Faculty Instructions for Student Course Withdrawal
The instructions below cover information on how faculty can review and approve/deny the Student Course Withdrawal Request.
1. Log in to the campus portal and select the Adobe Experience Manager (AEM) Workflow Inbox link.
2. Choose how you want to review the forms waiting for your review.
My Tasks allows you to open one form at a time to review and approve/deny the request.
2.1. You will see all of the forms that are waiting for your review. Click on a form to review it.
2.2. Click through the tabs to review the information provided.
Before submitting, please ensure that you have reviewed the Student Course Withdrawal Request.
2.1. When you have reviewed all of the information provided, click on the Approval and Signature tab.
2.2. Check the checkbox to indicate that you have completed the review of the form.
This will automatically apply your signature to the form.
2.3. Choose the Grade Evaluation option for this student: estimated grade at time of withdrawal or no basis for evaluation (no exams or grade assignments).
2.4. Click the button next to your decision for this request: Approval or Denial.
2.5. If you select Denial, please indicate the appropriate denial reason from the drop-down list.
2.5.1. If you Select 'Other' for a Denial Reason, you will be provided a field to specify the denial reason.
2.6. Indicate the appropriate grade in the Grade field, if applicable.
NOTE: if you selected No basis for evaluation (no exams or graded assignments), the Grade field will not be required.
2.7. Select or type the Last Date Student attended your class. Optional: enter any additional comments about this request.
- Select or type the Last Date Student attended your class.
- Optional: enter any additional comments about this request.
2.8. Choose what you want to do with the form: send to chair, save, or exit without saving.
- Send to chair will submit the form and send it to the department chair for review. You will no longer be able to make any changes to it.
- Save will save your changes to the form, but it will not be submitted.
- X will close the form without saving your changes.
2.9. If you click Send to chair, you will be asked to confirm your choice. Click Confirm.
It's not recommended that you enter any comments on this pop-up. Only individuals who are involved with the workflow and who look for comments under Workflow Details will see these comments. It's better to add comments under your signature on the form itself.
2.10. You will see a confirmation that the form was submitted successfully. Click OK.
Tuffy Assist uses AI to review the reason for the withdrawal entered by the student, and other details on the request form to categorize the form as High Confidence Approval, High Confidence Denial, or Low Confidence. Instructors can still review the details of the form, and choose to approve or deny based on their own review.
2.1. Click on Tuffy Assist (Beta).
2.2. Choose what you want to do:
Please note that you must select grade information for the student before you can approve or deny a form. You will have the option of entering a current letter grade or indicate that there is no basis for evaluating the student's current grade (i.e., no exams or assignments).
2.2.1. Choose which category of forms you want to review or enter search criteria to find a specific student's form.
All categories with a number next to them should be reviewed, but you can review them in any order you wish.
You will have the option to override Tuffy Assist's categorization of a form.
- High Confidence Approval forms are forms that Tuffy Assist is confident should be approved based on its review.
- High Confidence Denial forms are forms that Tuffy Assist is confident should be denied based on its review.
- Low Confidence forms are forms that Tuffy Assist is unable to categorize with high enough confidence.
- Search pending tasks allows you to enter search criteria (such as a student's name) to find a specific form.
2.2.2. Review the initial details about the request and then click on the student's name to review more details.
- Review the initial details about the request including the course number, last attended date, term, and student's major.
- Then click on the student's name to review more details.
2.2.2.1. Scroll down the Form Details pop-up window to view Tuffy Assist's comments, the student's comments, and other details about the form.
- The Agent Comment will have the reasoning behind Tuffy Assist's recommendation for the form (approve, deny).
- The student's comment will have their reason for requesting the withdrawal.
- The Confidence Score indicates how confident Tuffy Assist is with the category it put this form in (approve, deny).
- Click the x at the top right to close this pop-up.
2.2.3. Click the edit icon for a form to add in grade and attendance information.
2.2.4. First, choose the Grade Evaluation option for this student. If there is a grade to be entered, use the Grade drop-down menu to select the student's current grade for the class.
- First, choose the Grade Evaluation option for this student: estimated grade at time of withdrawal or no basis for evaluation (no exams or grade assignments).
- If there is a grade to be entered, use the Grade drop-down menu to select the student's current grade for the class.
2.2.5. Modify the Last Attend Date, if necessary.
The Last Attend Date is imported from Canvas. You can adjust the date if it is incorrect.
2.2.6. For forms in the High Confidence Denial category, select the reason for the denial.
Tuffy Assist will automatically select a reason based on its review of the form, but you can manually change it to a different reason.
2.2.6.1. If you Select 'Other' for a Denial Reason, you will be provided a field to specify the denial reason.
2.2.7. Then click Save Changes.
2.2.8. The Grade and Last Attended Date are updated based on your changes.
2.2.1. Place a checkmark next to each form that you want to approve. Then click Approve.
Note that clicking Approve will immediately approve the selected form(s). You will not have the opportunity to confirm your approval or add comments before the forms are sent to the next step in the workflow.
- Place a checkmark next to each form that you want to approve.
- Then click Approve.
Note that clicking Deny will immediately approve the selected form(s). You will not have the opportunity to confirm your denial or add comments before the forms are sent to the next step in the workflow.
2.2.1. Place a checkmark next to each form that you want to deny. Then click Deny.
- Place a checkmark next to each form that you want to deny.
- Then click Deny.
Note that clicking Approve or Deny will immediately approve the selected form(s). You will not have the opportunity to confirm your approval/denial or add comments before the forms are sent to the next step in the workflow.
2.2.1. Place a checkmark next to each form that you want to approve or deny. Then click Approve or Deny.
If you place a checkmark next to multiple forms, you will have to choose either Approve or Deny for all of the selected forms. You cannot approve some of them and deny others at the same time.
- Place a checkmark next to each form that you want to approve or deny.
- Then click Approve or Deny, depending on which applies to the form(s) you selected.
2.2.1. Click the edit icon for a form to change its category.
2.2.2. Choose which category (decision bucket) you want to move the form to.
2.2.3. Then enter a comment indicating why you are changing the category/decision bucket.
2.2.4. If you are changing to the Deny decision bucket, scroll down to select the Denial Reason.
2.2.5. Then click Save Changes.
2.2.6. The form will now appear in the category you selected and you can approve or deny the form from that category.
You can use the AI Assistant window to approve or deny individual forms in a particular category.
Currently the Assistant can only process one form at a time.
2.2.1. In the Assistant window, type the action you want to take on one of the forms in the list.
Note that you can only take action on the forms that are in the list to the left (e.g., you cannot deny forms in the High Confidence Denial category while you are viewing the High Confidence Approval category).
In the example below, I am in the High Confidence Approval category, and I want to approve the form for Austin. So I typed "Approve Austin's request." Keep in mind that there is only one form for an Austin in the list. If there were multiple Austins, then I would need to include Austin's last name.
2.2.2. The Assistant will ask you to confirm details of the form such as any comments or denial reasons. Follow the on-screen instructions to complete the approval/denial.
Note that you may be asked to provide missing information such as the grade for the student before the request can be approved/denied.
- The Assistant will ask you to confirm details of the form such as any comments or denial reasons.
- Look for specific instructions at the end of the Assistant's message. In this example, you are being asked to confirm the information is correct.
- Enter your response to continue the approval/denial forward.
2.2.3. You will see a confirmation when the form has been processed (approved or denied).
Need More Help?
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