Change of study routes
Fully digital request and multi-stage approval process for the change of study routes PhD programs
Used by:
Description:
According to different experiences PhD students bring, they are assigned to a long route or short route while admission. Under certain circumstances students can request a change of study route. This might be the case if they have achieved fast progress ahead of time, or on the other hand restructure their project and need more time to complete the PhD. Either way, this feature facilitates a fully digital request and multi-stage approval process for the change of study routes.
Details:
In the tab „requests“, the student can fill out the „request for study routes change form“ and submit it online. In the form, documents such as a letter of intent, a supporting letter of a faculty member, and in case of change to the short route a recent transcript can be uploaded as PDF.
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 representative or Dean 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 along with the supportive documents 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 of the multi-stage approval process.
The students can follow the progress at all times and see each status change.
After the final approval, the students status will be changed into the other study route.