The Course Substitution form is available to all Advisors, Chairs, or Deans to initiate. To start a new Course Substitution form or to approve an existing form, sign into MyKU and click on the "MyKU Forms" tile.
Once you click on that tile, you will be taken to a screen (as shown below) where you can start a new form. On this screen, you will want to click on the Course Substitution icon to start a new form. To see forms pending your approval, click on "Approve Forms" in the menu on the left.
The action of clicking on the Course Substitution icon may change depending on whether you have submitted a form previously. If you have submitted a form in the past, you will be taken to a screen that displays those prior forms. As seen below, the Course Substitution screen will display the general workflow steps that this form will take (or could take).
Below the workflow and icon, you may see a "Start New Form" icon if you are able to start a new form.
Below the "Start New Form" button, you will see any previous forms that you have submitted. You can click on any row in this list in order to view that form and see its current status.
Clicking on "Start New Form" will take you to a blank form:
To start filling out this form, you will type (or use the lookup prompt) to search for a Student ID. This prompt will limit you to only those students that you are permitted to select. For advisors, this means it will only show your list of advisees. For chairs, you can select any student who is advised by someone in your department. For Deans, you will see any student that is advised by someone in your college.
After selecting the Student ID, the form will populate other fields in the form, such as Name, Form Instance, and Majors. You will also have access to use the links for their Email, Student Center, Transcript, and Degree Audit.
You can then select a course that you wish to substitute. The lookup prompt for Course ID will limit your selection to the selected student's academic history. Once selected, it will populate the course title as well as enabling the link to view the entire course description. This will open in a new browser window/tab.
As shown to the right, you can then select the Substitution Type. This dropdown allows you to select a Competency substitution, a Course Substitution or a custom Requirement.
| Substitution Type | Substitution Description |
|---|---|
| Competencies | Used to substitute for a competency requirement (Ex. ELU 303 = ELU 303CDWI). When selecting this option, click on the magnifying glass under Competency Sub and select the appropriate competency. |
| Courses | Used to equate one course to another (Ex. Substitute ELU 303 for ANT 20). When selecting this option, click on the magnifying glass under Course Sub and select the appropriate course. |
| Specific Requirement | Used to request that a course count in a specific area of the checksheet/degree audit (Ex. Allow ELU 303 to count in Section C1 of the Gen Ed). A text box will appear for you to enter this request. |
For Competency Substitutions, you can either type in the letters or use the lookup prompt to select the competency (or combination of competencies). After selecting the competency, it will fill in the competency as the Substitution Description.
By selecting the Course Substitution Type, you can then use the lookup prompt to search for a course from the catalog. After selecting the course, it will display the course title in the box after Substitution Description. Selecting the course will also enable the link with which to view the entire course description. Again, the course description will open in a new browser window/tab).
By selecting the Requirement Substitution Type, it will enable you to type in any requirement as plain text. This is to provide an "other" option. Please be as specific as you can.
You can submit multiple substitutions on one form for the same student using the Plus/Minus icons on the right side of the Course Substitutions box. You can also submit multiple forms per student.
For all MyKU Forms, you can enter Workflow Comments. These comments can offer explanation or context for the request when the next approver sees this form. When returning, routing, or denying a form, it is important to provide some comments so that the person who started the form (originator) knows why this action was taken.
For the Course Substitution form, the default workflow is shown below. As stated earlier, this form can be initiated by the Advisor, Chair, or Dean. This means the first or second steps may be skipped. If a form does not contain any competency substitutions, the form will be routed from the Dean directly to the Registrar Office for processing. This will only be reflected in the workflow approval diagram when the Dean approves the form. Note: This form only gets routed to the Vice Provost step if the form contains competencies.
When a Chair or Dean are reviewing the form for approval, they have the option to click on an "Edit Form" button in order to make changes to the course substitution form. It is up to the Chair or Dean to return the form to the Advisor if they wish to have the advisor approve this change. The Chair or Dean could also simply return the form to the Advisor with a Workflow Comment explaining the change desired and have the Advisor make the change to the form.
Note: The "Edit Form" option is only available on this Course Substitution form. Other forms are locked for edits unless it is sent back to the Originator of the form.
By clicking on the "Edit Form" button, a new row will be added to the form, saving the original request for historic purposes. You will then see "1 of 2" or "1 of 3" indicator depending on many edits have been made to the form. You can use the controls in the circled area below, to view prior rows.
