Faculty & Staff
Welcome Faculty and Staff!
Discover valuable resources here to assist you in guiding discussions with students about financial aid, billing and payments, and student records. Our team is ready to support you! Should students require additional assistance, kindly direct them to our Contact Us web page.
Academic Resources
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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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Academic Scheduling Center
The Academic Scheduling Center (ASC), which is located within the Office of the University Registrar, 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.
- Banner Resources
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Chosen Name Tips
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.
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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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Faculty Grades Processing
Faculty will use FlashFAST to enter their midterm and final grades.
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FERPA Best Practices
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.
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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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Graduation Planning System (GPS)
For information about exceptions workflows and GPS audits, please visit our GPS page.
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Incomplete Mark Workflow
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.
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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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Manage My Program
Manage My Program (MMP) is an interface workflow that will allow undergraduate students to request a change to their academic program.
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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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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.
- Registrar Dates by Term
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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.
Financial Information
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Charges Appearing on a Student Bill
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.
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Financial Literacy Presentations for Your Class
The One Stop for Student Services 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 One Stop representative come to your class to talk about one of these topics, please contact (330) 672-6000 or OneStopLeadership@kent.edu
Miscellaneous
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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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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.
Academic Resources
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Academic Scheduling Center
The Academic Scheduling Center (ASC), which is located within the Office of the University Registrar, 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.
- Banner Resources
-
Chosen Name Tips
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.
-
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.
-
FERPA Best Practices
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.
-
Graduation Planning System (GPS)
For information about exceptions workflows and GPS audits, please visit our GPS page.
-
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.
-
Manage My Program
Manage My Program (MMP) is an interface workflow that will allow undergraduate students to request a change to their academic program.
-
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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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.
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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.
Billing & Payment
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Charges Appearing on a Student Bill
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.
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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
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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 us 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.
Miscellaneous
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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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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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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?