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  4. Individual Study User Guide - OAS Approval

Individual Study User Guide - OAS Approval

The Kuali workflow application has been implemented for undergraduate students and
graduate/professional students in the Divinity School, Graduate School, Law School, Owen Graduate School of Management, Peabody College, the School of Engineering, and the School of Nursing to request enrollment in individual study courses (e.g., independent study, directed research, etc.). A link to the individual study webform is available for undergraduate students in YES. Users in the schools’ Offices of Academic Services will utilize the Kuali workflow application to review individual requests for students in their schools.

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

Reviewing the Individual Study Enrollment Request

  1. Once a student in your school has submitted a request for course withdrawal and that request has been approved by the instructor and an administrator (e.g., Director of Undergraduate Studies) of the department offering the course, you will receive an email with information about the student and the course. Click Begin Review to access the form. The form will open to the approval section. Please scroll to the top of the page to see information about the student and course.
  2. Information about the student is pre-populated in the Student Information section.
  3. Details about the course in which the student has requested to enroll will appear in the Course Information section. Course Description and Minimum/Maximum Credit Hours are populated from data in the student information system.
  4. The Credit Hours Requested, Year, and Term reflect information provided by the student. In addition, if the student wishes to drop another class if enrolled in the individual study section, that information will also appear.
  5. Students must provide a title of their project, along with a detailed study description. If desired, you can make edits to the title or the information provided in the study description. (You will also have the option to return the request to the student, the instructor, or the departmental administrator to make these changes themselves.)
  6. Any comments left by the instructor will be reflected in the Instructor Comments box.
  7. Any comments left by the departmental administrator will be reflected in the Department Comments box. 

Approval Workflow/Timeline

The Office of Academic Services is the final step in the individual study workflow process. Once the OAS approves a request, they can either process it themselves or send it to the Office of the University Registrar for processing. 

Approving the Individual Study Request

  1. If you approve the request, 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 enrollment request in PeopleSoft, please take care to note the Submission Date —this is the effective date that should be utilized for processing the request in PeopleSoft.
  2. Click Approve.
  3. The request will now be routed to the Office of the University Registrar:
    a. Requests that the OAS processed in PeopleSoft will be indexed in DocFinity.
    b. Requests that the OAS sent to the URO for processing will be processed and indexed in DocFinity.

Denying the Individual Study Request

  1. Select Deny from the Processing Options.
  2. Leave a comment in the comments box, if desired. Comments will be visible to administrators (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.

Sending the Individual Study Enrollment Request Back to the Student, Instructor, or DUS

If, during the course of your review, you notice something that requires the student, instructor, or departmental administrator to update the request (for example, the student selected the wrong course), 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 (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—the student (Form Submission), the instructor (Instructor Approval), or the departmental administrator (Department Approval). Click Finish.
  5. The student, instructor, or departmental administrator 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.

Questions

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