How to Complete the Substitution and/or Waiver E-Form

Overview

Step-by-Step Instructions 

Who Can Submit the Form? 

The form should only be submitted by: 

• A Department Chair 
• An approved designee 

It should be used only for undergraduate student substitution and waiver requests. 

Step 1: Log In to the E-Form 

1. Access the Substitution and/or Waiver E-Form. 
2. Log in using your STAR and STAR ID password 
3. Once logged in, the system automatically populates:  
   • First and last name 
   • STAR ID 
   • Tech ID 
   • Email address 

This information is pulled directly from your university account.  

Step 2: Look Up the Student 

1. Enter the student's Tech ID in the student lookup field. 
2. Click Lookup Student. 
3. Verify that the correct student information appears before proceeding. 

This feature automatically retrieves the student's information, reducing data-entry errors.  

Step 3: Enter Course Substitution Requests 

Use this section when a completed course should fulfill a degree requirement different from the one originally assigned. 

How to Complete 

1. Review the student's degree audit. 
2. Identify any unmet requirements. 
3. Enter:  
   • The requirement that the course should substitute. 
   • The course the student completed. 
4. If multiple substitutions are needed, select Add Another Substitution Course and enter additional requests. 

Example 

A course currently counting as an elective may be approved to satisfy a major or minor requirement if the department determines it is appropriate.  

Tips 

• Use information from the student's degree audit. 
• Clearly identify both the completed course and the requirement being replaced. 
• Double-check course numbers and titles before submitting. 

Step 4: Enter Course Waiver Requests 

Use this section when a degree requirement should be removed rather than replaced with another course. 

How to Complete 

1. Review the student's unmet requirements. 
2. Enter the course or requirement that should be waived. 
3. Select the appropriate waiver type: 
   • Course Only – removes the course requirement but leaves credit requirements intact. 
   • Course and Credits – removes both the course requirement and associated credits. 
4. If more than one waiver is needed, click Add Another Waived Course. 

The form specifically requires the submitter to indicate whether the waiver applies to the course alone or to both the course and credits.  

Best Practice 

Carefully evaluate whether a substitution or a waiver is the better solution before submitting the request. 

Step 5: Add Comments and Department Chair Information 

The final section allows you to provide supporting information. 

What to Include:

• Explanations supporting the request. 
• Special circumstances. 
• Information that may assist Registration and Academic Records in processing the request. 

Department Chair Approval 

If the person submitting the form is not the Department Chair: 

• Enter the Department Chair's official MSU email address. 
• Verify the email address is correct before submitting. 

If the Department Chair is the submitter, this step is not necessary.  

What Happens After Submission? 

After the form is submitted: 

• The student receives a confirmation email. 
• The submitter receives a confirmation email. 
• The Department Chair receives a confirmation email. 
• Registration and Academic Records reviews the request. 
• Processing generally takes approximately 3–4 business days.  

The confirmation email includes a copy of the submitted substitution and/or waiver details.  

After Approval 

Once the request is processed: 

• Registration and Academic Records updates the student's academic record. 
• The student, submitter, and Department Chair receive a completion email. 
• The email serves as documentation of the approved substitution and/or waiver.  

More Resources 

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