SIS - Deans’ Course Change Request Process

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This documents when course change requests should be used and provides a link to more detailed information.

Overview

Course Change Requests are used to request a change to a course after the deadline has passed. Advisor, Instructor, Department and/or Dean’s approval is required for the request to be processed.

  • Add a Class
  • Drop a Class
  • Change Section
  • Add/Remove Honors
  • Change Credit
  • Change Optional Section

Course Change Requests are also used to request the following activities:

  • Add/Remove Audit
  • Add/Remove Pass Fail

Note: Withdrawal information can be found on the Office of the Registrar's website.


Step-By-Step

Navigation

  1. In SIS, select the Worklist tile on the administrative homepage.

    A screenshot of the SIS Administrative Homepage

      • Tip: If you use the Worklist for other processes, you may want to select "Worklist Filters" to filter your requests by the specific item type.

        A screenshot of the Worklist Filters drop-down menu
        A screenshot of the Worklist page
  2. Select the student’s name link to bring you to the Course Change Request page.

    A screenshot of the Course Change Request page

    • Reminder – once you select this link, you have "claimed" it and now you are the only person who views this item in YOUR Worklist.

Change Status

On the Course Change Request page, select the "Status" drop-down menu to either accept or deny the course change request. You must save your work. The "Save" button will become available (at the top and bottom of the page) when you change the status on the page. Once you’ve saved, this work item is removed from your Worklist – you will not need to select "Mark Worked."

If Accepted, it now appears on the Enrollment Services Worklist to be processed and completed.

If Denied, please notify your student. The student’s email address is an active link at the top of the SIS page.

Reassign Student Request

You can reassign a work item to individuals with Worklist access only. If you need to reassign this student’s request to someone else’s Worklist:

  1. On the Worklist, select "Reassign."
  2. Enter the EMPLID of the person you are reassigning this to. If you do not know the User ID, select the magnifying glass to search.
  3. Enter Comment.
  4. Select "OK."

Functionality Expectations

Add a Class

  • Prior to the add deadline date, students will receive messages directing them to the Course Search and Enroll app.
  • Between the add deadline date and drop deadline date, students will receive messages directing them to the Department (not allowed to save requests).
  • After the drop deadline date, students will be allowed to save their requests.
  • Signatures Required: Advisor (GRAD student); Instructor; Academic Dean.

Drop a Class – Use Dean’s Drop Request to Submit Request

  • Prior to the drop deadline date, students will receive messages directing them to the Course Search and Enroll app.
  • After the drop deadline date, students will receive messages directing them to their Academic Dean’s Office (not allowed to save requests).
  • Signatures Required: Advisor (GRAD student); Instructor; Academic Dean.

Change Section

  • Allowed to save requests at any time.
  • Signatures Required: Department; Academic Dean.

Add/Remove Audit

  • Allowed to save requests at any time.
  • Signatures Required: Instructor; Academic Dean.

Add/Remove Honors Option Presented on HIA (%) designated sections ONLY:

  • Prior to the honors update deadline date, students will receive a message directing them to the Course Search and Enroll app.
  • After the honors update deadline date, students will be allowed to save their requests.
  • Signatures Required: Instructor; Academic Dean.

Change Credit

  • Prior to the credit update deadline date, students will receive a message directing them to the Course Search and Enroll app (not allowed to save requests).
  • After the credit update deadline date, students will be allowed to save requests.
  • Signatures Required: Instructor; Academic Dean.

Add/Remove Pass Fail

  • Prior to the pass/fail deadline date, students will be allowed to save requests.
  • After the pass/fail deadline date, a message notifies the student that the deadline has passed; however, students will still be allowed to save requests.
  • Signatures Required: Academic Dean.

Change Optional Section

  • Allowed to save requests at all times.
  • Signatures Required: Department; Academic Dean.

Questions/Situations That May Arise With This Process

Student Experience

  • Change Credit requests can only be saved for a variable credit course. If a student wishes to change credits outside the approved range, an academic action (using the cc900 code) will need to be submitted.
  • Change Section will display all sections of a course as options whether the section is open or closed.
  • The options available for each activity are dynamic based on the type of activity and the student’s enrollment. For instance, if a student is enrolled for honors in an HIA-designated section, the option will state "Remove Honors."  If a student is not enrolled for honors in an HIA-designated section, the option will state "Add Honors."
  • Students are unable to print a request without saving it.
  • Students are prompted to save their request when attempting to leave the page without saving. After saving their request, they are allowed to leave the page without printing their request.
  • Students are able to request more than one activity for the same section of a course (i.e. credit change and pass/fail). Each activity will require a separate printed form to obtain the appropriate signatures.
  • Students can rescind their saved request any time prior to the Dean’s acceptance or denial. If a student rescinds their request, it will be removed from the Dean’s worklist.
  • Once a request has been completed (processed by Enrollment Services), the student will need to initiate a new request and obtain appropriate signatures and approval.
  • Honors, Athlete, ISS/International, and AAP will display on the printed form as well as the Course Change Request page.
  • Students can monitor the status of their requests through their Student Center.

Dean Experience

  • It will be a rare instance that you will "Rescind" a request. If a student has saved a request and is unable to rescind that request due to other circumstances, you have the capability to rescind the request on the student’s behalf.
  • You have the capability to submit a request on behalf of the student through Navigator > Records and Enrollment > Dean/Dept Processing > Course Change Request. It is recommended that you "Accept" this request at the same time. This way it will not appear in your Worklist (eliminating that extra step) and will be directed to the Enrollment Services Worklist immediately.
  • Once Enrollment Services completes the request, you will be unable to change the status of a request.
  • It is recommended that each School/College define a procedure regarding the length of time to allow a student to get the printed form to your office once it has been saved and appears in your Worklist. This type of information could be placed into the text field stated above. There is a "Date From" column on your worklist that can be used to help manage your worklist items.
  • Departments do not currently have access to the Course Change Request page.
  • If you receive a printed form and there is no row in your worklist for the activity requested, navigate to the Course Change Request page via the navigator and Records and Enrollment or contact the Office of the Registrar to determine whether someone else may have already "claimed" the request. The student may have rescinded their initial request.
  • Pass/Fail requests require only Dean’s approval. Your School/College may wish to accept or deny the student’s request through your Worklist without seeing the paper form.
  • The Course Change Request process does not check a student’s record regarding minimum and/or maximum credit load unless it is the request for Adding a Class.
  • Class Notes are included on this page because there may be useful information regarding accurate enrollment in a class.
  • The signature lines displayed and required on the printed form are dynamic based on the activity.
  • Academic Dean’s Offices have access to an audit by the student via > Records and Enrollment > Dean/Dept Processing > CCR Audit by Student. Academic Dean’s Offices also have access to an audit by OPRID via the same menu path and is titled CCR Audit by OPRID.
  • If a student is enrolling for a class in a prior session and final grade rosters have already been generated, a paper grade change form is required to report a final grade.
  • There will be instances where a student has saved their request and the item displays in the appropriate Academic Dean’s Worklist. Shortly after, a program change is processed for the student transferring them from that initial College to their new College. If you receive a paper form from a student and the item does not display in your worklist, please contact Enrollment Services. We will reassign the work item to the student’s new College Dean’s Office.
  • Status Explanations:
    • Saved: The student has saved their request.
    • Accepted: The Academic Dean’s Staff has approved the request.
    • Denied: The Academic Dean’s Staff has denied the request.
    • Completed: The request has been processed by Enrollment Services.
    • Rescinded: The request has been canceled.

Summer Term -- Session Credit Overload

Following is the recommended process for a session credit overload request:

  1. The student should add one class through their Add a Class page in the Student Center.
  2. The student should go to the Course Change Request page to initiate their request to add a second class in that same session if the result is a session credit overload.
  3. The student should save their request, print the form, obtain the appropriate signatures, and take the form to their Academic Dean’s Office for approval.
  4. The Academic Dean’s Office would accept or deny the request.
  5. If approved, Enrollment Services will process the request.


Keywordschange, course (courses, class), course search and enroll, permission, sis (SIS)   Doc ID12928
OwnerLogan R.GroupOffice of the Registrar
Created2009-12-20 18:00:00Updated2024-01-24 14:35:40
SitesDoIT Help Desk, Office of the Registrar
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