Administrative Forms
About Administrative Forms
If you are faculty or staff looking to correct a student’s educational record, please review the page below for information on which forms to use. Â鶹ÒùÔº should not use the 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.
Purpose & Deadlines
For requests that require only instructor/department approval during the current semester, please submit an online special action form (see step-by-step instructions).
The deadline for SAFs is the last day of classes or when grade rosters are created for adds or swaps. This means decisions are finalized and required signatures are dated as of the last day of classes. After the last day of classes or after grade rosters are created, change of record forms (CORs) should be used to request record changes.
Once a student's assigned enrollment dates are in progress or complete, you may submit an SAF if:
- You need to make a change to the student's registration, but you don't have access to make it yourself.
- You need to change the class section after the drop deadline.
Required Signatures
The student's department or instructor may submit an SAF to:
- Swap a class, drop back or drop forward.
- Re-add a student who has a W grade before grade rosters post.
- Change a class's credit hours.
- Override the same course.
- Override a closed course.
- Override class permissions or controlled enrollment.
- Override restrictions, prerequisites or corequisites.
- Override a time conflict.
- Override a waitlist.
The dean of the student's primary program must sign and submit an SAF to:
- Drop a class or change a class's grading basis after the 10-week drop deadline (only allowed if the class is set up as "student option").
- Override the student's unit load.
- Request a drop without a W grade.
Changes that require a change of record form (COR), not an SAF, as well as approval from the dean of the student's primary program:
- Add a class with a grade after grade rosters are created (submit a COR).
- Swap a class with a grade after grade rosters are created (submit a COR).
Submission & Processing
If the department or instructor has signatory authority, the department program assistant should have access to make the requested change in Campus Solutions. If they don't have access, you may submit either an online SAF or a paper form. SAFs will be processed within 3-5 business of receiving the form.
Purpose
For requests that require college or school approval, please complete a special action/change of record spreadsheet and email it with any required petitions to the student's college, school or program for approval. CORs are for past-term student record changes and for current-term class adds after grade rosters have been created. ​
The special action/change of record spreadsheet is used for past-term student record changes and for current-term class adds after grade rosters have been created. Submit a COR in the following situations:
- You need to make any academic record change after the last day of classes (e.g., add, drop, change grading basis or variable credits, expunge, etc.), including changing the submitted grade for a student whose record can't be modified using the grade change workflow.
- You need to add a student to a class after the Monday before finals. (Note: The COR must include the student's final grade because the student won't appear on the grade roster.)
​Required Signatures
Email the completed spreadsheet to the student’s primary college. They will email the form to the Office of the Registrar.
Processing
Colleges must submit the properly completed and approved form via email directly to our office. We will not accept a student-delivered COR.
Please note that processing may take 3-5 business days.
For details and instructions, see Change Submitted Grades.
Purpose & Deadlines
Depending on the type of request, departments may use the graduate program change, addition & discontinuation form to request changes to a graduate program on behalf of their students.
Use this form to:
- Add a master’s degree program to an active PhD degree program in the same department.1
- Add a second master’s degree program to a student's record where a dual degree program has been approved.2
- Add a PhD degree program for a master's student who has no break in attendance and is within the same degree program.
- Remove a master's or PhD program for a student who will continue to pursue a graduate program in the same department.
- Withdraw a student from an old program when they have been admitted to a new graduate program through Admissions. See the graduate admissions guide for staff for additional information.
2The deadline to request the addition of a second master's degree program is the last day of finals.
The form cannot be used to:
- Defer an incoming GRAD student to a new semester. Instead, contact Graduate School Admissions (gradadm@colorado.edu).
- Add a master's or PhD degree for a student who's been admitted to a certificate program only. Â鶹ÒùÔº must apply and be accepted into a degree-seeking graduate program first.
- Change majors or switch graduate programs. Â鶹ÒùÔº should apply to the new program through the application for admission.
Submission & Processing
Graduate Program Change Forms will be processed within 3-5 business days of receiving the form. For specific instructions to add, remove or change master's or PhD degree enrollment for a student:
Graduate Program Change Form Instructions
Submit the completed form to IUT@colorado.edu by the deadlines listed above. Missed deadlines can cause unintended impacts on the student's financial aid eligibility and their tuition and fee bill.
Forms submitted in person or to registrar@colorado.edu will not be processed.
Note: A student is billed based on how their program is term activated. The PhD program is always chosen over a traditional or professional master’s program. If a student is in two programs of the same level, billing can vary. Please consult the Bursar’s Office's costs page to understand potential billing implications of a mid-semester program change.
Purpose
Submit a after an admitted student tells you they're no longer planning to attend CU Boulder. This will allow the Office of the Registrar to follow up with the student if they don't submit a withdrawal form. Please note that before classes begin, new students should be encouraged to cancel or defer their application through the status page on their online application.
Processing
Once submitted, the student will receive an automated email advising them to request a cancellation or deferral in their application, or if classes have started, to submit a withdrawal form to officially postpone or discontinue their enrollment.
Processing & Corrections
If your requested change has not gone through after five business days, please contact our office so we can investigate. Possible issues could include:
- The form was lost in the mail, misplaced or not submitted. If the form is lost, we'll ask you to submit a new form or a copy of the original form with the error noted. We accept submissions by hand or mail. Please do not email forms that contain student information; email is not a secure means of transmitting sensitive student data.
- The student has a financial hold. Our office will work with the Bursar's Office to have the holds temporarily lifted, if appropriate.
- The student has an Office of Admissions hold that prevents the student from adding a class. The Office of the Registrar can only override the hold if we received an SAF requesting that the class be added.
We will occasionally receive an SAF or COR that has inaccurate or missing information. Common problems include:
- The specified course isn't offered in the indicated term.
- The student isn't registered for the specified class.
- There is no section number indicated for a multi-section class.
- The student has a disciplinary hold.
- The student has an academic hold and a temporary override is not allowed.
- Required signatures are missing.
- The listed credit hours fall outside the allowed range for that course.
If the form has only one or two pieces of missing or inaccurate information, we'll typically call or email the academic unit for clarification.
If the form is missing a signature or has multiple errors, we'll instead return it to the department or the dean's office with a correction request form that specifies the nature of the problem and the action needed from the academic unit. Please respond within one week of receipt. We often receive calls from concerned students and staff wondering why a submitted change hasn't been processed.
The Office of the Registrar validates dean's signatures against the signature on record. We cannot validate signatures for which no official signature exists. If your college or school needs a signature for a new signing authority, please email registrar@colorado.edu.
If your form has been processed and you identify a data-entry error, contact our office and we will correct it immediately.