Change of track assignment
Fully digital request and approval process to change the track assignment in PhD programs
Used by:
Description:
Graduate schools usually follow interdisciplinary approaches and students can move freely between different tracks (=subjects). For administrative reasons however, students are assigned to one track upon admission. Along with the track, the student has corresponding supervisors and track representatives. If the PhD project changes over the course of studies, it might be helpful to change the track and along the track representatives for better guidance in a new field. Therefore, this feature facilitates a fully digital process to request a change in track assignment and a multi-stage approval of it.
Details:
In the tab „requests“, students can fill out a „request form to change track assignment“ and submit it fully digital. In the form, details about the new track as well as a justification for the change has to be given.
After submitting the form, any number of approval rounds can be added and build a multi-stage approval process. In theory, whoever needs to do the approval, each round will look the same:
The responsible person such as admin, track representatives and supervisors will receive an automated notification of a new request. All requests are also shown in a list view. Here, via an „edit“ function, the request form can be accessed and evaluated. There are three options to decide on: deny the request, send it back to student with comments to amend, or approve the request. After approving, this very same process will be repeated by the next responsible person in line to form a multi-stage approval process.
The student can follow the progress at all times and see each status change. After the final approval, the students status will be updated to the new track.