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Office of the Registrar

Office of the Registrar
118 Anderson Hall
919 Mid-Campus Drive North
Manhattan, KS 66506–0114

785-532-6254

registrar@k-state.edu

Office Hours:

Monday–Friday
8:00 a.m.–5:00 p.m. (CST)

Office of the Registrar FAQ’s

Spring 2020 'A'/Pass/Fail Grading Basis:  (added 3/31/20)

ELIGIBILITY AND DEFINITIONS

1. How will Spring 2020 classes be graded?

Faculty members will continue to record letter grades.

For Undergraduate students who select the 'A'/Pass/Fail option for a course, students earning a grade of A in the course will have an 'A' recorded on the transcript for that course; a grade of 'B', 'C', or 'D' will be recorded as 'P' - pass; a grade of 'F' will be recorded as fail.

For Graduate students who select the A/Pass/Fail option for a course, students earning a grade of A in the course will have an 'A' recorded on the transcript for that course; a grade of B or C will be recorded as 'P' -pass; a grade of 'D' or 'F' will be recorded as a fail.

All students will have the option to either earn the recorded letter grade or to select the 'A'/Pass/Fail option.

2. The University usually does not allow first-semester students to take classes on an 'A'/Pass/Fail basis. Does that rule still apply?

No. The 'A'/Pass/fail option will be available for all undergraduate students for the Spring 2020 semester unless the course has already been graded.

3. The University does not allow students who are on academic probation to take classes on an 'A'/Pass/fail basis. Does that rule still apply?

No. The 'A'/Pass/fail option is available regardless of your current academic standing for the Spring 2020 semester.

4. How will I know which of my Spring 2020 classes can be changed to 'A'/Pass/Fail?  -(updated 4/1/20)

You will be able to select the 'A'/Pass/Fail grading basis for any class offered via the standard grading basis for the Spring 2020 semester.  Any course graded as Credit/No-Credit cannot be converted to the 'A'/Pass/Fail grading basis.

5. Do the changes to 'A'/Pass/Fail grading for Spring 2020 apply to undergraduate students enrolled in post-baccalaureate classes?

Yes. Undergraduate students will have the option to select A/Pass/Fail grading for any of their classes for which 'A'/Pass/Fail grading is an option.

6. How does choosing the 'A'/Pass/Fail option affect my future financial aid eligibility?

If you are receiving financial aid, you will want to discuss the possible impacts of the decisions listed in this email with the Office of Student Financial Assistance.  Differing types of financial assistance are likely to have differing Satisfactory Academic Progress (SAP) eligibility requirements.

Generally, choosing the 'A'/Pass/Fail grade option is likely to impact only your grade point average calculation (GPA).  Under the 'A'/Pass/Fail option for a given course, a letter grade of 'A' or 'F' will contribute to your overall GPA calculation. However, earning a “Pass” under the 'A'/Pass/Fail option for a given course will have NO impact on your GPA calculation.

Consequently, we urge you to contact the Office of Student Financial Assistance at finaid@k-state well in advance of electing this grading option.


ACADEMIC PROGRESS:

1. Will these courses count against any limits on 'A'/Pass/Fail classes?

No. Classes for which you select the A/Pass/Fail option for the Spring 2020 semester will not count toward any university limits on A/Pass/Fail classes.

2. Does this opportunity have any effect on classes that are already set up to be graded as 'A'/Pass/Fail (e.g., internships, practica, etc.)?

No. These changes to the rules and limits associated with A/Pass/Fail options do not apply to classes that are set up to be graded as A/Pass/Fail.

3. Will these courses count toward my degree requirements?

Yes. If you select the 'A'/Pass/Fail grading basis option, the course will count toward all appropriate degree requirements as if you had taken it on a graded basis. This also applies to major/minor requirements. The degree audit will be updated to reflect the change in 'A'/Pass/Fail rules for the Spring 2020 semester.

4. How will the changes to A/Pass/Fail affect repeated credit?

If you are repeating a course and select the 'A'/Pass/Fail grading basis for your repeated course, the grade for your previous attempt will no longer be factored into your GPA and any credits earned will be removed. If you earn a grade of 'A' or 'F' under the 'A'/Pass/Fail option this semester, the grades will be factored into your GPA.

5. How will this change affect my GPA?

The grade of 'P' is not counted in the grade point average nor used in the determination of honors. The grade of 'A' or 'F' earned under the 'A'/Pass/Fail option is included in the calculation of the grade point average.

6. If I opt-in for 'A'/Pass/Fail, will I be able to register for courses in future semesters that have grade requirements to register?

Yes, any major or course requirement that lists a specific grade needed to progress will be set aside for this semester. A student who earns an 'A' or 'P' in that course will be allowed to progress in the program.

Like several other grading requirements in K-State policy, this requirement has been relaxed for the spring 2020 term in an effort to allow you to make progress toward your degree.  As a result, all students will be able to use the 'P' grade as satisfying pre-requisite requirements for future registration and progression.  Please note:  you may need to work with your program in future semesters to obtain an appropriate override. 

7. I am considering applying to a professional school e.g., law school or medical school) or am applying for professional licensure. Can I choose the 'A'/Pass/Fail grading basis for my classes?

Please speak with your advisor and/or the pre-professional advising resources. While we are making accommodations internally at K-State, we are unable to predict how the 'A'/Pass/Fail will be interpreted by outside entities. Some courses may need to be taken for a letter grade to satisfy licensure or other external requirements

8. If I choose the 'A'/Pass/Fail grading basis for my classes will this affect my options for getting into a graduate school program (i.e. Master's or higher)?

Please speak with your advisor and/or the College or program you are considering. While we are making accommodations internally at K-State, we are unable to predict how the 'A'/Pass/Fail will be interpreted by outside entities. Some courses may need to be taken for a letter grade to satisfy licensure or other external requirements.  

9. How will this change affect honors? -(updated 4/1/20)

A: Any course for which you receive a Pass during the Spring 2020 semester will not be factored into the GPA calculations for honors. Grades of 'A' and 'F' are calculated into the GPA accordingly.  

    1. The current policy for scholastic graduation hours for graduation will remain. We will assess any concerns on a case-by-case basis if there is a reason to make an exception for this semester only.  

Bachelor degree candidates who will have completed a minimum of 60 undergraduate hours at Kansas State University with at least 42 credit hours in graded undergraduate courses at Kansas State University are considered for graduation with honors.

10. If I receive a high final grade in a course that I have designated for 'A'/Pass/Fail, may I later ask to go back to the original grade instead of the grade of 'P'?

Yes. This option may require you to submit an appeal to the Office of the Registrar via the 'A'/Pass/Fail Grade Removal Form. 

11. What if students require letter grades for professional programs, employment or graduate studies?

Because the original letter grades will be recorded, it is possible for a student to request an official letter attesting to the original grades.  This letter is only available for the application of an inquiry from a professional program, licensure, graduate studies or an employer, should that be necessary.  Requests of this nature are handled by the Office of the Registrar and are not provided as a substitution to the official academic transcript.  We will ensure that those who require evidence of your academic achievements in the spring of 2020 will be able to have that information verified if required. 

 

DEADLINES AND PROCESSES:

1. What is the deadline for selecting 'A'/Pass/Fail options for my Spring 2020 class schedule?

The deadline to submit the completed 'A'/Pass/Fail Opt-in Form is Friday, May 8th at 5:00 pm CST to the Office of the Registrar at registrar@ksu.edu.

2. If I select 'A'/Pass/Fail grading for a class during the Spring 2020 semester, will I be able to repeat the course for a letter grade in a future semester?

Yes. As long as you meet all other requirements for repeating a course, you will be able to repeat a course in a future term for which you select the 'A'/Pass/Fail grading option during the Spring 2020 semester.

3. If I did not opt-in for the 'A'/Pass/Fail grading by the May 8, 2020 deadline can I appeal? 

No.  The 'A'/Pass/Fail option is only available for Spring 2020 courses from March 31, 2020, through May 8, 2020, at 5 pm CST.  After this deadline, there will not be an appeal option to retroactively apply the A/Pass/Fail to any Spring 2020 course.

4. Are these changes to the 'A'/Pass/Fail rules permanent?

No. These changes are for the Spring 2020 semester only due to the impact of COVID-19.

5. Will this option apply for students who participated in Study Abroad programs during the Spring 2020 semester?

Yes. Students who participated in Study Abroad programs will be able to select KSU courses only to be posted to your student record as 'A'/Pass/Fail.

6. What do I do if my instructor is also my academic advisor?

If your academic advisor is also the instructor of your course, in order to maintain the confidentiality of your 'A'/Pass/Fail opt-in, please note on the form that your advisor is your instructor and send the form to the Department Head of your major for their signature.  To locate your Department Head go to the Colleges and Academic Units > choose your academic department > look for an About or Directory section and then navigate to Faculty/Staff links.  Most academic units will identify the Department Head under these headings.  Otherwise, contact your College Dean's Office for assistance.

 

IMPACT ON SPECIAL POPULATIONS:

1. I am an international student. Will changing my classes to 'A'/Pass/Fail grading basis for Spring 2020 impact my visa status?

As long as you remain enrolled as a full-time student, changing your enrollments to 'A'/Pass/Fail grading basis for the Spring 2020 semester will not impact your status.  However, if you have a sponsor that pays your tuition you may want to check with them prior to ensure there are no restrictions with your third-party payments that would prevent the 'A'/Pass/Fail option.

2. How does choosing the 'A'/Pass/Fail option affect my future financial aid eligibility?

If you are receiving financial aid, you will want to discuss the possible impacts of the decisions listed in this email with the Office of Student Financial Assistance.  Differing types of financial assistance are likely to have differing Satisfactory Academic Progress (SAP) eligibility requirements.

Generally, choosing the 'A'/Pass/Fail grade option is likely to impact only your grade point average calculation (GPA).  Under the 'A'/Pass/Fail option for a given course, a letter grade of 'A' or 'F' will contribute to your overall GPA calculation. However, earning a “Pass” under the 'A'/Pass/Fail option for a given course will have NO impact on your GPA calculation.

Consequently, we urge you to contact the Office of Student Financial Assistance at finaid@k-state well in advance of electing this grading option.

3. I am a student-athlete. How does choosing the 'A'/Pass/Fail option affect my eligibility?

It could depend on your individual NCAA eligibility requirements. You are strongly encouraged to contact your academic sport counselor with any questions prior to making any changes to your grading option.

4. I am a student veteran. How does this impact my GI-Bill benefits?

Often, Veterans’ Educational Benefits such as tuition/fees paid and/or housing allowance benefits will not be affected should a student elect to move from a letter grade evaluation to an 'A'/Pass/Fail evaluation, since eligibility for VA benefits are premised, primarily, upon the successful completion of the course. VA educational benefit recipients should, however, keep in mind that once a student has successfully completed a course – even if the final grade is a “Pass” – the VA will not pay for the student to repeat the course unless a higher grade for the class is required for the completion of the student’s program of study.

Because each kind of aid has different rules and regulations, we recommend that if you are receiving aid, you check with the veteran benefits office at veteran@k-state.edu.

5. Who do I contact I have further questions about the changes to 'A'/Pass/Fail options for the Spring 2020 semester?

Please contact your academic advisor or the Office of the Registrar for questions.

 

Additional Resources:  (added 3/25/20)

 

Office of Student Financial Assistance emergency aid website and student referral formhttps://www.k-state.edu/sfa/aid/emergency-aid/

New Student Services, Admissions, and colleges have developed a virtual daily visit:  https://www.k-state.edu/admissions/visit/virtual.html.

Powercat Financial has moved to virtual counseling sessionshttps://www.k-state.edu/powercatfinancial/services/

Final Examinations:  (added 3/27/20)

 


1.  Will there still be a prep/dead-week expectation applied to the spring 2020 semester?

Yes.  The change to remote learning options for spring 2020 courses is not changing the policy that indicates no examination (unit or final) may be scheduled seven calendar days prior to the first scheduled day of semester examinations. 

2.  Are my final examinations still scheduled?

Yes.  Final examinations are still on the schedule and we encourage you to work with your instructor of record for your course(s) on how they will be handling any final examinations or assignments.  An instructor may choose to modify how examinations or assignments will be submitted or processed as is the purview of the academic faculty. The only thing that may change is how the final is delivered since courses have moved to remote learning options there is not necessarily a specific date and time associated with the final examination.  

Again, connect with your instructor for each course to ensure you are familiar with when and how they will handle any final examinations or assignments for the course.

Registration/Enrollment:

 

1. Can I change my major?

Yes, students can still make changes to their majors, minors, and certificates.  To change your major, reach out to the dean’s office of your current college for assistance.  For minors and certificates, please reach out to the department that handles the plan for assistance.

2. When will I enroll for the summer and fall semester?

Enrollment times can be found in the Student Center of your KSIS account and academic advisors are ready and able to work with all students on remote advising options.  Please plan on enrolling in KSIS like normal.  If you are unable to reach your advisor during this time, please reach out to your primary academic department for additional assistance.

3. What is the difference between dropping a course and withdrawing?

Dropping a Class When you drop a class, it must be done by the add/drop deadline that is published in the Academic Calendar for that semester. If you follow the drop process appropriately, the course will be removed from your schedule and your tuition will be adjusted and is not reflected on your academic transcript. The last date to drop a course was February 25, 2020.

 Withdrawing from a course

Leaving a class after the drop/add period has ended is considered a Withdrawal. You may withdraw from a course after the add/drop period has ended with no grade penalty, however, you will not be eligible for a tuition refund and must still pay any outstanding balances owed to the college. You will receive a "W" grade for the course when you withdraw.

 4. When is the last date I can withdraw from a course?

To accommodate students’ transition to a remote learning environment, we have extended the last date to withdraw from a course to week 13 (Monday, April 20th).

If a student withdraws from a course, the course will be included on their transcript with a 'W.' This 'W' indicates the student attempted the course but eventually withdrew prior to completing the course for a letter grade. 'W's do not count towards a student's GPA.

Note: Spring 2020 withdrawal deadlines for non-standard courses (courses that do not meet for the regular 16-week session) may be found here: https://courses.k-state.edu/spring2020/information/deadlines.html

5. Will I receive a refund for my class if I withdraw from a course?

The university is not offering refunds for withdrawal from a course. The last deadline for a partial refund was on February 17.

 We encourage students to work with their faculty members to provide additional guidance and support specific to your course, including accommodation for students with little or no access to technology or the internet. Please consult with your academic advisor if you are considering withdrawing from a course to review any implications to your academic progress or financial aid status.

6. Will I be reimbursed as an out-of-state student for the differential fee I pay for in-person vs. online courses?

The move from in-person to online is considered temporary in nature and normal delivery modes will resume at the appropriate time. As such, no adjustments to tuition and fees will be processed.

7. How do I enroll with holds on my account?

Students will soon begin to enroll for the summer and fall terms. During this time students will be working with their advisors and may discover they have holds that cannot be resolved from a distance due to not having online payment options available or the inability to return items. We want to reduce barriers to enrollment for students.

In order to smooth the way for remote advising and enrollment, the following practices will be implemented to temporarily address holds that might prevent students from enrolling.

 · We will continue the practice of lifting holds for students with a balance due of $250 or less posted to their central KSIS accounts. This was approved through the Strategic Enrollment Management (SEM) Team last spring.

· Lafene Health Center has indicated they are lifting all holds, including any ASAP holds.

· We will implement the practice of temporarily lifting any other holds that prevents enrollment beginning Tuesday, March 24.

· Holds that will remain applied to student accounts are:

    •  Advising to support students connecting with academic advisors,
    •  Student Life to maintain any conduct holds, and
    •  English Language Proficiency (ELP) to continue their procedures to have students demonstrate English language proficiency prior to enrollment holds.

When the University returns to normal operations, any holds that were temporarily lifted would be placed back on student accounts.

Transcripts/Degree & Enrollment Verification:

 

1. Can I still get my official transcript?

Transcripts are ordered online with the available two options of electronic or paper delivery by mail, FedEx, and Priority. There should be minimal impacts to ordering, however, the processing time of the orders has been extended up to 5-7 business days (excluding weekends and holidays) due to limited operations on campus.

2. How do I prove I am still enrolled at K-State?

A self-service verification is available in a PDF format in KSIS. 

Select the “Other Academics” tile and the option Enrollment Verification. 

If the verification requires an anticipated graduation date or GPA information, please submit a Request for Verification of Enrollment to the Registrar’s Office. 

3. I am applying to a K-State Graduate Program – do I need to order an official K-State Transcript?

No.  Official K-State only transcripts for former K-State students are not required for the CollegeNet application.  Applicants are asked to upload an unofficial transcript for each prior post-secondary institution they have attended.  If admitted, they are asked to submit official transcripts from other institutions but NOT from K-State.

If a student encounters any issues with the CollegeNet online application around uploading transcripts students should click on the ‘contact our help desk’ link.

Graduation/Commencement:

 

 

1. I am graduating in Spring of 2020 - What do I need to know?  (rev. 3/27/20)

Per the announcement by Provost Taber in K-State Today on Friday, March 27.  Because commencement ceremonies are a treasured tradition at Kansas State University, the university will combine its postponed spring 2020 ceremonies with the fall 2020 ceremonies, which will be Dec. 11 and 12 on the Polytechnic and Manhattan campuses.

Although commencement ceremonies have been impacted, degrees will still be conferred to the student record as scheduled.  Diploma mailing and transcript mailing will still occur as scheduled for Spring 2020 graduates.

2. Will, I still receive my honor cords?  (rev. 3/27/20)

Yes.  K-State will ensure that honor cords are received by graduates that earn candidacy for graduation honors.  

3. Possibility of returning Graduation Regalia (rev. 3/26/20)

At the K-State Campus Store, we have received many inquiries about the possibility of returning Graduation Regalia that has already been purchased. For items that were purchased in-store or at the Grad Expo, In light of the current situation, we will allow full refunds on Graduation Regalia.

If you purchased your Regalia online from CBGrad/Balfour directly, then you will need to reach out to them regarding their returns policy. They can be reached at either https://www.cbgrad.com or 800-433-0296.

Regarding the process to return Regalia purchased in-store or at the Graduation (Grad) Expo can be mailed back to the following address. It is crucial to include your name and phone number with your return, as without your contact information, there is no way for us to process the refund.

ATTN: Graduation Returns
K-State Campus Store
020 K-State Student Union
Manhattan, KS 66506

Please, let us know if you have any questions. While the store is closed, the best way to contact us is via email. The best email to use is 1336gm@follett.com.