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  4. Undergraduate/Professional Class Enrollment User Guide - GPCM Approval

Undergraduate/Professional Class Enrollment User Guide - GPCM Approval

The Kuali workflow application has been implemented for graduate students to request to enroll in an undergraduate- or professional-level class. Graduate program coordinators and managers will utilize the Kuali workflow application to review these requests for students in their programs. 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: Undergraduate/Professional Class Enrollment User Guide - GPCM Approval.

Reviewing the UGRD/PROF Class Workflow Request

  1. Once a UGRD/PROF Class 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 in the Student Information section.
  3. Course Information includes term, class, and instructor information.
  4. The Justification section includes information the student provided about why they need to take the class and any additional assignments they will complete for graduate-level credit.
  5. Any comments left by the instructor will appear in the Instructor comments box.

Approval Workflow/Timeline

The graduate program coordinator/manager is the second step in the UGRD/PROF Class Workflow, after the course instructor. Once the graduate program coordinator/manager approves a request, it routes to the Director of Graduate Studies and then to the Graduate School for final review and approvals. Upon final approval, the request routes to the Office of the University Registrar for processing.

Approving the UGRD/PROF Class Workflow Request

  1. Leave any comments in the Department comments box. These comments will be visible to administrators (DGS, Graduate School, URO), but not to students.
  2. Click Approve.
  3. The request will now be routed to the Director of Graduate Studies.

Denying the UGRD/PROF Class Workflow Request

  1. Add a comment in the Department comments section. Comments here will be included in the denial notification email to the student.
  2. Click Deny.
  3. The student will be notified via email that the request has been denied.

Sending the UGRD/PROF Class Workflow Request Back

If, during the course of your review, you notice something that requires the student or the instructor 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 or Instructor Approval to return the request to the instructor.
  3. Click Finish. The student or instructor 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.

Questions

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