Skip to main content

University Registrar

University Registrar
  2. Registration
  3. yes-help
  4. Course Withdrawal User Guide - OAS Approval - Undergraduate

Course Withdrawal User Guide - OAS Approval - Undergraduate

The Kuali workflow application has been implemented for undergraduate students to request withdrawal from classes. A link to the course withdrawal webform is available in YES to undergraduate students who have courses eligible for withdrawal during the withdrawal period (after the end of the Open Enrollment period in YES and extending to the withdrawal deadline indicated in the Undergraduate Academic Calendar). Users in the schools’ Offices of Academic Services will utilize the Kuali workflow application to review withdrawal requests for students in their schools.

To view a pdf version of this user guide, including screenshots of YES, click here: Course Withdrawal User Guide - OAS Approval - Undergraduate.

Reviewing the Withdrawal Request

  1. Once a student in your school has submitted a request for course withdrawal and that request has been approved by the student’s primary adviser, you will receive an email with information about the student and the course. Click Begin Review to access the form.
  2. Information about the student is pre-populated in the Student Information section.
  3. Details about the course from which the student has requested to withdraw will appear in the Course Selection section. All course details are populated from PeopleSoft.
  4. Students must answer the following four questions as part of the withdrawal request. Please note that if the student answers Yes to one or more of the questions, the request must be reviewed and approved by the associate dean before it can be processed.
  5. Students are advised that withdrawing from a course can affect billing, financial aid, immigration status, and/or athletic eligibility. Contact information is provided.
  6. Any comments left by the student’s adviser will appear in the Adviser Comments box.

Approval Workflow/Timeline

The Office of Academic Services is the second step in the course withdrawal workflow process. Once the OAS approves a request, it may need to route to the associate dean (and/or the Office of International Student and Scholar Services or Athletics Student Services) before it can be processed. All approvals for withdrawal requests must be finalized within seven days of the date the request is submitted. Please take care to note the date that the student submitted the form request.

Approving the Withdrawal Request

  1. If the request does not require additional approval by an associate dean, you can either process the request yourself in PeopleSoft or send it to the URO for processing. Select the appropriate processing option.
    • NOTE: If you are processing the withdrawal request in PeopleSoft, please take care to note the Date submitted—this is the effective date that should be utilized for processing the request in PeopleSoft.
  2. Leave a comment in the comments box, if desired. Comments will be visible to administrators (Associate Dean, Office of the University Registrar, etc.), but not to the student.
  3. Click Approve.
  4. The request will now be routed to the Office of the University Registrar:
    • Requests that the OAS processes in PeopleSoft will be indexed in DocFinity.
    • Requests that the OAS sends to the URO for processing will be processed and indexed in DocFinity.

Denying the Withdrawal Request

  1. Select Deny from the Processing Options.
  2. Leave a comment in the comments box, if desired. Comments will be visible to administrators (Associate Dean, Office of the University Registrar, etc.), but not to the student.
  3. Click Deny.
  4. The student will be notified via email that the request has been denied. 

Acknowledging the Request Requires Dean’s Approval

  1. If a student answers Yes to one of the four required questions, the form will automatically be forwarded to the associate dean for approval once the OAS has reviewed it. Select This request requires additional approval by the dean from the Processing Options.
  2. Leave a comment in the comments box, if desired. Comments will be visible to administrators (Associate Dean, Office of the University Registrar, etc.), but not to the student.
  3. Click Approve.
  4. The request will now route to the associate dean for approval.

Sending the Withdrawal Request Back to the Student or the Adviser

If, during the course of your review, you notice something that requires the student or adviser to update the request (for example, the student answered one of the four required questions incorrectly), you can send the request back.

  1. Select Send Back from the Processing Options.
  2. Leave a comment in the comments box, if desired. Comments will be visible to administrators (Associate Dean, Office of the University Registrar, etc.), but not to the student.
  3. Click Send Back.
  4. Select to whom the form should be sent back—either the student (Form Submission) or the adviser (Adviser Approval). Click Finish.
  5. The student or adviser 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/app/builder/#/actions. 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.