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  4. Internship User Guide - Instructor Approval

Internship User Guide - Instructor Approval

The Kuali workflow application has been implemented for undergraduate students to request enrollment in internship courses. Instructors will utilize the Kuali workflow application to review internship course requests for their students.

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

Reviewing the Internship Enrollment Request

  1. Once a student has submitted a request for an internship course and selected you as the instructor, you will receive an email. Click Begin Review to access the form. The form will open to the Instructor Questions section. Please scroll to the top of the page to see information about the student and course.
  2. Information about the student appears in the Student Personal Information and Student Academic Information sections. (Please note that the question about visa status only appears for international students.)
  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 populate from data in the student information system. Year and Term reflect what the student selected.
  4. The credit hours requested, additional course information, and answers to any
    additional questions reflect information provided by the student. (Please note that some additional questions are dependent upon responses provided by the student. What you see on the screen may not be an exact match to the screenshot below.)
  5. Internship Information reflects information the student provided about the start and end dates of the internship and expected hours of work per week. (Additional justification is required for international students who are expected to work more than 20 hours per week during the fall or spring term.) Term begin/end dates feed from the student information system.
  6. The student provides information about the internship supervisor and location. For internships conducted remotely, the student is prompted to provide the location where they will be completing the internship.
  7. International students on an F-1 or J-1 visa must answer additional supplemental questions.
  8. A copy of the offer letter is available for review. Click to open.
  9. Peabody students must answer additional supplemental questions.

Approval Workflow/Timeline

Instructors are the first approvers for all internship enrollment requests. Once the instructor approves a request, it routes to the student’s Office of Academic Services. For international students on an F-1 or J-1 visa, the request also routes to the Office of International Student and Scholar Services.

Approving the Internship Request

  1. Your name auto-populates in the Instructor Name box.
  2. Answer the yes/no questions about the internship.
    • Do you agree to have the student enrolled in your internship section?
    • Is the internship relevant to the student’s major?
    • Does the offer letter indicate that the internship dates are within the term dates (see term dates listed in Internship Information, #5, above)? If No, you will be prompted to provide justification.
    • Have you confirmed that the student will not be working more than 20 hours per week?
  3. Leave a comment in the Instructor Comments box, if desired. Comments will be visible to other administrative users and will be included in a copy of the internship plan provided to the student once the internship enrollment is processed.
  4. 4. Click Approve.

Denying the Internship Request

  1. Leave a comment in the Instructor Comments box, if desired. Comments will be visible to administrators (Office of Academic Services, Office of the University Registrar, etc.) and will be included in the denial message to the student.
  2. Click Deny.
  3. The student will be notified via email that the request has been denied. 

Sending the Internship 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. Leave a comment in the Instructor Comments box, if desired. Comments will be visible to other administrative users (Office of Academic Services, Office of the University Registrar, etc.) and will be included in a copy of the internship plan provided to the student once the internship enrollment is processed.
  2. Click Send Back.
  3. Select Form Submission to send the request back to the student. 
  4. 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/app/builder/#/actions. 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.