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  4. User Guide: Internship Course Request

User Guide: Internship Course Request

Undergraduate students can utilize the Internship Course Request form to request to enroll in internship classes. Requests for enrollment must be submitted prior to the end of the Open Enrollment period for each semester. Please see the Undergraduate Academic Calendar for specific dates.

To view a pdf version of this user guide, including screenshots of YES, click here: Internship Course Request User Guide

Navigating to the Internship Course Request

  1. Open the Internship Course Request workflow at https://vanderbilt.kualibuild.com/app/6605805cf0b061013b170626/run.
  2. The Internship Course Request form will open. Student EMPLID, VUnetID, First Name, Preferred Name, Last Name, Email Address, and Status will all pre-populate.

Completing the Form

Student Personal Information

If you are an international student, you will be prompted to provide information about your visa.

Student Academic Information
  1. Your classification will pre-populate. Select your program from the drop-down menu. 
  2. Your Expected Grad Term will auto-populate based on your selection.
  3. Select the major to which the internship course is most closely aligned.
Course Information
  1. Year – Enter the calendar year in which you plan to register for the internship course (e.g., 2025, 2026).
  2. Term – Select the term in which you wish to register for the internship course from the drop-down menu. (Drop-down menu populates based on the year entered.)
  3. Course Search – Search for the internship course in which you wish to register.
    • In all caps, begin typing the subject code (e.g., ENGL).
    • The search will return internship courses offered in that subject area. Please note it may take some time to load.
    • Select the desired course from the search results.
  4. The Course Description and Minimum/Maximum Credit Hours will auto-fill based on information from the course catalog. Take note of any co-requisites listed in the course description — you will be asked to enter credit hours for the co-requisite course in a later field.
  5. Credit Hours – Enter the desired number of credit hours for the internship. Please note this number must fall within the minimum and maximum credit hours listed above.
    • Co-Requisite – If a co-requisite exists, you will be prompted to enter the credit hours in which you wish to be registered for the requisite course. Please refer to the undergraduate catalog for information on the minimum/maximum credits for the requisite.
  6. Term credit hours above 18 – Indicate Yes/No whether adding this internship course (and its requisite, if applicable) will take your total credit hours for the term above 18.
    • Note: If you answer Yes, you will be prompted to enter the course information for the course(s) you wish to drop.
  7. Instructor – Begin typing your instructor’s email address and select the correct email address from the drop-down menu. Note: For students requesting enrollment in ES 3884, select your instructor based on the guidance provided.
    • Biomedical Engineering - Contact email is listed
    • Chemical Engineering - Contact email is listed
    • Civil Engineering - Contact email is listed
    • Computer Science - Your CS adviser
    • Electrical and Computer Engineering - Contact email is listed
    • Engineering Science - Contact email is listed
    • Mechanical Engineering - Contact email is listed
  8. Ensure that the correct instructor populates in the Instructor Name field. (Note that the first name populates from system records and may not match for instructors who go by their middle name or a nickname.)
  9. Indicate Yes/No if you have discussed the internship with your selected instructor. 
  10. Indicate Yes/No if the company/organization hosting your internship requires you to earn academic credit.
Internship Information
  1. Term begin and end dates will pre-populate based on system dates.
  2. Internship Start/End Dates – Use the calendar widget to select the start and end dates for your internship.
  3. Hours Per Week – International students on an F-1 or J-1 visa will be prompted to indicate the number of hours they will be expected to work per week.

International students on an F-1 or J-1 visa, who will be participating in a fall or spring internship that requires more than 20 hours of work per week, will be prompted to provide justification for full-time participation.

Supervisor Information
  1. Name of Internship Supervisor – Enter the name of your internship supervisor.
  2. Title of Internship Supervisor – Enter the title of your internship supervisor.
  3. Internship Supervisor Phone Number – Enter the phone number of your internship supervisor.
  4. Internship Supervisor Email Address – Enter the email address of your internship supervisor.
Location
  1. Location of Company/Organization - City – Enter the city in which the company for which you will be interning is located.
  2. Location of Company/Organization - State – Enter the state in which the company for which you will be interning is located.
  3. Location of Company/Organization - Country – Enter the country in which the company for which you will be interning is located.
  4. Indicate Yes/No if the internship will be conducted remotely.

If Yes, you will be prompted to enter the location where you will be while completing the
internship.

International Student - Supplemental

International students on an F-1 or J-1 visa will be prompted to enter additional information about how the internship is an integral part of the program of study and the specific educational objectives that will be met in the internship.

Offer Letter

Upload a copy of your offer letter (PDF preferred).

Peabody Student - Supplemental

Peabody students will be prompted to enter a description of the internship and of the scholarly project to accompany the internship.

Submission

Click Submit to submit the request for approval.

Approval Process

Requests for Internship Course Request enrollment will route to the following for review and approval:

  • The instructor listed on your Internship Course Request form
  • Your school’s Office of Academic Services

For international students on an F-1 or J-1 visa, the form also routes to the Office of International Student and Scholar Services. Internship course enrollment requests will not be processed until all approvals have been finalized.

**Important note: Until your request has been approved and processed, you are not enrolled in the course.**

Requests Sent Back

At any point in the process, an approver may send the form back to you for updates (for example, if you entered the wrong number of credit hours). If a request is sent back to you, you will receive an automated email message from the workflow system. Click View Item to access the form and make any necessary changes.

Notifications

Notifications about the internship course request process will be sent as follows:

  • You will receive an email notification when you submit the request.
  • You will receive an email notification if your request is denied for any reason.
  • You will receive an email notification if your request is sent back to you for any reason.
  • You and the course instructor will receive an email notification if your request is approved, once the enrollment has been processed.

Questions

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