Manage My Program | Kent State University

Manage My Program

***PAGE UNDER CONSTRUCTION: COMING SOON!***

 

 

Effective Summer, 2018

 

 

GENERAL OVERVIEW

Starting Summer 2018, Manage My Program (MMP) is the new and enhanced Change of Program workflow. This interface will allow undergraduate students to request a change to their academic program. Back to Top

WHAT IS MANAGE MY PROGRAM (MMP)?

MMP has the following major components:

  • Allows eligible undergraduate students will be able to submit a request to modify their program using the Add, Remove, and Change buttons
  • Allows the department, college, or campus approver to approve or deny the student's request
  • Provides email communication to students upon successful submission, approved and processed request, canceled requests, requests returned to students, and denied requests
  • Provides a modern and mobile compatible interface for students and approvers
  • Provides real-time validation of catalog policy
  • Provides a student portal to review current and previous requests
  • Provides students with a mechanism to request advisor assistance with selection of effective term and catalog year
  • Retains a copy of the request in the student's electronic record

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WHERE IS MANAGE MY PROGRAM LOCATED FOR STUDENTS?

Students may access Manage My Program from within FlashLine. Student > Resources > Advising and GPS > Change Undergraduate Program.

MMP student link location

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WHERE IS MANAGE MY PROGRAM LOCATED FOR ADVISORS?

Advisors will find the link to Manage My Program under Advisor Workflows. Go to Faculty & Advisors > Advisor Dashboard> Advisor Workflows.

MMP advisor link location

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WHO CAN USE MANAGE MY PROGRAM?

  • All students will be able to see their current program information in MMP.
  • Eligible undergraduate students will be able to submit a request to modify their program using the Add, Remove, and Change buttons.
  • Ineligible students will receive a message that indicates why they are unable to use the interface. 

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WHAT KIND OF MESSAGING WILL DISPLAY IN MANAGE MY PROGRAM?

  • Graduate students

Graduate Student message MMP

  • Students who have already graduated

Students who have already graduated message in MMP

  • Students who need to be enrolled

Enrollment message MMP

  • Students who have yet to start classes and need to work with admissions

Admissions message MMP

  • College Credit Plus students

CCP Message MMP

  • English as a Second Language students

ESL Message MMP

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How do students use manage my program?

Eligible undergraduate students will be able to submit a request to modify their program using the Add, Remove, and Change buttons. 

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WHICH STUDENTS ARE ELIGIBLE FOR AN INCOMPLETE MARK?

Students must meet the following criteria to be eligible for an incomplete mark -

  • Student must be enrolled. Students who drop, withdraw, or audit the course are not eligible for an incomplete mark.
  • Student must have extenuating and documented circumstance(s) that prevented them from completing the course.
  • Student must be currently passing the course. Students who are currently failing the course at the time of the request are not eligible for an incomplete mark.

If the student is requesting an incomplete mark but does not meet the eligibility criteria, please ask the student to contact their advising office for assistance.

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WHAT IS AN EXTENUATING CIRCUMSTANCE? 

An extenuating circumstance is a documentable occurrence that prevents the student from completing the required work between the course withdrawal deadline and the end of classes. Typically, extenuating circumstances are medical in nature.

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HOW IS A CONTRACT CREATED?

The process to create and submit a contract is simple. The workflow mirrors the previous paper process. As the primary instructor (or department chair/campus dean), the following must be completed:

  1. Access the Workflow - Access the Incomplete Mark workflow from the Faculty Dashboard/Grading Resources.
  2. Student Information - Search for the student by name, KSU ID number, or KSU user name. The system will search for students enrolled in any sections taught by primary instructor.
  3. Course to Award Administrative Mark for Incomplete For - Select the appropriate course using the Course Search dropdown. If the student is only enrolled in one of the sections taught by the primary instructor, this area will prepopulate.
  4. Contract Information 
    1. Justification for Assigning Incomplete - This is a free-form textbox. Use this area to provide a description of the extenuating circumstance(s) for which the student requires additional time to complete course requirements.
    2. Requirements the Student Needs to Complete - This is a free-form textbox. Please provide the requirements that the student must complete to finish the course.
    3. Deadline for Completion of Requirements - This date will prepopulate with latest date that is allowable per policy for the native level of the course. Undergraduate courses allow for an additional semester (excluding summer). Graduate courses allow for an additional year. A date may be selected that is earlier than the deadline, but not beyond the maximum window per policy.
    4. Grade to be Assigned if Requirements are not Completed -  This is the default grade. Select the grade that represents what would be assigned if the student does not complete the requirements provided above.
    5. Certification of Student's Current Grade in Course - A student is eligible for an incomplete mark only if they are currently passing the course. The minimum passing grade for an undergraduate course is a "D"; the minimum for a graduate course is a "C". Certify that the student meets this requirement. If the student is not currently passing the course, the workflow should not be submitted. The student should be referred to their advising office.
  5. Documentation to Support the Extenuating Circumstance(s) - If the student has provided documentation of their extenuating circumstance, attach an electronic copy. The student and chair/campus dean may also attach this information.
  6. Submit the Contract - Click the SUBMIT WORKFLOW button.
  7. Notify the Student - The workflow will send an automatic notification to the student once the request has been submitted. However, it is strongly suggested that the instructor remind the student to check their @kent.edu email for system notifications. It is also strongly recommended that the instructor remind the student that they have only a small window of time to respond to the notification.

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HOW DOES A STUDENT ACCEPT/REJECT THE CONTRACT?

Students will receive an email notification when a contract has been submitted. Students will have five (5) days to ACCEPT or REJECT the contract. If that period elapses and no action has been taken, the contract will automatically expire.

The student should go into FlashLine > Student > Resources > Grades and Transcripts > Incomplete Mark. The student must complete the following actions:

  1. Course Information - The student should ensure that the instructor is creating the contract for the correct section. This is important if the student is enrolled in multiple sections with the same instructor.
  2. Contract Information - The student should review the contract information. The contract will contain the justification, the requirements to be completed, the timeline, and the grade to be assigned if the student does not complete the requirements.
  3. Documentation - The student can review any documentation that has been attached by the instructor. In addition, the student may attach additional documentation supporting the extenuating circumstance(s).
  4. Accept or Reject - If the instructor has selected the wrong course, the student does not want to continue with the contract, or the student does not agree with the requirements then the student should REJECT the contract. Otherwise, the student should ACCEPT the contract.

The contract will be routed to the department chair/campus dean for final approval once the contract has been accepted by the student.

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how DOES THE DEPARTMENT CHAIR/CAMPUS DEAN APPROVE/DENY THE CONTRACT?

The department chair/campus dean will receive an email notification when a contract has been accepted by the student. The department chair/campus dean will have five (5) days to APPROVE or DENY the contract. If that period elapses and no action has been taken then the contract will automatically expire.

The department chair/campus dean must go to FlashLine and access the Faculty Dashboard/Grading Resources section. The following actions must be completed:

  1. Course Information - The department chair/campus dean should ensure that the instructor is creating the contract for the correct section and student. This is important if the student is enrolled in multiple sections with the same instructor.
  2. Contract Information - The department chair/campus dean should review the contract information. The contract will contain the justification, the requirements to be completed, the timeline, and the grade to be assigned if the student does not complete the requirements. The department chair/campus dean should ensure that the justification meets the requirements to be considered extenuating circumstance(s). The department chair/campus dean should also ensure that the requirements are reasonable, and do not extend beyond the requirements that other students have been required to complete per the section syllabus.
  3. Documentation - The department chair/campus dean can review any documentation that has been attached by the instructor or student. This information should be reviewed to ensure that the documentation supports the extenuating circumstance(s). The department chair/campus dean may attach additional documentation supporting the extenuating circumstance(s).
  4. Approve or Deny - If the department chair/campus dean finds that the student is not eligible for the incomplete mark, the student has not experienced extenuating circumstance(s) or has not provided documentation, the instructor has selected the wrong course or wrong student, the requirements are unreasonable or extend beyond the requirements that other students must complete then the department chair/campus dean should DENY the contract. Otherwise, the department chair/campus dean should APPROVE the contract.

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WHAT TO DO IF THE REQUEST EXPIRED

The department chair/campus dean should contact the Office of the University Registrar at 330-672-3131. Students should contact the One Stop for Student Services at 330-672-6000.

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WHAT HAPPENS AFTER STUDENT COMPLETES THE REQUIREMENT? 

The instructor is still responsible for submitting the final grade using the Grade Change Workflow.

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what HAPPENS TO OUTSTANDING INCOMPLETE MARKS?

Outstanding incomplete marks will continue to default during the Registrar's Office end-of-term process.Undergraduate courses will continue to default at the end of the next semester (excluding summer). Graduate courses will default after one year.

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where can advisors see completed workflows?

Advisors can see completed workflows in Xtender in B-S-ID (Banner Student Common) under the Grade Change document type. 

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QUESTIONS?

The instructor and department chair/campus dean should contact the Office of the University Registrar at 330-672-3131. Students should contact the One Stop for Student Services at 330-672-6000.

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