit; it freezes graduation audits only until they are purged; and it currently saves all FACE audits.

To view a saved ‘What If’ audit, click the ‘What If History/FACE’ tab then click the down arrow in the ‘Historic Report’ field.  The ‘What If’ audit log appears in descending order (newest to oldest), and is stamped with the date, time, and degree. The FACE audit is identified as (OUTTRK) SOT and will include the term for which FACE was run.

Double click on the report you want to look at, and then click ‘View’

 

Reading the FACE (OUTTRK) SOT audit:

Each time a student registers for a course, a FACE audit is generated.  The Normal audit and the FACE audit may look different from one another.  Degree Works ‘shuffles’ courses according to a built-in algorithm and may apply a registered course to a different place on the FACE audit from where it looked like it would go on the Normal audit. Also, FACE is programmed to re-include certain excluded courses on the audit, which may ‘bump’ a registered course to the ‘Additional Courses’ section.  There is no SUNY Gen Ed block on the FACE audit.

Registered courses will appear in blue as ‘PLANNED’ so you can see if the course fits in the Program or if it falls in the ‘Additional Courses’ section.  If it falls in the ‘Additional Courses’ section, the course is not aid eligible except if it meets certain FACE criteria, e.g. one-time repeat, above 12 credits, last term exemption, transitional course, etc.  Staff who have access to SFAYRCP in INB will be able to see if a PLANNED course is eligible for one of these exceptions.

You will see the registered courses again in the ‘In Progress Coursework’ section at the bottom of the worksheet.  This student also has a MTH 104 course in his ‘Additional Courses’ section which normally means the course is not eligible for aid.  However, because he already has 12 credits that are required in his program, MTH 104 will meet the exception previously mentioned.

In this example, the student’s MTH 096 is not counting in his Program but rather is falling under the ‘Preparatory Courses’ section.  However, transitional courses are aid eligible.

 

*Financial Aid Course Eligibility or FACE is the name MCC has given to the process that runs a ‘what if’ audit each time a student registers to determine whether a student’s registration fits in his/her program and/or meets other criteria for financial aid. Student Outcome Tracking or SOT is the actual name of the software developed by SICAS in collaboration with Ellucian.

For more information on FACE, see www.monroecc.edu/go/face.

Keywords: FACE, What If History, FACE Audit