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  4. Appoint or Change Academic Adviser - DGS Approval

Appoint or Change Academic Adviser - DGS Approval

The Kuali workflow application has been implemented for graduate students to request to appoint or change their academic adviser. Directors of Graduate Studies will utilize the Kuali workflow application to review Appoint/Change Academic Adviser workflow requests for their students. Students and administrators should refer to the Graduate School catalog for academic regulations.

To view a pdf version of this user guide, including screenshots of YES, click here: Appoint or Change Academic Adviser User Guide - DGS Approval.

Reviewing the Appoint/Change Academic Adviser Workflow Request

  1. Once an Appoint/Change Academic Adviser Workflow request has been directed to you, you will receive an approval request via email. Click Begin Review on the approval request to access the form.
  2. Information about the student appears in the Student Information section.
  3. The Action section reflects the student’s choice of actions (Add an adviser, Remove an adviser, or Add and remove an adviser).
Add an Adviser

The selected adviser is reflected in the Add an Adviser section. NOTE: The adviser has already approved the request at this stage.

Remove an Adviser

The selected adviser is reflected in the Remove an Adviser section.

Add and Remove an Adviser

The selected advisers are reflected in the Remove an Adviser and Add an Adviser sections.

Approval Workflow/Timeline

For requests to drop an adviser, the DGS is the second step in the Appoint/Change Academic Adviser workflow after the graduate program coordinator/manager. Requests to add or add and remove an adviser route first to the adviser being added. Once the DGS approves a request, it routes to the Graduate School for final review and approvals. Upon final approval, the request routes to the Office of the University Registrar for processing.

Approving the Appoint/Change Academic Adviser Workflow Request

  1. Click Approve.
  2. The request will now be routed to the Graduate School.

Denying the Appoint/Change Academic Adviser Workflow Request

  1. Add a comment in the Departmental Comments section. Comments here will be included in the denial notification email to the student.
  2. Click Deny.
  3. The student will be notified via email that the request has been denied.

Sending the Appoint/Change Academic Adviser Workflow Request Back

If, during the course of your review, you notice something that requires the student, new adviser, or program coordinator/manager to change the request, you can send the request back. 

  1. Click Send Back.
  2. Select Form Submission to return the request to the student, New Adviser Approval to return the request to the new adviser, or Department Approval to return the request to the program coordinator/manager.
  3. Click Finish. The user will be notified via email that the request has been sent back for additional action. 

Accessing Your Work Queue

In addition to clicking on the Begin Review button embedded in the notification emails, you can access your work queue at the following web address: https://vanderbilt.kualibuild.com/. Click Action List.

Questions

Please contact the YES Help Line at yes@vanderbilt.edu or 615-343-4306 if you have questions or need additional assistance.