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Course Substitution Form Template

Streamline Your Course Substitution Process with Ease

Struggling to keep up with course changes and substitutions? Our Course Substitution Form Template helps educators and administrators streamline the process of replacing courses, ensuring a smooth transition for students. With this customizable form, you can simplify approval workflows, track course changes effectively, and improve communication between students and faculty-all while maintaining compliance with educational standards. Plus, the WCAG-aligned labels ensure accessibility for all users. Explore the live template today to see how it can work for you.

Use this Template (FREE) Live Preview
Student full name
Student ID number
Institutional email address
Program/Major
Expected graduation term and year (e.g., Spring 2026)
Academic level
Undergraduate
Graduate
Post-baccalaureate
Non-degree/Other
Required course code and number (e.g., BIO 210)
Required course title
Credits required for this course
Requirement area
Major requirement
Minor requirement
General education/core
Elective within program
Prerequisite
Other
Please Specify:
Course origin
Taken at this institution
Transfer from another institution
Planned at this institution
Planned at another institution
Substitute course code and number (e.g., BIO 215)
Substitute course title
Institution name (enter "This institution" if applicable)
Term and year taken or planned (e.g., Fall 2025)
Credits for the substitute course
Syllabus or course description URL (if available)
Grade status
Please Specify:
Reason for requesting this substitution
How does the substitute course meet the learning outcomes of the required course?
Student typed signature (enter full name)
Date
I confirm that the information provided is accurate and I understand that course substitutions may affect degree progress.
Yes
No
Academic advisor full name
Advisor recommendation
Recommend approval
Do not recommend
No opinion/Unable to assess
Department chair or program director full name
Comments or conditions (if any)
Effective term for this substitution (e.g., Catalog year or term)
Department chair/program director typed signature
Date
Department chair/program director decision
Approved
Approved with conditions
Denied
Needs more information
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Paper art illustration depicting a course substitution form for educational purposes

When to use this form

Use this form when you need to replace a required course with an equivalent class. It helps you document the course you want to swap, the proposed match, and why it fits your program. Typical cases include a canceled section, a schedule conflict, transfer credit from another school, or a curriculum change. You benefit by getting a clear, trackable decision; advisors and registrars get complete information up front. If you completed the alternate class, attach outcomes or results from a Student performance evaluation form to support your case. After approval, you can gather final reflections with an Exit ticket form to close the loop. This class substitution form speeds reviews and reduces back-and-forth.

Must Ask Course Substitution Questions

  1. Which degree requirement are you requesting to substitute (course code and title)?

    This identifies the exact slot in your plan of study. It prevents mismatches and speeds advisor review.

  2. What is the proposed substitute course (code, title, credits, institution, and term)?

    These details let reviewers verify level, credit hours, and recency. Clear data reduces follow-ups.

  3. How do the learning outcomes and topics align between the two courses?

    A brief mapping shows equivalency beyond the course title. You can reference instructor input gathered with a Simple instructor evaluation form.

  4. What proof can you provide (syllabus, transcript, grade, accreditation, or URL)?

    Evidence backs up your claim and supports compliance audits. Uploads or links make it easy for approvers to verify.

  5. Who has reviewed this request (advisor or department chair), and how can they be contacted?

    Named reviewers and contact info keep the process moving. It also logs accountability and provides a quick path for questions.

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