Exception Registration Submission Instructions
Requests for Exception Registrations can be submitted by a department on a student’s behalf to add, drop or resign a course after the add/drop period has ended.
1. Navigate to the Exception Registration Request portal.
You will need your UBIT name and password. Click on the Submit Request tab. Enter the student's full name, UBIT, or person number, select the student, and click Go to Request.
Important Notices
- Exception registration requests for a future term may only be submitted on or after the student’s enrollment appointment start date. This form is only available during valid registration dates and closes after the add/drop deadline for the given semester. Students who applied for graduation will not be able to request exception registration for any semester beyond their graduation term.
- If a student has a registration hold, you may receive a warning message when submitting the request. The message does not stop you from submitting or approving the request. However, the enrollment may not be processed by the Office of the Registrar until the student’s hold has been resolved.
2. Select the semester, subject, course number and reason for the request.
Select the Reason for Request and enter the justification for the exception registration in the box. You have the option to utilize the Document Upload to add any supporting documentation if applicable. Click Submit.
After the exception registration reason is selected, a message will display acknowledging student consent.
Once submitted, a message will be displayed acknowledging the successful submission of the request.
3. Email notification step.
Students will then receive an email notifying them of the exception registration requested on their behalf and requiring them to sign off on the consent to move forward. Once a student submits this consent, it will notify the requester so they can continue to step 4. This student consent screen is displayed below.
4. Submitter updates the request in the portal.
The submitter can then navigate back to the Request Table in the Exception Registration tool. You may need to adjust the filters to view additional terms, subjects etc. Click on Update to populate the table below.
Select the applicable request in the table and click on the blue square icon to open the request.
5. Add approver to the request.
Once the request opens, send the request link to the primary instructor for approval by adding participants. Type the participant’s name directly into the Participants box. Select the approver’s name and then click on the blue plus icon.
6. Select the invitation template.
A new Add a Participant window will open. Click on the drop-down menu to select the invite template. You may send the template or add/modify the text provided before sending. Click on Preview to preview the message or Send to send the invite email. Participants will receive an email when they have a pending request that requires their attention or updates have been made to the original requests. The email will contain a link that will take them directly to the request.
7. Add comment to approve or deny request.
The faculty member approves or denies the request by adding comments in the comments field and clicking post to send an email to all participants (Email Participants checkbox must be selected). Students cannot see these comments.
8. Add additional approvers as required.
Repeat the above steps to add additional approvers as required. To determine the appropriate approval process, refer to the guidance outlined within the exception registration request within the below headings.
9. Update the request status.
Once the request has been approved, the final approver should change the Status of the request to Approved, and then click the blue Update button. They should then add REG-EXCEPTION as a participant by repeating steps 4 & 5 above. This will notify the Office of the Registrar that the request is approved and ready for processing. The Office of the Registrar will review the request to confirm that it meets the acceptable policy criteria and will send an email to the student indicating if the request was approved or denied. If approved, the Office of the Registrar will process the request in HUB.
10. Office of the Registrar reviews and processes request.
The Office of the Registrar will update the status of the request as applicable to either Declined or Processed by OOR.
