4. Read the Instructions page and check the “I have acknowledged the information above” box to continue to the next page to fill out the form.

1. Enter the student’s S# in the first field titled “S Number” and click tab. Wait 6-8 seconds, and the next seven fields will autofill.

2. Choose the student’s catalog year; if the student has a CIF (Catalog In Force), select “CIF Exception Petition” and enter the CIF Catalog Year in the field that opens.

3. Choose a Certificate or Degree Type that the exception is to be applied.

4. An Exception Major field will open where you can choose the exception major.

5. If additional certificates/degrees need to have this exception applied, check the “Add Additional Majors” check box and a free-fill box will open where this information can be entered.

6. Check Yes or No for “Apply to all Embedded Certificates?” if the exception should be applied to all embedded certificates underneath the Major (for ex.: Major: Accounting; Embedded Certificates: Bookkeeping, Tax Preparation).

7. Check Yes or No for “Current Petition to Graduate on File?”

1. Check which exception type is needed: Substitution: One-to-One, Waiver, Substitutions: Multiple

2. Navigate to the Substitution: One-to-One Section

3. Choose Substitution Type:

1. In the CHANGE row, choose a Tri-C subject and then navigate to the Tri-C Course Number and choose the course number and click tab.

2. The remaining two fields, Tri-C Course Name and Hours will autofill within 6-8 seconds.

3. Navigate to the TO row, and complete number 1 above.

4. List any comments, if necessary, in the comments box.

5. Check the “Course in Progress” box if the course in the TO row is in progress. This allows the Registrar’s Office to alert Financial Aid for CPOS reasons.

6. If there is another exception with the same reviewing Associate Dean, check “Add Another Exception” and choose the Substitution: One-to-One Substitution Type. If the Exception Information is different than Substitution: One-to-One, navigate back to the Exception Information block and choose the desired exception type.

1. In the CHANGE row, choose a Tri-C subject and then navigate to the Tri-C Course Number and choose the course number and click tab.

2. The remaining two fields, Tri-C Course Name and Hours will autofill within 6-8 seconds.

3. Navigate to the TO (TRI-C Equivalency) row and enter the Tri-C Subject, Crse #, Course Name and Tri-C Hours.

4. Navigate to the “Enter Transfer Course” row and enter the transfer crse (subject and number), course name, hours, and transfer institution as it is listed on the transfer institution’s transcript. This allows the registrar’s office the ability to choose the correct transfer course when processing exceptions.

5. List any comments, if necessary, in the comments box.

6. If there is another exception with the same reviewing Associate Dean, check “Add Another Exception” and choose the Substitution: One-to-One Substitution Type. If the Exception Information is different than Substitution: One-to-One, navigate back to the Exception Information block and choose the desired exception type.

1. In the CHANGE row, choose the General Education Area.

2. In the TO row, choose a Tri-C subject and then navigate to the Tri-C Course Number and choose the course number and click tab.

3. The remaining two fields, Tri-C Course Name and Hours will autofill within 6-8 seconds.

4. List any comments, if necessary, in the comments box.

5. Check the “Course in Progress” box if the course in the TO row is in progress. This allows the Registrar’s Office to alert Financial Aid for CPOS reasons.

6. If there is another exception with the same reviewing Associate Dean, check “Add Another Exception” and choose the Substitution: One-to-One Substitution Type. If the Exception Information is different than Substitution: One-to-One, navigate back to the Exception Information block and choose the desired exception type.

1. In the CHANGE row, choose the General Education Area.

2. In the TO (TRI-C Equivalency) row, enter the Tri-C Subject, Crse #, Course Name and Tri-C Hours.

3. Navigate to the “Enter Transfer Course” row and enter the transfer crse (subject and number), course name, hours, and transfer institution as it is listed on the transfer institution’s transcript. This allows the registrar’s office the ability to choose the correct transfer course when processing exceptions.

4. List any comments, if necessary, in the comments box.

5. If there is another exception with the same reviewing Associate Dean, check “Add Another Exception” and choose the Substitution: One-to-One Substitution Type. If the Exception Information is different than Substitution: One-to-One, navigate back to the Exception Information block and choose the desired exception type.

1. In the CHANGE row, enter the Tri-C Course or Gen Ed Requirement

2. In the TO row, enter the Quarter or Deleted Course(s)

3. List any comments, if necessary, in the comments box.

4. If there is another exception with the same reviewing Associate Dean, check “Add Another Exception” and choose the Substitution: One-to-One Substitution Type. If the Exception Information is different than Substitution: One-to-One, navigate back to the Exception Information block and choose the desired exception type.

1. Check Waiver in the Exception Information section. 

2. Navigate to the Waiver Section

3. Choose Waiver Type:

1. Enter the Tri-C Course and hours

2. List any comments, if necessary, in the comments box.

3. If there is another exception with the same reviewing Associate Dean, check “Waive another course or requirement” and choose from the Waiver Type drop-down. If the Exception Information is different than Waiver, navigate back to the Exception Information block and choose the desired exception type.

1. Choose the General Education area from the drop-down  

2. Choose the number of hours to be waived.

3. List any comments, if necessary, in the comments box.

4. If there is another exception with the same reviewing Associate Dean, check “Waive another course or requirement” and choose from the Waiver Type drop-down. If the Exception Information is different than Waiver, navigate back to the Exception Information block and choose the desired exception type.

1. Check Substitution: Multiple in the Exception Information section. 

2. Navigate to the Substitution: Multiple Section

2. The remaining two fields, Tri-C Course Name and Hours will autofill within 6-8 seconds.

3. If the exception requires another course in the CHANGE section, check “Add Course”; Up to five courses can be added to the CHANGE section.

4. Navigate to the checkbox “Click here to add TO course(s)” and check to move to the next section.

5. Choose from the “To course(s) or general education requirement” drop-down.

1. Choose a Tri-C subject and then navigate to the Tri-C Course Number and choose the course number and click tab.

2. The remaining two fields, Tri-C Course Name and Hours will autofill within 6-8 seconds.

3. List any comments, if necessary, in the comments box.

4. Check the “Course in Progress” box if the course is in progress. This allows the Registrar’s Office to alert Financial Aid for CPOS reasons.

5. If the exception requires another course in the TO section, check “Add Course”; Up to five courses can be added to the TO section.

1. Choose a General Education Area from the drop-down.

1. Enter a quarter or deleted course(s) in the field.

2. If another quarter or deleted course needs to be added, check “Add Quarter/Deleted Course”; Up to five courses can be added to this section.

1. In the TO row, enter the Tri-C subject, crse #, course name, and hours.

2. Navigate to the “Enter Transfer Course” row and enter the transfer crse (subject and number), course name, hours, and transfer institution as it is listed on the transfer institution’s transcript. This allows the registrar’s office the ability to choose the correct transfer course when processing exceptions.

3. If another transfer course needs to be added, check “Add Another Transfer Course”; Up to five courses can be added to this section.

1. Enter the General Education Area

2. Next navigate to the checkbox “Click here to add TO course(s)” and check to move to the next section.

3. Choose from the “To course(s) or general education requirement” drop-down.

4. Follow the same steps as the CHANGE Tri-C Course.

1. If there are any supporting documents that the Dean will need for a part of the review process, click on “Attach file” and upload the document.

2. If the document should be retained in the student’s One Record, check “Import supporting documents to student record”

1. Enter the Associate Dean’s First Name, Last Name, Email Address, Campus, and School.

1. Click on the red box “click to sign” and click “Submit Form”

1. The Associate Dean will receive an email informing them of a course exception that needs their attention and review. Upon clicking on the link in the email, the form will open in a new browser. The following is required of the Associate Dean in order for the form to move forward to the next participant in the workflow, the registrar’s office.

1. The registrar’s office will receive an email informing them of a course exception that needs their attention and processing. Upon clicking on the link in the email, the form will open in a new browser. The following is required of the registrar in order for them form to be moved to the “processed” queue and be imported into the student’s One Record.