Business Process Guide:1 of11

Creating a Course Substitution Request - PortalLast Revised: 9/16/2018


BPG /
/ Degree Progress Support
Document Title: / Creating a Course Substitution Request - Portal
Instance: / Portal
Log-In Method: / Portal Account
Navigation: / Portal Account>Faculty Center>Advisement>New Drop In Advisees

INTRODUCTION:

Faculty Advisors who have advising responsibilities regarding major, minor, or theme requirements may find it necessary to submit a course substitution to alter a student’s degree requirements for various reasons. This course substitution is managed through the submission of an “Advisor Request” which is submitted electronically to the appropriate Academic Evaluator located in the Office of the Registrar.

There are three roles associated with the Advising Requests:

  • Requester – This is the Advisor who initiates the request for the student. Examples of requests include changes to major, minor or theme courses or making an exception to degree requirements.
  • Approver – Not used by Chico.
  • Responder – This is the person who enters the data into PeopleSoft and responds to the student with the final disposition of the request. This is done only by Academic Evaluations located in the Office of the Registrar.

In addition to the actual request processing, there is a tracking component for the status of all Advisor Requests and a process that sends emails to the appropriate recipients at various stages of the process.

NOTE: This method of creating an Advisor Request is only available for currently enrolled students. If the student is no longer enrolled, you must go to CSU Baseline>CSU Academic Advising>Advisor Requests and Records>AdvisorRequest and create the course substitution through this method by clicking the tab.

Requester’s Role

CREATE AN ADVISOR REQUEST (Course Substitution):

  1. Enter the Faculty Center through your portal account
  2. Click on Tab
  1. Click on buttonif the student is not listed in the section. If the student is listed as an advisee already then use the **Student Details** pull down and select “Advisor Request”. Click and proceed to Step 10
  1. Click on button
  1. Enter student’s ID or search by Last Name
  1. Click on button
  1. Click on the student’s name you are advising. This will take you back to the Tab where the student’s name will be displayed in blue.
  1. On the “Student Details” pull down, click on “Advisor Request”

  1. Wait until the “Advisor Request” displays in the pull down box then click
  1. The “Create New Request” screen will appear”
  1. Click the Create New Request hyperlink to create a new request for this student, or Click the Cancel button to exit and return to the New Drop In Advisee
  1. The following screen will appear and the student’s name, Advisor name, Career, and Origination Date will automatically populate on the request:CAUTION:If the Career field is blank, then the student is not currently enrolled and this method of creating an Advisor Request will not work. See note listed at the bottom of the introduction of this BPG.

  1. Select a Request Type from the drop down menu that corresponds with the reason for the course substitution. After selecting a Request Type, the page will reformat based on the configuration for that Request Type.

  1. Enter all the requested information in the fields indicated in the instructions. At this time the assigned Academic Evaluator’s name will populate in the Responder field.
  1. After the required information and any comments needed to explain the course substitution are entered, select a request status from only the following two:
  • Submit – Submits the request and notifies the next person in the work flow that their action is required.
  • Submit with Changes – If a request is returned to the Requester for clarification or changes, it can then be Submitted with Changes to put it back in the work flow

CAUTION:A Request Status must be selected in order for the request to proceed to a Responder.

The following three statuses are not to be used:

  • Hold – DO NOT USE.
  • In Basket – DO NOT USE: This status is just an indicator that a request needs attention
  • Withdraw – DO NOT USE.
  1. Click the button to save your updates and exit the page or click the button to exit without saving. WARNING:DO NOT CLICK THEBUTTON!!!!!!!!!!.

CAUTION: After clicking the button, ALL actions performed are stored in the History section of the request and the Responder’s Request Status will automatically change to “In Basket”. You cannot alter the data at this time and the Advising Request has been sent to the assigned Academic Evaluator for processing. NO CHANGES CAN BE DONE TO THIS REQUEST ONCE YOU HAVE SAVED SO BE SURE OF CONTENT AND COURSE INFORMATION!

MULTIPLE COURSE SUBSTITUTIONS FOR A STUDENT:

Only one course substitution may be entered on the Advisor Request for any one student. If it is necessary to process multiple course substitutions for the same student, then the following procedure must be followed:

  1. Once you have clicked the button on the last Advisor Request, this will send you back to the “Create New Request” screen. To add another request click the “Create New Request” hyperlink and a new Advisor Request will appear. The student’s name,Advisor name, Career, and Origination Date will automatically populate on the request.
  2. Return to Step #12 above and follow the instructions.
  3. If you are creating an Advisor Request for an entirely different student then you must return to Step #3 of the Create An Advisor Request instructions and begin at this step.

Snapshots of where and how the Advisor Request (Major/Minor/Theme Substitutions) display on a student’s Degree Progress Report.

The ‘Graduation Information’ tab displays all information related to graduation provided by Academic Evaluators, Faculty Advisors, and authorized staff advisors due to communication with students.
There are 5 possible sections contained on this page that may or may not appear depending on the needs and communication results with advisors and student:
Current Holds Preventing Registration and/or Graduation
Graduation Notes(submitted by Academic Evaluators ONLY)
Major Substitution
Minor Substitution
Theme Substitution /