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  4. Course Withdrawal User Guide - Associate Dean Approval

Course Withdrawal User Guide - Associate Dean Approval

The Kuali workflow application has been implemented for undergraduate students to request withdrawal from classes. A link to the course withdrawal webform 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). Associate deans will utilize the Kuali workflow application to review withdrawal requests for students in their schools.

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

Reviewing the Withdrawal Request

  1. Once a student in your school has submitted a request for course withdrawal and that request has been approved by the student’s primary adviser and reviewed by the Office of Academic Services, you will receive an email with information about the student. You will only receive requests for which certain conditions have been met (see #4 below). 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 are populated from PeopleSoft.
  4. Students must answer the following four questions as part of the withdrawal request. You will review all requests in which a student answers Yes to at least one of these questions.
  5. Students are advised that withdrawing from a course can affect billing, financial aid, immigration status, and/or athletic eligibility. Contact information is provided.
  6. Any comments left by the student’s adviser will appear in the Adviser Comments box.
  7. The results of the OAS review, including comments, will appear in the OAS Comments box.

Approval Workflow/Timeline

Associate dean review is the third step in the course withdrawal workflow process. Once the associate dean approves a request, it may need to be routed to the Office of International Student and Scholar Services or Athletics Student Services before it can be processed. 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. (This date will also be the effective date of the approved withdrawal when it is processed.)

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, Office of the University Registrar, etc.) and will be included in the email notification to the student.
  2. Click Approve.
  3. The request will now be routed to the Office of the University Registrar for processing, and in certain cases to the Office of International Student and Scholar Services and the Athletics Student Services Center for review.

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, Office of the University Registrar, etc.) and will be included in the email notification 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, Adviser, or Office of Academic Services

If, during the course of your review, you notice something that requires the student, adviser, or Office of Academic Services to update the request (for example, the student answered one of the four required questions incorrectly), you can send the request back.

  1. Leave a comment in the Adviser Comments box, if desired. Comments will be visible to administrators (Office of Academic Services, Office of the University Registrar, etc.) and will be included in the email notification to the student.
  2. Click Send Back.
  3. Select to whom the form should be sent back—the student (Form Submission), the  adviser (Adviser Approval), or the Office of Academic Services (OAS Approval). Click Finish.
  4. The student, adviser, or OAS 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.