Understanding Substitutions and Waivers

Overview

This Substitutions and Waivers article provides guidance for faculty and staff on how to manage exceptions to academic program requirements for students.  

Substitutions and Waivers

Course Substitutions 

  • Purpose: Used when a student needs an exception to a major or minor requirement and a formal course equivalency isn’t appropriate. 

  • Limitations:  

    • Substitutions do not carry over if a student changes catalog years, majors, or minors. 
    • The registration system does not recognize substituted courses as prerequisites, so manual overrides are needed. 
    • Substitutions cannot be used to fulfill general education requirements. 
    • Departments may substitute non-department courses for major/minor requirements. 

Course Waivers 

  • Purpose: Used to waive a class, credit, or program requirement within a major or minor. 

  • Limitations:  
    • Fundamental graduation requirements cannot be waived. 
    • Waiving a course does not waive the credits—students may need to make up credits elsewhere. 
    • Waived courses are also not recognized as prerequisites by the registration system, requiring overrides. 

Submission Process 

  • All substitution and waiver requests must be submitted via a secure online e-form. 
  • Paper and PDF forms are no longer accepted. 
  • The e-form submission is automatically uploaded to the student’s academic record once processed. 

 

FAQ 

Who has access to the secure online form? 

Typically, department chairs and/or program coordinators have access to the secure online substitution and waiver form.  If access is needed, please connect with the Degree Planning and Audit Reporting Specialist in Registration and Academic Records.  

When can a substitution/waiver be submitted? 

Waivers should be submitted immediately. Substitutions can be submitted once a student has registered for the class or after the grade has been submitted for the class. If the grades earned by a student will impact the substitution, do not submit until after the grade is posted. 

How will exceptions appear on the degree audit? 

Approved exceptions will be noted on the degree audit in place of the requirement.  

How will I be notified if an exception is approved? 

The student and submitter will receive an email once the form has been processed.  

More Resources

Still Need Help?

Contact  Registration and Academic Records. 

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