Course Substitution and Petition for Exception Procedures

Disclaimer – submission of requests does not guarantee approval. All requests will be reviewed in consultation with Title 5, CSU Executive Orders and applicable campus policies. Approval is contingent upon maintaining compliance for the university.

Table Of Contents

Course Substitution for Major, Minor, or Certificate Requirements

Overview:

To request a substitution for a requirement within your major, minor, or certificate you will need to contact your faculty advisor (also referred to as a major advisor or program advisor).

Common Reasons for Substitution:

  • Similar Course Descriptions – A course taken at your community college or at another university (e.g. out of state of 4 year institution) has a similar course description to one of the major/minor/certificate requirements you are missing.
  • Clearing a Pre-requisite – After reviewing your Transfer Credit Report, you notice that a course you took at the community college or other university is not meeting a pre-requisite needed to enroll in a course for your major.
  • New Elective Courses Offered – A new elective option is available in your major but you are on a previous catalog year. You may wish to take a newer course offering and request to count it for an elective.
  • Courses from an International Program – You took courses abroad and are requesting to have them substitute for requirements.
  • Course Offerings/Unavoidable Conflicts – A course is not being offered and you need to fulfill the requirement to graduate and stay on track.

Procedures:

  • Connect with your Faculty Advisor – Email your faculty advisor and/or set-up an appointment.
  • Documentation – Bring course descriptions and/or any other supporting information about the course content to go over with your faculty advisor to support the request for a substitution.
  • Approval – If the advisor approves, they will submit an electronic advising request on your behalf through CI Records. Note: There is no paper form for major/minor/certification course substitutions.
  • Processing Time Frame – The Registrar’s Office will receive the request and process it. Typically, requests are processed within 1-2 weeks.
  • E-mail Notification – You and your faculty advisor will receive an email notification once the request has been processed.

Course Substitutions for General Education/Graduation Requirements

Overview:

To request a substitution of a general education requirement (e.g. Areas A-E, Multicultural Requirement, Language Requirement, American Institutions, Upper Division GE [UDGE]), you will need to use the GE/Graduation Substitution Request form.

Common Reasons for Substitution:

  • Course Descriptions – Based on the course description, you are requesting the course meet a general education requirement.
  • Previous GE Designation – Course previously met a general education area but no longer meets it for the year you took the course. Note: GE designation is based on the year a student takes a course.
  • GE at Another University – After reviewing your Transfer Credit Report on CI Records, you find that a course you took is not meeting a general education course or graduation requirement here at CI (e.g. multicultural requirement).
  • Courses from an International Program – You took courses abroad and are requesting to have them substitute for general education/graduation requirements.
  • Course Offerings – A course you need for graduation is not being offered

Procedures:

  • Documentation – Complete the GE/Graduation Substitution Request form and attach any supporting course information (e.g. course syllabus, course description, comments).
  • Submission – Turn the form into the Registrar’s office in person (Enrollment Center in Sage Hall), by mail, or email a scanned PDF copy to registrar@csuci.edu.
  • Processing Time Frame – Your form will be routed for review. You will be notified via dolphin email with the final results. This process takes 2-3 weeks.

Petitions for Exception to Academic Policy

Overview:

Petitions are required anytime a student wishes to request an exception to an academic policy.

Common Reasons for Requesting a Petition:

  • Minimum Grade Requirement – Request to have a course in which you earned a grade below the minimum grade requirement meet the requirement (e.g Your major required all courses be completed with a “C” or better, but you earned a “C-“).
  • Exceeding the Allowable Limit – Examples include:
  • Change Catalog Year – Request to change your catalog year and you do not have catalog rights. Students have catalog rights to any of the following years: 1) admittance to CI, 2) declaring a new major/minor/emphasis, or 3) at the time of graduation from CI.
  • Graduate in Absentia/Maintain Catalog Rights – If you were discontinued from CI for non-attendance and completed your remaining requirements at another university, you may file a petition to graduate in absentia and maintain catalog rights. Please note this does not apply to academic disqualification. Please reference the reinstatement page.
  • Request to Walk Early for Commencement – Commencement takes place once a year after the spring semester. Students are eligible if they have completed degree requirements in the previous summer, fall, spring, or subsequent summer term. If a student wants to participate in commencement, but will not be completing degree requirements until a future term, they must make the request with a petition.
  • Waivers and exceptions within your major – After consulting with your faculty advisor, if it is determined that a waiver or exception within your major/minor/certificate is required and they wish to support this request.

Procedures:

  • Documentation – Complete the form and attach any documentation to support your request (e.g. course descriptions, explanation of request, comments).
  • Submission – Turn the form into the Registrar’s office in person (Enrollment Center in Sage Hall), by mail, or email a scanned PDF copy to registrar@csuci.edu
  • Processing Time Frame – Your form will be routed for review. You will be notified via dolphin email with the final results. This process takes 2-3 weeks.
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