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  4. Graduate Student Course Audit User Guide - Instructor Approval

Graduate Student Course Audit User Guide - Instructor Approval

The Kuali workflow application has been implemented for graduate students to request to enroll in a class as auditors. Instructors will utilize the Kuali workflow application to review requests for audit enrollment in their class. Students 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: Graduate Student Course Audit User Guide - Instructor Approval

Reviewing the GRAD: Course Audit Workflow Request

  1. Once a student has requested to audit your class via the GRAD: Course Audit Workflow, 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 Course Selection and Selected Course sections include term, class, and instructor information.
  4. If the student uploaded additional approvals, documentation will appear in the Authorization section.

Approval Workflow/Timeline

The instructor of the class is the first step in the approval process for graduate student audit requests. Once the instructor 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 GRAD: Course Audit Workflow Request

  1. Ensure that you have checked the classroom capacity and that the student may be enrolled as an auditor.
  2. Add any special requirements, if applicable. Text listed here will be included in a final notification to the student.
  3. Click Approve.
  4. The request will now be routed to the Graduate School.

Denying the GRAD: Course Audit Workflow Request

  1. Add comments in the Instructor Comments box, if desired. Comments left here will be included in the denial notification to the student.
  2. Click Deny.
  3. The student will be notified via email that the request has been denied. 

Sending the GRAD: Course Audit Workflow Request Back to the Student

If, during the course of your review, you notice something that requires the student 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.
  3. Click Finish. The student 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.