Course Substitution Request System Dean/Dept. Head Manual

Introduction

This is the documentation for the Penn State Course Substitution Request System (CSRS). The CSRS is a tool that streamlines the process of course substitution requests. The main goal of CSRS is to reduce the amount of paperwork required to approve a course substitution and generate output electronically, integrated directly from cross-references within eISIS.

This documentation focuses on the tutorials on how to submit new requests, view certain requests, and how to access some of the features that are available to the users. It also provides topical overview of the CSRS for better understanding of how the system functions.

1.0 Login

This section is intended to provide the basic instructions for those unfamiliar with accessing the system in the beginning.


1.1 Accessing the login page

1. Open the Internet browser.
2. Enter the following CSRS URL:
3. Enter your Penn State User ID, Password, and Token.
*The Token is the number from your Secure ID.

WebAccess log in screen

1.2 Accessing Accessibility Mode

The CSRS also includes the accessibility mode function to assist users that have difficulty accessing the feature-rich site. It transforms the site to a more accessible format to display the functions and links available.
1. Move cursor to the left panel and click on Accessibility Mode.

Accessiblity Mode menu option

2. To reverse to the previous format, simply click on Default Mode.

Default Mode on the toolbar

2.0 Managing Requests

This section includes tutorials on how an administrative staff, adviser, department head, or dean could manage or view different requests submitted on CSRS.

2.1 View Requests

Use the following process to view all the requests available to you.
1. To access or view all requests, click on My Requests on the left panel.

My Requests circled on the toolbar

2.1.1 "Awaiting My Review" Tab

Use the following process to view all the requests available to you.
1. To access or view all requests, click on My Requests on the left panel.

Awaiting My Review tab

Request view options

2. User can also hover over i icon to view the Workflow Steps.
*Note: Different programs may have variations of Workflow Steps

Request workflow steps


2.1.2 "I've Submitted" Tab

1. A user can view all the requests submitted by clicking the I’ve Submitted tab. A user can also Edit and Delete request in this tab. If you have many requests, there will be page numbers at the bottom of the table as well.

I've Submitted tab

2.1.3 "Search Results" Tab

1. In Search Results tab, a user can view all the requests awaiting his/her approval and request submitted for approval. In this tab, user can also Edit or Delete request(s).
*Once requests have been approved and forwarded, user will not be able to edit or delete requests.

Search Results tab

2. Enter a student’s information in the Student Search, and the search bar will expand based on the information entered.

Typing numbers into the Student Search field

3. If no requests have been submitted for that particular student, no results will be shown in the table.

Filtering search results

4. Search results can be filtered to Open Requests, Pre-Approved, or All Requests just as the other tabs can.

5. Search results can also be filtered by the College or Department of the request.  You may choose any single College or Department.  Additionally, you can choose to filter to only the requests for any College or Department you are assigned to.  By default, you will be shown results for Departments to which you are assigned.  To change this, simply make a new selection from the pull-down menu.

Department listing pull-down menu

2.1.4 Filtering Results

1. With all request tabs, you have the option of changing the results to show only “Pre-Approved Requests” or “All Requests” by changing the Filter option above the list of requests.

Open, pre-approved, and all requests buttons

2. Showing “All Requests” will display both active and completed requests.  Approved Requests will display with a check mark in the status field, while denied requests will display an “X”.  Pre-approved requests will display an exclamation point within a triangle.

All Requests search filter

Approval process icon key

3. You can also filter to a specific student by using the Student Search box above the list of requests.  You can search by any of the following pieces of data:
a. Student ID – the nine digit student ID formatted without dashes.  For example: 999999999
b. Access ID – the PSU user ID given to students.  For example: abc1234
c. Last name of the student

Student Search text box

4. You may type or paste any of the information into the box.  As you type, the system will search student records and present students matching what is in the box, as shown below.  At any point, you can click one of the entries to apply the search for that student.

Entering numbers into the student search field

5. To remove the filter, press the “Reset” button.

Resetting the student search field

2.2 Approving Requests

In the My Request page, a department head or dean can review the request submitted.
1. View the request by clicking any of the links below.

Request view options

2. Enter Comments or select a Predefined Comments from the pull-down menu.

Predefined comments pull-down menu

a. Additional comments can be added if necessary.

Additional comments text box

3. After comments are added, the user can choose Save for Later, Deny Request, or Approve and Forward options to complete the review process.

*Different options may be available based on your college’s rules.

Save For Later, Deny Request, and Approve and Forward buttons

4. The page will redirect to My Request after one of the options has been selected.

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