Course Repeats Report
Description
The Course Repeats Report Dashboard is designed to streamline the management and updating of students' academic records, specifically focusing on graded, repeated courses. This dashboard replaces the previous workflow that required Schools to review outstanding course repeats and submit Course Repeat Forms or Cognos-generated spreadsheets to the Office of the University Registrar (OUR) for processing.
The dashboard is split into two views:
Course Repeats Review: Provides a list of repeated course attempts. The grades and earned credits that need to be replaced are marked as "assign repeat" for easy identification. The row marked as “keep attempt” indicates course that should count toward students' GPA and earned credits.
Report Download: Offers a pre-formatted downloadable spreadsheet of only the courses that need removal from students' academic calculations.
Scope and Purpose
The dashboard focuses exclusively on the academic record update workflow between Schools and the OUR.
The dashboard is a centralized solution for:
Identifying students with course repeats needing attention
Efficiently processing course repeats for graduating students
Clearing course repeats before academic standing reports
This dashboard does not monitor policies regarding course attempt limits, "repeat for credit" eligibility, or other enrollment-related policies from the University's Catalog. These will be addressed in a separate dashboard planned for development in the 2025 summer term.
How the Dashboard Works
The dashboard operates according to the University's guidelines for repeating courses (found in the University Catalog > Academic Regulations > Repeating Courses), ensuring grades are replaced appropriately and reflected in students' records.
Key points to understand:
Students included: Course repeats are only shown for students currently active within the selected career and school filter options.
A student may appear who active in a future term in your School even though they are not currently active. The data shown is from a previous Pitt career or program. This is an opportunity to clean up old course repeats (even from completed/awarded programs).
Attempts included: If a student attempted the original and repeated course within an inactive career, these attempts will not appear in the report. However, if one or more attempts occurred during an inactive career and another attempt within an active career, the full suite of attempts will appear in the report.
Grades included: Only course attempts graded with S, H, or grades excluding W, R, N, NC, G, or I. Courses that are not yet graded will not appear in this report.
Courses included: The dashboard identifies repeated courses using the Course ID. Using the Course ID allows the dashboard to return all courses, even those with subject code, titles, or catalog numbers that have changed over time.
The dashboard will not identify repeated courses that don't share the same Course ID (e.g., CS 0401 and CMPINF 0401). The School will need to monitor enrollment by other means to find students completing replacement courses that do not match Course ID-to-Course ID. The School should contact the OUR’s Grades Team for guidance regarding these cases.
Basic Usage
Course Repeats Review | Report Download
As with all enterprise dashboards, we encourage you to pre-filter the dashboard for your curriculum review needs and save the filtered dashboard as a “custom view.” This will save time when you return to the dashboard and it will improve the speed of data loading. Detailed help for creating custom views is available here.
Course Repeats Review
This view displays a list of repeated course attempts, with grades and earned credits that need to be replaced clearly marked as "assign repeat." The row marked as "keep attempt" indicates the course that should count toward students' GPA and earned credits.
Begin the course repeats review by filtering for the appropriate career(s) and school. See the How the Dashboard Works section above for details regarding which students and course attempts will appear in the review.
As noted, only unprocessed and graded repeat attempts show up in the review list. If the School requires more context, they can view the student’s full course history, including the student’s processed repeats, by clicking the report icon.
The student report also highlights attempts that were already replaced on the student’s academic record (flagged with an “R”). These previously processed course repeat attempts do not appear in the Course Repeats Report because they no longer need to be submitted to the OUR.
If you hover over the icon to the far right of the student’s details, you will see the student’s current academic program and the program in which they were enrolled in while completing the course attempt.
Report Download
The Report Download view focuses specifically on the repeated course attempts that must be processed. By comparison to the Report Review for Schools, it is a shorter list. It is also formatted differently to accommodate efficient processing by the OUR’s Grades Team.
Usage Tip: Use the Student ID List filter to prioritize specific students' grade replacements. This is especially helpful for students ready to graduate or who may be in a poor academic standing status.
Copy/paste a list of IDs from another resource (e.g. dashboards for graduation certification or academic standing review) into the list filter. There’s no limit to the number of IDs that can be pasted into the list, though you may not be able to see all of them on the screen given the size limitations of the dashboard.
Download the Report for Submission!
Rows that should not be replaced by a newer course attempt may be deleted. Then, replace the default file name using the format shown below.
Final Step! Upload the cleaned-up and renamed report to the OUR’s shared folder. The parties responsible for uploading the spreadsheet to the shared folder must be named on the Annual Authorized Signature List.
For access to their shared folder or more details regarding your report submission, please contact the OUR’s Grades team.
What is the source of this information?
The dashboard is built upon the Class Enrollment & Grades data source. The data are copied, transformed, and loaded into the data warehouse nightly, and subsequently loaded onto the Tableau Server. Data available today reflects yesterday’s PeopleSoft data. New data entered in PeopleSoft today will be in student mart, data source, and dashboard tomorrow.
The data source is updated Every Monday-Saturday at 7:30 AM (UTC-05:00) America/New York.
Because the dashboard pulls from PeopleSoft …it is important to understand when and how changes within the student information system are enacted. Please review the [policy] and consult with the Office of the Registrar for workflow process specifics.
How do I get access?
Enterprise resources are automatically made available to users of Data Mart correlating to the data source’s origins. The Course Catalog data source combines tables from the Student Data Mart. If you are unable to view the dashboard contents, contact the FedAuth representative within your Responsibility Center for guidance on how to obtain Student Data Mart access.
For details regarding the FedAuth access request process, review the Knowledge Base Article linked here.
PeopleSoft access is separate from Student Mart. It requires a distinct access request.
Need help? Contact the Pitt IT Helpdesk