The University course substitution form is required for students who have applied for graduation and have made changes to their academic plan on record.    In other words, once you apply for graduation the Major Form that was submitted with your graduation application must be completed as stated.  If you make changes to the courses that you complete, a substitution form must be approved by faculty advisors in the department and then submitted to the registrar for a formal change.

To submit this form for approval by a Health Science Faculty advisor you need to complete the University substitution form and attach a copy of your major form for advisor review.

Download the University Substitution Form here – http://www.sjsu.edu/registrar/docs/substitution_form.pdf

*Note* If you have not applied for graduation you do not need to submit a substitution form.

Example Form:

The University requires that you apply for graduation one or two semesters prior to your intended graduation date.  The graduation form is available online here – http://www.sjsu.edu/registrar/docs/grad_app.pdf.  This form also requires the completion of Department Major Form.  For more information on completing this form, please see this post.

Complete all required fields and submit your completed graduation application to the Health Science faculty advisors for approval at least 4 weeks prior to the deadline.

Current Graduation Application Deadlines

Following are some common errors:

• Graduation semester not selected or incorrect semester selected.  Please check the semester in which you intend to graduate.
• Degree objective.  All HS students are obtaining a Bachelor’s of Science – BS degree.
• Major.  Before submitting this form confirm that your declared major is correct.  For example, if you have completed the required courses for the Health Services Administration Concentration but your degree is still declared in Health Science (without the concentration) your declared major is simply Health Science.  If you want the concentration, you must declare the concentration.
• Non-SJSU work.  This is only for students who will be taking a course at another college and will be submitting transcripts for that course.  If you have no intention of taking courses outside of SJSU, leave this blank.
• Courses currently enrolled in.  Indicate the courses in which you are currently enrolled at SJSU.
• Signature.  Remember to sign your form before submitting.

The University has two forms that are used to submit a change to any part of a student’s declared academic plan: Change of Major/Minor Form with more than 90 units and Change of Major/Minor with less than 90 units. The correct form is required to change a major, change a concentration, or add a minor.

To determine the correct form you must determine the total number of units earned. To find this value, login to my.sjsu and view unofficial transcripts.  Scroll down to the most recent semester completed and look at the UE column of your transcripts.  If you have community college credits, be sure that you are counting only up to 70 units – see example B below.

Example A: No community college courses

Example B: Community college courses in excess of 70 units

Locate your transfer courses at the beginning of your transcripts.

Scroll down to your most recent semester completed for your unit totals.

The process for submitting this University form begins with the department that will be approving the change.   To add or change a declared major, concentration, or minor in Health Science, students should complete the correct form and then submit the form and all required paperwork to faculty advisors for review.   It is recommended that students submit forms 4-6 weeks prior to any due dates to ensure adequate time for review and revisions.

Please note the required paperwork with each form:

Less than 90 units earned

• Completed Change of major/minor form
• Copy of unofficial transcripts (current)

More than 90 units earned

• Completed Change of major/minor form
• Copy of unofficial transcripts (current)
• Personal statement explaining why you are changing your academic plan

Once submitted, a faculty advisor will review your forms and submit them to the next reviewer. If you have fewer than 90 units earned your form will go straight to the registrar for an official change to your academic plan.  If you have earned more than 90 units your form will need to be reviewed and approved by the department chair, the college dean, and then Academic Advising and Retention Services (AARS) before the registrar can make any changes to your academic plan.

The review process for changes to an academic plan with more than 90 units can take up to 6 weeks to complete.   In all instances, it is highly recommended that change of major forms be completed and submitted prior to earning 90 units.