Before you review a General or Detail Requirements DER (Degree Evaluation Report) for the first time, you may find it helpful to refer to the following glossary of terminology. For ease of reference, the information has been grouped as follows:
- Top of the DER
- Middle of the DER
- General Requirements and Detail Requirements Views of the DER
- Detail Requirements Views only of the DER
- Course attributes
- DER “unused” course reasons
Fields: Catalog Term, Expected Graduation Term, Results as
Only three items in the top block of the DER are described here as much of the information about the student’s record is self-explanatory, i.e., Program, Faculty, Degree, Level, Majors, Departments (associated with the Majors), and Minors.
Catalog Term: This is the key used by the Degree Evaluation tool to compare your academic record to the program requirements as defined in the program calendar (also known as a catalog), and entered in Degree Evaluation for that term. For example, if you are an undergraduate Arts student with a Fall 2007 catalog term, your record will be compared to the program requirements outlined in the 2007-08 Undergraduate Programs Calendar.
Initially your catalog term will be the same as your term of admission; if you were admitted in September 2007, both your term of admission and catalog term will be Fall 2007 (200709).
For some students, the catalog term will remain the same throughout their
undergraduate career and their record will continue to be compared to the
program in that year's course calendar; for example,
- a CEGEP graduate who is admitted as a U1 student and follows the same program of study from admission to graduation;
- a high-school graduate who is admitted as a Freshman student to Agricultural and Environmental Sciences, Education, Engineering, Management or Music and follows the same program of study from admission to graduation.
Other students will have their catalog term changed in accordance with the rules of their Faculty with the result that their record is compared to the program requirements in the course calendar published for that later academic year. For example, if you are admitted to Science in Fall 2007 as a Freshman student and become a U1 student in Fall 2008, your catalog term will change to Fall 2008 and your record will be compared to the program requirements that will appear in the 2008-09 Undergraduate Programs Calendar.
Expected Graduation Term: This is the term the student is expected to complete program requirements in order to graduate. By default, this field is blank until the student has applied to graduate.
Results as of: This is the date the DER was generated.
Fields: Areas, Met, Used, Transfer, In-Progress,
Areas: The components of a program. Often a single curriculum component (e.g., Major/Major Concentration) will be divided into two or more Areas so that an order of processing priority can be set for them. For each Area listed, the requirements are expressed in number of credits or (rarely) in number of courses. In the Detail Requirements view, clicking on the underlined name of an Area will take you to more information about it further down on the DER.
Met (Yes/No): For each Area listed, this indicates whether the student has met all the credit and/or course requirements.
Required: Number of credits and (rarely) courses required to fulfill the program and for each component Area. (Not to be confused with the course nomenclature in program descriptions where “required” courses are those that all students in that program must take, as opposed to those that are complementary or elective.)
Used: Number of credits and courses used by the Degree Evaluation process. All the student’s completed and in-progress courses, and transfer credits are eligible to be used.
Transfer: Number of transfer credits used to meet program requirements in the Degree Evaluation Report.
In-Progress: Number of credits and courses in which the student is currently registered that have been used in the Degree Evaluation Report. (When students have no in-progress courses, this line will not appear in this block.)
Unused: Number of credits and courses that were not used by the Degree evaluation to fulfill program requirements. Failed courses, or those unrelated to any of the Areas listed are unused by the process. Courses with grades of K, L, etc. are also unused. Details of any unused courses will be listed in an Unused Courses Area at the end of General Requirements and Detail Requirements, and also on Additional Information. (When students have no unused courses, or if the unused courses have no credits associated with them, for example a “W” (withdrawal), this line will not appear in this block.)
Fields: Area, Unused
Area: These are the components of the program referred to above. On the General Requirements view, only the courses used in each Area appear. Take note that both completed and in-progress courses show, but there is no “H” (history) or “R” (registered, i.e., in-progress) source to differentiate between them. Grades for completed courses will show between the credit weight and term taken; if no grade appears in that space, the course is in progress.
If you want to see the requirements that have been specified for each Area, go to the Detailed Requirements view where you can also see whether the requirements for each course and/or Rule within each Area have been met. In addition, when a listed course has not been matched with a completed or in-progress course, it is underlined indicating a link to it in Minerva Course Catalog. Tip: if you click on the link, double-check that the Term indicated in the upper right corner of the Course Catalog screen is the one you’re interested in.
Unused: These are the unused courses referred to above. We recommend that the Unused courses always be reviewed, as some may still be applied to the student’s program. Common reasons why a course may be unused include:
- It is a repeated course.
- The Area Minimum Grade has not been met. (When the grade is an “F” the reason is obvious but students should be aware that some Areas may have high minimum grades. For example, Honours Req’d Areas may have “B” or “B+” set as the minimum grade.)
- It has not been included in the requirements for any of the Areas on the Degree Evaluation. (Where the program includes a fairly large Electives Area, such as the B.A. or B.Sc., if a course not included in other Areas has a suitable grade, it will usually be used in the Elective Area, rather than falling in Unused.)
Note: The same course may appear several times in the Unused Courses Area, once for each place Degree Evaluation tried but was unable to use it. For example, a course with a grade of “F” that could have been used (if it had been successfully completed) in the student’s Major, or in the student’s Minor, or in the Elective Area of the student’s program, would appear three times in Unused; once for each Area, each time with “Area Minimum Grade Not Met” given as the reason.
The specific reason why a course appears in the Unused Courses Area is displayed on the Additional Information report. The reason is hyperlinked to a site that provides further details. You may also click here to see this information.
Fields: Condition, Rule, Attribute, Source
Other columns shown are self-explanatory, e.g., on the left side where the Area requirements are listed, are the Subject (course subject code), Course Numbers, and some columns that could contain additional information about a course (i.e., Faculty, Required Credits, Required Courses), that are most often left blank. On the right side appears the standard information (Subject, Number, Title, Section, Term taken and Grade) about the courses on the student’s record that are being used to meet the Area requirements.
Condition: When requirements of an Area are listed, some will have an ")AND(" or an ")OR(" in the Condition column. ")AND(" simply means that the student must take that requirement and the requirement above it. ")OR(" means that the student can take that requirement or the requirement listed above it. Please note that Rules do not display information in the Condition column.
Rule: A Rule is a subset of an Area. When requirements of the Area are listed, if one is identified in the Rule column, more information about the Rule’s requirements will appear below that Area in a separate block identified by the name of the Rule. The Rule block displays a list of courses and/or attributes from which the student must make a selection, and indicates which ones were used in the evaluation process. The credits earned will appear at the bottom of the Rule block, AND those credits will be counted in the total credits for the parent Area. (As mentioned above, Rules do not display information in the Condition column.)
Attribute: An attribute is a four-character code attached to each course in a group of courses that share a common characteristic. For example, there is a long list of courses that may potentially fulfill the Arts Freshman Humanities requirement. Administered by different departments, they have different subject codes but attaching the ARFH attribute code to each course identifies it as part of that group. Then, instead of displaying the entire list of courses on the DER, the attribute alone can be listed. Courses on the student’s record that have been tagged with this attribute will be applied to meet the requirements in the Degree Evaluation process. For more information about attributes, click here.
Source: The origin of the course on the student’s academic record.
H — Academic History
R — Registration. Refers to in-progress courses, which are used by the Degree Evaluation process, even though they have no grade as yet
T — Transfer courses
P — A course requirement has been waived for the student
An attribute is used to group together courses that share a common characteristic. For example, there is a long list of courses that may potentially fulfill the Arts Freshman Humanities requirement. These courses are administered by different departments and have different subject codes but they can be "linked" by being assigned the same attribute, in this case ARFH. Instead of having to display the entire list of courses on the DER (Degree Evaluation Report) the attribute alone will be listed in the Attribute column of the Detail Requirements report. Courses on the student’s record that have been tagged with this attribute will be applied to meet the requirements in the Degree Evaluation process.
Attributes are written as a 4-character code. Generally the first two characters identify the faculty that administers the program in which the attribute is being used. For example, a Science program attribute will begin with SC, an Arts program attribute with AR, and a Management program attribute with MG. Only the 4-character code appears on the DER. The DER does not display the list of all courses with a particular attribute, it displays only those courses used in the Degree Evaluation process.
There are a number of reasons why courses and/or course attributes can be rejected by one or more areas (show as "unused") in a Degree Evaluation Report (DER). Some of the possible rejection reasons that can be displayed are:
Area Min Grade Not Met
The grade on the course is below the minimum acceptable grade for the area. When it is a grade of “F” the reason is obvious, but note, for example, that there are certain areas in Honours programs that have the minimum grade set to “B+” or “B.” Note also that a course with a grade of “NR” (not reported by instructor) is also treated by the system as a grade below the minimum set in the area. The DER will reevaluate that course once the grade is submitted.
Area Restricted Grade
The course grade is not acceptable in the area. This restriction is commonly used in areas that contain Required courses for Majors, Major Concentrations, Honours, etc. Courses with a grade of “S” will be rejected for use for this reason.
Area Restricted Subject/Attribute
The area has been set with a limit to the number of courses with a given Subject or Attribute that can be used. This type of area restriction does not display on the DER but it may, nonetheless, be included in the area set up.
Campus/Coll/Dept Not Valid for Requirement
The course was not in a specific department or faculty that had been specified in the area requirements. This type of area restriction does not display on the DER but it may, nonetheless, be included in the area set-up. For example, a Science Major might have a Complementary area that requires 6cr from a course in the Faculty of Science; therefore, a Faculty of Arts course would be rejected.
Exceeded Max Transfer Credits/Courses
The area has been set with a limit to the number of transfer courses that can be used. This type of area restriction does not display on the DER but it may, nonetheless, be included in the area set up.
When a course range or an Attribute are used in an Area, some individual courses may be excluded from use.
Invalid Course Level
The course level has been explicitly excluded from use in the area.
Program Min Grade Not Met
The grade on the course is below the minimum acceptable grade for the student’s program.
Program Restricted Grade
The course grade is not acceptable in the program.
Program Restricted Subject/Attribute
The program has been set with a limit to the number of courses with a given Subject or Attribute that can be used. This type of area restriction does not display on the DER but it may, nonetheless, be included in the area set up.
This indicates that a course has been repeated, so only one of the occurrences will be used in the Degree Evaluation process. Note that this message may also appear in certain cases where a course has been intentionally excluded by faculty or a course is not counted for credit, such as a course with a grade of “W,” even if it has not actually been repeated.
Transfer Course Not Allowed
A transfer course is not permitted to be used for a particular requirement. This type of area restriction does not display on the DER but it may, nonetheless, be included in the area set up.