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UW Graduate School - Faculty and Staff

Encoding Graduate Degree Programs 

Graduate Enrollment Management Services (GEMS), in partnership with the Office of Academic Affairs (OAA) and the Office of the University Registrar (OUR), are responsible for creating and implementing degree audits for graduate academic programs. 

Encoding Graduate Degree Programs

For any new inquiries regarding how new programs can be encoded in the Degree Audit Reporting System (DARS), contact OAA at progprop@uw.edu.

Existing programs must engage directly with GEMS to initiate the encoding of their programs.

Encoding Progress

Graduate Degree Programs must complete the following steps to have their existing programs encoded:

  1. Graduate programs are responsible for ensuring they align with graduation policies and procedures before submitting the required Degree Requirements Form.
    1. Review Graduate School Policies and details in Policy 1.1 Graduate Degree Requirements.
  2. Complete and submit the Degree Requirements Form to GEMS, gemshelp@uw.edu, for each degree pathway code.
  3. GEMS will review the submitted Degree Requirements Form for alignment.
    1. GEMS will email incomplete forms back to the Graduate Degree Program.
    2. GEMS will only forward those forms that meet Graduate School Policies to the DARS Office.
  4. Be prepared to set aside time to test the degree audits with the DARS Office. The DARS Office with contact you via email for a testing session.
  5. Once testing is completed with the DARS Office, update the program’s online content, graduate student orientation materials, or graduate student handbooks and manuals as needed.
  6. Request a graduation training appointment with a GEMS Advisor before or immediately after the degree audits are published. Graduate programs may also request training through the DARS Office by emailing dars@uw.edu.

Delays in the Encoding Process

The following items may cause delays in encoding:

  • Incomplete Degree Requirements Form.
    • Graduate Degree Program is
      • currently under review
      • in the process of making significant curriculum changes
      • going through accreditation
    • Faculty unavailable for consultation

    Questions

    For any inquires regarding how existing programs can be encoded in DARS, submit a help ticket to the GEMS Advisor team by emailing gemshelp@uw.edu.

    Once a program is encoded, it is the program’s responsibility to communicate directly with DARS regarding any approved program changes that would affect the program’s degree audit (i.e., curriculum changes, terminating a program, etc.).