About Administrative Forms
Supplies of paper special action forms (SAFs) and change of record forms (CORs) are available from the Office of the Registrar and must be kept secure. If you're unable to submit the original (white) copy of a completed form, we'll accept a photocopy from the dean's office that includes a brief explanation of the situation and a fresh signature and date.
Purpose
CORs are for past-term student record changes and for current-term class adds after grade rosters have been created. Submit a COR in the following situations:
- You need to make any academic record change after the last day of classes (e.g., add, drop, change grading basis or variable credits, expunge, etc.), including changing the submitted grade for a student whose record can't be modified using the grade change workflow.
- You need to add a student to a class after the Monday before finals. (Note: The COR must include the student's final grade because the student won't appear on the grade roster.)
Required Signatures
A dean's signature is always required.
Processing
Departments must submit the original (white) copy of the form directly to our office. We will not accept a student-delivered COR.
Purpose & Deadlines
SAFs are used for current and future-term student record changes that academic offices cannot handle themselves. The deadline for SAFs is the last day of classes. This means decisions are finalized and required signatures are dated as of the last day of classes. After the last day of classes, change of record forms (CORs) should be used to request record changes.
Once a student's assigned enrollment dates are in progress or complete, you may submit an SAF if:
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You need to make a change to the student's registration, but you don't have access to make it yourself.
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You need to change the class section after the drop deadline.
Required Signatures
The student's department or instructor may submit an SAF to:
- Swap a class, drop back or drop forward.
- Re-add a student who has a W grade before grade rosters post.
- Change a class' credit hours.
- Override the same course.
- Override a closed course.
- Override class permissions or controlled enrollment.
- Override restrictions, prerequisites or corequisites.
- Override a time conflict.
- Override a waitlist.
The dean of the student's primary program must sign and submit an SAF to:
- Drop a class or change a class's grading basis after the 10-week drop deadline (only allowed if the class is set up as "student option").
- Override the student's unit load.
- Expunge a class (no-record drop).
Changes that require a change of record form (COR), not an SAF, as well as approval from the dean of the student's primary program:
- Add a class with a grade after grade rosters are created (submit a COR).
- Swap a class with a grade after grade rosters are created (submit a COR).
Submission & Processing
If the department or instructor has signatory authority, the department program assistant should have access to make the requested change in Campus Solutions. If they don't have access, you may submit either an online SAF or a paper form.
If a dean's signature is required, you must submit the original (white) copy of the paper form to the Office of the Registrar for processing. We will accept a student-delivered form if it is complete and gives us no cause for concern; however, you should never give a blank or incomplete SAF to a student.