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:
- Seek a faculty member within your major department to supervise an independent study. If they agree, the faculty member will need to ask their department to create an Independent Study course for you and write the syllabus before completing any forms.
- Faculty members can use the CAICC Independent Study Syllabus or write their own syllabus.
- Complete the CAICC Independent Study form on Docusign.
- You must have the course information including the CRN and the syllabus written by the faculty supervisor ready for this form. Docusign will route the form to the various levels for review and approvals.
- If the Independent Study is fully approved, Docusign will inform you that the routing is complete via email. Follow the link to the completed form. Download the Independent Study form and the Syllabus PDFs and upload them to Document Uploader so that the Registrar can register you for the course.
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.
