Requests are submitted through the CLC system in the following scenarios:

• Updating levels or double counting courses in approved combination programs.
• Requesting additional course levels so they can apply between degrees and certificates programs that are at different levels.
• Reserving a course to use towards a student’s future degree.
• Undergraduate students enrolling in a graduate course. (Available early Fall 2024)

Requests can be submitted by advisors provided they have "Advising" tab access and are linked to the program selected in the request.
 
Approval access at the department head, advisor, or dean level requires specific security groups which are requested through Primary Authorizing Agents (PAA).

Role	Security Group
Department Head	G_REGI_CLC_DEPT_HEAD
Advisor	G_REGI_CLC_ADVISOR
Dean	G_REGI_CLC_DEAN

 
The CLC system can be accessed by staff in Howdy through the workflow menu on the Howdy Dashboard.

Users can track requests for their students or cancel pending requests they initiated. Users may also have roles to approve or deny pending requests. Users can access pending CLC requests through the “Workflow” menu in the Howdy Dashboard. This option will allow a user to search through the following statuses:

• My Queue – requests a user needs to review (approve/deny).
• My Submitted – requests submitted by a user.
• Any Status – allows a user to see all requests for students in their department/college, or that involve their department/college.

Tracking Requests

Users can view pending and completed CLC requests by selecting either “My Submitted” to view requests that were initiated by the user, or “Any Status” to view all requests involving the user’s department/college.
 
Filters are available to allow users to search by the following criteria:

Activity Date	Last action taken on a request.
Status	INREVIEW: will include the workflow step a request is currently in. APPROVED – Pending Final Grades: request to apply multiple levels to a course has received all approvals and will be updated once the course grade rolls to history. DENIED: Request was denied at some point during the workflow. CANCELLED: Request was cancelled by the requestor or the system at some point during the workflow. COMPLETED: Request has received all approvals and requested changes are visible on the student’s record.
Student Name	Search by student name or UIN.
Stu Coll	Student’s primary college.
Stu Dept	Student’s primary department.
Crse Term	Term student completed/enrolled in requested course.
Crse	Course included in the request.
Deg Cand?	Student has an active graduation application for a degree and/or certificate (Search by Y for “Yes” or N for “No”).
Intl	International Student (Search by Y for “Yes” or N for “No”).
Ath	Student is an athlete (Search by Y for “Yes” or N for “No”).
FA	Student is a financial aid recipient (Search by Y for “Yes” or N for “No”).
Requested Date	Date request was initiated.

Users can view requests for students in their department or college, or if their department or college was included in the workflow.
 
Each request will have a section for workflow history showing when and who took action on a request (APPROVED, DENIED, or CANCELLED). 
 

Reviewing Requests

Users may need to review a request and provide an approval or denial decision if their department/college is associated with the request itself. To review requests, select “My Queue”.

1. Double click a request to open it.
2. After determining if the request will be approved or denied, select the corresponding option in the “Action” field.
   1. If denying the request, a comment is required.
3. Click Submit.

Cancelling Requests

Users can cancel a request they initiated while it is still in-progress. To cancel requests, select “My Submitted”. Once you have identified the request that needs to be cancelled, double click to open it. In the “Action” field, select “Cancel”, provide a comment, and click Submit.

Requests for approved combination programs can be submitted once the student is admitted into both programs. Advisors from either program can initiate requests and these will route to an advisor for the additional program for review and approval. 

Combination program requests can be submitted in the following cases.

• Double Counting a course between both degree programs.
• Changing a level on a course from one to the other.
• NOTE: If you are submitting a request to double count a course between a degree and certificate program that are at a different level, please refer to the section below for Additional Level Requests for Degrees/Certificates at Different Levels.

While submitting requests for combination program students, advisors will have access to see the total number of hours that can be double counted, how many hours have been double counted, and how many hours have been requested to double count within a pending request. Hours that are a part of a pending request will count towards the total number of hours that can be double counted. 
 
The requested changes to the levels will be updated in Howdy once a request has received all necessary approvals. If an in-progress course is being double counted, it will move into a holding queue after final approval is given where it will be automatically processed once the grade for the course is rolled to history. 
 

Requests to apply a course between a degree and certificate, when those programs are at different levels, should be submitted by the certificate advisor. This would apply in a case such as a student pursuing an undergraduate level degree and a graduate level certificate that wishes to apply a course towards both programs. 
 
NOTE: When the certificate advisor is submitting this request, they should select the certificate program on “Step 3: Select term and curriculum,” when creating a CLC request. 
 
The request will route through advisors in both programs for approval. The requested changes to the levels will be updated in Howdy once a request has received all necessary approvals. If an in-progress course is having an additional level added, it will move into a holding queue after final approval is given where it will be automatically processed once the grade for the course is rolled to history.
 

Requests to reserve a course a student is currently enrolled in, or has completed, towards a student’s future degree will be submitted by their primary advisor. 
 
When submitting these requests, advisors should give extra attention to degree candidates. If a student is applied to graduate in the current term, and this course is being reserved for a future degree program, these requests should be completed prior to the degree candidate grading deadline as posted on the academic calendar.
 

Functionality for this process will be released in Phase 3 of the CLC project in early Fall 2024. More information will be posted once this functionality is available.