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University Registrar

University Registrar
  2. Workflow

Workflow

In partnership with Academic Affairs Process and Solution Implementations and Vanderbilt University Information Technology, the Office of the University Registrar has implemented Kuali, an online workflow product to assist with various processes on campus. The workflow tool is being developed to meet the needs students, faculty, and staff as we move away from paper-based processes in our service environments.

The Office of the University Registrar works with representatives of Vanderbilt's colleges and schools to develop workflow processes related to curriculum management and student records and enrollment.

Course Withdrawal (available on the Student Landing page in YES): Once the Change Period has ended via the Student Registration application in YES, undergraduate students can utilize the Course Withdrawal form to request to withdraw from a class. The withdrawal form routes to the student's adviser, as well as any other relevant parties who may need to approve the enrollment action. Upon final approval, withdrawals are processed by the Office of Academic Services for the student's school, or by Office of the University Registrar. Please note that course withdrawal requests that have not been fully approved within seven days of initial submission will be canceled. Students will receive notification of canceled requests.

Individual Study (available on the Student Landing page in YES): Undergraduate students can utilize the Individual Study registration form to request enrollment in permission-only courses such as directed study, independent study, research, practica, and internships. The request form routes to the instructor, the appropriate departmental administrator (e.g., department chair or DUS), and the student's school for approval. Upon final approval, enrollments are processed by the Office of Academic Services for the student's school or by the Office of the University Registrar. 

Intra-University Transfer Application: Undergraduate students in the College of Arts and Science, Blair School of Music, School of Engineering, and Peabody College can utilize the Intra-University Transfer Application to request transfer between schools. The application routes to the Dean's Office of the school to which the student is applying to transfer. Upon final approval, the transfer is processed by the Office of the University Registrar. 

Major/Minor Declaration: Undergraduate students can utilize the Major/Minor Declaration form to request to add, drop, or change their majors and/or minors, and/or change their expected graduation term. The request form routes to the departmental administrator of the department or program offering the major and/or minor, and to the student's school for approval. Upon final approval, declarations are processed by the Office of the University Registrar. 

Preferred or Chosen Name Request: Currently enrolled students can request a preferred or chosen name to appear in class rosters. Requests are approved and processed by the Office of the University Registrar.

RCR (CITI) Manual Upload: Students who use their @vanderbilt.edu email address to create their CITI account should have their completion status automatically loaded within a week. Students who did not use their @vanderbilt.edu email address OR if it has been longer than a week since completion can use this form to upload the completion certification. Students will be asked to enter the permanent hyperlink from CITI that shows completion of the RCR module; the completion link can be found in the email confirmation of completion OR in the student's CITI profile.

Course Withdrawal (available on the Student Landing page in YES): Once the Change Period has ended via the Student Registration application in YES, students in the Divinity School, Graduate School, School of Nursing, and Owen Graduate School of Management, as well as professional and distance learning students in the School of Engineering, can utilize the Course Withdrawal form to request to withdraw from a class. The withdrawal form routes to the student's Office of Academic/Student Services, as well as any other relevant parties who may need to approve the enrollment action. Upon final approval, withdrawals are processed by the Office of Academic/Student Services for the student's school, or by Office of the University Registrar. Please note that course withdrawal requests that have not been fully approved within seven days of initial submission will be canceled. Students will receive notification of canceled requests.

Doctoral Actions: Graduate students can utilize the Doctoral Workflow form to request to appoint or modify their Ph.D. committee, schedule or modify their qualifying exam, schedule or modify their dissertation defense, request to extend the deadline to enter candidacy, and/or request to extend candidacy. Students should refer to the Graduate School catalog for academic regulations. Students should check program regulations as individual programs may have additional requirements.

Individual Study (available on the Student Landing page in YES): Graduate and professional students in the Divinity School, Graduate School, Law School, Owen Graduate School of Management, Peabody College, the School of Engineering, and the School of Nursing can utlize the Individual Study registration form to request enrollment in permission-only courses such as directed study, independent study, research, practica, and internships. The request form routes to the instructor; for students in the Graduate School, the School of Engineering, and Peabody College, the appropriate departmental administrator (e.g., DGS); and the student's school for approval. Upon final approval, enrollments are processed by the Office of Academic Services for the student's school or by the Office of the University Registrar. 

Master of Liberal Arts and Science Concentration Declaration: Master of Liberal Arts students can utilize the Master of Liberal Arts Concentration Declaration form to declare an optional Area of Concentration(s): Fine and Creative Arts, History, Literature and Creative Writing, and/or Social Science.

MBA Concentration Update Request: MBA students in the Owen Graduate School of Management can add or remove a concentration, specialization, or emphasis via the MBA Concentration Update Form. 

Preferred or Chosen Name Request: Currently enrolled students can request a preferred or chosen name to appear in class rosters. Requests are approved and processed by the Office of the University Registrar.

RCR (CITI) Manual Upload: Students who use their @vanderbilt.edu email address to create their CITI account should have their completion status automatically loaded within a week. Students who did not use their @vanderbilt.edu email address OR if it has been longer than a week since completion can use this form to upload the completion certification. Students will be asked to enter the permanent hyperlink from CITI that shows completion of the RCR module; the completion link can be found in the email confirmation of completion OR in the student's CITI profile.

VA-1 Form: Students applying for veterans' educational benefits at Vanderbilt should submit the VA-1 form as part of the required documents. More information on veterans' educational benefits at Vanderbilt--including deadlines and other important information--is available here: https://registrar.vanderbilt.edu/va/index.php. 

Individual Study: Instructors are the first approval step once an undergraduate student has submitted a request for individual study (independent study, research, etc.). Instructors receive an email with a link to the request, and can also acess a work queue using the link below. Upon instructor approval, the request routes to the department and  then to the Office of Academic Services. Upon final approval, enrollments are processed by the Office of Academic Services for the student's school or by the Office of the University Registrar. 

Academic Catalogs: The editing process for the academic catalogs is managed through the Kuali Curriculum system. For additional information, please contact Sarah Swayze at sarah.j.swayze@vanderbilt.edu. 

CIP Code Change Request: Form used for requests to change CIP Codes. More information on this process is available here: https://registrar.vanderbilt.edu/secure/cip-change-code-process.php. 

Course Description Changes: School-based administrators submit approved requests to add new courses and change or inactivate existing courses via the Kuali Curriculum system. Please contact your school's dean's office for information on policies and procedures related to adding or updating courses in your school.

Course Withdrawal: Administrators in the Office of Academic Services and, in certain cases, the associate dean approve course withdrawal requests. Upon final approval, withdrawals are processed by the Office of Academic/Student Services for the student's school or by Office of the University Registrar. Please note that course withdrawal requests that have not been fully approved within seven days of initial submission will be canceled. Students will receive notification of canceled requests.

Doctoral Workflow: Departmental administrators and administrators in the Graduate School approve doctoral action requests through the Doctoral Workflow webform. 

Individual Study: Departmental administrators and administrators in the Office of Academic Services approve Individual Study requests once the course instructor has approved the request. Upon final approval, enrollments are processed by the Office of Academic Services for the student's school or by the Office of the University Registrar.

Leave of Absence/Withdrawal: Approved users in the schools' dean's office utilize this form for processing student leaves of absence or withdrawals from the university (note: this is a separate process from class withdrawals). Please contact your school's dean's office for additional information. A user guide for school users is available here: https://vanderbilt.app.box.com/s/cp6rtr329xk3ickpd44otfakuo003y9w (link opens in Box for Vanderbilt). 

Major/Minor Declaration: Departmental administrators and administrators in the Office of Academic Services approve major/minor declaration requests for undergraduate students. Upon final approval, declarations are processed by the Office of the University Registrar.

Reinstatement: Undergraduate associate deans approve or deny applications for reinstatement through the Reinstatement workflow.

Student Data Usage Agreement: Form used for requests for student data reporting. The Office of the University Registrar is committed to vetting all student data requests in an effort to ensure the appropriate use and security of Vanderbilt University student data.

Course Withdrawal: Advisers are the first approval step once an undergraduate student has submitted a request to withdraw from a class. Advisers receive an email with a link to the request, and can also access a work queue using the link below. Upon adviser approval, the request routes to the Office of Academic Services, as well as any other relevant parties who may need to approve the enrollment action. Upon final approval, withdrawals are processed by the Office of Academic Services for the student's school or by Office of the University Registrar. Please note that course withdrawal requests that have not been fully approved within seven days of initial submission will be canceled. Students will receive notification of canceled requests.