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  4. Internship User Guide - OAS Approval

Internship User Guide - OAS Approval

The Kuali workflow application has been implemented for undergraduate students to request enrollment in internship courses. Administrators in the Office of Academic Services 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 - OAS Approval.

Reviewing the Internship Enrollment Request

  1. Once a student’s request to enroll in an internship course has been approved by the instructor (and, for international students on an F-1 or J-1 visa, by the Office of International Student and Scholar Services), you will receive an email. Click Begin Review to access the form. The form will open to the OAS Office Use section. Please scroll to the top of the page to see information about the student, course, and instructor approval.
  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.
  10. Information about the instructor’s review and approval appears in the Instructor Questions section.

Approval Workflow/Timeline

The Office of Academic Services is the final approval step in the internship request workflow, following the instructor (and, for international students on an F-1 or J-1 visa, the Office of International Student and Scholar Services). The OAS can process the student’s enrollment or forward the request to the Office of the University Registrar for processing.

Approving the Internship Request

  1. Leave a comment in the OAS 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.
  2. Select the appropriate processing option, depending on whether you have processed the student’s enrollment or are sending it to the URO for processing.
  3. Click Approve.

Denying the Internship Request

  1. Leave a comment in the OAS Comments box, if desired. Comments will be visible to administrators (Office of the University Registrar, etc.) and will be included in the denial email to the student.
  2. Select Deny in the processing options.
  3. Click Deny.
  4. 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 or instructor to change the request, you can send the request back.

  1. Leave a comment in the OAS Comments box, if desired. Comments will be visible to other administrative users (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. Select Send Back from the processing options.
  3. Click Send Back.
  4. Select Form Submission to send the request back to the student, Instructor Approval to send the form back to the instructor, or ISSS Approval to send the form back to the Office of International Student and Scholar Services. 
  5. Click Finish. The user 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.