LP LionPATH: Reviewing a Course Repeat Request (Advisors)

The following instructions are intended for academic advisors. Visit Penn State Policy C-7: Course Repeats for additional details.

Notes:

• A Student Knowledge Base article is available that includes details about the Repeat Types students can select from based on their academic record.
• A request for an upcoming term cannot be submitted until the student is term-activated and has an enrollment appointment for the desired term.
• Requests must be submitted at least 10 business days before the term begins (regardless of session dates).
• If a request is approved, the student email notification will include the date after which they can self-enroll. (Per policy, the date is one day after all degree-seeking students can enroll.)
• If a request to repeat a course with enforced prerequisites is approved, the student can self-enroll if they satisfy the enforced prerequisites. Otherwise, they need to also request a Prerequisite Override; the system will look for a Prerequisite Override approval before it allows the enrollment to proceed.
• Approved requests are only valid for the requested term. Students must enroll before the end of the drop/add period or will need help to late-add the class.

Course Repeat Request Workflow:

Students whose home campus is University Park will have their requests routed first to their academic advisor(s) and then to the Dean’s Representative for their primary academic program.

Students whose home campus is not University Park will have their requests routed first to their academic advisor(s), then to their Campus Representative, and then to the Dean’s Representative for their primary academic program.

Notes:

• All assigned academic advisors associated with an active program on the student’s Program/Plan record will receive an email notification when there is a request to review.
  • If there is no matching advisor, the request will move to the next stage of the workflow.
  • Advisors indicate if they support, do not support, or need more information. They do not approve or deny the request. Only the Dean’s Representative will approve or deny.
• Home Campus is based on the student’s Program/Plan record for the requested term.
  • When a student has a temporary campus change, the temporary campus will not receive the request for review.
• The Dean’s Office connected to the student’s lowest active program on their Program/Plan record will receive the request for review.
• Students whose only active program is Non-Degree (UGND) will be reviewed by the Division of Undergraduate Studies.

Course Repeat Request Notifications

If one of your advisees submits a Course Repeat Request, you will receive an email notification with the details. Email reminders are sent if no decision is entered after 4 days.

Navigating to the Course Repeat Request Worklist

Advisors can access their Course Repeat Worklist at Menu>Records and Enrollment>Penn State Enrollment Tools>Course Repeat Worklist or through Advisor Home Base, from the lefthand navigation collection.

Repeat Types

Before students submit a Course Repeat Request, they need to select a Repeat Type. Based on the Repeat Type, they will be prompted to answer specific questions.

Repeat Types include the following*:

• Course already taken two times 
• Course completed with a C grade or higher  
• Repeatable course for which I have already reached the total units allowed 
• Repeatable special topics course for which I have NOT reached the total units allowed  

*Which Repeat Types display is based on the student’s academic record and the course offerings for the requested Campus and Term.

Using the Course Repeat Request Worklist

When viewing your worklist, you will see several details about a request awaiting action.

Click the Evaluate Request button at the far right of the request.

Details about the student’s request will display.

Below the details, any attachments the student included can be viewed. You can also add your own attachments. For optimal viewing, please only attach the following file types: .pdf, .png, .jpg, or .jpeg. 

In the Decision Entry section, select one of the following decisions from the Advisor Decision dropdown:

• Does Not Support
• More Information Needed*
• Support

*If it is fewer than 10 business days before Term Begin Date, More Information Needed cannot be selected in the decision dropdown.

Attachments and an Internal Comment are optional.

If you select Does Not Support or Support:

• The request will move to the next step in the workflow.
• The request will no longer be in your worklist.
  • If you are a user responsible for more than one level of workflow review (eg, Advisor and Campus Representative), the request will move to the next worklist on your screen.

If you select More Information Needed:

• A textbox will be displayed so that you can provide comments back to the student. Students will receive an email and a deadline to update their request.
• If you upload your own attachment, the student will be able to view your attachment when they proceed to update their request.
• The request will remain in your worklist until the student updates their request.
• The deadline for the student to update their request or for advisors to request more information is the 10^th business day before Term Begin Date. This is meant to provide enough time to review an updated request and for the workflow to keep moving forward so that, if approved, the student has time to enroll.
  • If the student updated their request before the deadline but it is now less than 10 business days before Term Begin Date, another user at that workflow level (e.g., when there is more than one advisor) can act on the request to move it forward in the workflow.

When you are satisfied with your decision and have added required or optional information, click the Submit Decision button.

Reviewing Requests not in your Worklist

Using the same navigations as above, a general search feature is available to View Requests. You can use Search by Student ID or Search by Status. Click Enter.

A list of active requests will display. Click View Request in the desired row for details.

On the View Course Repeat page, details about the request are provided, as well as an option to View as PDF.

Questions about Course Repeat Requests

The Office of the University Registrar maintains this process. Please send questions to registrar@psu.edu