Registrar Information for Faculty

Begins Wednesday, August 26

• Student start times on August 26 are staggered based on class year and last name (schedule in link below)
• Students can add courses that do not require instructor permission through Wednesday, September 2.
• Students may request instructor permission to add a course using the Drop/Add request form through 11:59 p.m. Friday, September 4. Any requests submitted after September 4 should be acted on as soon as possible, but students have been warned that action may not be taken in time.
• Students who requested instructor permission by Friday, September 4 may finalize their changes through September 7.
• Students may drop courses online through September 7.
• Students must finalize all changes by 4:30 p.m. on Monday, September 7.

Override Request form: If instructor permission is needed, students must request it using the Course Restriction Override request form. (The form link is on the student Drop/Add web page linked below.) Emailed permissions are not accepted. See the Course Restriction Override Request Processing section below for tutorials and more information on how to approve/deny these requests.

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Additional Drop/Add Information 

Click here to code your course "Instructor Permission Required During Drop/Add" by Friday, August 21. If coded, students will not be permitted to add your course until/unless they obtain your approval through the Course Restriction Override Request form, even if seats are available.

Things to Note:

• While it may be appropriate for upper-level courses to be restricted, we encourage faculty members to leave introductory-level and CORE courses available for online drop/add.
   
• If you want to code your course, the above form should be completed by Friday, August 21 to give the registrar's office time to process all coding requests. If you have any questions, please contact Sue Burdick (sburdick@colgate.edu).
   
• If you choose to have your course coded, no student will be able to add open seats online until/unless you grant permission through the Course Restriction Override Request form. (See "Granting Permission" below for details.)

Approve a Course Restriction Override Request

Students are expected to use this form only if they are not eligible to register themselves online. If submitted, you will receive an email notification that a request is pending and be asked to take action. If approved, the student's record will be coded according to the approval you indicate. Then the student will need to log into the portal to complete their registration. See the next section for tutorials on how to manage these requests.

Reasons student may request an override:

• Class Year Restriction: The student's class year prevents registration
• Major Restriction: The course is only available to coded majors or minors
• Missing Course Prerequisites: A student doesn't meet one or more of the pre-reqs
• Course Closed: No seats available - student is requesting to over enroll the course
• Reserved Seats Full: No seat available in the student's reserve category - student is requesting to over enroll the course
• Instructor Permission Required During Drop/add: You opted to control your own roster during drop/add
• Repeat Course: A student previously earned a grade of  C+ or lower

Students are expected to use the Course Restriction Override Request form to request permission to register for a course they cannot add online. Emailed permissions are not accepted. Please direct any student requesting permission to submit the Course Restriction Override Request form. 

• Students may begin submitting Drop/Add Requests before the start of Drop/Add. You are encouraged to take action as soon as possible. If approved, students will be able to make the schedule changes when their time begins on Wednesday, August 26.
• Students who need permission are expected to submit the form no later than Friday, September 4, however, the form will still be available to submit through the end of Drop/Add. Requests received after September 4 should be processed as soon as possible, but students have been warned that action may not be taken in time.
• Faculty should approve requests as soon as possible but are asked to take action no later than September 6 to allow students time to finalize the drop/add process by September 7.  

How to approve/deny Course Restriction Override Requests:

You will receive a notification email for each request. Watch our video tutorial and/or read the instructions below to learn how to approve/deny these requests.

Accessing Drop/Add Requests in OnBase:

1. Easy: Click the link in the email notification to open Workflow. Sign in using your Colgate credentials. If the list of forms doesn’t show up automatically in the top right pane, click the appropriate bucket on the left (e.g., Lecture Only Faculty Approval) to bring up the available forms for review.
2. Moderate: Log into OnBase, click the menu icon next to “Custom Queries” at the top left,  select “Open Workflow,” click the arrow next to “REG-Drop/Add” to expand the section. Click on the appropriate bucket (e.g., Lecture Only Faculty Approval) to bring up the available forms for review.
    

Processing:

1. Click on the form you want to review. (If needed, drag the divider bars to adjust the pane views to your liking.)
2. After you click on a form, the student’s submission is visible in the bottom pane. This information includes basic student information (name, class, etc.), the reasons why the student is requesting permission, and any notes they may have written.
3. Once you are ready to take action, click the “Review and take action” button, located at the bottom of the top pane. 

1. Once you click, your action form will open in the top pane. (Drag the divider bars to adjust your view again, if needed.)
   1. If you decide you aren’t ready to make a decision after you’ve clicked the Review button, you can close the review by clicking “Discard and Cancel” on the right. You will be taken back to the form list. Once you are ready, you can click the Review button again.
2. Indicate your decision by clicking the appropriate boxes, located under the course information
   1. Note: If the student has checked the "Course is closed" or "Reserved Seats Full" reasons then they are asking to over enroll the course. If you choose the "Full approval, without over enrolling" they will not be able to register unless a seat becomes available. If you want them to over enroll then you must select "Full approval." This will ensure the student can register now. If you do not want the student to over enroll the course then you should deny their request.
3. You can include a note to the student, if desired, in the box provided.
4. Click submit. You will be taken back to the workflow and the finalized request will be gone. You can then take action on any additional requests that might be in your workflow – or close out of the window if you are done.
   1. If you approved the request, the registrar’s office will be notified and will code the appropriate overrides as soon as possible, typically within one business day.
      1. Once the registrar’s office has coded the specified overrides, the student will receive confirmation that they are eligible to register for the course online. The student will not be officially registered until they go online and add themselves to the course.
   2. If you deny, the student will receive an email with the decision and be told to contact you with any questions. (If you subsequently decide to allow the student to register, they will have to submit a new request.)
5. Contact the Registrar’s Office with any questions: registrar@colgate.edu or 315-228-7408

There are resources available to help first-years navigate Drop/Add processes and policies. If you are an FSEM instructor or are helping a first-year navigate Drop/Add, be sure to point them to these resources. 

First-Year Student Drop/Add web page

Drop/Add Instructions and Tips for First-Year Students

Office of the Registrar Staff

All final grades must be submitted online via Faculty Dashboard in the portal. 

Senior grade deadline – Monday, May 11, 9:00 a.m.

It is imperative that senior grades be received by this deadline in order to allow time to complete a final graduation audit for each student, determine University Honors, and print an accurate Commencement program.

Non-Senior Grade deadline –Tuesday, May 19, 9:00 a.m.

This is a firm deadline. Late grades create considerable problems for students and university offices, and can delay the academic review and petition processes. 

The registrar’s office will roll grades on Monday, May 11.

Banner does not allow grades to be rolled by class year. Therefore, once they are rolled, all grades entered on or before May 11 will be visible to students of all class years. After May 11, the registrar’s office will not roll grades again until after the non-senior deadline (May 19). Thus, grades submitted by faculty between May 12 and May 19 will not be visible to students until after May 19. 

Access Banner Self-Service final grade entry from the Colgate portal (portal.colgate.edu).

Submit Grades (instructions with Screenshots)

Mass import of grades (instructions with screenshots) 

Grade entry instructions

1. After logging into the portal (using your network log in and password), click on Faculty Toolbox quicklink at the top of the page and select Submit Grades. Alternatively, you can beging typing "submit grades" into the search bar and you can select the Submit Grades result.
   1. If the current term is not displayed, use the search box on the far right of the page to type in the term. Be sure to type out the whole term (e.g., Spring 2026). You can also sort by the Term or Record columns.
   2. For team taught courses: Only the primary instructor is permitted to enter grades. If the course does not display in your list it is because you are not coded as the primary instructor. Please call or email the registrar’s office (x7408 or registrar@colgate.edu) if this needs to be changed.
2. Click on the course to display the roster below (you may have to scroll down to view).
3. Select the grade for each student from the corresponding drop-down menu. Please enter a standard letter grade for each student. If needed, the registrar’s office will convert standard letter grades to S/U, as appropriate, before posting grades to the students’ records.
4. Please click Save (at the bottom) every few minutes to save your entries. If you want to confirm that the grades have been saved, you can exit and return to faculty dashboard, then re-select the course to verify final grade entry. Saved grades will display in the roster at the bottom of the page.
   1. The column labeled "Grading Status" reflects whether any grades have been entered on the roster. The status will state "In Progress" as soon as the first grade is entered. Once all grades are entered, the status will change to "Completed."
   2. The column labeled "Recorded" is referencing the process completed by the registrar's office after the grade deadline. The status under that column header will state "Not Started" until that process is complete, usually a day or two after the grade deadline. Once it says "Complete," students will be able to see their grades online.

Allowable Grades

Grades are to be reported as follows: A+, A, A-, B+, B, B-, C+, C, C-, D+, D, D-, or F. Please note item 5 above concerning S/U grading. For a complete description of Colgate’s grading policies, see the current University Catalogue  or the Faculty Handbook.

Incompletes

Grades of I (incomplete) cannot be submitted online. Incompletes are reported to the registrar's office by the administrative deans. An incomplete is given only when the cause is judged to be sufficient, such as the result of an illness or an absence due to an emergency, and only after consultation with the student’s administrative dean. If a student in your course has been approved for an incomplete and it does not appear on the online grade roster, please contact the student’s administrative dean.

After grades are rolled, a faculty member can access the Grade Change request form or submit a grade for an issued Incomplete through the portal. The Grade Change form is available on the regular portal roster, NOT the Submit Grades roster.

1. After logging into the portal (using your network log in and password), click on Faculty Toolbox at the top of the page and select Faculty Dashboard. Alternatively, you can beging typing "faculty dashboard" into the search bar and you can select the Faculty Dashboard result.
2. In the Faculty Dashboard, the current term should be the default term. (If not, please select the current term from the drop-down menu.) Your courses will appear under the Course Listing for [Term] heading.
3. Click on the course title to bring up the class list.
4. In the class list (not the submit grades roster), use the Grade Change icon (last column, next to the student email address, you may have to scroll over) to access the grade change form. If you click the Grade Change icon before the grade is rolled, you will be alerted to use the Grade Roster to make updates. Once the grade is rolled you will be taken to the appropriate grade change form, based on the recorded grade. 

Director's courses and pre-determined electives must be approved courses that are active or still within the mothball window during the term being offered. If you have questions about the viability of existing courses (e.g., they might be "No longer offered") then you should check in with the Deputy Registrar, Sue Burdick (sburdick@colgate.edu), beforehand. If you are designing a new course, it must go to the Curriculum Committee for approval before it's offered (and preferably before it's advertised to students). 

The registrar's office will use the off-campus study flyers to create courses for the study group. Any changes to courses listed need to be communicated to the registrar’s office (director's courses have load card implications). Typically, the registrar's office will reach out to confirm the courses prior to creating them and registering students, but communicating ahead of time is appreciated. 

Registration Process

• The registrar's office will register students for the director’s course(s) and any pre-determined electives or an elective placeholder course and will communicate with students about what they are being registered for and any additional steps they need to take, if applicable.
• Students will not register themselves at Colgate for any of their study group courses and will have a course registration hold for the semester they are with their study group.
• If students register for any direct enrollment courses, the registrar's office will work with students to determine eligibility.

Regulations

• A normal course load on a Colgate study group is four courses, unless a fifth course is a required part of the program.
  Any deviation from this normal requires pre–approval first from the director of the study group, the director of off-campus study and the Associate Dean of the Faculty for Global and Local Initiatives.
  If the student’s credit total for the term will be 5.50 or above, permission from the Dean of Academic and Curricular Affairs is also required.
• The use of the satisfactory/unsatisfactory (S/U) grading option for study group courses is highly discouraged. Requests for the S/U grading option for study group courses must be approved by the director of the study group, the director of the office of off-campus study and the associate dean of the faculty for global and local initiatives.
• Students cannot take a course during the study group semester with a Colgate faculty member who is not on the study group with the student.
• Physical Education courses should only be taken at Colgate.

Colgate academic regulations, registration changes, and drop/add deadlines for a term apply to students participating on Colgate-sponsored off-campus programs (study groups and extended study).

Colgate study group students who enroll in a host university will also need to comply with the host university’s academic regulations and registration requirements. Students making changes to their curriculum must seek Colgate approval (as outlined on our web page) before making final course selections. Any changes to their course selection must be communicated to the registrar’s office before the semester ends. 

Any senior participating on a Colgate study group (or extended study) in their final semester will graduate at the first degree conferral date after the registrar’s office has received the official transcript and confirmed graduation eligibility. This typically means that a senior who opts to participate will have their graduation date extended. Students with questions about this should contact the registrar's office (registrar@colgate.edu).

• All study group director’s courses grades should be entered on the portal no later than 10 days after their program ends.
• If there are any issues that prevent a director from submitting a student's grade for any reason, the director should contact the student's dean and the registrar's office as soon as possible.
• Students who take direct enrollment electives must have a transcript from the host institution sent directly to the registrar’s office for processing.
  • Each host institution handles this slightly different so the  off-campus study program manager will guide students on this process.
     

Visit the Curriculum Committee web page for complete information on proposing new courses. 

Electronic permission forms are hosted through OnBase. These forms help facilitate registrar-related permission/approval processes between students and faculty and replaces paper forms that required faculty signatures. 

Please note that these online forms are not intended to replace the usual advising process that faculty signatures were designed to facilitate. Students are still encouraged to have conversations with faculty prior to submitting the forms, though it's reasonable to expect that some of the conversations may now take place after the form is submitted and before you take action. 

Students who cannot register for a course online due to one or more restrictions are expected to complete the Course Restriction Override Request form (available on the Registration Information or the Drop/Add web pages). The instructor will receive an email notification if a student submits a request. 

Approve/Deny Instructions:

• Click the link in the email notification. (Please use a non-mobile device to avoid issues.)
• If prompted, log in using your Colgate credentials.
• If you have more than one item, you can select the one you want to review by clicking on it in the top pane.
• You may need to adjust your screen to better view the bottom pane containing the submission information for the student. To do this, hover over the horizontal line splitting the panes and drag your cursor up to expand the lower pane.
• After you've reviewed the information in the bottom pane, you can take action by clicking the "Review and take action" button, located just above the mid divider bar. This will open your action options in the top pane. Again, you can drag the divider bars to adjust your view.
  • If you decide you are not ready to take action, you can click the Discard and Cancel button on the right.
• If you are ready to act, select the appropriate check box to indicate your decision.
• If you deny, the student will be notified and will not be eligible to register. Click Submit to finalize your decision.
• If you approve,  you'll be prompted to specify what type of approval you are giving:
  • Override only requested restrictions
    • Use this approval to give the student permission to register based on the reasons they selected. If there are additional restrictions not indicated, the student may not be eligible to register without additional approval.
  • Override all restrictions except max enrollment limits
    • Use this approval to give the student permission to register despite any and all restrictions, except for max enrollment. The student will only be eligible to register if a seat is available.
  • Override all restrictions, including max enrollment limits
    • Use this approval to give the student permission to register for any and all restrictions and permit them to over enroll the course if a seat is not available. (Note: giving a student permission to over enroll the course does not adjust the max cap, it lets the student register despite the max cap. If the course is over enrolled and a student drops, no other student will be able to over enroll without permission.)
• Click Submit to finalize your decision.

What happens next:

If you approved, coding will be added to the student's record according to the approval given. Once the coding is added, the student will be notified by email and instructed to register themselves online. Once they are registered you will see them on your portal roster. 

If you have any questions or concerns, please contact the registrar's office (registrar@colgate.edu). 

The grade change form is available in the class roster in the portal.

1. Log into the portal.
2. Navigate to the regular class roster in Faculty Dashboard (not the Submit Grades roster).
3. Each student has a unique Grade Change icon located in the far right column, just after their email address. You may have to scroll over to view it.
4. After you click the icon, you will be taken to the appropriate grade change form, based on the student's recorded grade.

Incomplete/NG Grade Submission:

The grade change form is used to submit the final grade for a student who was issued an incomplete.

• Access the grade change form as described above.
• Select the final grade from the drop down menu.
• Click submit.

What happens next:

No other permissions are required so the registrar's office will be alerted to your submission and will update the student's grade accordingly. The student will be notified when the change has been processed by the registrar's office.

Formal Grade Change Requests:

Grade changes are instructor initiated and must be approved by the appropriate chair/director and the Dean for Academic and Curricular Affairs.

Instructions for Instructors:

• Access the grade change form as described above.
• Select the new grade from the drop down menu.
• Enter an explanation/rationale for the grade change (you can also attach a document, if needed).
• Select the relevant chair/director from the drop down list.
• Click Submit.

What happens next:

The chair/director will receive an email and be prompted to take action on your request. If denied, you'll be notified by email. If approved, it will be sent to the Associate Dean of the Faculty for Curricular and Academic Affairs for final approval. You will receive an email when the dean takes action. If it's approved, the registrar's office will be notified. Once the grade is changed, the student will receive an email notification. 

NOTE: There are some instances when you will not be permitted to submit a grade change request. If the student is not eligible for a grade change, you will be directed to a page explaining why you cannot access the form. Possible reasons include: the grade hasn't been rolled yet and is still available on the Submit Grades roster and/or the student has a status (e.g., withdrawn) that prevents changes to their academic record. 

Instructions for Chairs/Directors:

When an instructor submits a grade change, they choose which chair/director to send it to. If you think you received a request in error, you can deny it and provide that explanation in the notes box. The instructor will see the information in the email they receive. They can submit again choosing the appropriate chair. 

• Click the link in the email notification. (Please use a non-mobile device to avoid issues.)
• If prompted, log in using your Colgate credentials.
• If you have more than one item, you can select the one you want to review by clicking on it in the top pane.
• You may need to adjust your screen to better view the bottom pane containing the grade change information. To do this, hover over the horizontal line splitting the panes and drag your cursor up to expand the lower pane.
• When you are ready, you can take action by clicking the Review and Take Action button, located just above the mid divider bar. This will open the action form in the top pane.
• Choose your action (approve or deny) and click Submit. You can also write notes that will be visible to the instructor, Dean of Academic and Curricular Affairs, and the registrar's office, if needed. 

What happens next:

• You and the instructor will receive a confirmation email with your decision indicated and, if approved, the form will be sent to the Dean of Academic and Curricular Affairs for final approval.
• If the dean denies, the chair and instructor are notified.
• If the dean approves, the instructor, chair, and registrar's office are notified.
• Once the registrar's office processes the grade change, the student will be notified.

Students initiate the independent study application process. They are expected to reach out to the instructor they hope to serve as their faculty adviser prior to submitting the form, to discuss the topic, methodology, and the means of evaluation. They can navigate to the independent study form from the registrar’s website, under Forms. The deadline for submitting an independent study form is the last day of drop/add.

The student will enter the term and subject and will indicate if this is an honors course. They will indicate the course credits (1.00 or .50) and the course length (full term, first half-of-term or second half-of-term). They will then enter a title. Course-specific titles for independent studies can be up to 24 characters long, e.g., GEOL 491 AL - Indp: Antarctic Paleoclimate. They will select the faculty adviser from a dropdown list. Finally, the student will enter or upload a course description.

You will receive a notification email when an independent study form has been submitted that requires your attention. See below for processing instructions.

Please keep in mind that while independent study courses are not offered to students free of charge, faculty advisers do not receive additional compensation for supervising an independent study. You can find more information on the Independent Study Guidelines webpage or by reaching out to the Office of the Registrar at registrar@colgate.edu or 315-228-7408.

Instructions for Faculty supervisors:

• Click the link in the email notification. (Please use a non-mobile device to avoid issues.)
• If prompted, log in using your Colgate credentials.
• If you have more than one item, you can select the one you want to review by clicking on it in the top pane.
• You may need to adjust your screen to better view the bottom pane containing information from the student. To do this, hover over the horizontal line splitting the panes and drag your cursor up to expand the lower pane.
• Begin by clicking the "Review and take action" button, located just above the mid divider bar. This will open your action options in the top pane. Again, you can drag the divider bars to adjust your view.
• If you decide you are not ready to take action, you can click the Discard and Cancel button on the right.
• In the top pane, select the appropriate check box to indicate your decision.
• If you deny, you may leave a comment for the student and click Submit. This will end the workflow and no further action will be available on the request. The student will be notified of your decision and will be instructed to contact you with any questions.
• If you approve, you will be prompted to enter the course number.
  • Level typically corresponds to the student’s class year (e.g., juniors 391, seniors 491).
  • Use “Other” when it’s a Z course (independent version of a regularly-offered course), or if it’s honors and your department has a designated number.
• Indicate if the course should be coded for honors.
• You can adjust/correct the subject code, credits, and term length entered by the student, if needed.
• The chair/director information is preselected based on subject code.
  • If you need to change the person indicated, click the box below chair name and select the appropriate person from the list.
• You may leave any notes to the student or the registrar’s office, as needed. The chair/director and the registrar’s office will see all notes. Students will only see the notes written to them.
• Click the “Save and Submit” button to send it to the chair/director.

What happens next:

• You will receive a confirmation email with your decision indicated.
• You can also view the status of the form by clicking the link in the confirmation email.
• If you approved, the chair or director you indicated will be notified they have a form to review.
• If the chair approves, the registrar’s office will be notified and will process the form as soon as possible.  
• If the chair denies the application, you and the student will receive an email notification. The student will be instructed to reach out to you with any questions.
• Once processed, the student will receive an email notification prompting them to register for the course.
• If, for any reason, the registrar’s office is unable to process the application, you, the student, and the chair will be notified.

Contact the registrar's office (registrar@colgate.edu or 315-228-7408)  if you have any questions or need additional help.

Instructions for Chairs/Directors:

Instructions for the chair/director follow very closely to the faculty supervisor instructions listed above. 

• Select “This Independent Study is Approved” check box to review the information submitted by the student and faculty supervisor. You may make any adjustments/corrections as needed.
• If you approve, click submit to officially approve the application.
• If you deny, you can change your response by clicking the check box that says “This Independent Study is denied.”
• If needed, add comments to the student or the registrar's office before submitting. The registrar's office will see all notes, the student will only see notes to them.

What happens next:

• You will receive a confirmation email indicating your decision. You can also view the status of the form by clicking the link in the confirmation email.
• If you approved, the registrar’s office will be notified and will process the form accordingly.
• Once processed, the student will be prompted to register themselves.
• If, for any reason, the registrar’s office is unable to process the application, you, the student, and the adviser will be notified. 

Students are expected to reach out to the faculty member they hope to have serve as their adviser PRIOR to submitting a declaration form. If you receive a declaration form from a student you haven’t previously spoken to, feel free to reach out to them prior to acting on their request.

You will receive a notification email when a major or minor declaration form has been submitted that requires your attention. The email will contain a link to access the form so you can take action.

View our video tutorial or review the instructions below for acting on major/minor requests.

Instructions for Advisers:

• Click the link in the email notification. (Please use a non-mobile device to avoid issues.)
• If prompted, log in using your Colgate credentials.
• If you have more than one item, you can select the one you want to review by clicking on it in the top pane.
• You may need to adjust your screen to better view the bottom pane containing declaration information for the student. To do this, hover over the horizontal line splitting the panes and drag your cursor up to expand the lower pane.
• After you've reviewed the information and had any relevant discussions with the student, you can take action by clicking the "Review and take action" button, located just above the mid divider bar. This will open your action options in the top pane. Again, you can drag the divider bars to adjust your view.
  • If you decide you are not ready to take action, you can click the Discard and Cancel button on the right.
• If you are ready to act, select the appropriate check box to indicate your decision.
  • If you deny, you may leave a comment for the student and click Submit. This will end the workflow and no further action will be available on the request. The student will be notified of your decision and will be instructed to contact you with any questions.
  • If you approve, you will be prompted to select the appropriate chair or director to have the request forwarded for final approval.
  • You may leave any notes to the student or the registrar’s office, as needed. The chair/director and the registrar’s office will see all notes. Students will only see the notes written to them.
• Click the “Send to Chair/Director for Approval” button to submit.
  
  What happens next:
• You will receive a confirmation email with your decision indicated.
• You can also view the status of the form by clicking the link in the confirmation email.
• If you approved, the chair or director you indicated will be notified they have a form to review.
• If the chair approves, the registrar’s office will be notified and will process the form as soon as possible.  
• If the chair denies the declaration, you and the student will receive an email notification. The student will be instructed to reach out to you with any questions.
• Once processed, you will see the student on your advisee list in Adviser’s Dashboard in the portal and the student will receive an email notification.
  • If, for any reason, the registrar’s office is unable to process the declaration, you, the student, and the chair will be notified. 
    
    Contact the registrar's office (registrar@colgate.edu or 315-228-7408)  if you have any questions or need additional help.

Instructions for Chairs/Directors:

• View the Chair video tutorial for visual instructions. Written instructions for the chair/director follow very closely to the adviser instructions listed above, the only difference being that they don't have to choose a person to send it to. Select the appropriate decision check box and click submit.
• If needed, add comments to the student or the registrar's office before submitting. The registrar's office will see all notes, the student will only see notes to them.

What happens next:

• You will receive a confirmation email indicating your decision. You can also view the status of the form by clicking the link in the confirmation email.
• If you approved, the registrar’s office will be notified and will process the form accordingly.
• Once processed, the student will appear on the adviser’s list in Adviser Dashboard in the portal and the student will receive an email notification.
  • If, for any reason, the registrar’s office is unable to process the declaration, you, the student, and the adviser will be notified. 

OnBase Navigation:

We have tried to optimize the email notifications to make it easier for you to act on each request. However, you can also log into OnBase directly to view all of your outstanding items.

• After logging in, click on the menu icon (≡) on the top left and choose "Open Workflow." This will bring up a new window displaying all of the workflows you have access to.
• Click the arrow (>) to the left of each workflow to expand the selection.
• If you have an outstanding item, the relevant workflow will be bold and show a count of remaining items.
• Click the name of the workflow to display the contents.
• Click a form to view the information and make a decision.
   

If the link in the email notification is not bringing you to the appropriate form, please try one or more of these options to access it:

1. Use an incognito/private window.
   1. Right click on the link in the email and copy the link address.
   2. Paste the url into an incognito/private window.
   3. This typically resolves most issues and allows you to take action on the request.
       
2. Clear your cookies and/or cache.
   1. The instructions vary by browser, but generally you can clear your cookies and cache by accessing the Settings page in your browser.
   2. If you are clearing your cache/browser history, you should clear back to before you last successfully accessed an OnBase form.
       
3. Navigate to OnBase directly.
   1. After logging in, click on the menu icon (≡) on the top left and choose "Open Workflow." This will bring up a new window displaying all of the workflows you have access to.
   2. Click the arrow (>) to the left of the relevant workflow to expand the selection.
   3. If you have an outstanding item, the relevant workflow will be bold and show a count of remaining items.
   4. Click the name of the workflow to display the contents.
   5. Click a form in the top pane to view the information and take action.