Faculty & Staff

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.

The Academic Scheduling Center (ASC) is staffed with skilled professionals specially trained to provide support to academic departments in the development of the schedule of classes and assignment of classroom space. Our staff is committed to providing the highest quality service, and every effort will be made to ensure that classrooms are assigned equitably, used appropriately, and accommodate the university’s academic and instructional needs.

More About the Academic Scheduling Center

Banner How-To Guides

• Advisor Pin Assignment (PDF)
• Advisor Maintenance (PDF)
• Minimum/Maximum Hour Changes (PDF)
• Override Processing (PDF)

Banner Tips & Information

• Manual Advisor Assignment Protocol (PDF)
• Registration Status Codes and Error Messages
• Where to Find Student/Course Information in Banner (PDF)

Creating and embracing an inclusive environment is important to the mission of Kent State University. We recognize that some individuals use a name other than their legal name to identify themselves. Therefore, Kent State University has established a process to request a chosen name.

View Chosen Name Tips

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.

Faculty will use FlashFAST to enter their midterm and final grades.

Faculty Grades Processing FAQs

FACULTY MIDTERM AND FINAL GRADES SUBMISSION DEADLINES BY TERM

• Fall Midterm and Final Grades
• Spring Midterm and Final Grades
• Summer Final Grades

FERPA is a federal law designed to protect the privacy of education records, to establish the right of students to inspect and review their education records, and to provide guidelines for the correction of inaccurate and misleading data through informal and formal hearings.

View FERPA Best Practices

Final Exam Conflicts

Final examinations or class meetings during final examination week must be held at the time and place listed for each course in the Final Examination Schedule. All classes are expected to have some instructional or evaluative activity during the final examination time. If an examination is given, with the department chairperson or school director and dean's permission, at some time other than scheduled, then it must still be available to one or more students at the officially scheduled time.

There is a possibility that a student may have a scheduled conflict, and instructors are expected to make suitable arrangements for those students. Students who have conflicts or more than three examinations on the same day should consult the dean of his/her college at the earliest possible time for assistance in making suitable alternative arrangements.

In some cases two different courses that begin at different times between 4:25 p.m. – 7 p.m. may both be scheduled for the same final exam time. In this case, the conflict is for the course, not the individual student. Instructors of courses that meet in that time period should take care to coordinate the day and/or room of the final examination. In cases where there are two meetings per week, one class could use the second meeting time. In cases where both classes have only one meeting time, conflicts may be resolved, with permission from the Financial, Billing and Enrollment Center, by using the block final examination time; by using another room for one of the conflicting courses; or by using a later time, if rooms are available.

Final Exam Locations

Requests for rooms should be e-mailed by the department scheduler to the Academic Scheduling Center mailbox at AcadSchedCtr@kent.edu.

Final Exam Cancellation and Rescheduling

Should it become necessary to cancel classes and/or close the campus during final examination week (for instance, because of weather), the following will apply with regard to rescheduling of final examinations:

The cancelled final examinations will be rescheduled for the next available weekday following the end of the regularly scheduled final examination week.

Final Exams for Online Courses

Final examinations for online courses shall continue as scheduled in the event of campus closures during final examination week. Should this present a problem for an individual student, the student should contact the online course instructor.

Kent State University reserves the right to make adjustments in the Final Exam Schedule.

View the Final Exam Schedule

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.

For information about exceptions workflows and GPS audits, please visit our GPS page.

Per Kent State grading policy, instructors may issue the administrative mark of incomplete (IN) for any student who, due to extenuating circumstances, is unable to complete the required work between the course withdrawal deadline and the end of classes.

Incomplete Mark Workflow FAQs

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 Financial, Billing and Enrollment Center 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 Registration Exception Form if they wish to join a class after the Late Registration deadline.

Advisor Late Registration Instructions (PDF)       

Faculty Late Registration Instructions (PDF)     

Manage My Program (MMP) is an interface workflow that will allow undergraduate students to request a change to their academic program.

View Manage My Program FAQs

VIEW Registrar Dates by Term

What is a Registration Exception?

A Registration Exception form is used when students are requesting registration/schedule adjustment transactions to their class schedule after published University deadlines for the class(es). The Registration Exception form is used to make changes to student transcripts and schedules in cases involving documented unusual or extenuating circumstances. Approval of  an exception is not guaranteed and reviewed on a case-by-case basis.

What is the deadline to submit a Registration Exception Form?

Students may submit an exception in a reasonable period of time, typically within the term under consideration. 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. Exceptions 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 Registration Exception?

Instructors are required to provide consent for students requesting to join a class late. The new Registration Exception Form- Late add or Re-add will route directly to the instructor based on the instructor email provided by the student on the exception form. The instructor will mark on the form if they are in favor of the late add or re-add. 

Where is the Registration Exception Form Located?

Students, faculty, and staff may access the request and more information relating to the registration exception process by visiting the Registration Exception forms webpage.

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.

If a student needs help accessing their bill and/or understanding what charges are appearing on their bill, be sure to guide them to the FAQs on our Bills and Accounts page.

Other Billing FAQs

The Financial, Billing and Enrollment Center is happy to offer presentations on a diverse set of topics about financial wellness. Please see below for a list of topics and their contents.

• Avoid the Move Home - When you want to avoid your parents as roommates! This interactive workshop explores budgeting, scholarship search do's and don'ts, and managing Financial Aid Refunds.
• Budgeting in College - Get a head start on life! This interactive workshop explains how to build a budget, make spending decisions, and ways to avoid spending triggers.

If you are interested in having a Financial, Billing and Enrollment Center representative come to your class to talk about one of these topics, please contact fbecleadership@kent.edu.

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.

What is the Enrollment Freeze Date?

To remain in compliance with federal regulations, Kent State University determines student eligibility for federal grants based on their course schedule after the 100% drop date for the term. 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 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. Also, such changes could incur the need for aid recalculation. See our aid recalculation page.

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. Please review the how to withdraw from classes web page, which provides access to petitions for exception to registration.

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 may 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.

Faculty and staff at Kent State University who need to contact the Office of the University Registrar should view our points of contact page for more information.