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Course Substitutions, Waivers & Rationales
When submitting a Course Substitution or Waiver through Workflow, advisors must provide a clear, specific academic rationale explaining why the requested exception is appropriate.
The rationale becomes part of the student's academic record and should provide sufficient documentation for the approval process, graduation review, and future degree audits.
Understanding the Difference
Course Substitution
A course substitution allows a completed or approved alternative course to satisfy a specific program requirement. The rationale should explain how the substituted course meets the academic intent, content, or learning outcomes of the required course. If a course can be applied in more than content area,
Requirement Waiver
A requirement waiver removes a specific degree or program requirement without replacing it with another course. The rationale should explain why the requirement is no longer necessary for the student and how the academic integrity of the program is maintained.
Important: Waiving a course requirement does not automatically waive the minimum credit hours required for the degree.
Examples of Appropriate Rationales for Requirement Waivers
1. Curriculum Changes - "Student is following an earlier catalog, and the program has since been revised to remove this requirement. The academic department has reviewed the student's completed coursework and determined that the requirement may be waived."
2. Course No Longer Offered - "The required course has been discontinued. Following a review of the student's academic record and program requirements, the department has determined that the requirement may be waived without compromising the program's learning outcomes."
3. Previously Completed Equivalent Coursework - "Student previously completed [COURSE], which addresses the competencies associated with this requirement. The academic department has determined that additional coursework is unnecessary."
Note: When an equivalent course is being used to satisfy a requirement, a course substitution is generally more appropriate than a waiver.
4. Program Requirement No Longer Applicable - "Due to an approved change in the student's curriculum requirements, this course is no longer applicable. The department has replaced this requirement in future catalogs.”
5. Documented Curriculum or Advising Error - "Student was provided an incorrect program requirement due to a documented curriculum transition. Following academic review, the department determined that the requirement may be waived because the student has otherwise satisfied the intended program competencies."
6. Individual Academic Exception - "Following a review of the student's academic history, completed coursework, and program learning outcomes, the department has determined that this requirement may be waived. The student's remaining coursework sufficiently addresses the intended competencies."
Individual exceptions require a specific academic explanation. This example should be supplemented with the actual coursework or circumstances supporting the decision.