Processing Instructions

Begin to End Process(PROTOCOL)

Petition Processing

The start to finish process for the UAS Coordinator involves a few steps. They must check for new petitions in SF, process petitions, create appropriate views, and (if applicable) add new Transfer Institutions and Course Reviewers. They must also understand how new petitions are entered into the qualtrics form, which is the front end site linked from the Eccles undergraduate website.

Personally identifiable information should NOT be submitted to the faculty with the petition. Examples of this may include a transcript submitted by the student or a personal statement with their information.

Getting Started

• 1. Log-in to SF. Ensure you choose the "Course Petitions" tab.

     1. 1. 1. 1. 1. 1. 1. Depending upon your level of access, you may need to choose "Course Petitions" from the drop-down menu in the top right corner of Salesforce. Alternatively, you may select "+" and add a Course Petitions tab to your default view.

  2. View "All." This will show all statuses of petitions.

  3. To view petitions that have been completed by Faculty Reviewers, choose "Faculty Response" from the "View" drop down menu.

  4. To view new petitions, choose "Student Submitted" from the "View" drop down menu.

• • • • • • • 1. If this option is not available, you will need to create a new "View"

              2. Salesforce has created a list of pre-defined views for the processor - you may be able to request these if you don't have them already

• 5. Click into each petition by clicking on the "Course Petition Name" which will resemble "CP-00018."

Course Information Validation

• • 1. Enter an Official Transfer Institution (will need to add if not already in the list)

       1. Based upon Name, City, and State/Country entered by Student

       2. If the course was taken as a part of Learning Abroad and through a Learning Abroad Affiliate, the institution should be the official University of Record.

       3. If the Transfer Institution is not accredited or approved at the U, the petition should be denied with a personal email explaining why.

    2. Transfer Course Title;

• • • 1. This will need to be entered by the UAS Coordinator for International Petitions only.

         1. Reasons for this include the way that International Admissions enters transfer course information to the Degree Audit and consistency.

            1. For instance, 2 transfer students from the same institution could take the same course, yet the course numbering could be different. To avoid duplicate petitions and confusion, we have decided to list course titles for international petitions.

• • 3. Verify/Enter Transfer Course Subject

• • • 1. View the Syllabus, check the student's Degree Audit

      2. Especially with International Petitions, this can differ from what is appearing on a Degree Audit

      3. If the petition is based upon more than one class (ex: ACCT 231 and BUSM 232 for IS 2010), then enter both the first course subject and course # for this field followed by a comma (i.e. "ACCT 231,").

• • 4. Verify/Enter Transfer Course #

• • • 1. View the Syllabus, check the student's Degree Audit - students do occasionally enter the wrong info

      2. If the petition is based upon more than one class (ex: ACCT 231 and BUSM 232 for IS 2010), then enter the next course subject and # followed by a comma before each additional entry (i.e. "BUSM 232" or "BUSM 232, CIS 3333, MGT 1210")

         1. Use ALL CAPS

• • 5. Verify the Semester Taken

• • • 1. Ensure that the semester and year match the Syllabus

      2. If the dates don't match

         1. Update the Semester Taken and Year to match the syllabus.

            1. If the year is specified on the syllabus but not the semester, use Spring as the default.

         2. If a student course dates don't match the syllabus the course review may not apply to them

• • • • • 1. ex: A student says Fall 2016, but their syllabus is from Spring 2017. If the course is reviewed, it is valid from the date of the syllabus for 5 years if it is not USHE articulated, and the student's course would be outside of the Valid Spring 2017 to Spring 2022 dates.

• • • 2. 3. You may request an older syllabi from the student or process the petition as is.

• • • • • 1. It is the student's responsibility to ensure that their petition is correct, but if you don't request an older syllabi any later decision-auto-emails may be confusing to the student when their course doesn't match what was reviewed.

• • 6. Verify UofU Course Information (unlikely to need changing - don't change unless confirmed by a student)

• • • 1. UofU Course Subject

      2. UofU Course

• • 7. Check off the "Course Information Validated" box (checking for accuracy of UofU course listed as it relates to the transfer course info).

• • • • Check-off only after completing the above steps

        • You will receive a validation error if you haven't entered an Official Transfer Institution

      • Enables reviewing and publishing of petition

• • 8. Select Yes or No for Utah Articulation Course.

• • • 1. Select Yes if the course is currently articulated through the USHE system.

• • 9. Update the Valid To and Valid From dates.

    10. Enter the Course Reviewer.

    11. Save

• • • 1. Resolve any validation errors

Petition Status

Previously Evaluated Courses:

• • • • Check previous Transfer Decisions before proceeding. If course has already been petitioned and the semester is within the Valid To and Valid From range:

        1. Review Email Triggers

        2. Review Definitions

Update "Petition Status""

• • • • 1. Approved - Duplicate

           1. 1. Publish To Website NOT be checked automatically; BUT Disable Automation will be.

        2. Denied - Duplicate

• • • • • • 1. Publish To Website NOT be checked automatically; BUT Disable Automation will be.

• • • • 3. Save

• • • • • 1. Resolve any validation errors

• • • • 4. If the course has already been petitioned but falls outside of the valid date range, proceed as if it were a new petition.

Petition Decisions for "New" Petitions

Enter a "Course Reviewer".

• • • 1. You may type their name as it exists in the system or use the lookup feature next to the field

         1. If necessary, add a new Reviewer

         2. Save

            1. Resolve any validation errors

Update "Petition Status" field.

• • • • 1. Review Email Triggers

        2. Review Definitions

        3. First update should be either:

           1. "More Information Requested" - Use if you notice that there is a) no syllabus or b) you can't determine which transfer course they are referring to (sometimes ok if it isn't on the student's degree audit yet).

              1. Send a manual email via Salesforce to request information from the student.

                 1. Use the template Course Petition - More Information Requested (Manual) and fill in the"Information Requested" section before sending.

              2. Save

• • • • • • • 1. Resolve any validation errors

• • • • 4. "Pending Faculty Review"

• • • • • • 1. If a Course Reviewer is entered, saving this Status will trigger an email to the reviewer, and Date Routed will appear if successfully completed.

               1. After the email is sent, the Course Reviewer can submit their decision by clicking on the link in the email.

                  1. Until they make a decision, these petitions will be found using the "Pending Faculty Review" view.

• • • • 5. Once they make a decision (Approve, Deny, or More Information Requested), the petitions can be found under the "Faculty Response" view.

• • • • • 1. This decision will appear in the "Reviewer Decision" field on the petition.

• • • • 6. Update the Petition Status to match the Reviewer Decision

• • • • • 1. More Information Requested - Use if you notice that there is a) no syllabus or b) you can't determine which transfer course they are referring to (sometimes ok if it isn't on the student's degree audit yet).

          2. Date More Information Requested field should automatically fill and match the date on which the instructor asked for more information.

          3. Note the date and information requested in the Processor Comments field.

             1. Send a manual email via Salesforce to request information from the student.

                1. Use the template Course Petition - More Information Requested (Manual) and fill in the"Information Requested" section before sending.

             2. Save

• • • • • • • 1. Resolve any validation errors

• • • • • 3. 3. If the student emails you the required information:

• • • • • • • 1. Change Petition Status to "Pending Faculty Review"

              2. Upload the file to the petition in Salesforce and use the shareable link to update the syllabus field.

                 1. Note: these links are sent to faculty in the review email.

              3. Save.

              4. Send a manual email (Course Petition - Pending Faculty Review Immediate Email) to the course reviewer for a new decision.

• • • • • 4. Incomplete:

• • • • • • • 1. If the student does not email you the required information within 1 semester:

                 1. Change Petition Status to "Incomplete"

                 2. This petition will not be re-reviewed. Students would be required to submit a new petition in the future.

• • • • 7. Approved

• • • • • • 1. Enter a C- for the Required Grade unless otherwise specified by the instructor. (required)

            2. Select Yes or No for Utah Articulation Course. (required)

               1. Select Yes if the course is currently articulated through the USHE system.

            3. Update the Valid To and Valid From dates. (required)

            4. Enter any relevant Processor Comments. (not required)

            5. Use the Conditions drop-down menu to specify any conditions that the Course Reviewer specified apply to the course. (not required)

• • • • • • • 1. Select the condition on the left and use the right arrow to move it to the right "Chosen" section.

              2. These will be visible on the transfer articulation guide.

              3. If the U of U course is a gen ed course, specify, "This course does not fulfill General Education or Bachelor Degree requirements automatically. Please contact your academic advisor for more information."

              4. If multiple courses were approved as equivalent to a single U of U course, specify, "Must include all courses"

• • • • • • 6. Save

• • • • • • • 1. Resolve any validation errors

• • • • • • 7. Publish To Website and Disable Automation will be checked automatically.

• • • • 8. Approved Exception

• • • • • • 1. Enter a C- for the Required Grade unless otherwise specified by the instructor. (recommended - not required)

            2. Select Yes or No for Utah Articulation Course. (recommended - not required)

               1. Select Yes if the course is currently articulated through the USHE system.

            3. Update the Valid To and Valid From dates. (recommended - not required)

            4. Enter any relevant Processor Comments. (recommended - not required)

            5. Use the Conditions drop-down menu to specify any conditions that the Course Reviewer specified apply to the course. (recommended - not required)

• • • • • • • 1. Select the condition on the left and use the right arrow to move it to the right "Chosen" section.

              2. These will be visible on the transfer articulation guide.

              3. If the U of U course is a gen ed course, specify, "This course does not fulfill General Education or Bachelor Degree requirements automatically. Please contact your academic advisor for more information."

              4. If multiple courses were approved as equivalent to a single U of U course, specify, "Must include all courses"

• • • • • • 6. Save

• • • • • • • 1. Resolve any validation errors

• • • • • • 7. Publish To Website NOT be checked automatically; BUT Disable Automation will be.

• • • • 9. Denied

• • • • • • 1. Save

               1. Resolve any validation errors

            2. Publish To Website and Disable Automation will be checked automatically.

            3. Normally, an email will be sent automatically declaring that the course was not considered equivalent.

• • • • • • • 1. In rare cases, you may wish to send a personalized denial email, (such as when an institution is not accredited) and you should select the Petition Status, "Denied" and check the "Denied - Personal Email" box right below it. When you save this Petition Status and checkbox, an automated email will not be sent. The result will still be published to the website and automation will be disabled as per usual.