Chair Instructions for Student Course Withdrawal
The instructions below cover information on how department chairs 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. Scroll down to the Chair Signature section.
2.3. Check the checkbox to indicate that you have completed the review of the form.
This will automatically apply your signature to the form.
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. Optional: enter any additional comments about this request.
2.7. Choose what you want to do with the form: send to chair, save, or exit without saving.
- Send to ARSC will submit the form and send it to ARSC for processing. 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.
2.8. If you click Send to ARSC, 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.
2.9. 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. Department Chairs 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:
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, current grade, last attended date, term, and student's major. You can also see the Instructor's Decision and Agent (Tuffy Assist) Decision for this form.
- 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 instructor's decision/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 Instructor Decision will have the instructor's recommendation (Approved, Denied). The Instructor Comment will have any comments entered by the instructor.
- 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.
2.2.1. 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 Kimberly. So I typed "Approve Kimberly's request." Keep in mind that there is only one form for a Kimberly in the list. If there were multiple Kimberlys, then I would need to include Kimberly'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.
In the example below, the Additional Comments that will be added are Tuffy Assist's reasoning for the denial. You can choose No and the Assistant will help you add your own personalized comment.
- 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?
For technical questions or assistance, please contact the IT HelpDesk at [email protected] or 657-278-7777.
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