Academic Profile Requirements Tab (Diploma Audit)

After a Diploma manager creates diplomas and areas of study for your institution, you can associate them with a student via the student's Academic Profile. The Academic Profile also includes a status bar showing how many completed and in-progress credits a student has. Credits are considered completed when a final grade is recorded for a course. In-progress credits are credits for the student's current courses that do not have a final grade.

To view or modify a student's diploma, major, or concentration, or to process course credits toward fulfilling requirements, start with these steps:

  1. From the persona menu, select Academics.

  2. Use People Finder to search for the student.

  3. Select the student's name to open their Academic Profile.

  4. Select Requirements. If the student is pursuing multiple diplomas, select the appropriate choice from the Diploma menu.

To learn more, see the help topics Diplomas and Areas of Study.

Note: Only the Diploma Manager, the student's advisor, and the student have access to the Requirements tab. Diploma features are only accessible to users who have been set up with Blackbaud ID (BBID). For more information on BBID settings, see the help topic Blackbaud ID Authentication for Education Management.

To add a first Diploma to a student's profile, follow these steps:

  1. Select + Add diploma.

  2. Choose the diploma.

    Note: Select Show inactive to see inactive diplomas.

  3. Optional: Add a Declared on, Completed on, and/or Conferred on date.

  4. Select Save.

If a student's profile already contains a Diploma, follow these steps to add another:

  1. Select + Add diploma.

  2. Choose the diploma.

    Note: Select Show inactive to see inactive diplomas.

  3. Optional: Add a Declared on, Completed on, and/or Conferred on date.

  4. Select Save.

You can delete a diploma from a student's profile at any time.

  1. Select the context menu for the diploma and choose Delete.

  2. Select OK to confirm.

  1. Select the context menu for the diploma and choose Add major.

  2. Select the major.

    Note: Only majors associated with the degree will appear. Select Show inactive to see inactive degrees.

  3. Optional: Add a Declared on date.

  4. Select Save.

  1. Select the context menu for the diploma and choose Add minor.

  2. Select the minor.

    Note: Only minors associated with the diploma will appear. Select Show inactive to see inactive degrees.

  3. Optional: Add a Declared on date.

  4. Select Save.

Once a student has a major, you can add concentrations.

  1. Select the context menu for the major and choose Add concentration.

  2. Select the concentration.

    Note: Only concentrations associated with the major will appear. Select Show inactive to see inactive concentrations.

  3. Optional: Add a Declared on date.

  4. Select Save.

Once a diploma has been added to a student's profile, a list of Requirements associated with the diploma will appear below it. Select the + icon next to a Requirement to see details and classes that can be used to fulfill that Requirement.

As a Diploma manager, you can Waive, Exempt, or Substitute credits for a Requirement by selecting the context menu  beside it and choosing one of the following options:

  • Waiver: Enter a number of credits to waive from this Requirement. The student's number of credits completed toward this requirement will increase by that number. Optionally, add a Comment explaining the waiver. Select Save when you are finished.

  • Exemption: Enter a number of credits to exempt for this Requirement. Optionally, enter a Comment explaining the exemption. Select Save when you are finished.

    The difference between an Exemption and a Waiver is that an Exemption increases the number of credits needed for the student's General Elective requirement. For example, if a Diploma manager exempts 3 credits from a student's Math requirement, then the number of Math credits completed will increase by 3 while the number of General Elective Credits needed will increase by 3.

  • Substitution: Students who transfer from one institution to another will often have transfer courses that count toward their selected degree. Diploma managers can substitute transfer courses for courses that need to be completed in order for the student to complete their diploma.

    Swap in a course that would not ordinarily fulfill the Requirement. Under Substitute with, enter the name of a course the student has completed. Under For, select the course that is being replaced. Optionally, enter a Comment. Select Save when you are finished.

Any time changes are made to an individual diploma or to a student's grades and credits, you will need to process the changes to update the student's progress toward fulfilling the requirements. This can be done with the following steps:

  1. Select the context menu  beside the Diploma and then choose Process.

  2. Credit counts and progress bars will be updated at the top of the Requirements tab.

Multiple factors are at play when your school processes completed course credits to fulfill requirements. This is the basic outline:

  1. First, courses are ordered by the scores the student received. For example, if a student received a C in English 101 and an A in English 306, then English 306 will be picked first to fulfill a requirement ...

  2. Then, the courses are applied toward requirements according to the Process order of the requirements. For example, the courses will count toward the requirement with Process Order 1, then Process Order 2, then Process Order 3, and so on ...

  3. Within each requirement, the courses will be applied toward the requirement according to the rules you set for the requirement.

A student must earn full credit in a course in order for that credit to count toward requirements for a diploma. If your school awards partial credit, this will not count as a completion and the partial credit(s) will not count toward the requirements.

For a diploma with an elective requirement, “Credit overage from <requirement name>” will display the number of credits applied toward the elective from another requirement. For example, if a student earns 4 Physical Education credits but only needs 3 Physical Education credits to graduate, the Electives grid will show a row that says “Credit overage from Physical Education” and indicates 1.00 Credits have been applied toward the elective requirement.

Diploma managers use Compare requirements to visualize a student's progress and required credits for a hypothetical new Diploma, Major, Minor, and/or Concentration. This can be a helpful tool when advising a student on a possible change of direction in their academic career.

Note: The comparison tool is for visualization purposes only. Changes you make on this page will not affect a student's existing diplomas.

  1. Select Compare requirements. A new panel will appear on the right side of the screen. By default, the panel will mirror all of a student's current selections for Diploma(s), Major(s), Minor(s), and Concentration(s).

  2. Change or add to the current Diploma(s), Major(s), Minor(s), or Concentration(s). Select Done.

  3. The right panel will display the student's progress toward completing the new requirements.

  4. Select Close to return to the Requirements page.

School employees can access and edit different parts of a student profile depending on their assigned Roles and the school's settings. Roles can be modified and assigned to users in Core. For more information, see the help topic Security roles (Old Version). For more information on access, security, permissions, roles, and task settings, visit the Security help landing page.