Undergraduate Studies Forms Approval Workflow

Student forms often require Department Chair and/or Dean level review and approval. This page outlines the workflow process for how student forms are routed and reviewed within the College of AI, Cyber and Computing. It is important for students, faculty, and staff to follow these processes to ensure timely review and decision.

Students must ensure that their forms are complete and have all required documentation attached. Note that any forms that have errors or missing requirements will be sent back without review. All student forms and accompanying documents must be submitted as PDFs. Any forms that require students to submit via email can only be submitted using their UT San Antonio email address.

Please note that it may take up to 5 business days for decisions to be made on undergraduate forms after it has reached the department. These forms should be submitted into the workflow at least one week before the start of classes to avoid any delays in registration.

Independent Studies

Students requesting an Independent Study will follow these steps:

1. Complete the College of AI, Cyber and Computing Independent Study form on DocuSign.

  1. You should have the course information, including the Section Number and CRN and the syllabus written by the faculty supervisor, ready for this form. Your faculty supervisor may need to ask the department to create a course for you if it does not already exist. Faculty members can use the Independent Study Syllabus or write their own syllabus.
  2. DocuSign will automatically route the form to the instructor, department chair, and the Associate Dean for review and approval. Note that you may also need to go back to the form to sign the form.

2. DocuSign will inform you when the routing is complete via email. Your Independent Study is approved if you have all the required signatures.

  1. Follow the link to the completed form. Download the Independent Study form and the Syllabus PDFs.
  2. If you do not have the CRN or Section Number, you will need to add that information to the Independent Study form using Adobe Acrobat once you have that information. You may have to add this information by adding a Comment.  
  3. Upload them to the Document Uploader so that the Registrar can register you for the course.

Please allow up to seven business days for all levels of review to be completed.

Internships for Academic Credit

Students requesting to do an Internship for Academic Credit will follow these steps:

1. Review the Internship for Academic General Policies on what qualifies a student and internship job for academic credit. Reach out to your department to see if there are any major-specific requirements in addition to the College requirements.

2. If you and your internship qualify for an internship for academic credit, complete the online College of AI, Cyber and Computing Internship for Academic Credit Application form on DocuSign. You will need to have the following items before starting the application:

    1. Faculty supervisor information – Check with your department on who can serve as the faculty supervisor.
    2. Internship job and company information
    3. The Job Offer letter
    4. Completed Employee Verification Form – You will need to send this form to your internship site supervisor to complete before completing the Internship for Academic Credit application.

3. DocuSign will automatically route the form to the faculty supervisor, the internship coordinator for your major (if any), the department chair, and the Associate Dean for review and approvals. The faculty supervisor will need to complete the Course Agreement (syllabus) part of the form. Note that you may also need to go back to the form to sign the form.

4. DocuSign will inform you that the routing is complete via email. Your Internship for Academic Credit is approved if you have all the required signatures. If it is approved, the College of AI, Cyber and Computing will follow up with your department to create the Internship course and enroll you in the class.

Please allow up to seven business days for all levels of review to be completed.

Prerequisite Overrides

Students initiate prerequisite override requests on the Prerequisite Override Form. Note that prerequisite overrides are rarely approved.

Decisions for prerequisite overrides for courses in Computer Science, Information Systems and Cybersecurity, and Statistics and Data Science departments are made entirely by the instructor and department. Decisions for prerequisites for courses in Computer Engineering are first made by the instructor and department and then the Associate Dean for Undergraduate Studies.

Advisor Initiated Forms 

Advisor-initiated forms such as Major/Minor Course Substitution, Core Substitution, and Waiver of University Requirement petition forms, can only be submitted to the Department or College by the student's academic advisor. It is important that the student provide as much documentation to their advisor as possible (e.g., syllabi, justification letters, transcripts). Students should consult with their advisor on what documentation is needed. 

Other Forms

For forms only requiring the CAICC Dean level approval, students can submit directly to caicc.undergraduate@utsa.edu for review. Students must secure any signatures and attaching any documentation that are required before the Dean level review.

These forms may include Petition to Attempt a Gateway Course, CAICC Request for Early Reinstatement, Student Petition for a Course Exemption to the Six-Drop Policy, and appealing a department chair decision on an Academic and Grade Grievance.