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  4. Graduate Transfer Credit Request User Guide - GPCM

Graduate Transfer Credit Request User Guide - GPCM

The Kuali workflow application has been implemented for graduate students to request transfer credit. Graduate program coordinators and managers will utilize the Kuali workflow application to review transfer credit requests for students in their program. 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: Graduate Transfer Credit Request User Guide - GPCM Approval.

Reviewing the GRAD: Transfer Credit Workflow Request

  1. Once a GRAD: Transfer Credit 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 at the top of the form.
  3. Review and verify that the coursework accurately reflects what is on the official transcript and is within Graduate School guidelines. Please denote course equivalencies and degree audit exceptions, as needed. Note that the steps marked with an * below can be edited during the DGS review phase.
Course Information

The student will have entered information in the first six columns. Columns with titles starting with (DEPT) are for administrative users. Scroll to these columns or zoom out in your browser settings to see the entire grid at once.

*Approved for Credit

Indicate Yes/No whether the department approves the course for transfer credit.

*VU Equivalent Course

Begin typing the Vanderbilt subject area and course number, and select from the options that appear. For non-equivalent credit, select 6000.

*Hours to transfer

Based on the official transcript, enter the number of credit hours to be transferred.

*Quality Hours

Indicate Yes/No whether the grade should count toward the Vanderbilt GPA.

*Course ID

This field will auto-fill based on the Vanderbilt course selected in the VU Equivalent Course field.

Department Office Use
*Doctoral/Masters Program Permissions

In order to grant appropriate department-level access, begin typing the name of the academic program and select from the options that appear. The selected program should match exactly the student’s choice, which is listed in the box to the left.

*Degree Audit Exceptions
  1. Indicate Yes/No whether degree audit exceptions need to be made related to these transfer credits.
  2. If yes, you will be prompted to enter details about the degree audit exceptions.
*Official Transcript

Indicate Yes/No whether an official transcript listing these credits from the external institution is available in YES. Note: The transfer credit request will not be processed without an official transcript.

*Departmental Comments

Enter Departmental Comments if needed.

Approval Workflow/Timeline

The graduate program coordinator/manager is the first step in the GRAD: Transfer Credit workflow. Once the graduate program coordinator/manager approves a request, it routes to the Director of Graduate Studies and then to the Graduate School. Some requests may also route to the External Education Team in the Office of the University Registrar. Upon final approval, the Office of the University Registrar posts the credits to the student record.

Approving the GRAD: Transfer Credit Workflow Request

  1. Click Approve.
  2. The request will now be routed to the Director of Graduate Studies.

Denying the GRAD: Transfer Credit Workflow Request

  1. Click Deny.
  2. The student will be notified via email that the request has been denied.

Sending the GRAD: Transfer Credit Workflow Request Back

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 Send Back. 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.

Accessing the Documents List

To see a list of requests in your department, access the home screen at https://vanderbilt.kualibuild.com/. Click the GRAD: Transfer Credit Request tile, and you will see a highly configurable listing of all submitted requests. By turning on and off “Columns” and using different filters, you can customize your experience with data elements you may find helpful.

  1. To turn columns on and off, click Columns in the top row. A list of available fields will appear. Click on the eyeball icon to add or delete a column from your view.
  2. To export data, click Export in the top row. You can select to export either what you see on your screen (Current View) or all available data (All Data).

Questions

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