Skip to main content

University Registrar

University Registrar
  2. Registration
  3. yes-help
  4. Undergraduate Special Enrollment Action User Guide - Instructor Approval

Undergraduate Special Enrollment Action User Guide - Instructor Approval

The Kuali workflow application has been implemented for undergraduate students to request to enroll in a class as an auditor, enroll in a graduate- or professional-level class, change the grading basis for a class in which they are enrolled, or enroll in more than 18 hours for the term. Instructors will utilize the Kuali workflow application to review requests for enrollment in their class (audits and graduate/professional class enrollments).

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

Reviewing the Undergraduate Special Enrollment Action Workflow Request

  1. Once a student has selected to enroll in your class (or change to an audit basis) via the Undergraduate Special Enrollment Action Workflow, 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 and Academic Information sections.
  3. The selected action appears in the Action section. Instructor approval is required for course audits and enrollment in a graduate/professional class. Information listed will depend on the action.
  4. Class Information includes class and instructor information.
  5. Any supplemental information provided will be available via link. In addition, students requesting enrollment in a graduate/professional-level class must provide justification.

Approval Workflow/Timeline

The instructor of the class is the first step in the approval process for requests to enroll as an auditor or to enroll as an undergraduate student in a graduate- or professional-level class. Once the instructor approves a request, it routes to the student’s adviser (for audits), the associate dean (for graduate/professional enrollment), and to the student’s school’s Office of Academic Services for final review and approvals. Upon final approval, the request routes to the Office of the University Registrar for processing.

Approving the Undergraduate Special Enrollment Action Workflow Request

  1. Add comments in the Instructor Comments box, if desired. Comments left here will be captured as part of the student record.
  2. Confirm that you have checked the class enrollment and the student can be enrolled.
  3. Click Approve.
  4. The request will now be routed to the student’s adviser or associate dean.

Denying the Undergraduate Special Enrollment Action Workflow Request

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

Sending the Undergraduate Special Enrollment Action Workflow Request Back to the Student

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. Click Send Back.
  2. Select Form Submission to return the request to the student.
  3. 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/. 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.