Course Waiver and Substitution

CMI Policy 381: Course Waiver and Substitution

Procedure 381.01: Advertisement
The course waiver and substitution policy should be included in the catalog.

Procedure 381.02: Initial Application
Students may either self-refer for course waiver and substitution or apply on the advice of an adviser or member of staff. If a student needs assistance completing the application, they should work with an adviser. A separate form should be completed for each course being waived or substituted. The completed form should be submitted to the Dean responsible for the student’s program, no later than the close of registration during the student’s final semester.

Procedure 381.02.01: Alternative Course
For a course waiver or substitution, the course taking its place must carry the same or more credits; if the course being waived is a general education course, then the course taking its place must also be a general education course. For course substitution, the outcomes should also be substantially similar, or the course taking the other’s place should be at a higher level.

Procedure 381.02.02: Justification for Application
For course waiver, this section should explain how the student applying has otherwise met the student learning outcomes of the course. For course substitution, it should explain how the proposed alternative course fulfills the outcomes of the course being substituted. In either case, it should be noted if the waiver or substitution is an accommodation for a disability. The student may attach additional pages of explanation and/or evidence if needed.

Procedure 381.03: Approvals

Procedure 381.03.01: Dean’s Review
The Dean of Academic Affairs or Dean of WAVES, depending on the program, receives the application and is responsible for ensuring that 1) the outcomes of the course are met through an alternative means, 2) the number of credits in the program will not be reduced by the waiver or substitution, and 3) the number of general education credits in the program will not be reduced by the waiver or substitution. If necessary, the Dean may request additional information or evidence from the student. It is also recommended that the Dean consult with the department chair responsible for the program in determining whether the outcomes are met. If the Dean is not satisfied that the conditions are met, then the Dean will notify the student that the application has been rejected. There will be no appeals considered. Otherwise, the Dean will sign the document and forward it, along with any evidence gathered, to the Director of Admissions and Records.

Procedure 381.03.02: Director of Admissions and Records’ Review
Upon receiving the application from the Dean, the Director of Admissions and Records will review the student’s file for any previously granted waivers or substitutions. If the waiver or substitution will increase the number of credits waived or substituted over ten percent, the Director will notify the Dean, who will notify the student that the application has been rejected. There will be no appeals considered. Otherwise, the Director will sign the document and forward it, along with any evidence gathered, to the Vice President for Academic and Student Affairs.

Procedure 381.03.03: Vice President for Academic and Student Affairs’ Review
Upon receiving the application from the Dean, the VPASA verifies that the appropriate process has been followed and the waiver or substitution does not impinge upon the integrity of the program. At the conclusion of the review, the VPASA has three options: 1) send the documents back to an earlier stage of review with specific instructions for reconsideration, 2) disapprove the application, or 3) approve the application. In the second case, the VPASA will notify the appropriate Dean, who will notify the student. There will be no appeals considered. In the third case, the VPASA will share the fully signed form with both the Dean and the Director.

Procedure 381.03.04: Filing and Records
If the application is fully approved, the Director of Admissions and Records will ensure the document is properly stored in the student file. The Dean will notify the student of the success of the application.

Procedure 381.04: Reporting
The VPASA shall track the waivers and substitutions granted and provide an overall data report to the Senior Leadership Team showing number of credits waived and substituted, disaggregated by program, student gender, and whether the waiver or substitution is a disability waiver. This data will also regularly be shared with the Board through the Academic and Student Affairs Committee.

Procedures endorsed by the Enrollment Management Committee on July 15, 2021.

Procedures approved by Executive Council on July 21, 2021.