Faculty & Staff
Welcome Faculty and Staff!
Here you will find resources to help guide your discussions with students with issues relating to financial aid, billing and payments, and student records. We are here to help! If students need further assistance, please direct them to Contact Us.
Student Financial Aid & Scholarships
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The Academic Engagement Verification Roster (AEVR)
What is the Academic Engagement Verification Roster?
In compliance with federal regulations, Kent State University is required to determine whether students have participated in their classes. The Academic Engagement Verification Roster (AEVR) lists all students who were enrolled for this course on or after the course start date.
This population includes students who dropped or withdrew from this course. All students on the roster must be updated regardless of their registration status. The AEVR will be used to ensure that Title IV aid is properly disbursed to Kent State students. This roster does not require attendance be taken in KSU courses but does require the primary instructor to verify that students have engaged at least once in the course.
What is considered academic engagement?
Academic engagement is determined by a student's engagement in at least one academically related activity. The following are some examples of acceptable academically related activities:
- Attending a synchronous class, lecture, recitation, or field or laboratory activity, physically or online, where there is an opportunity for interaction between the instructor and students
- Submitting an academic assignment
- Completing an interactive tutorial, webinar, or other interactive computer-assisted instruction
- Interacting with an instructor about academic matters
- Participating in a study group, group project, or an online discussion that is assigned by the institution
- Taking an assessment or an exam
- Participating in any other instructional activity related to a student's course of study
How can I report academic engagement?
From within the primary instructor's FlashLine, the AEVR can be found in the Grading Resources section of the Faculty Dashboard. The AEV can also be found in FlashFAST on the Faculty Menu.
For more information relating to understanding and updating the AEVR, please refer to the Academic Engagement Verification Roster page.
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The Enrollment Freeze Date
What is the Enrollment Freeze Date?
In order to remain in compliance with federal regulations, Kent State University determines student eligibility for federal grants based on their course schedule at the conclusion of the 100% drop date for the term. In order to maintain their eligibility, students are encouraged to register for all courses no later than the conclusion of the 100% drop date to ensure they receive their full eligibility for the grants. Courses added after the 100% drop date will not result in an increase to federal grants, even if tuition charges increase.
What happens if a student makes schedule adjustments after the Enrollment Freeze Date?
If a student adds a course after the Enrollment Freeze Date, their grants will not be increased. This will remain true even if the student's balance increases due to adding a new course.
If a student drops, withdraws, stops attending, or never attends a course that is part of their finalized course schedule, their grant(s) may be reduced for the term. Any balance that is caused by the reduction of a grant is the student's responsibility to repay the school by the assigned due date.
What if a student does not register for courses until after the Enrollment Freeze Date?
If a student has not registered for courses until after the Enrollment Freeze Date, they are OK to make schedule adjustments. However, if a student does not register for courses until after the Enrollment Freeze Date, their new date will be the day they first register for courses. In these circumstances, students must register for all of their courses on the same day. Failure to do so can result in students not receiving their full federal grant eligibility.
Who is affected by the Enrollment Freeze Date?
Recipients of the Federal Pell Grant and/or Federal TEACH Grant.
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Schedule Changes & Financial Aid
How can a student adding or dropping/withdrawing from a class impact their financial aid?
If a student makes adjustments to their schedule, the following may occur:
- If the student has borrowed student loans, they may be asked to start repaying their student loans.
- Federal and/or state grant amounts may adjust, causing the student to owe a balance.
- Students may lose eligibility for their scholarships for the current and future terms.
- Students may be cited for not making Academic Progress and become ineligible for federal financial aid.
Who can students speak to regarding the impact of schedule adjustments on financial aid?
Students should be directed to contact the One Stop to discuss the impact of schedule adjustments on financial aid. The One Stop can be reached at (330) 672-6000, submitting an electronic inquiry via our Contact Us form, or creating an appointment to speak with a counselor.
Who should students speak to regarding the impact of schedule adjustments on their degree program?
Students should be directed to speak with their academic advisor to discuss the impact of schedule adjustments on their degree program.
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Satisfactory Academic Progress
What Satisfactory Academic Progress?
Satisfactory Academic Progress, or SAP, is a federal regulation that requires Kent State University to review the academic progress of students who apply for federal financial aid. The purpose of this review is to measure whether a student is making satisfactory progress towards their educational goals.
When are students reviewed for Satisfactory Academic Progress?
Satisfactory Academic Progress will be evaluated at the end of the spring semester or at the time the student applies for federal assistance by completing the FAFSA. Evaluation of SAP occurs annually for all programs except programs that take one year or less to complete. Students enrolled in programs that take one year or less to complete are evaluated for SAP after every semester.
What is the criteria to be making Satisfactory Academic Progress?
The criteria varies depending on the degree type the student is pursuing and how many credit hours the student has earned. You can visit the Satisfactory Academic Progress page to see the specific criteria that must be met to be meeting SAP.
Where can students check to see if they are making Satisfactory Academic Progress?
Students can view their Financial Aid Satisfactory Academic Progress Calculation by following these steps:
- Log into FlashLine
- Click Student tab in left column
- Under Finances, click Financial Aid
- Choose Financial Aid Satisfactory Academic Progress Calculation
The Financial Aid Satisfactory Academic Progress Calculation displays a student's Financial Aid GPA, SAP Financial Aid Completion and SAP Maximum Time Frame values. The SAP earned hours is used to determine the percent completion standard.
How do I complete a Program of Study Form?
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Scholarships
Where can students go to research and apply for scholarships?
Students can visit the ScholarshipUniverse portal to research and apply for scholarships. ScholarshipUniverse is a new search portal that helps match students to scholarships.
ScholarshipUniverse can help students find additional scholarships based on:
- your major
- academic achievements
- financial need
- activities and interests
- and more!
Who can use ScholarshipUniverse?
To use the portal, users must be an admitted or continuing student at Kent State. Upon logging into ScholarshipUniverse for the first time, users will be asked to complete a profile asking them questions based on:
- your major
- academic achievements
- financial need
- activities and interests
- and more!
As users answer questions, they will be matched with scholarships that they can apply for via the ScholarshipUniverse portal.
Does Kent State University offer any scholarship to incoming students?
Kent State University offers incoming students scholarships based on their application materials. Students should be directed to the Kent State University Scholarships page to see what the criteria are for their application type.
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Outstanding Financial Aid Requirements
What are outstanding financial aid requirements?
Outstanding financial aid requirements are requirements that students have yet to complete to qualify for financial aid.
How are students notified of any outstanding requirements?
Students are notified via their Kent email of any missing requirements that they may have to qualify for financial aid.
How can students see what outstanding requirements they have to complete?
Students can view what requirements are still outstanding by going through the following steps:
- Log onto FlashLine
- Navigate to Student, then Finances, and finally Financial Aid
- Click on Financial Aid Status
- Select the correct aid year
- If students have any outstanding requirements, students will be able to click an option labeled Student Requirements
Students may also watch the One Stop video on Viewing Outstanding Financial Aid Requirements to see the steps to view outstanding requirements.
Billing & Payment
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Tuition and Fees Information
Where can I access Tuition and Fees Information?
Tuition and fees information can be accessed online at the Tuition & Fees webpage. While determining course rates, please keep the following in mind:
- Is the course through the Kent campus or a regional campus?
- Is the student an in-state or out-of-state student?
- Is the student taking courses at the graduate or undergraduate level?
- What cohort is the student in for calculating their tuition cost?
Is there a flat rate for tuition and fee billing?
During the Fall and Spring terms, undergraduate students are charged a flat rate for tuition and fees when taking 12-18 credit hours, while graduate students are between 11-18 credit hours.
The Summer term does not have a flat rate for tuition and fees. Students are charged per credit hour for the Summer term.
Where can I access information for special program rates, course fees, or other class fees?
Information pertaining to specific course or program fees can be located on the University Fee Register.
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Payment Due Dates
When are a semester's due dates?
Due dates typically occur once a month during a semester. You may visit the Payment Due Dates page to see the due dates for each term.
Students may also be referred to the One Stop's Billing & Tuition Payment Information page for more details on specific due dates, hours of operation, and other resources.
What happens if a student does not pay their balance by the due date?
If a student does not pay their balance on time, they may face a registration hold on their account.
- If a student's balance is $200 or more, they will receive a registration hold. This hold limits a student's ability to add additional classes. Students are still able to drop or withdraw from classes while this hold remains on their account.
Can a student's schedule be canceled due to nonpayment?
Students may be at risk of schedule cancellation if they have a PRIOR SEMESTER balance of $200 or greater prior to the start of the current semester. This cancellation window occurs during the first payment due date of the semester, and students will be notified via email to their Kent email if their schedule is at risk of cancellation due to a prior semester balance on the account for nonpayment.
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Viewing The Current Balance Owed
Where can students view their balance owed?
Students may view their current balance owed on their FlashLine. Student can access this information by logging into their FlashLine and navigating through the following steps:
- Once logged into FlashLine click on Student menu tab to the left
- Click the Finances tab
- Navigate to the Tuition & Payments section
From here, students have different options to view their current balance owed:
- My Student Account Detail (including Financial Aid) - This page will show students a breakdown of charges and payments for a chosen term, including any pending financial aid or payment plans.
- Print a Statement of Student Account - Students can access an invoice document that shows a breakdown of charges and payments for a chosen term, including any pending financial aid or payment plans.
- Student Account Summary by Term - Students will be shown a list of all terms and any charges and/or payments made for the shown terms.
How can students view holds on their account?
Students may view holds on their FlashLine that can prevent registration. Student can access this information by logging into their FlashLine and navigating through the following steps:
- Once logged into FlashLine click on Student menu tab to the left
- Click the Finances tab
- Navigate to the Tuition & Payments section
- Select the View Holds option
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Making a Payment
Can a student make a payment online?
Students may make a payment online at payonline.kent.edu, where they will be prompted to enter their FlashLine login. Payment may be made with an electronic check, a supported 529 plan, or with a credit/debit card. Payments made with a credit or debit card online will have service charges applied.
Can a student make a payment in-person?
Students may drop a check off in-person at the drop-box located outside of Room 131 in the Schwartz Center. Checks should be made payable to Kent State University and include the student's name and/or ID to match the payment to the student account. Payments are not accepted at the One Stop.
Can a student mail a check to make payment?
Students may mail a check to the Bursar's Office to make payment on their account. Checks should be mailed to Kent State University, ATTN: Bursar's Office, PO Box 5190, Kent, OH 44242. Checks should be made payable to Kent State University and include the student's name and/or ID to match the payment to the student account.
Can a student create a monthly payment plan?
Students may make a monthly payment plan for balances owed for the Fall and Spring terms. Students can create a payment plan by accessing their FlashLine and navigating through the following steps:
- Once logged into FlashLine click on Student menu tab to the left
- Click the Finances tab and navigate to the Tuition and Payments tab
- Select Make Payments/Payment Plan
- Select Enroll in Payment Plan
The duration of the payment plan will vary depending on the time when students create the plan. You may read more about Kent State's payment plan option online by visiting the Monthly Payment Plan Options page.
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Tuition Refund Credit Period(s)
What is a Tuition Credit Refund Period?
A Tuition Credit Refund Period is the timeframe in which a student can drop/withdraw from a class and have their tuition and fees reduced accordingly. The refund credit periods can result in a reduction in tuition of 100%, 80%, 65%, 60%, or 0% depending on the time in which a student withdraws. The timeframe to do so varies from course to course, and depends on the start date for the course.
How can students view the Tuition Credit Refund Period for a course?
Students may view the timeframe for being able to drop or withdraw from a course by logging onto their FlashLine. Upon logging in, they would want to go through the following steps:
- Go to the Student Dashboard
- Select the option for Resources
- Navigate to the Courses and Registration section
- Select View or Print Course Schedule and Purchase Textbooks
- Select the term you wish to view
- Click on the CRN for the course you wish to view
Students will be shown a screen showing the timeframe to drop a course and receive a percentage of tuition back. Please note that it will show the refund periods for all courses the student is currently registered for.
Is there an impact on a student's financial aid for dropping or withdrawing from a course?
There always may be an impact on a student's financial aid when they drop or withdraw from a course. Students should be instructed to contact the One Stop for Student Services at (330) 672-6000 to discuss the potential impact on a student's financial aid.
If a student drops from a class and stays at full-time status, will their tuition and fees be reduced?
Students remaining enrolled full-time in classes will not have a reduction in their tuition and fees. This is due to students being charged a flat rate while being actively enrolled as a full-time status. Students must drop below full-time to have their tuition and fees reduce for the term.
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Tuition Refund Appeals
What is the Tuition Refund Appeal?
A Tuition Refund Appeal is a request submitted by a student to appeal tuition owed on the account for a term in which the student did not attend or attended another university. Students must successfully drop or withdraw from the term in which they are trying to appeal for before they can submit an appeal.
What reasons can a student submit an appeal for?
Students can only submit a Tuition Refund Appeal for two reasons.
- Never Attended/Participated
- Students can file a tuition refund appeal for non-attendance/participation in a course(s). Students must be withdrawn from the course(s) before they can submit an appeal. Students that are not withdrawn from the course(s) they are appealing for non-attendance/participation must complete a Petition for Exception to Registration application found on the Registrar's Website.
- Enrollment/Attendance at Another College/University
- Students can file an appeal for a term in which they were attending classes at another school while remaining enrolled at Kent State University. The appeal application must include an official verification of attendance at the other institution. The document can usually be requested through the school's Office of the Registrar.
Is there a time limit for submitting an appeal?
There is a two year limit on filing a refund appeal. For example, if a student is filing an appeal for the Fall 2019 term then it must be submitted to KSU by the official end date of the Fall 2021 term.
Where can students access the appeal?
Students should be directed to the Tuition Refund Appeal page for more information about accessing the appeal form.
- Never Attended/Participated
Student & Academic Records
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Requesting Transcripts
What formats can a transcript be sent out in?
Kent State University can issue transcripts to be sent via the mail or electronically via email.
What is the cost of issuing a transcript?
A $9.00 convenience fee per transcript will be charged to your credit card. This is a nonwaivable fee.
How can students request transcripts?
Students may place a request for a transcript by accessing their FlashLine and navigating through the following steps
- Once logged into FlashLine click on Student menu tab to the left
- Click the Resources tab and navigate to the Grades and Transcripts section
- Select Request Official Transcript
Former students who cannot access FlashLine will need to create an account with Parchment.
Can a student pick up a transcript in-person?
No. The One Stop is unable to print transcripts and provide them to students in-person. Students must go through Parchment to place requests for official transcripts.
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Student Holds on Registration
What are student holds?
Holds are placed on student accounts when there are unfulfilled requirements for the university. Holds can be caused by missing documents for Admissions, a Social Security Number mismatch, an unpaid balance, or more.
HOW CAN STUDENTS VIEW HOLDS ON THEIR ACCOUNT?
Students may view holds on their FlashLine that can prevent registration. Student can access this information by logging into their FlashLine and navigating through the following steps:
- Once logged into FlashLine click on Student menu tab to the left
- Click the Finances tab
- Navigate to the Tuition & Payments section
- Select the View Holds option
This page will show any holds on a student's account and what department(s) are responsible for the holds. Students should contact the department(s) listed to discuss the needed steps to clear their registration holds.
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Grade Changes
What circumstances permit a Grade Change?
With the exception of the IN, IP and NR marks, once grades or marks are submitted, they are final and will not be changed except in cases of administrative error. Grades will not be changed by allowing the students to do additional work (e.g., retaking exams; redoing papers; submitting extra credit papers, reports) or by using criteria other than those applied to all students in the class.
In the event of a possible administrative error, the students must contact the instructor as soon as possible following the awarding of the grade. If the instructor is not available, the department/school chair/director should be contacted.
Grade appeals for reasons other than administrative error must follow established policy and procedures for student academic complaints, see policies 4-02.3 for Kent Campus and 8-01.4 for regional campuses in the University Policy Register.
Who is responsible for submitting a Grade Change?
Instructors must submit a Grade Change Request via the Grade Change Workflow. Instructors may access this option on their FlashLine under the Faculty Dashboard.
When is the last day a Grade Change request can be made?
Approved grade change requests for reasons other than removal of the IN, IP and NR marks must be submitted no later than the end of three consecutive terms after the grade was submitted or before the student’s degree is posted officially to the permanent academic record, whichever comes first.
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Course Overrides
What are course overrides?
Course overrides permit students to register for a course that they normally cannot register for. The reasons students can not be permitted to register can include, but are not limited to, not meeting the course prerequisite, not being in the required degree program, or a course section being full.
How can I see what requirements a student must have to take a course?
The Schedule of Classes will indicate if there are registration restrictions on a course. If a restriction exists, there will be a link students can select to see what requirements must be met in order to take the course.
Who should students reach out to if they want an override?
Students are advised to reach out to the instructor and/or department the course is through to discuss a course override. It is up to the instructor and/or department if a student will be permitted to register for a course with an override.
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Petition for Exception to Registration
What is a Petition for Exception to Registration?
A Petition for Exception to Registration is used when students are requesting registration/schedule adjustment transactions to their class schedule after published University deadlines for the class(es). The Petition for Exception to Registration is to make changes to student transcripts and schedules in cases involving documented unusual or extenuating circumstances. Approval of petitions is not guaranteed and reviewed on a case-by-case basis.
What is the deadline to submit a Petition for Exception to Registration?
Students may submit a petition in a reasonable period of time, typically within the term under consideration. Petitions for exception to registration may be reviewed retroactively at the discretion of the University Registrar not to exceed two years (2) from the end of the term in which the requested action is sought. Petitions more than two (2) years from the end of the term under consideration are not guaranteed to be reviewed and/or approved.
Do instructors have to provide documentation to approve a petition?
Instructors are required to provide consent for students requesting to join a class late. Instructors are asked to submit an email to regpetition@kent.edu from their Kent State email providing approval for students to join their course late. Petitions for a late add cannot be approved until instructors provide their approval for students to join the course.
Where is the Petition for Exception to Registration Located at?
Students, faculty, and staff may access te petition and more information relating to the petition process by visiting the Petition for Exception to Registration webpage.
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Late Registration Request
What is a Late Registration Request?
A Late Registration Request is a request students may submit to request to join a class during the 80% drop window for a course. Students may view the timeframe of the 80% drop window by accessing the Schedule of Classes and, for the course they are interested in, select the Registration Deadlines option.
How can students submit a Late Registration Request?
Students may submit a late registration request by logging onto their FlashLine and navigating through the following steps:
- Once logged into FlashLine click on Student menu tab to the left
- Click the Resources tab and navigate to the Courses and Registration section
- Select Additional Tools: FlashFAST for Students
- Select Registration
- Select Late Registration Request
- Acknowledge the Financial Obligation Acknowledgement Agreement
Students will then be instructed to enter the information for the course they wish to make a request for.
How can students check the status of a Late Registration Request?
Students may refer to the Late Registration Request screen to view any previously made requests for the term they have chosen.
Who makes decisions on Late Registration Requests?
Instructors will receive notice via their Kent email of a student's request. The email will contain instructions on how to access the request and make a decision on it. Upon making a decision, students will be notified via email.
When are students added upon a request being approved?
Upon an instructor approving a Late Registration Request, the Registrar's Office will be notified and add students to the requested course.
What can students do after the Late Registration Request deadline has passed?
Students should be instructed to complete a Petition for Exception to Registration if they wish to join a class after the Late Registration deadline.
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Reenrollment vs. Reinstatement
What is Undergraduate Reenrollment?
Undergraduate Reenrollment is for students who have previously attended Kent State University as an undergraduate student, and would like to return as an undergraduate student. If students have attended another institution since they were last at Kent State University, they must instead re-apply for admission as a transfer student.
The Application for Undergraduate Reenrollment is a Dynamic Form that is completed online. Upon submitting the form, it will be sent to the Registrar's Office for review. Students should be instructed to monitor their email for updates pertaining to the Application for Undergraduate Reenrollment.
What is Undergraduate Reinstatement?
Undergraduate Reinstatement is for students who were academically dismissed at least twelve months prior and would like to return as an undergraduate student. Students should be referred to their college office for questions relating to the undergraduate reinstatement process.
The Request for Undergraduate Reinstatement is a PDF document that must be completed by the student and turned into the college office they are seeking reinstatement with. Students will work with their college office for the review process of the application.
Can Graduate students undergo the Reenrollment process?
Kent State University graduate students who withdrew from or left the university in good standing will be required to re-apply for admission. Please refer to the policy for Enrollment - Graduate in the University Catalog for more information.
Other Office Areas
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Admissions
Who should students contact about the status of their Admissions application?
For undergraduate students, they should reach out to Undergraduate Admissions at admissions@kent.edu or (330) 672-2444, option 1.
For graduate students, they should reach out to Graduate Admissions at gradadmissions@kent.edu or (330) 672-2444, option 2.
How can students see who their Admissions counselor is?
Students should be directed to the Admissions Counselors page to see the list of counselors and what regions they cover.
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Center for Adult and Veteran Services (CAVS)
What is the CAVS Office?
The Center for Adult and Veteran Services enhances the experiences of adult, military-connected, and parenting students both in and out of the classroom. An inclusive focus ensures an engaging student experience through programs, services, and compliance with military-connected federal agencies.
How can students use Military Benefits?
Students should be referred to the Get Started With Military Benefits page to ensure they are following the necessary steps to access their military benefits.
How can students contact the CAVS Office?
Students may contact the CAVS office at (330) 672-7933, cavs@kent.edu, or by making an appointment.
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Housing and Meal Plan
Where can students see information about housing at Kent State?
Students should be referred to University Housing's website to learn more about housing options at Kent State Universty.
Who should a student contact with questions relating to housing?
Students are to contact University Housing to discuss concerns relating to housing. They are best reached at housing@kent.edu or at (330) 672-7000.
Where can students see information about meal plans at Kent State?
Students should be referred to the Meal Plans webpage to learn more about the different meal plans offered by Kent State University, including their contents and costs.
Who should a student contact about making adjustments to their meal plan?
Students are to contact the FLASHCard Office with questions relating to making adjusting their meal plan. They are best reached at flashcard@kent.edu or at (330) 672-2273.
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Parking Services
Where can students purchase parking permits?
Students may access the Kent State University Transportation Services portal to purchase a parking permit. Students will be asked to login using their FlashLine credentials.
Can students appeal parking tickets?
Students are able to file an appeal for a parking ticket through Parking Services. Students can read more about the appeal process online via the Ticket Appeal Information page.
Who can students contact about parking on campus?
Students should be referred to Parking Services at parking@kent.edu or at (330) 672-4432.
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FLASHCard
How can students get a FLASHCard?
In order to get a Kent State University FLASHcard, students must complete a FLASHcard Application Form (PDF). This form is to be taken to the FLASHCard Office, which is located on the Lower Level in the Kent Student Center. The FLASHCard Office is open Monday through Friday, 8 a.m. - 5 p.m. Students must have an official state photo ID or Passport. If a student is online and can not come to the FLASHcard Office or one of the branch campus office, they may fill out the Flashcard Distance Learning Application (PDF). Once it has been completed please email the application and a notarized copy of an official state photo ID or Passport to flashcard@kent.edu. Students will also be asked to upload a photo at flashweb.kent.edu using the sidebar links.
Who can students contact with questions about FLASHCards?
Students should be referred to the FLASHCard Office at flashcard@kent.edu or (330) 672-2273.
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CARES Center
What is the CARES Center?
The CARES Center works collaboratively with students to secure resources that meet their basic needs. The center works to connect all Kent State students with both on and off-campus resources supporting their financial, food, housing, and mental well-being basic needs.
The four priority areas of the CARES Center are:
- Food insecurity
- Homelessness
- Financial insecurity
- Mental well-being
Can Kent State faculty and staff refer students to the CARES Center?
Kent State faculty and staff can refer students to the CARES Center by completing the Kent CARES Center Referral Form.
How can students contact the CARES Center?
Students may contact the CARES Center at (330) 672-7575 or at carescenter@kent.edu.
Financial Aid
Forms & Applications
The Student Financial Aid Office has created a page compiling all forms relating to financial aid. Here, you can find a list of forms relating to...
- FAFSA Verification forms
- Loan Adjustment forms
- Academic Progress Appeal forms
- Special Circumstance Applications
- ... and more!
Billing & Payment
Forms & Applications
The Bursar's Office has curated a list of forms relating to processes of billing and payment. On this list, you can find forms and applications such as...
- The One-Time Late Fee Waiver
- Employer Tuition Reimbursement Agreement
- Perkins Loan Deferment Forms
- ...and more!
Student Records
Forms & Applications
The Office of the University Registrar has a variety of forms and applications students can complete to update or request their academic records. Some of the forms students may access and complete are...
- Enrollment Certification Requests
- Transcript Requests
- Legal Name Change forms
- ...and more!