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  4. Course Withdrawal - Adviser Approval

Course Withdrawal - Adviser Approval

The Kuali workflow application has been implemented for undergraduate students to request withdrawal from classes. A link to the course withdrawal web form is available in YES to undergraduate students who have courses eligible for withdrawal during the withdrawal period (after the end of the Open Enrollment period in YES and extending to the withdrawal deadline indicated in the Undergraduate Academic Calendar). Advisers will utilize the Kuali workflow application to review withdrawal requests for their advisees.

To view a pdf version of this user guide, including screenshots of YES, click here: Course Withdrawal - Adviser Approval.

Reviewing the Withdrawal Request

  1. Once your advisee has submitted a request for course withdrawal, you will receive an email with information about the student and the course. Click Begin Review to access the form.
  2. Information about the student is pre-populated in the Student Information section.
  3. Details about the course from which the student has requested to withdraw will appear in the Course Selection section. All course details populate from data in the student information system.
  4. Students must answer the following four questions as part of the withdrawal
    request. Please note that if the student answers Yes to one or more of the questions, the request must be reviewed and approved by an associate dean in the student’s school before it can be processed.
  5. Students are advised that withdrawing from a course can affect billing, financial aid, immigration status, and/or athletic eligibility. Contact information is provided.

Approval Workflow/Timeline

Advisers are the first approvers for all course withdrawal requests. Once an adviser approves a request, it routes to the student’s Office of Academic Services and, in certain instances, to the associate dean. All approvals for withdrawal requests must be finalized within seven days of the date the request is submitted. Please take care to note the date that the student submitted the form request.

Approving the Withdrawal Request

  1. Leave a comment in the Adviser Comments box, if desired. Comments will be visible to administrators (Office of Academic Services, Associate Dean, Office of the University Registrar, etc.), but not to the student.
  2. Click Approve.
  3. The request will now be routed to the Office of Academic Services for the student’s school.

Denying the Withdrawal Request

  1. Leave a comment in the Adviser Comments box, if desired. Comments will be visible to administrators (Office of Academic Services, Associate Dean, Office of the University Registrar, etc.), but not to the student.
  2. Click Deny.
  3. The student will be notified via email that the request has been denied. 

Sending the Withdrawal Request Back to the Student

If, during the course of your review, you notice something that requires the student to change their request (for example, they answered one of the four required questions incorrectly), you can send the request back to the student.

  1. Leave a comment in the Adviser Comments box, if desired. Comments will be visible to administrators (Office of Academic Services, Associate Dean, Office of the University Registrar, etc.), but not to the student.
  2. Click Send Back.
  3. 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.

Questions

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