Exception approval workflow

Review and approve exception requests submitted through workflows.

Accessing Your Requests

When a request needs your review, you'll receive a notification in the platform. View pending requests by clicking the Requests tab.

The Requests tab has two views:

• All Requests – Shows any request within a workflow for students you have permission to see

• Needs My Review – Shows requests pending your action

Reviewing a Request

Click on a student's request to enter reviewer mode. This lets you toggle between student records using the "next request" or "previous request" buttons without returning to the main Requests screen.

To review a specific subset of students' requests, use the filters before clicking on a student.

When you click on a request, you'll see the student's profile with all related requests and their status. Requests needing your review will have a "Submit Decision" button next to your step. Click the button to see the prompts needed to approve or deny the request.

Note: Some fields in the workflow may be visible to students and will be notated accordingly in the menu.

Submitting Your Decision

After you submit a decision, the student will be notified. You can edit only your own decisions. If the workflow enforces the order of steps, you can only edit your decision until the next reviewer in the sequence submits their decision.

Users with permission to create workflows can override another person's decision if necessary. The workflow will show the name of the user who submitted the most recent decision.

Once all approvers complete the workflow, the audit exception is automatically recorded.

Exception Types

When reviewing exception requests, you may see the following types:

1

Waive this Requirement

Changes the audit so the student does not have to satisfy the requirement. Sub-categories will also be waived.

Tip: If you waive the requirement, no specific course will show in the audit under this requirement. If the audit has a unit total constraint, you may want to modify that constraint, since no units are counted under a waived requirement.

Waiving a course at the course level will waive the course and/or requirement in any instance in the student's audit. We strongly recommend avoiding waiving individual courses unless you are certain there are no other instances where the course can be used anywhere else in the student's audit.

2

Substitution

Allows a different course to satisfy the requirement. This adds a course to the list of eligible courses (for this student only). You can only select courses already showing in the plan. Courses with failed or incomplete grades cannot satisfy requirements.

3

Waive or Modify Requirement Constraint

Allows you to change the constraints for the category (not available at the course level). You can change a primary constraint, or change or remove a secondary constraint.

4

Exclude Courses

Prevents selected courses from counting toward the requirement, even if they would typically satisfy the requirement's constraints.

5

Move Excess Credits

Allows you to move part of a course to another requirement, splitting the course so it can count for more than one requirement at a time. To split a course, initiate the exception on the parent requirement (the category where the course is counting), then choose to move excess credits to another requirement. The audit will prompt you to select the target requirement and how many credits to move.

• A split course only counts as multiple requirements within that audit. Other audits (universal requirements, additional programs, etc.) will show the course as one course.

• Moving excess credits is an exception, and Stellic only supports one exception per audit requirement.

• "Move excess credits" should only be added to the immediate parent (the category where the course is counting).

• You cannot move the entire course. Using this option will leave some remnant of the course in the initial requirement, even if it's 0 credits. To move the entire course, use the "substitution" exception if it's not typically allowed in the other requirement, or prioritize it to another section.

Permissions

Users with the make_exception permission

Can bypass workflows and create exceptions directly.

Users without the make_exception permission

(Including students, if enabled) must use an available workflow to request exceptions.

This functionality is only available if your institution has enabled this function. When enabled, all users with permission to view a student's audit can request an exception. The request goes to any users with permission to make an exception on that student.