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FlashFAST for Advisors And Student Services Staff August 2016
FlashFAST for Advisors And Student Services Staff
August 2016
FlashFAST for Advisors 08/2016 Page 2
© 2015 Kent State University This information is provided by the Division of Information Services, Kent State University and is proprietary and confidential. These materials are made available for the exclusive use of Kent State University employees, and shall not be duplicated, published or disclosed for other purposes without written permission.
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Table of Contents Access FlashFAST............................................................................................................................. 5
FlashFAST Advisor Menu ................................................................................................................. 6
Menu Items ..................................................................................................................................... 7
Term Selection............................................................................................................................. 7
ID Selection .................................................................................................................................. 8
Student Information .................................................................................................................... 9
Student Registration Status View................................................................................................ 9
Student Academic Transcript .................................................................................................... 11
View Institutional Honors GPA .................................................................................................. 13
Student Schedule ...................................................................................................................... 14
View Printable Student Schedule .............................................................................................. 15
Active Registrations ................................................................................................................... 16
Registration History ................................................................................................................... 16
Late Registration Advisor Interface ........................................................................................... 17
Add or Drop Classes .................................................................................................................. 18
Look-Up Classes ......................................................................................................................... 19
Register from Look-Up Classes .................................................................................................. 20
Student Non-Course requirements ........................................................................................... 21
Student Advising Pins ................................................................................................................ 22
Student Max Credit Override .................................................................................................... 23
Test Scores................................................................................................................................. 24
View Holds ................................................................................................................................. 24
Class Schedule Search ............................................................................................................... 25
Course Catalog Search ............................................................................................................... 26
Look Up Class Sections .............................................................................................................. 27
Student Address, Phone, and E-mail Address ........................................................................... 28
Advisee Listing ........................................................................................................................... 28
Student Midterm Grade View .................................................................................................. 28
Current Term Final Grades View ............................................................................................... 29
View Submitted Graduation Application .................................................................................. 30
DKS Program Links ..................................................................................................................... 31
Schedule of Classes Maintenance Menu .................................................................................. 31
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Registrar and Advisor Academic Presence Verification Roster................................................. 31
Registrar and Advisor Academic Presence Verification Roster (Continued) ......................... 32
Student Information Reference ................................................................................................ 32
Student Access to Class Information ......................................................................................... 33
FlashLine Student Resources Page................................................................................................ 34
FlashFAST Tips ............................................................................................................................... 36
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Access FlashFAST Your FlashFAST role determines the menu selections you see and use.
FlashFAST is used by Faculty to view information about their assigned course selections, and by Advisors to help students to register, see their transcript, view account information, and more.
A KSU employee who needs to view student records is granted the ‘Advisor’ access role in FlashFAST. Included are Advisors, some faculty Advisors, and student services clerical and administrative staff.
Advisor FlashFAST can be accessed from FlashLine from the Faculty & Advisor category, Advisor Dashboard page, and the link in the Advisor Quick Links for FlashFAST for Advisors.
Faculty FlashFAST is accessed from
the Faculty & Advisor category,
the Faculty Resources page, and a
link in the Faculty section to
FlashFAST for Faculty.
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FlashFAST Advisor Menu
The Advisor Menu is a long list of links to specific kinds of student information. Some links are
available to designated staff only.
To look up information about a student, start with the first two items on the menu and
complete the Term Selection and the ID selection steps.
When checking past or future term information for a student, you will return to Term Selection
to change the term.
The remaining menu items will display information about the term and student until you
specify a new term and student.
Access to FlashFAST or any specific functionality within FlashFAST should be directed to your
Departmental Security Administrator.
The remainder of this document describes the features of each menu item.
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Menu Items
Term Selection
Choosing a term from the dropdown list will select that term for all inquiries until the term is changed.
Clicking the Submit button, selects the term and navigates to the Faculty Services menu.
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ID Selection
ID selection directs the user to first, select a Term, then enter student information to retrieve records for an individual student.
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Student Information
The Student Information Menu displays student data such as the current academic program, academic standing, class standing, and more.
Note: This is where FERPA release information can be found.
The catalog year for the student is found in the Graduation Planning System (GPS).
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Student Registration Status View
The Student Registration Status view displays the registration status for a student including holds, current registration, class, and designated curriculum.
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Student Academic Transcript
Clicking the link to the Student Academic Transcript navigates to the Student Academic Transcript page, there are direct links to Transfer Credit, Institution Credit, and Transcript Totals.
If the student earned a degree at Kent State University, an entry will appear near the top of the transcript describing the degree awarded.
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The list starts with the first term the student attended and ends with a total of all credits
earned. The current term registration and attempted credits appear last.
If you do not have access to the transcript feature, and the student is meeting with you in
person, ask the student to share this information. Any student may elect to show you their
transcript by logging into FlashLine, and navigating to the Student category, Resources page,
Grades and Transcripts section, and clicking the link to View Unofficial Transcript.
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View Institutional Honors GPA
Institutional Honors GPA Calculation is displayed showing if the student is eligible to graduate
with honors or with distinction. A GPA worksheet shows the details of the grade calculations.
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Student Schedule
This is a detailed student schedule, with one data block per section as seen below. You may prefer the grid view of the Printable Student Schedule (information following).
When viewing the page, you can scroll down in the display to view complete schedule details for each course.
If the name of the Assigned Instructor is linked, click on the name to view their office hours. The office hours are only visible if the instructor has elected to use this FlashFAST feature.
Click the Email icon to send an email to the instructor.
The Student Schedule does not include courses from which the student has withdrawn (see Registration History), or courses for which a final grade for the student has been awarded (see Student Transcript).
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View Printable Student Schedule
The Printable Student Schedule is an effective screen for verifying credit hour status.
It displays the schedule, and a data block containing the Course Name, KSU ID, date and time of the report, and total number of credit hours for the student.
Before printing, check the Print Preview to be certain the entire schedule fits on the page. If it does not, view the report in Landscape mode.
The Printable Student Schedule does not include courses from which the student has withdrawn (see Registration History), or courses for which a final grade for the student has been awarded (see Student Transcript).
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Active Registrations
This screen displays all active courses for which the student is enrolled, in all terms for which the student has registered.
Note: The term is listed below the course name.
The Active Registrations view does not display courses from which the student has withdrawn (see Registration History), or courses for which a final grade for the student has been awarded (see Student Transcript).
Registration History
The recent Registration history covering the past two terms for the student are displayed here. For prior items, see the Student Transcript, or view the full history in the SFARHST form using Banner INB.
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Late Registration Advisor Interface
Selecting a term, and searching for a student by name, KSU ID, or FlashLine Username allows access to student information and Late Registration Information.
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Add or Drop Classes
The Add or Drop Classes page is used by advisors to register or withdraw students from classes. Contact your Departmental Security Administrator for access to this functionality.
Use the Add Courses Worksheet section at the bottom of the form to enter the Course Registration Number (CRN) and click the Submit Changes button to add the course to the list.
To drop a course, use the drop down list in the Action column, select the desired action, and click Submit Changes.
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Look-Up Classes
The Look-Up Classes menu item presents an alternate method of registering students for their classes. Contact your Departmental Security Administrator for access to this functionality.
Select the registration term. Enter the known information or class attributes in the search fields and click the Class Search button to execute the search.
Note: If a search results in no sections found, reduce the number of options in the search. Not all fields need to be used.
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Register from Look-Up Classes
When the appropriate course is identified, click in the check box to the left of the course to select it. If the Select column for the course is notated with a letter “C”, it is a closed section and registration is unavailable.
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Student Non-Course requirements
Contact your Departmental Security Administrator for access to this functionality.
For many students, requirements must be me that are not course specific. These requirements
may be added by advisors through this link. Selecting a term, and searching for a student by
name, KSU ID, or FlashLine Username allows access to student information, details of previous
and active non-course requirements, and a button to Add New Requirements as necessary.
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Student Advising Pins
Active advisors with the KPIN attribute may assign and remove advising requirement pins,
SPORT pins, New Transfer Student pins, Your Time to Register Override pin, etc. in Self
Service Banner. This tool allows advisors to manage the pin maintenance options. Contact
your Departmental Security Administrator for access to this functionality.
Selecting a term, and searching for a student by name, KSU ID, or FlashLine Username
allows access to student information.
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Student Max Credit Override
Contact your Departmental Security Administrator for access to this functionality.
View and override a student’s maximum hours in Self Service Banner (SSB) by accessing the Student Max Credit Hour Override page. Selecting a term, and searching for a student by name, KSU ID, or FlashLine Username allows access to student information and view of set maximum credit hours as well as the ability to change the limit.
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Test Scores
Test scores received for the student are available for viewing here.
View Holds
All holds are seen here except for holds issued by the Financial Aid Office. Students can view their own Financial Aid information, including holds, through FlashLine by navigation to the link in the Student Category, the student Resources Page, the Courses and Registration Section and clicking the link for Additional Tools: FlashFAST for Students.
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Class Schedule Search
The Class Schedule Search looks similar to Look-Up Classes, but this search presents the specifics of each individual course section.
To access more details, such as the available seat count, click on the blue course title:
Course detail will show course requirements, prerequisites, and restrictions. To see the catalog description for the course, click the link View Catalog Entry.
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Course Catalog Search
Advisors can easily access course descriptions and prerequisites by selecting a term and
searching by the appropriate prompts.
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Look Up Class Sections
Courses may be searched using additional data prompts to locate a specific class section.
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Student Address, Phone, and E-mail Address
Near the end of the Advisor menu are links to the student address, phone, and e-mail.
Advisee Listing
Advisee Listing displays an advisor’s assigned advisees. It provides direct links to student General Information, Holds, Test Scores, Transcript, and Degree Evaluation information:
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Student Midterm Grade View
Grades are visible after the midterm grading window closes, and after the Registrar releases grades to the students for viewing.
The grading schedule is posted on the Registrar’s web site:
http://www.kent.edu/registrar/grades-and-transcript-processing-dates
Current Term Final Grades View
Final grades are seen on the transcript after they are official.
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View Submitted Graduation Application
In college advising units, designated advisors check to see if graduating seniors have fulfilled the requirements for graduation, including completion of the Graduation Application. If the student has applied to graduate via the online graduation application, the application is visible here.
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DKS Program Links
Advisors who are assigned to coordinate advising schedules for the Destination Kent State (DKS) program use these links to the DKS registration tool. Training is provided by DKS staff.
Schedule of Classes Maintenance Menu
The Processing Dates/Tuition Credit Search is provided so that advisors and student services staff can help students determine the tuition refund when a class is dropped. Read the instructions provided in the header section of the tool. Other items in the menu may not be accessible to Advisors.
Registrar and Advisor Academic Presence Verification Roster
The Academic Presence Verification Roster lists all students who were enrolled for this course on or after the course start date, including students who dropped or withdrew from this course.
This functionality is restricted to faculty.
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Student Information Reference
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Student Access to Class Information
Students have their own access to registration, grades, and more, through the FlashLine Student Category.
Through FlashLine, students can access registration and class tools in the Student category, and various sections on the Resources page.
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FlashLine Student Resources Page
Courses and Registration
Look Up and Register for Courses
Check Registration Status
Office of the University Registrar’s Website Add or Drop a Course
Registration Calendars and Deadlines
My week at a Glance
View Course Descriptions Additional Tools: FlashFAST for Students
View Schedule of Courses Selective Service Registration
Grades and Transcript
GPA Calculator
Grades/ Transcripts Processing Dates
View Midterm Grades View Final Grades for the Current Term
View Unofficial Transcript Request Official Transcript View Institutional Honors GPA
Advising and GPS
Schedule Advising Appointment Advising Website
GPS - Graduation Planning System: Track your progress to graduation
Explore Programs and Degrees: GPS Roadmaps
GPS Student Manual (pdf)
GPS FAQ and Tutorials
Change Undergraduate Program University Catalog
Graduation
Apply for Graduation
Graduation Application Deadlines
Commencement
Ceremony Information
View Submitted
Graduation Application
Progress Towards Graduation
Late and Registration for Graduation Form (pdf)
Academic Resources
Blackboard Learn
ALEKS
Library
Meet with a Librarian Writing Commons
Career Services Academic Success Center Kent State Online
Math Emporium
Complete List of Academic Resources Student Multimedia Studio Blackboard Learn
Sync
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University Policies
Student Records Policy (FERPA) Student Cheating & Plagiarism Policy Office of
Student Conduct
Code of Student Conduct
Rules & Regulations in University Policy Register
Student Ombuds
Advising and GPS
Schedule Advising Appointment Advising Website
GPS - Graduation Planning System: Track your progress to graduation
Explore Programs and Degrees: GPS Roadmaps
GPS Student Manual (pdf)
GPS FAQ and Tutorials
Change Undergraduate Program University Catalog
Requests and Authorizations
Enrollment Verification
National Student Clearinghouse
Letter of Recommendations/ Verbal Release Authorization
Additional Employment for Graduate Assistant
KSUview
Grant Online FERPA Authorization Student Records Policy (FERPA)
Name Change/ Marital
Status updates
Maintain the Disclosure of Your Directory Information
Request Official Transcript
Placement Assessments
Math
Chemistry
Foreign Language Writing Challenge Critical & Core Reading Strategies View
Placement Assessment Results Technical Support
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FlashFAST Tips
Select a new Term and ID every time you ‘switch’ student records or meet with a new student for advising.
To register students, you will input a PIN (Personal Identification Number) which is issued to you from the Office of the Registrar, using the same PIN for all students.
You may not share this PIN with anyone, under any circumstances. A violation of this rule is considered to be a violation of the Agreement Regarding the Secured Use and Confidentiality of University records and Data, which you signed in order to gain access to FlashFAST.
Practice the ‘Good Neighbor Policy’: only view, maintain information, and register students that belong to your college, department, and/or campus.
Use the Back Button in your browser, or the FlashFAST Return to Menu link to go back to a screen.
