Course Substitution. Request Approval & Tracking. University Information Technology Services

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Job Peregrine Hill
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1 Course Substitution Request Approval & Tracking University Information Technology Services Training, Outreach, Learning Technologies, & Video Production 0

This online Course Substitution System replaces the traditional paper process for course substitutions and other relevant degree requirement approvals such as Minor.

2 This online Course Substitution System replaces the traditional paper process for course substitutions and other relevant degree requirement approvals such as Minor. The system automatically routes the course substitution requests for approval. In addition, it has a reporting feature to check the status of course substitution submissions. 1. Log in with your KSU Connect credentials, go to the Banner Related tab and select Course Substitution. Figure 1 - KSU Connect Login The Course Substitution Main Menu appears. Figure 2 - Course Substitution Main Menu Note: A daily system check for course substitution pending requests is highly recommended. 1

Student ID/Name: 000123456 Student, Joe Major: Management Petition to Graduate: N/A Student ID/Name: 000123456 Student, Joe Major: Management Petition to

3 2. Click on the Department Review link to review and approve substitution requests. Figure 3 Department Review Link. The Course Substitution Department Approval page appears. Student ID/Name: Student, Joe Major: Management Petition to Graduate: N/A Student ID/Name: Student, Joe Major: Management Petition to Graduate: N/A Figure 4 - Course Substitution Department Approval 3. Review each course submission: The Transaction ID field provides the course description of the course to be substituted. The Option field denotes the area to which the substitution will be applied. Use Link to Course Description Search as needed. 2

Student ID/Name: 000123456 Student, Joe Major: Management Petition to Graduate: N/A Figure 7 - Submit Button The Course Substitution Approval

4 4. Select the appropriate option from the Department Status drop-down list: Approve or Deny. Figure 5 Department Status Drop-Down List 5. Enter comments as needed in the Comment field. Figure 6 Comment Field 6. Click the Submit button to continue processing. Student ID/Name: Student, Joe Major: Management Petition to Graduate: N/A Figure 7 - Submit Button The Course Substitution Approval Confirmation Page appears. Student ID/Name: Student, Joe Major: Management Petition to Graduate: N/A Figure 8 - Course Substitution Approval Confirmation Page 3

7. Once approved (or denied), the course substitution transaction disappears from the Department Review. It is then routed to the Registrar s Office for final approval.

5 7. Once approved (or denied), the course substitution transaction disappears from the Department Review. It is then routed to the Registrar s Office for final approval. An will be sent to the student with the decision of the Registrar s Office. Note: In the event that the request is sent back from the Registrar s Office for further review, it will reappear on the Course Substitution Department Approval page with Return Review in the Registrar Status column. Please refer to the Registrar s comments, and then enter your own comments before resubmitting. Student ID/Name: Student, Joe Major: Management Petition to Graduate: N/A Figure 9 - Return Review from Registrar's Office 8. Click on one of the following links: Back to Form (to approve or deny another request), Course Substitution Main Menu (to return to the main menu), or LOGOUT to exit KSU Connect. 4

6 Tracking: The Course Substitution system allows you to view the status of course substitution requests by an individual student as well as the status of all course substitution requests made within a date range that you define. The following explains how to generate these reports. Course Substitution Request Status Report: 1. From the Course Substitution Main Menu, click on the Course Substitution Request Status Report link. Figure 10 - Course Substitution Main Menu 2. Enter the Student KSU ID number. 3. Click the Submit button. Figure 11 Student KSU ID Number for Course Substitution Request Status Report 5

The Course Substitution Request Status Report page appears. Student ID/Name: 000123456 Student, Joe Major: Management Petition Figure 12 - Course Substitution Request Status Report 4.

7 The Course Substitution Request Status Report page appears. Student ID/Name: Student, Joe Major: Management Petition Figure 12 - Course Substitution Request Status Report 4. The status of the request at both the department and the Registrar s Office levels is indicated on the report. 5. Click on the Transaction ID link to view any comments for the transaction. Course Substitution Request based on Subject Code Report: 1. From the Course Substitution Main Menu, click on the Course Substitution Request based on Subject Code Report link. Figure 13 - Course Substitution Main Menu 6

The Course Substitution Status based on Subject Report page appears. Figure 14 - Course Substitution Status based on Subject Report Query 2. Enter a Date Range for the report under Query Options.

8 The Course Substitution Status based on Subject Report page appears. Figure 14 - Course Substitution Status based on Subject Report Query 2. Enter a Date Range for the report under Query Options. 3. Select a Subject Code from the drop-down list. Figure 15 - Subject Code 4. Click the Run Report button. The report will be generated. Figure 16 - Course Substitution based on Subject Report 7

9 Course Substitution Review All Status Report: 5. From the Course Substitution Main Menu, click on the Course Substitution Review All Status Report link. Figure 17 - Course Substitution Main Menu The Course Substitution Review All Status Report page appears. Figure 18 - Course Substitution Review All Status Report Query 6. Enter a Date Range for the report under Query Options. 7. Click on the Run Dynamic Page button. 8

10 The report will be generated. Student ID/Name: Student, Joe Major: Management Petition Figure 19 - Course Substitution Review All Status Report Support For assistance in navigating the application and other course substitution-related questions, please contact the Registrar s Office by at registrar@kennesaw.edu. For technical assistance with the course substitution system such as broken links and login errors, please contact the KSU Service Desk by at service@kennesaw.edu or by phone

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