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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.

Brightspace Guest Access: Students seeking Guest Access to a class in Brightspace can utilize the Guest Access Request form. Instructor approval is required. Students with guest access participate informally and do not require access to FERPA-protected materials like Brightspace chats. Requests will be reviewed by the Office of the University Registrar to ensure the appropriate level of access. Students approved for Guest Access will be granted access in Brightspace by the Brightspace support team. NOTE: Guest access is not available for students who are sitting in the classroom or who need access to FERPA-protected materials, These students should register as auditors. 

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.

Engineering Accelerated Bachelor/Master of Science or Integrated Bachelor/Master of Engineering Application: Undergraduate students in the School of Engineering can utilize this form to apply to the Accelerated Bachelor/Master of Science or Integrated Bachelor/Master of Engineering program. The application routes to the student's adviser, the Director of Graduate Studies for the department to which the student is applying, the Senior Associate Dean for Undergraduate Education in the School of Engineering, and the Senior Associate Dean for Graduate Education in the School of Engineering. The Office of the University Registrar updates the student record for students whose applications are approved.

Engineering Focus: Undergraduate students can utilize the Engineering Focus declaration/change form to request to add, drop, or change their Engineering Focus area(s). The request form routes to the Office of Academic Services for the School of Engineering for approval. Engineering Focus areas are added to the student record by the Office of the University Registrar.

Engineering Science Program Concentration: Undergraduate students majoring in Engineering Science can utilize this form to propose or change a plan of study for the Engineering Science program concentration. The request form routes to the student's adviser, the Engineering Science Division Director, and the Office of Academic Services for the School of Engineering for approval. Upon final approval, the Office of the University Registrar adds the concentration plan to the student's degree audit.

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, practica, and research. 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. 

Internship Course Request: Undergraduate students can utilize the Internship Course Request form to request enrollment in internship courses. The request form routes to the instructor and the student's school for approval. (Requests for international students on an F-1 or J-1 visa also route to the Office of International Student and Scholar 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.

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.

Special Enrollment Request: Undergraduate students can utilize the Undergraduate Special Enrollment Action workflow form to request to enroll in a class as an auditor, enroll in a graduate- or professional-level course, change a grading basis (from or to pass-fail), or enroll in more than 18 hours for the term. Depending on the action requested, the form routes to the instructor of the class, the student's adviser, and/or the associate dean of the student's school. All requests route to the Office of Academic Services for the student's school. Upon final approval, requests route to the Office of the University Registrar for processing.

Appoint or Change Academic Adviser (Graduate students only): Graduate students can utilize the Appoint/Change Academic Adviser Workflow form to request to appoint or change their academic adviser. (Students who wish to change members of their Ph.D. committee should utilize the Doctoral Actions Workflow.) Students should refer to the Graduate School catalog for academic regulations.  

Brightspace Guest Access: Students seeking Guest Access to a class in Brightspace can utilize the Guest Access Request form. Instructor approval is required. Students with guest access participate informally and require no record of the class on their transcript. Requests will be reviewed by the Office of the University Registrar to ensure the appropriate level of access. Students approved for Guest Access will be granted access in Brightspace by the Brightspace support team. NOTE: Guest access is not available for students who are sitting in the classroom, who need access to FERPA-protected materials like Brightspace chats, or who need evidence of the enrollment on a transcript. These students should register as auditors. 

Certificate Declaration: Graduate and professional students can utilize the Graduate and Professional Certificate Declaration form to declare to enroll in a certificate program. Requests route to the certificate program director and to the student's Office of Academic Services for review and approval. Upon final approval, the Office of the University Registrar posts the certificate program to the student's record. 

Course Audit (Graduate students only): Graduate students can utilize the Course Audit workflow form to request to enroll in a class as an auditor. Students should refer to the Graduate School catalog for academic regulations.

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.

Enroll in an Undergraduate- or Professional-Level Class (Graduate students only): Graduate students can utilize the UGRD/PROF Class Workflow form to request to enroll in an undergraduate- or professional-level class. Students should refer to the Graduate School catalog for academic regulations.

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. 

Graduate Student Course Audit Request: Instructors are the first approval step once a graduate student has submitted a request to audit a course. Instructors receive an email with a link to the request, and can also access a work queue using the link below. Upon instructor approval, the request routes to the Graduate School. Upon final approval, enrollments are processed by Office of the University Registrar.

Graduate Student Enrollment in Undergraduate or Professional Class Request: Instructors are the first approval step once a graduate student has submitted a request to enroll in an undergraduate or professional class. Instructors receive an email with a link to the request, and can also access a work queue using the link below. Upon instructor approval, the request routes to the graduate program coordinator/manager and the Director of Graduate Studies of the student's program, and to the Graduate School. Upon final approval, enrollments are processed by the Office of the University Registrar.

Individual Study: Instructors are the first approval step once a 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. 

Internship: Instructors are the first approval step once an undergraduate student has submitted a request for an internship. 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 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. 

Undergraduate Special Enrollment Action: Undergraduate students can utilize the Undergraduate Special Enrollment Action workflow form to request to enroll in a class as an auditor, enroll in a graduate- or professional-level course, change a grading basis (from or to pass-fail), or enroll in more than 18 hours for the term. Instructors are the first approval step once an undergraduate student has submitted a request to audit their class or enroll in their graduate/professional class. Upon instructor approval, the form routes to the student's adviser (for audit requests). All forms are reviewed by the student's Office of Academic Services before being processed 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. 

Appoint or Change Academic Adviser: Departmental administrators and administrators in the Graduate School approve graduate student requests to appoint or change their academic adviser. (Request to change members of the Ph.D. committee should route through the Doctoral Actions Workflow.) Upon final approval, adviser changes are processed by the Office of the University Registrar.

Certificate Declaration: Certificate directors and administrators in the Graduate and professional schools' Offices of Academic Services approve student requests to add a certificate program. Upon final approval, certificates are posted to the student record by the Office of the University Registrar.

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

Engineering Accelerated Bachelor/Master of Science or Integrated Bachelor/Master of Engineering Application: Directors of Graduate Studies and the Senior Associate Dean for Undergraduate Education and the Senior Associate Dean for Graduate Education in the School of Engineering review applications for the Accelerated Bachelor/Master of Science or Integrated Bachelor/Master of Engineering after they are approved by the student's adviser. Upon final approval, the Office of the University Registrar processes the admission.

Engineering Focus: Administrators in the School of Engineering approve undergraduate student requests to declare an Engineering Focus. Upon final approval, the Office of the University Registrar posts the Engineering Focus to a student's record.

Engineering Science Program Concentration: The Engineering Science Division Director and the Office of Academic Services for the School of Engineering review program concentration proposals for Engineering Science major after they are approved by the student's adviser. Upon final approval, the Office of the University Registrar posts the program concentration to the student's degree audit.

Graduate Student Course Audit Request: Administrators in the Graduate School approve graduate student requests to audit a class through the Graduate Course Audit workflow webform. Upon final approval, graduate students are enrolled as auditors by the Office of the University Registrar.

Graduate Student Request to Enroll in Undergraduate or Professional Class: Graduate program managers, Directors of Graduate Studies, and administrators in the Graduate School approve graduate student requests to enroll in an undergraduate or professional class after the instructor has approved the request. Upon final approval, graduate students are enrolled by the Office of the University Registrar.

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.

Internship: Administrators in the Office of Academic Services approve Internship requests for undergraduate students 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.

Undergraduate Special Enrollment Action: Undergraduate students can utilize the Undergraduate Special Enrollment Action workflow form to request to enroll in a class as an auditor, enroll in a graduate- or professional-level course, change a grading basis (from or to pass-fail), or enroll in more than 18 hours for the term. Instructors are the first approval step once an undergraduate student has submitted a request to audit their class or enroll in their graduate/professional class. The undergraduate associate dean of the student's school approves requests to enroll in more than 18 hours for the term. All forms are reviewed by the student's Office of Academic Services before being processed by the Office of the University Registrar.

Appoint or Change Academic Adviser: The new adviser is the first approval step once a graduate student has submitted a request to appoint or change their academic adviser. 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 student's department or program and to the Graduate School for final approval. Academic adviser updates are processed by the Office of the University Registrar. 

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.

Engineering Accelerated Bachelor/Master of Science or Integrated Bachelor/Master of Engineering Application: The student's adviser is the first review step once an undergraduate student in the School of Engineering has submitted an application for the Accelerated Bachelor/Master of Science or Integrated Bachelor/Master of Engineering program. 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 Director of Graduate Studies for the department to which the student is applying, and the Senior Associate Dean for Undergraduate Education and the Senior Associate Dean for Graduate Education in the School of Engineering. Upon final approval, the Office of the University Registrar processes the admission.

Engineering Science Program Concentration: The student's adviser is the first review step once an undergraduate student majoring in Engineering Science has submitted a program concentration. 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 Engineering Science Division Director and the Office of Academic Services for the School of Engineering. Upon final approval, the Office of the University Registrar posts the program concentration to the student's degree audit.

Undergraduate Special Enrollment Action: Undergraduate students can utilize the Undergraduate Special Enrollment Action workflow form to request to enroll in a class as an auditor, enroll in a graduate- or professional-level course, change a grading basis (from or to pass-fail), or enroll in more than 18 hours for the term. The student's adviser approves requests to audit a class or change grading basis. All forms are reviewed by the student's Office of Academic Services before being processed by the Office of the University Registrar.

Brightspace Guest Access: Users seeking Guest Access to a class in Brightspace can utilize the Guest Access Request form. Instructor approval is required. Users with guest access participate informally and do not require access to FERPA-protected materials like Brightspace chats or evidence of the enrollment on a transcript. Requests will be reviewed by the Office of the University Registrar to ensure the appropriate level of access. Users approved for Guest Access will be granted access in Brightspace by the Brightspace support team. NOTE: Guest access is not available for users who are sitting in the classroom, need access to FERPA-protected materials, or need evidence of the enrollment on a transcript. These users should register as auditors.