Online Special Action Form

We encourage faculty and staff to submit student record change requests electronically in support of campus sustainability and efficiency goals.

Faculty and Staff Only

Students should not use online special action forms or special action/change of record spreadsheets to submit requests for themselves. Online special action forms submitted by students will be rejected.

What It Is

If you're not sure whether a change is eligible to be submitted using an online special action form, follow the link below to learn more.

¶¶Òõ¶ÌÊÓƵ Special Action Forms 

How to Access It

Once you're sure an online special action form is appropriate for your request, follow the link below and sign in with your IdentiKey username and password.

How to Complete It

Step 1: Provide Your User Information

  1. Your employee ID should populate automatically.
  2. Enter your ¶¶Òõ¶ÌÊÓƵ email address.

Step 2: Provide the Student's Information

  1. Enter the student's ID number, then tab to the next field. 
  2. The student's first name, last name and ¶¶Òõ¶ÌÊÓƵ Boulder email address should populate automatically.
  3. Open the drop-down and select the student’s career.
  4. If the student is an international student and/or a student athlete, check the appropriate box(es).

Step 3: Identify the Term

  1. Select the term.
  2. Enter the calendar year.

Step 4: Select an Action

 

Purpose

Use this action to add a student to a class.

Restrictions

After grade rosters are created, college approval and the student's final grade are required. See Post Final Grades for dates and deadlines. 

 

Stop! Before You Proceed...

  1. In Campus Solutions, navigate to Campus Community > Student Services Ctr (AdminVw).
  2. Enter the student's ID number and click "Search."
  3. Go to the "Academics" tab.
  4. In the "Institution/Career/Program" section, find the student's career and program information under the institution "¶¶Òõ¶ÌÊÓƵBLD."
  5. If the status is "Active," proceed to step 4B. If the status is "Discontinued," please refer the student to the Office of the Registrar.
Instructions for Department Admins
  1. Navigate to Curriculum Management > Class Roster > Class Roster.
  2. Enter the class information:
    • Term (e.g., 2207 for Fall 2020)
    • Subject area (e.g., ENGL, HIST, CHEM)
    • Catalog number (e.g., 1191, 2010, 3011)
  3. Open your section and view the class roster.
  4. The "Room Capacity" total is also the fire-code limit. Do not exceed the fire code limit. Go through the class roster and find any students who are enrolled with the status of "Withdrawn." Any withdrawn students may be subtracted from the "Enrolled" number to determine if the fire-code limit has been met.
Instructions for Instructors
  1. Log in to .
  2. On the Teaching Tools tab, click "Go to Faculty Center."
  3. Click on the class roster icon for the semester.
  4. The "Room Capacity" total is also the fire-code limit. Do not exceed the fire code limit. Go through the class roster and find any students who are enrolled with the status of "Withdrawn." Any withdrawn students may be subtracted from the "Enrolled" number to determine if the fire-code limit has been met.
  1. Scroll to the top of the Student Services Ctr (AdminVw) page. If you see a prohibition icon, then the student has a negative service indicator or a hold.
  2. Click the prohibition icon to see a list of negative service indicators.
  3. Check the impact of each service indicator by clicking on it and scrolling down to the "Services Impacted" section.
    • If the description states, "No add activity," then the student must resolve the hold before you can add them to the class.
    • If there are no negative service indicators and no impacts that would prevent enrollment, proceed to step 5.

Step 5: Enter the Processing Details

  1. Select the class's campus.
    • If it's a Main Campus class, the form will route to the Office of the Registrar for processing.
    • If it's a Continuing Education class, the form will route to the Division of Continuing Education for processing.
  2. Tick one or more checkboxes to identify the necessary override(s) based on the error message the student received.
Error MessageAction Needed
Already Enrolled in Class, Add Not ProcessedTick the "Class Links" checkbox.
Available seats are reserved. Reserved seat requirement not metYou cannot override this status because seats are being held for new students.
Combined section class [class number] is fullTick the "Closed Class" checkbox.
Department Consent RequiredNo override is necessary; submitting an online SAF implies department consent has been granted.
Invalid AccessContact the Office of the Registrar for help.
No Valid Appointment Found and Open Enrollment Period Has Not BegunYou cannot use this form to submit your request because a dean's signature is required.
Not Enrolled, Class [class number] FullTick the "Closed Class" checkbox.
Requisites not met for Class, not enrolledTick the "Requisites" checkbox.
Time Scheduling Conflict for class [class number] and [class number], not enrolledTick the "Time Conflict" checkbox.
Unit Limit Exceeded for Appointment PeriodYou cannot use this form to submit your request because a dean's signature is required.
  1. Open the drop-down and select the grading basis.
    • Letter
    • Pass/Fail
      • Undergraduate students may not receive degree credit for taking a class pass/fail. They should consult with their advisor first.
      • Graduate students will not receive degree-granting credit for taking a class pass/fail.
    • No Credit: Students will receive no credit for taking a class as "NC." This may also impact their financial aid eligibility or their TA appointment may not cover a class taken as no credit.

Step 6: Identify the Class to Add

  1. Enter the four-letter subject code (e.g., ASEN, MCEN)
  2. Enter the four-digit course number (e.g., 1010, 3000, 5600).
  3. Enter the three-digit section number (e.g., 001).
  4. Enter the new credit hour value.
  5. If the class has a lab or recitation, select "Yes" and enter the section number. If not, select "No."

Step 7: Provide Additional Information, if Necessary

Enter any necessary notes.

Step 8: Provide Late Add Reasons, if Necessary

If you're submitting this form after census, provide a reason why the class was added late. This is required for COF state funds, and may impact the student's eligibility to receive COF funding.

Step 9: Submit the Form

Click "Submit."

 

Purpose

Use this action to request a class drop the student can no longer complete themselves through Buff Portal.

Restrictions

College approval is required after the 10-week deadline. See the Academic Calendar for special session deadlines and 16-week deadlines.  

Step 5: Enter the Processing Details

  1. Select the class's campus.
    • If it's a Main Campus class, the form will route to the Office of the Registrar for processing.
    • If it's a Continuing Education class, the form will route to the Division of Continuing Education for processing.
  2. Tick one or more checkboxes to identify the override(s) approved for the change of credit hours. If no overrides are needed, select "N/A."

Step 6: Identify the Class to Drop

  1. Enter the four-letter subject code (e.g., ASEN, MCEN)
  2. Enter the four-digit course number (e.g., 1010, 3000, 5600).
  3. Enter the three-digit section number (e.g., 001).
  4. Enter the new credit hour value.
  5. If the class has a lab or recitation, select "Yes" and enter the section number. If not, select "No."

Step 8: Provide Additional Information

Specify the last date of attendance. If a co-requisite course needs to be retained, specify that here as well; otherwise, we will drop it.

Step 9: Submit the Form

Click "Submit."

 

Purpose

Use this action to request different credit hours for a class. Check with your college on policies for changing credit hours before requesting this change.

Restrictions

College approval is required after grade rosters are created (see Post Final Grades). 

Step 5: Enter the Processing Details

  1. Select the class's campus.
    • If it's a Main Campus class, the form will route to the Office of the Registrar for processing.
    • If it's a Continuing Education class, the form will route to the Division of Continuing Education for processing.
  2. Tick one or more checkboxes to identify the override(s) approved for the change of credit hours. If no overrides are needed, select "N/A."
  3. Open the drop-down and select the grading basis.

Note: The enrollment limit for undergraduates during open enrollment is 21 credit hours; the limit for graduate students is 15 credit hours. Exceeding the enrollment limit requires college approval, which can't be provided through this form.

Step 6: Identify the Class to Change

  1. Enter the four-letter subject code (e.g., ASEN, MCEN)
  2. Enter the four-digit course number (e.g., 1010, 3000, 5600).
  3. Enter the three-digit section number (e.g., 001).
  4. Enter the new credit hour value.
  5. If the class has a lab or recitation, select "Yes" and enter the section number. If not, select "No."

Step 8: Provide Additional Information, if Necessary

Enter any necessary notes.

Step 9: Submit the Form

Click "Submit."

 

Purpose

Use this action to do one of the following.

  • Swap: Change to a different section of the same class, usually a recitation or lab.
  • Drop Back: Move from a higher level to a lower level (MATH 2000 to 1000)
  • Drop Forward: Move from a lower level to a higher level (MATH 1000 to 2000)

Restrictions

  • After grade rosters are created, college approval and the student's final grade are required. See Post Final Grades for dates and deadlines. 
  • Do not use this form to switch a student from a Main Campus class to a Continuing Education class.

Step 5: Enter the Processing Details

  1. Select the class's campus.
    • If it's a Main Campus class, the form will route to the Office of the Registrar for processing.
    • If it's a Continuing Education class, the form will route to the Division of Continuing Education for processing.
  2. Tick one or more checkboxes to identify the override(s) approved for the change of credit hours. If no overrides are needed, select "N/A."
  3. Open the drop-down and select the grading basis.

Step 6: Identify the Class to Drop

  1. Enter the four-letter subject code (e.g., ASEN, MCEN)
  2. Enter the four-digit course number (e.g., 1010, 3000, 5600).
  3. Enter the three-digit section number (e.g., 001).
  4. Enter the credit hours.
  5. If the class has a lab or recitation, select "Yes" and enter the section number. If not, select "No."

Step 7: Identify the Class to Add

  1. Enter the four-letter subject code (e.g., ASEN, MCEN)
  2. Enter the four-digit course number (e.g., 1010, 3000, 5600).
  3. Enter the three-digit section number (e.g., 001).
  4. Enter the credit hours.
  5. If the class has a lab or recitation, select "Yes" and enter the section number. If not, select "No."

Step 8: Provide Additional Information, if Necessary

If a co-requisite course needs to be retained, specify that here; otherwise, we will drop it.

Step 9: Submit the Form

Click "Submit."

Contact Us

   registrar@colorado.edu
   303-492-6970