Reading Transcripts and DARS Reports
How can I see my transcript without going to the Registrar's Office?
Your unofficial transcript is available online at Hokie SPA. You definitely want to check it, because it will reflect transfer credits, grades, course titles -- pretty much everything, very clearly spelled out for you.
On my transcript, where my credit is counted up, there are several references to hours. What's the difference between Attempted Hours, Earned Hours, GPA Hours, and whatever?
Attempted hours are those you, well, attempted. Maybe you passed most courses, but withdrew from one or two or failed one or two. GPA Hours are the hours that can be counted toward your grade point average -- this would exclude previous transfer hours and AP credit, which count toward your overall hours but aren't factored into your GPA. Of all the designations you'll find listed there, Earned Hours is the most important, because it tells you how many hours you've completed or earned toward the magic number you need to graduate from the College of Liberal Arts and Human Sciences with a single or double major (120). The number of Earned Hours counts VT hours, as well as transfer hours.
What is a "DARS Report"?
The Degree Audit Reporting System (DARS) report takes your coursework and "plugs it in" to the appropriate slots in the undergraduate curriculum: Liberal Ed Area 1, Liberal Ed Area 2, Major requirements, and so on. It will do all of this automatically, so you can then review it and determine where you need to fill in the blanks to get your degree.
How do I get a DARS Report?
To get an accurate DARS Report, you must apply for graduation. You can now do this online by following this procedure:
Note 1: You apply for your degree in the order of your majors. For example, if English is your only major, go ahead and apply for it. If it's your first major, apply for it first, then apply for your second major. If it's your second major, apply for your first major first, then apply for English.
- Log on to Hokie SPA. A new window will open.
- Click on the "Degree Menu" link. A new window will open.
- Choose "Undergraduate" from the menu. A new window will open, and you might have to click "Undergraduate" again. When the next window opens, it will have a button that asks you to apply for a particular degree. Choose according to Note #1 above.
- Select "Apply" for your major(s) in their appropriate order (first major first, second major second, etc.). A new window will open that asks for specific information about your degree.
- Make appropriate selections on the informational page:
- Select your graduation date (ex: Fall 06)
- Select whether this is your first major or second major, etc. (note: if ENGL is your 2nd major, when you apply for it, you'll select "2nd major, certificate only.")
- Select whether you will attend graduation and when. (note: to simplify matters, indicate that you WILL attend.)
- Submit information
[At this point, the system might ask you for your permanent address. If so, please provide that info.]
Once you've completed this process for each major you have, your name will automatically be entered on the apropriate graduation list and a DARS report will be available for you.
Do I have to apply for graduation before I can get a DARS report?
Actually, you can request a "What-If" DARS report without ever having applied for graduation. However, if any substitutions have been made, they will not show up on a "What-If" report. To request a "What-If" report, go to the DARS report menu on Hokie SPA and choose that option.
When is the best time to apply for graduation and request a DARS report?
When you're a first-semester junior, you should most definitely apply for graduation. This is close enough to your intended graduation date for you to want to know whether everything is going okay with your degree. Don't put it off!
I know what the DARS report is and I know how and when to get one, but how on earth do you read the darned thing?
The DARS report does look a bit complicated, but actually it's pretty easy to read. The top portion lists basic info: your name, student number, major, intended graduation date (check to see if this is correct! If it's not, let the Registrar know.).
Near the top of the report, it will indicate whether your requirements have been completed. Usually, unless you're getting ready to graduate, they won't be!
Then it will indicate how many credits you will need to take in order to graduate. This can be confusing, I admit, because the report will list two sets of numbers--one that counts the courses you're presently taking and one that doesn't. You want to zero in on the smaller number, usually printed in bold with an arrow beside it, because it reflects in-progress coursework (the stuff you're taking during the current semester). This number says essentially this: after this semester, here's what you need to graduate.
Beyond that, the next section will include info on foreign language, Writing Intensive, and core requirements. Scan these sections carefully. If you see a plus sign (+) by each main heading, you're good to go. If, however, you run across a minus sign (-), this means something is missing or unfulfilled. If you find a minus sign you disagree with, make an appointment to sit down with me or you can call the Registrar's Office on your own to double check.
Then you'll find a section that lists major requirements. This section tells you what you've completed--and what you still have left to do--in order to fulfill the major requirements.
Beyond that, you'll find sections for minors(if you have one) and free electives.
Bottom line: look for plus signs (+) and OKs, which mean that requirements are complete, and for minus signs (-) and NOs, which means that requirements are NOT complete. If you have any question about your DARS report, ask your advisor.
The DARS report says I haven't completed all requirements for X, but I'm pretty sure I have. How do I get to the bottom of this?
You can either come in to talk with the Coordinator of Undergraduate Advising or talk directly with the Registrar's Office. Sometimes the problem arises from paperwork that hasn't been completed -- a substitution, a declaration, or whatever -- and it can be fixed on the spot. Sometimes, though, the matter will have to be handled by the Registrar. Bottom line: if it can't be fixed in the Undergraduate Office, then it will have to handled by the Registrar.
My transcript says I have 61 hours, but my DARS report says I have only 54! What's going on here?
First off, don't freak out. This happens sometimes! Occasionally, the DARS will not reflect transfer credits or courses taken elsewhere or maybe some other basic glitch has occurred. It's a simple matter of getting in touch with the Registrar's Office and ironing out the problem. First step? Contact Cathy Skinner, Coordinator of Undergrad Advising.