Change of Major Guide
- Landon Moir
Running into a technical issue? Email help@successhub.ucsb.edu
Creating a Change of Major Petition for a Student
Log into Student Success Hub - https://successhub.ucsb.edu/ (Select “Staff Advisor Login”)
From the home page of Success Hub, search for a student’s record using their name or PERM
On the student record, click the “Change of Major Petition” tab in the petitions section
On the first page of the petition, select the major you would like to drop or change for the student. For double/triple majors, a selection is still required, but all active majors will be added to the petition.
When Adding or Changing a major, you are able to select the catalog year, major, and emphasis to add. For programs that do not require an emphasis, select the “None” option.
After selecting the program, you can optionally upload any files to the petition before it is submitted.
Once the petition is submitted, you are shown a summary of the approvals needed before it is complete. There can be up to four approvals needed depending on the type.
Approving a Petition
Petitions needing your department’s approval will show up on the home screen of Success Hub in the “All Pending Action” list. Click on the Petition Number (PT-####) to view the petition.
On the petition page you can 1: take approval actions or 2: navigate to the student’s record
In the “Actions” section, selecting an action will show you a preview of what will happen once you confirm the action. When “Holding” a petition, you have the option to send the comments to the student.
Once you hit “Confirm Action” the petition will move to the next step in the process. If you approved the last step, the system will attempt to apply the major changes to the student’s record
Denying a Petition
Navigate to the petition page from the home page of Success Hub or from a student’s record.
Select “Deny” on the petition screen, add comments, and click “Confirm Action”
Holding a Petition
Navigate to the petition page from the home page of Success Hub or from a student’s record.
Select “Hold” on the petition screen, add comments, and click “Confirm Action”
Cancelling a Petition
On the petition page, select “Cancel Petition” in the top right corner, add comments, and save.
Changing the student’s requested major
Note: this only works for majors within the same department. If you need to change the petition to a different department, please cancel and submit a new petition
On a student’s petition, scroll down to the “Program Details” section
Scroll to the right of the table, click the dropdown on the row of the major you want to change, and click “Edit”
On the edit screen, click X to clear the incorrect major, then search for and add the correct one.
Click “Save” to save your changes, and refresh your browser tab to update the table in the approval section
Changing the catalog year
From the student’s petition, scroll down to the “Program Details” section.
On the right side of the table, click the drop down arrow next to the program with the incorrect catalog year, then select “Edit”
On the edit screen, choose a new catalog year, and click “Save”
Emailing a Student
Navigate to the student’s petition
On the Petition page, click the “Emails” tab
The “Emails” tab shows previous emails that have been send from the petition, click the “Email” button to start drafting an email
An Email window will appear in the bottom right corner. You can click the two arrows next to the X to expand the window
While Writing your email, you have access to insert merge fields, templates (5), and quick text (4)
Quick Text allows you to insert a common block of text into the email, while email templates contain an entire email and are public.
Clicking the Quick Text button opens the quick text window, showing your most recent snippets. Click the “+” to create a new snippet
This opens the “New Quick Text” window behind the maximised email. Click the “_” button to move the email back to the bottom right corner
The “New Quick Text” screen contains the following fields:
(1) Name - this is how the snippet will appear in the quick text menu
(2) Message - this is the content of the snippet, you can insert merge fields for contact or petition information
(3) Category - this groups snippets in the selection menu, select “None” if you are unsure
(4) Channel - This is where the snippet will be available to use. Email is selected by default, but if you want to use the snippet elsewhere, add it using the box on the left
(5) Include in Selected Channels - this will restrict the snippet to only be available in the channels you select in the previous field
Click Save to save your new snippet
When you open up the email and select the quick text button, your new snippet will appear in the menu!
Click on it to insert it where your cursor is in the email body.
Click “Send” to send the email to the student. The email will be saved in the emails tab on the petition
List Views
Instructions for viewing other lists of your change of major petitions (all, queued, approved, etc.)
From the home page of Success Hub, click on the title of the “All Pending Action [Public]” list. This will open the list view in a new workspace tab.
Click on the name of the list in the top left of the newly opened workspace tab to show a list of your recently viewed lists and the other lists available to you
To pin a list so that it is the default when you open the “Petition Approvals” tab from the nav bar, click the “Pin” icon next to the dropdown.
Batch Approvals/Denies
Navigate to the All Pending Action list on either the homepage or in a workspace tab
Use the checkboxes on the left of the list to select the rows you want to change
With the rows you wish to change selected, click on the pencil icon that appears when you hover over “Pending” in the approval status column
In the menu that opens, select either “Approve” or “Deny.” Make sure to click “Update # selected items” to apply the change to your selected rows, then click “Apply”
The changed cells will be highlighted as they have pending changes. Click the “Save” button at the bottom of the list to save your changes.
Writing Notes on a Petition
Navigate to a student’s petition
Use either the “New Note” button on the top right of the petition or the “New” button in the notes list to begin writing a note
Enter a title and body for the note in the window that appears.
Click “Share” to share the note with other users or groups, by default anyone with access to the petition can see the note except the student
Click “Done” to save the note and add it to the petition. The note will appear in the “Notes” list
You can edit a note by clicking on its title.