KUHub Student Request Management

This guide explains, step by step, how to create requests, upload request forms, monitor application progress, and understand status meanings within the SRM (Student Request Management) system. Personal information should be obscured in all screenshots. 

1. System Login

What is done in this step:
The student accesses the application screen by logging into the SRM (Student Request Management) system.

How to do it:

• Log in to the KUHub homepage.

• Go to the “Student Affairs” tab.

• Click on the “My Request” menu.

2. Category Selection

What is done in this step:
The correct unit and request type are selected according to the subject of the request. This step ensures that the request is directed to the appropriate unit and directly affects the processing time.

How to do it:

• On the opened screen, select the unit relevant to your request from the “Category” field.

• Registrar, OIP (Office of International Programs), DOS (Dean of Students), and KUEC (Koç University Executive Council) appear for all students.

• Depending on your department or double major program, the department/faculty category will also appear in this field.

• Select the correct request type from the “Request Type” field.

• For double major students, searches can be conducted through two different departments.

3. Application Area, Document Request, and Petition Submission

On the screen that opens according to the selected Category and Request Type, you are expected to fill in all required fields completely.

Optionally, you can attach files in PDF, PNG, or JPEG formats, with a maximum size of 8 MB.

• In the Registrar category, a form structure opens and the description/file field is optional.

• In Faculty/Institute/OIP/DOS/KUEC categories, the petition field is mandatory.

Sample Screens
The examples below show how the screen varies according to the unit:

Document Request

Registrar Form Structure (example: Enrollment Verification request)

• In this screen, the system automatically fills in detailed fields; you do not need to write a petition.

• Optionally, you should select the “Language” for the request, and you can add extra information in the Comment field.

• You may attach files in PDF, PNG, or JPEG format, with a maximum size of 8 MB.

• After checking all information, click the “Send Request” button to complete your application.

Petition – Faculty/Institute/DOS/KUEC/OIP (example: KUEC-General Request petition)

• The “Request Statement” field is mandatory. Requests should be entered in writing in this field.

• If necessary, you can attach files in PDF, PNG, or JPEG format, with a maximum size of 8 MB.

• After checking all information, click the “Send Request” button to complete your application.

Application – Application (Example: Double Major Application)

• These types of requests are related to specific academic processes (e.g., double major application, withdrawal from a specialization).

• On this screen, the student must make the necessary selections for their application.
  For a DM (Double Major) application, the student should select the program/plan they wish to apply for.

• The description field and file upload field are optional.

• If necessary, you can attach files in PDF, PNG, or JPEG format, with a maximum size of 8 MB.

• After checking all information, click the “Send Request” button to complete your application.

4. Application Status and Tracking

In the “My Requests” section at the bottom, all the requests you have previously created are listed. Here, you can see the following information:

• Category: The unit to which the application was submitted.

• Type: The type of request (Document / Application / General Request, etc.).

• Inserted Date / Updated Date: The date the request was created and last updated.

• Request Type: Details of the application type (e.g., Enrollment Verification, Double Major Application, etc.).

• Assigned: The person evaluating the request.

• Status: The current status of the request (Returned to Student, Pending, Approved, etc.).

• Actions: Area for viewing or processing the application.

4.a. “View” Button – Application Details

When you click the “View” button in the applications list, you are directed to the detail page of the selected request.

On this screen:

• All information related to your application is displayed (request type, category, program, submission method, etc.).

• You can see the status of the request and the unit assigned to you.

• Comments previously made by the admin or yourself are listed in the Comment History section.

• If necessary, you can enter a message or additional information in the “Create Student Note” field.

• You can send a note to the admin for all statuses except Approve and Reject.

• If your request is in Approved or Rejected status, no new comments can be added in this area.

 Returned to Student Status:

• If your request is in the Returned to Student status, you are expected to make updates from this section.

• The person handling your request may ask you for additional information or changes to your request via an admin note.

• After making the changes, click the Save button; your request is automatically submitted, and the status changes to Resubmitted by Student.

You cannot make further changes to your request unless the admin handling your request returns it to the Returned to Student status again.

4.b. “…” Menu – View Details Section

When you click the “…” menu in the applications list and select the View Details option, a window opens containing a summary of your application.

In this window:

• Information such as the category, request type, language, submission method, academic program, and plan of the application is displayed.

• This screen is for informational purposes only; no edits or comments can be made.

• If needed, you can exit this screen and return to the main list.