The Credit for Prior Learning (CPL) Form should be submitted by a department on behalf of a student. If you are a student, please contact a department representative and communicate your request for Credit for Prior Learning. Some circumstances may allow departments to authorize students to complete the form on their own.
This form is used for Credit for Prerequisites Not Taken, Course Challenge and Prior Learning Portfolio options of CPL. Learn more about these types of credits on the CPL webpage.
For instructions on filling out the ServiceNow form, please review the instructional video or how to guide provided on this webpage. For additional assistance please contact regmail@boisestate.edu.
ServiceNow Process Overview
After the department submits the ServiceNow Credit for Prior Learning Form, it will be automatically sent to the requested approvers via email. They will then be able to review and approve the form. After approval, the approvers and the requestor will be sent a copy of the completed form that will need to be manually forwarded to specialregistrations@boisestate.edu.
Payment: Please note that payment must be done as a separate process.
A question in the form asks if payment has been made- please answer with yes or no. If no, please follow up with an email to the appropriate people and/or follow your department’s process for accepting payment.
Video Transcription
In this video I am going to teach you how to use the credit for prior learning form now that it is a ServiceNow form.
So, this should be filled out by the department on behalf of the student.
The first step is to enter the student ID number and then you can press tab and it should auto-populate the rest of the student information; including their name, address, phone number, and email address.
Then you’ll go down to the section two, which covers what type of credit you’re requesting and all of the other information that’s curricular. You’re going to go ahead and select your department. So, I would suggest entering in the first couple of letters of the department name and then selecting it from the list. You’ll select the type of prior learning credit; we’re going to say credit for prerequisite not taken. All of the workflow is the same by the way, but please choose the correct one here. And then going to request credit for the following semester and year. So use the radio button for the semester, type in the year, and then you’ll add the courses.
So, you’ll click add to add a course, then you’ll enter in the subject, catalog number, title of the course, and then if you have the information please enter the credits and the grade. Some types of credit for prior learning won’t have this information yet so they’re not required here, but if you have them please add them.
Then you can add more classes if you would like to. It’s the same process. So, I’m just going to show you really quick. And now you have multiple classes and you’ll keep doing that. You can use this to edit the row or remove it.
Then, this is where you are going to enter your approver. So, if there is someone who needs to look at this and approve it prior to it going to the Registrar’s Office you’ll enter their name here.
If there are two people who need to look at it, for instance a professor needs to look at it and then a department chair you would enter the professor’s information here and then the department chair here.
So, once you have all the information in here please review it, take a look at who your approvers are, make sure that their emails are matching, and then go ahead and click submit.
You should then receive, if you’re an approver, the email that’s requesting approval. So you should be able to look at the summary here, including all of the classes we put in. Decide whether or not you need to edit the form, which you’ll use this link for, if you would like to approve the form in ServiceNow, or whether you want to approve or reject it via email.
If you want to approve via email, you’ll click this button, and then you’ll click send and it should automatically update the status, and then send you a copy. You can do the same for rejecting. You can go ahead and amend the form by clicking this link here. And then if you scroll down, you’ll be able to make some edits to the different field; you can add or remove classes, and then you’ll click update to save those changes.
Once you have the form amended how you would like, you can go back to this original email and click to approve via email, or you can approve in ServiceNow by clicking this link. It’ll take you into the request in ServiceNow and you can approve or reject it up these corners here.
Once you approve it, you will be sent an email with the approved copy. If there are two approvers, a second approval email will go to the second approver.
Now the requester and approver will receive a final summary email that looks like this and includes instructions on what to do next. So it’s going to show that it has been approved up here. And then, in order to complete the form workflow I need to forward this summary email to specialregistrations@boisestate.edu.
You can also see that it has been completed. It’s been approved, and you can go ahead and forward it to special registrations to finish up.
How to Complete the Form
Required information not yet entered is listed in red on the right side margin of the form in ServiceNow, as pictured in the following screenshot.
To begin filling out the form: Enter the student ID and press tab. The rest of the student’s demographic information should auto populate.
In section 2, use the drop down to select your department, as pictured in the following screenshot.
Next, use the radio buttons to select what type of CPL is being used. Do the same for the semester and then type in the year. Ex: 2015
Click “Add” to begin adding classes. A pop-up will show up with subject, number, title, credits and grade fields.
Enter All Information
Please enter as much information as you have available. Some types of CPL do not have the grade or credit information when they are filling out this form. If you do, (such as in credit for requisite not taken) please enter it.
Enter the information and then click “Add”.
Click the “Add” button again to add more courses.
Courses by a Single Department
Please only enter the courses offered by a single department. If there are more classes from a different department, please enter them on a separate CPL form.
Alternative method to add classes: Upload course information or a full credit for prior learning PDF in the “add attachments” portion of the form.
If a department chair, or another approver, is necessary for the form to be processed, please enter their name in the dropdown box following “Is there anyone else who needs to sign off on this?”
Select their name.
Your information will automatically be entered into the form in the “Submitted by” field. This helps provide a point of contact for approvers if they have questions.
After you click submit on the form, it will automatically be sent via email to the approver you entered. Make sure their email address is correct before submitting.
If you need an additional approver (E.g. the form needs to be sent to a professor, and then to a chair) enter the second approver’s name in the second dropdown box before submitting.
Amending the form
Amending the form is not possible after it has been submitted. Please ask the approver to reject the request or delete it. After they have rejected or deleted the request, submit a new request that has the appropriate info.
Approve via Email
The approval email is a summary of the form and should have most of the information needed for review.
Use the “Click here to approve XXXXXX” link to approve via email. A new email will pop up, pre-populated with information. Sending the email will approve the form. You will then receive a copy of the approved form.
Approve via ServiceNow
If you do not want to approve via email, you can approve via ServiceNow. Click on the underlined link located next to “if you would like to approve the form in ServiceNow.”
Use the drop-down box under the approver name to select a status and then click update.
You can also add comments and see activities here. This link is solely to approve the form, not to view all the fields, which should show up in the summary or under the amend link.
Workflow
One approver:
The form will be sent to the first and only approver, at which point they can approve it via email or in ServiceNow. A copy of the approved form will be sent to the requestor and to the approver. To complete the process, the approver needs to forward the approved copy of the form to specialregistrations@boisestate.edu to finish out the workflow. We did not automate this step because some types of CPL require wait times, second approvers, etc.
Two approvers:
After the requestor clicks submit, it will be sent to the first approver. They will have the chance to review it, amend it if necessary, and approve it. After they click approve (via email or in ServiceNow), it will be automatically sent to the second approver. After the second approver has reviewed the form, they can approve it via email or in ServiceNow. The second approver will now need to forward the approved copy of the form to specialregistrations@boisestate.edu to finish the workflow.
Accidental submission, errors, etc.
Contact the approver to let them know you submitted the form by mistake or it had errors. The approver can reject the request or they can delete it altogether. OIT can also delete a request for you, if you are unable to contact the approver. Resubmit the form with the correct information.