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  4. Graduate Student Enrollment in Undergraduate or Professional Class User Guide - Instructor Approval

Graduate Student Enrollment in Undergraduate or Professional Class User Guide - Instructor Approval

The Kuali workflow application has been implemented for graduate students to request to enroll in an undergraduate- or professional-level class. Instructors will utilize the Kuali workflow application to review requests for 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 Enrollment in Undergraduate or Professional Class User Guide - Instructor Approval.

Reviewing the UGRD/PROF Class Workflow Request

  1. Once a student has selected to enroll in your class via the UGRD/PROF Class 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. Course Information includes term, class, and instructor information.
  4. The Justification section includes information the student provided about why they need to take the class and any additional assignments they will complete for graduate-level credit.

Approval Workflow/Timeline

The instructor of the class is the first step in the approval process for requests to enroll as a graduate student in an undergraduate- or professional-level class. Once the instructor approves a request, it routes to the graduate program coordinator/manager of the student’s graduate program, to that program’s Director of Graduate Studies, and then 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 UGRD/PROF Class Workflow Request

  1. Add comments in the Instructor comments box, if desired. Comments left here will be included in the final notification to the student if the request is approved, and can include information like additional class requirements not listed by the student.
  2. Click Approve.
  3. The request will now be routed to the Program Coordinator or Manager of the student’s graduate department.

Denying the UGRD/PROF Class Workflow Request

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

Sending the UGRD/PROF Class 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.