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Substitution is the act of switching, replacing, or changing an item or a program with another from a suggestion and a request form. For this, educational institutions or schools use documents to proceed with a substitution process and transaction.

Substitution Request Form Sample

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Undergraduate Substitution Form

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Course Substitution Approval Form

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Transfer Credit & Course Substitution Form

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What Is a Substitution Form?

A substitution form is a type of education form that is primarily used for requesting a substitution procedure to be conducted in the school. Common users of the form are the school’s faculty members or teachers and the students who want to either substitute their course programs or name a substitute teacher to take on a class when the requester will be on leave. And just like any other forms, this document must be kept in the records of the administration in order to have an inventory form of how many processes or procedures have been transacted within a specific school year.

Why Is a Substitution Form Important?

Substitution forms are important to be created by the school administration for them to immediately know how to help a client or the user of the form. In addition to this, a substitution form will also gather the significant information of the client that are relevant for the administration to meet his needs. Without the form, effective communication will not be attained by the administration for their clients and staff, which can contribute to an unorganized procedure in addressing requests, transactions, and recording updates. you may also see Sample School Information Forms

Varieties of Substitution Forms

Substitution forms come in several varieties that differ on what the purpose and the intent of the user will be in using the form. Below are five of the most common varieties of substitution forms that schools and educational institutions prepare for their teachers, students, school visitors, and clients:

1. Course Substitution Request Form

A course substitution request form is a document that students use for suggesting a course change form to meet the needs of their program or curriculum. The form is composed of two pages wherein the first page focuses on providing instructions and guidelines for the student. The second page of the request has five sections that will collect the details of the student’s request.

To begin, the student information section must be filled in with the student’s name, basic details, course specification, and contact numbers. Then, the details of the requested course must be disclosed in the second section of the form while the third, fourth, and fifth section will cater the signatures of the faculty, the student’s academic adviser, and the dean of the student’s course department.

Course Substitution Request Form

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2. Course Substitution Waiver Request Form

For students who have completed a specific number of service hours that are related to a particular course, a course substitution waiver request form can be completed and submitted to the administration. This document serves as a tool for the student to waive his responsibilities in taking the course as well as substitute his fulfilled services to the required course by determining the credit value of the services he provided.

The form is a single-paged document that will collect the name of the student and his assigned student identification number, the title and number of the course, the type of request form that the student is demanding, the reasons of the student for the request, and the specific experiences that the student will enlist as a substitution for his course. At the last portion of the form, the student must affix his signature along with a date of when he was able to complete the request. The date will be the basis of the administration to determine the number of days or the length of the process that the student waited to receive a response from the authorized individuals of the school.

Course Substitution Waiver Request Form

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3. Degree Audit Substitution Request Form

In a school or institution, it is important to acknowledge how much a student is progressing with regards to the credits that he is earning from the courses that he took. With this, a process of analyzation known as degree auditing is present in the administration. This process will require the teachers to submit updated student reports that contain the student’s grade and accomplishments as well as the hours that a student completed an extracurricular activity.

The form that will be appropriate to be used for this process is known as a degree audit substitution request form. This allows the student or the requestor to know whether his taken programs and subjects are approved and accepted by the school to comply with departmental requirements, as well as graduation requirements.

Degree Audit Substitution Request Form

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4. Fluid Milk Substitution Parental Request Form

There are schools whose tuition fees and payments include lunch packages for their students and employees. However, since each individual has varying needs and allergies when it comes to the food and drinks to be ingested, it is important that the school administration and the cafeteria staff will serve their meals with awareness. With this, a parent or a student’s legal guardian must fill out a type of substitution form for a food that is concerning to be taken by his child.

For instance, a fluid milk substitution parental request form will be applicable to be completed by the student’s parent for requesting the administration to not provide juices and other beverages as a substitute of a nutritious milk. The form must indicate the basic details of the school verification, the name and ID number of the student, the name and phone number of the parent, the medical needs that the administration must address when providing a milk substitution, and the signature of the parent or requester.

Additionally, a formal letter for the user of the form is enclosed with the blank request that will indicate the details of what the school chooses as a substitute product for the milk and the rights of the student and his parents to request for the substitution in a procedure mandated by the school administration.

Fluid Milk Substitution Parental Request Form

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5. Teacher Substitution Request Form

Unlike other jobs in the industry, teachers need to have a substitute personnel or staff to look after his students when he will be going for a vacation or will be filing a leave of absence. With this, the teacher must first submit a teacher substitution request form that will indicate the name of the substitute staff, the date of when the request was filed, the date of when the substitute will be conducted, and the year and class name where the substitute staff will be stepping in for the role of a teacher or educator.

The request must be submitted days and weeks prior to the day of the leave to ensure that the chosen substitute is willing and present on that day. Also, the tools and teaching materials that the substitute staff will be using must be provided to him along with the details of each class, the lessons to be continued, and the list of students. you may also see Faculty and Students Forms.

Teacher Substitution Request Form

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Substitution Target Elective Form

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The aforementioned substitution forms are just samples and the most common forms that are present in schools as there are tons of other types that can be made to cater the needs of a client with regards to a substitution. you may also see Sample Target Application Forms.

Substitution Form for Major & Minor Requirements

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Tips for Completing Substitution Forms

When completing substitution forms, regardless of the varieties, the user must keep in mind the following tips in order to fulfill the needs of the school and ensure that the request will be catered effectively:

1. Know your intentions

By knowing why a substitution form must be completed, the user will be able to inform the administration what type of variety he will be needing and what procedures will be conducted for him to acquire a response for his request. you may also see Sample Employee Status Change Forms.

2. Read the instructions

Every section or category in the substitution form must be accompanied by an instruction. However, if the sections are mainly composed of fields with labels, it is essential to ask for the guidance and seek the knowledge of the administration’s representative. This ensures that mistakes will be minimal in the form and that the right data is provided to complete the request. you may also see Exchange Agreement Form Samples

3. Submit the form with the requirements

Most substitution forms will have a list of requirements that will be for proceeding a transaction as well as for updating the records of the administration in relation to the request. Therefore, the types of documents, legal forms, letters, and reports that are included in the requirement list must be prepared to be submitted along with the completed substitution form.

Another tip is to consider asking for a clarification of the administration’s decision if the request was declined or denied. This is to acknowledge what other options are applicable to the current situation that will not hinder the user’s objectives in transacting with the school for his needs. Having a conversation with the authority who granted the decision can be beneficial as well; however, this demands time since most authorized officers who conduct the decision-making process already have plotted schedules. With this, the last option would be to ask the assistant of the officer for a vacant schedule form or for defining the reasons stated in the substitution form.

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