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  4. Undergraduate/Professional Class Enrollment User Guide - Graduate School Approval

Undergraduate/Professional Class Enrollment User Guide - Graduate School Approval

The Kuali workflow application has been implemented for graduate students to request to enroll in an undergraduate- or professional-level class. Graduate School administrators will utilize the Kuali workflow application to review these enrollment requests. 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 - Graduate School 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 School is the final step in the UGRD/PROF Class Workflow, after the course instructor, the graduate program coordinator/manager, and the DGS of the student’s department. Once the Graduate School approves a request, it routes to the Office of the University Registrar for processing.

Approving the UGRD/PROF Class Workflow Request

  1. Leave any comments in the Graduate School comments box.
  2. Indicate whether or not degree audit exceptions are needed.
  3. Click Approve.
  4. The request will now be routed to the Office of the University Registrar for processing.

Denying the UGRD/PROF Class Workflow Request

  1. Add a comment in the Graduate School 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, instructor, program coordinator/manager, or DGS 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, Instructor Approval to return the request to the instructor, Program Administrator Approval to return the request to the program coordinator/manager, or DGS Approval to return the request to the DGS.
  3. 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/. 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.