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GSTS - Exceptions: Course List Substitution

This document goes over how to make a course list substitution exception in a Graduate Student Tracking System (GSTS) report.


  1. Follow these instructions to navigate to the GSTS Exceptions Tool page in SIS: How to Make Exceptions in the GSTS Advisement Reports
  2. This is the Course Substitution page where you can force a section of the student’s report to count a course that it was not originally programmed to count.

  3. Using the drop down menus at the top of the Course Substitutions page indicate the specific section of the report for which you would like to add a course.
    Note: It may be helpful to refer to the student’s advisement report for the specific section titles.

  4. Once you select the specific report section a Course List window will open to provide a list of all of the courses that are currently allowed to count in that sectionThis is for your reference. Click Return to continue making the exception.

  5. On the Course Substitution page enter in a description of the exception you are making.  
    Note that anything entered in the Long Description field will show up on the student’s report.

  6. In the New Courses section at the bottom of the Course Substitution page, select the Enrollment field in the Course Source menu. Click on the Course Search button.
    Course Source Enrollment

  7. The course search page that opens searches the student’s enrollment history (NOT the course catalog).  To find the course you want to use as substitute either type in the Subject Area code, or simply click the Search button to view the student’s complete enrollment history.

  8. Once you locate the course you wish to substitute click on the check box at the beginning of the row.

  9. After selecting a course you will be directed back to the Course Substitution page.  Leave all other fields blank, review all of the information on the page and click Save.

  10. When you are returned to the Authorize Student Exceptions page you won’t see any information at first.  Then click the Submit button, to post the exception and it will show up in the list of exceptions.
    Note that other previously submitted exceptions will show up in the list.

  11. To see the exception on the student’s report click on the Advisement Report hyperlink to open a refreshed version of the report in a new window.
    The course should show up in the list with a small numbered hyperlink in the Notes column.
    Course_sub_report_before  Course_sub_report_after

  12. Click on the numbered hyperlink to open a new window with the comment that was entered in the Long Description field on the Course Substitution page.

KeywordsGSTS, graduate student tracking system, academic advisement report, exception, exceptions tool, course list substitution, course swap, transfer credit   Doc ID113847
OwnerLorena K.GroupGraduate School
Created2021-09-22 15:09:38Updated2024-01-30 15:24:46
SitesGraduate School
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