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Registrar COVID-19 FAQ


Updating Programs

I’m declaring/changing my major – how do I do that now?

If you already have a Declaration of Major formed signed and just didn’t hand it in, you may take a picture of it and send it to kscregistrar@keene.edu for processing.

If you didn’t get the form signed, not to worry. We have built a new form you can type to: Declaration of Major Please follow these instructions (and share with your advisor to make sure this is done correctly):

  1. Fill out the form – save as a pdf file. You will sometimes need to do this by choosing to print, and then save as a pdf.
  2. If an advisor’s signature is required, forward the pdf to advisor(s) for approval. Despite appearance of the form, signatures can not be applied directly to the form. Please ask the advisor to cc kscregistrar@keene.edu making sure the form is attached.

I thought I already changed my major – but Student Planning is still showing my previous major

Unfortunately because we are not able to access paperwork that may have been submitted previously, we need to start over. We have built a new form you can type to: Declaration of Major Please follow these instructions (and share with your advisor to make sure this is done correctly):

  1. Fill out the form – save as a pdf file. You will sometimes need to do this by choosing print, and then save as a pdf.
  2. If an advisor’s signature is required, forward the pdf to advisor(s) for approval. Despite appearance of the form, signatures can not be applied directly to the form. Please ask the advisor to cc kscregistrar@keene.edu making sure the form is attached.

Self Service (and/or the registration email I received) lists the incorrect advisors or I’d like to change them.

We have a new form on our website you can type to: Declaration of Major Please follow these instructions to make changes (and share with your advisor to make sure this is done correctly):

  1. Fill out the form – save as a pdf file. You will sometimes need to do this by choosing to print, and then save as a pdf.
  2. Forward the pdf to advisor(s) for approval. Despite appearance of the form, signatures can not be applied directly to the form. Please ask the advisor to cc kscregistrar@keene.edu making sure the form is attached.

I wanted to add/delete a minor(s)

The Registrar’s Office has a new online form to change/update parts of academic program records that don’t require an advisor signature such as catalog year change, adding/deleting minors, switch primary and secondary major (make your already declared secondary major your primary), etc. Simply fill it out online and submit! Declaration form for minors/catalog year change/program deletion

I need to change my catalog year

The Registrar’s Office has a new online form to change/update parts of academic program records that don’t require an advisor signature such as catalog year change, adding/deleting minors, switch primary and secondary major (make your already declared secondary major your primary), etc. Simply fill it out online and submit! Declaration form for minors/catalog year change/program deletion

Registration

I have a signed schedule adjustment form (add/drop slip) but didn’t have a chance to drop it off.

If you have the ability to scan documents, please do and email it to us. Assuming you don’t, you may take a good quality picture of the form and email it to us at kscregistrar@keene.edu

I don’t have a prerequisite for a course I’d like to take next semester and/or the course requires instructor permission – what can I do?

Your instructor was sent instructions on how to waive prerequisites for their course online through Self Service. This functionality doesn’t always work however so if the instructor is not able to grant permission through Self Service, we will accept an email from your instructors keene.edu account. Be sure your student ID# is included and the course you are adding (including which section) is clearly identified.

The course I want is full – what now?

The instructor will need to give you permission. Email the instructor’s keene.edu account for permission clearly identifying which course it is you would like to add. Assuming you are given permission, forward the email to us (please do not send a screen shot) and include your student ID#.

COVID NOTE: Adhering to social distancing guidelines by the CDC has reduced the spaces available in each class. Unless the course is scheduled to be entirely online, we are unable to override course caps at this time - even with instructor permission.

My registration time seems wrong – what gives?

Registration appointments are assigned as follows:

  • 0-29 credits: First two days of registration
  • 30-59 credits earned: Typically begins on the third day of the second week of registration
  • 60-89 credits earned: First two days of the second week of registration
  • 90+ credits earned: Typically begins on the third day of registration

This is credits already earned and does not take into account credits you are currently enrolled in. No changes can be made to your registration time. Please check your Student Planning account for actual credits earned.

How can I tell if I have any registration holds on my account?

The registration date/time email you recently received indicated whether or not you had a financial hold or a health and wellness hold. If neither was listed, then you have neither hold. If you are a first year student or are majoring in English, Safety, or Math, you do have a required advising hold. Please reach out to the advisors listed on your email** for instructions and to have the hold released. Student Planning also indicates in the upper-right corner if you have any of these holds.

** *Please note: The advisors listed on your email are the only ones that can release your hold so if they are incorrect, please reach out to your advisor and have them email kscregistrar@keene.edu for a correction.

I’m having a hard time getting in touch with my faculty advisor and I need help for registration. Who can I contact?

Academic and Career Advising is available to assist you if you are unable to reach your faculty advisor. This is a very busy time for them so please be patient. They can be reached at aca@keene.edu.

I received my registration email with my date/time, but I don’t know what it means – what do I do now?

The date and time you received in the previous email is when registration opens for you. It will remain open. You can use Student Planning to assist you with choosing courses next fall. You will need to add specific sections in your plan before you will be able to register. You may request your advisor review your plan and may need to do that if you have a required advising hold. Otherwise, once your date/time arrives, you can hit the ‘Register Now’ button and the courses in your plan should turn green on your schedule. If they do not, you should get a message from Student Planning telling you why you can’t register. Please see the answers above for various reasons why you might not be able to register for a specific course. If your question isn’t answered here, please email kscregistrar@keene.edu

Transcripts

I tried to download my unofficial transcript from Self Service but the formatting is screwed up.

There is currently a known issue with the system that is causing some formatting issues when you download your unofficial transcript through your MyKSC Student Self-Service. This issue will be fixed with a system update scheduled to occur in June.

Should you need access to an unofficial transcript and what is offered through Self-Service is not adequate, please submit a request through the National Student Clearinghouse Website to have a copy of your official electronic transcript sent to your email. When an official electronic transcript is sent to your own email, it is immediately considered unofficial. Please make sure to save the transcript as a pdf on your computer or to print a copy for your records as the link you are sent expires after 30 days to protect the privacy of your academic records. Each electronic transcript that you order costs $6.25.

I ordered an official transcript but I’m having trouble downloading it.

Electronic transcripts are sent by the National Student Clearinghouse. Any issues you encounter opening or viewing electronic transcripts must be directed to the NSC. The Registrar’s Office cannot resolve issues with an electronic transcript. Please make sure that you have Adobe Reader installed on your computer. For assistance, please reach out directly to the NSC by phone at 703-742-4200 or by email at service@studentclearinghouse.org.

The NSC also has a self-help section on their website that provides general troubleshooting solutions.

I ordered a transcript a couple of months ago and it was fine then, but now I can’t open it – what’s going on?

Access to your electronic transcript expire after 30 days. This is for your protection. If you order an online transcript for yourself, be sure to save it to your computer as a pdf so you can access it after 30 days and/or print a copy for yourself.

I’m graduating with my Bachelor’s Degree – do I order a graduate transcript?

No. Students who have completed work towards a Bachelors Degree should order an undergraduate transcript. You should only order a graduate transcript if the courses you have completed were at the master’s or graduate level.

Will the classes I’m enrolled in now show up on my transcript?

Yes. We recently made a change to our transcripts so your Keene State College transcript will reflect all completed (i.e., graded) courses as well as courses in progress and courses you are registered for in a future semester. If you would like to place an order for your transcript to be sent once the semester’s final grades appear on your transcript, you can do this. During the order process, there is a section that allows you to select different processing options. If you select “After Grades are Posted” and indicate a term, your transcript request will be fulfilled only after final grades for the term you’ve indicated have been received.

I am graduating and need to order my transcript – how soon can I order my transcript?

You can place a request immediately. However, if you would like your transcript to reflect that your degree has been awarded you will need to indicate this in your request. During the order process, there is a section that allows you to select different processing options. If you select “After Degree is Awarded”, your transcript request will be fulfilled only after your degree has been officially conferred and is reflected on your transcript. This processing option is ONLY for students nearing degree completion. If you do not choose this processing option and submit a request now, your transcript will be processed and sent immediately and will not reflect your degree.

How quickly can I get my transcript?

Electronic transcripts are typically sent within an hour of you having placed your order through the National Student Clearinghouse website. Delivery of electronic transcripts may be delayed if you have uploaded an attachment to send with your transcript, you have a financial hold, or the information you entered does not match what we have on record.

All attachments are subject to approval. Official transcripts are issued only when all outstanding financial obligations to the college have been satisfied. Please reach out to the Student Accounts Office by email at studentaccounts@keene.edu to resolve any financial holds. Please verify your information before submitting your request to avoid delays in delivery.

Please note transcript requests expire after 30 days if whatever caused the delay is not resolved. Should your order expire, you will not be charged.

Can I still get a paper transcript?

Due to COVID-19 and the current public health crisis, the Registrar’s Office is working remotely. Paper copies of transcripts are currently unavailable.

FERPA

I don’t really understand what FERPA is. Where can I get more information?

You can find our FERPA policy here: KSC FERPA Policy and the Department of Education’s information here: Department of Ed FERPA. You can also email ferpa@keene.edu if you have specific questions.

I need to sign a FERPA Release. Where do I get the form?

Before filling out the FERPA Release form, please be sure you are aware of your rights with regards to the Family Educational Rights and Privacy Act of 1974 (FERPA) and Keene State’s policy. You can find our policy here: KSC FERPA Policy and the Department of Education’s information here: Department of Ed FERPA. For access to the form, please email ferpa@keene.edu. A link will be sent to your ksc.keene.edu account. Please allow 24-48 hours for processing. Incoming students were emailed the link already on 6/9 and again on 7/8.

I was sent a link to fill out the FERPA Release. Do I have to fill it out?

No, you do not have to fill out the form, however there is an option to indicate you are aware of your rights and you are choosing to not release your information to anyone.

I filled out a FERPA form previously and gave permission to someone(s) that I would now like to remove. How do I do that?

Email ferpa@keene.edu to request a link to fill out the FERPA Release form. There is an option to remove permissions.

Graduation

I have graduated or will be graduating by December 2020. What is happening with Commencement?

Due to the current circumstances and the obligation to protect the safety of students, families, faculty, and staff, KSC will not be holding a face Commencement Ceremony. The Class of 2020 Executive Board, President Treadwell, and the Commencement Committee have agreed to have Commencement on October 3, 2020 provided the health of the community does not continue to be at risk. Please stay informed by visiting KSC Commencement 2020 website, and keeping an eye on your KSC email for announcements.

Please know that the Commencement Ceremony and your graduation are not one in the same. Commencement is the ceremony in which we celebrate your accomplishments, but many of not actually graduated by Commencement. Once we expect your requirements have been met, a final audit will be completed for you at the end of the semester and you will be reviewed for graduation. If it is verified that you have completed all program requirements and your graduation is processed, your diploma will be ordered and mailed as it normally would (all diplomas are mailed). Walking the stage for Commencement does not mean you graduated.

Eligibility to attend the 2020 Commencement Ceremony follows the guidelines set by the Commencement Policy . Once you have been cleared to attend or not attend, based on the audit you received, your eligibility will not be reviewed again unless you have made a change in your program prior to the last day of the spring semester (a Declaration of major form will need to be completed if this is the case). If you anticipate completing degree requirements in 2020 and have not applied to graduate, you will need to complete that as soon as possible in order to be reviewed for Commencement eligibility (select ‘Graduation Overview’ from the homepage in Self-Service). Students who apply to graduate or make program changes after the last day of the spring semester will not be eligible for the 2020 Commencement Ceremony.

I’m graduating this coming May/August/December, but haven’t received my graduation audit.

Be sure you have applied to graduate! This can be completed by selecting ‘Graduation Overview’ from the homepage of Self-Service. Once you apply, an audit will be completed for you and sent to your KSC email from KSCGraduation@keene.edu. The audit will indicate your Anticipated Graduation Date and Commencement eligibility, along with any outstanding program requirements needed to graduate.

If you have already applied to graduate, check your KSC email to verify you have not received your audit (the majority of them were completed last summer/early fall). The title would start - ‘Your Last Name’ Graduation Audit – and it would come from the KSCGraduation email address above.

If you complete these steps and are still missing your audit, please email KSCGraduation@keene.edu to inquire.

I’m graduating this coming May/August/December, but I haven’t applied to graduate. Is it too late?

Applications for graduation are due the calendar year prior to your completion. For example, if you plan to graduate in May/August/December 2021, your application was due May 1, 2020. It is not too late to apply to graduate, but you will want to complete this step as soon as possible!

How do I apply to graduate?

Apply to graduate by selecting ‘Graduation Overview’ from the homepage of Self-Service. It takes less than a minute to complete!

Here are some guidelines to follow:

  • Is your Declaration correct? Make sure you are declared in the correct programs (major, minor, etc.) BEFORE you apply to graduate. You can verify this information by viewing the ‘At A Glance’ section in your progress tab in self-service. If you are not declared correctly, follow the instructions in the “Updating Programs” section of this document.
  • Apply by Degree: You will apply to graduate by degree only. If you have a dual major, you will only see your primary major/degree listed. If you are completing two degrees, you will need to apply to gradate for both degrees.
  • Grad Term: Your Grad Term is not the semester of Commencement (this is always in May). You should indicate the semester when you plan to actually complete your requirements.
  • Diploma Name: Must be your legal name! Make sure it is spelled correctly and appears how you would like it to appear on your diploma.
  • Diploma Address: ALL diplomas are mailed! Make sure you indicate the address where you will be located when your diploma arrives:
    • May grads typically receive their diplomas in early August
    • August grads typically receive their diplomas in early October
    • December grads typically receive their degrees in early February

Please note: Updating your permanent address DOES NOT update your diploma address. You need to let me know if the diploma address needs to be changed at any point after you apply to graduate.

I’m graduating in 2021 – when do I apply to graduate?

The deadline to apply to graduate for students graduating in 2021 is May 1st, 2020. Please keep an eye out for an email with further details, and for a tile located in MyKSC. They will contain further information about the applying to graduate process and how to understand your audit.

I received my graduation audit but I changed my program, added/dropped classes, and/or made adjustments so my anticipated time of graduation is no longer correct – what should I do?

First, check to see if you received a ‘Graduation Re-Audit” in your KSC email with your updated Anticipated Graduation Date. If not, please connect with the Associate Registrar by emailing KSCGraduation@keene.edu. Be sure to indicate specifics about your plan and when you believe you should be completing your program requirements.

I’ve graduated – how soon will my degree show up on my transcript?

Once a final audit has been completed, verifying the completion of all program requirements, you will be graduated and your degree will show up instantly on your transcript. Final audits for students with an Anticipated Graduation Date of May 2020 have been completed and graduations processed. If you completed your requirements, your degree has been posted to your transcript. Right now you are able to download an unofficial transcript from Self Service to verify. Your degree is posted on the last page.

My advisor approved course substitutions to meet missing requirements listed on my degree audit. Am I all set?

If you had an item listed as needed on your degree audit that you and your advisor discussed as being met with another course, please be aware that this needs to be communicated to the Associate Registrar. If not, it won’t be accounted for and your graduation could be impacted.

Advisors can now send approval for course substitutions electronically by accessing the Course Substitution form located here: Registrar’s Office forms.

Diplomas

Do minors print on diplomas?

No, but they do print on your transcript.

It looks like the wrong major is on my diploma. What do I do?

Email the Registrar’s Office. Before doing so, verify your major. Students are often confused by specializations or options within their major. For example, Graphic Design is an option within the major of Art or Art & Design (depending on catalog year), therefore your diploma would indicate you graduated with a major in Art or Art & Design.

I graduated with two degrees but only received one diploma with just a single major. Why?

Our diploma vendor mails diplomas individually and in batches. It is possible there will be several days between diplomas mailed. If it has been a couple of weeks and you still have not received your second diploma, please email the Registrar’s Office.

I thought I graduated with two degrees but I only received one diploma with both my majors. What happened?

In order to graduate with two degrees, you needed to declared in two separate degrees. It isn’t enough to have earned enough credits (144). If your diploma indicates both your majors, then you were declared with a dual major, not two degrees. We are not able to go back and change how you are declared once you have graduated.

Miscellaneous

I need an enrollment verification or good student discount form filled out.

The National Student Clearinghouse offers free enrollment verification and good student verification through the Self Service site: The National Student Clearinghouse Self Service.

I have/need a course substitution form signed or I already have one I needed to turn in.

If you have a signed substitution form and just didn’t have a chance to turn it in, scan it if you can, if not take a good picture of it and email it to cara.newton@keene.edu.

If you haven’t had the form filled out yet, there is a new online version of the Course Substitution form on the Registrar’s Office page under forms. Have the faculty member reach out to Cara Newton if they are unclear as to how to fill it out.

I am going to do an Independent Study next semester – how do I get that filled out now?

  1. Work with the Instructor to create the requirements for the independent study which includes the content, the assessment process and the number of credits
  2. The instructor will email Brendan Denehy in the Registrar’s Office bdenehy@keene.edu the following information:
  • Course number
  • Course title
  • Number of credits
  • Student name
  • Student ID number
  1. By September 15th you and your instructor will need to complete the form, get appropriate signatures, and deliver to the Registrar’s Office.

If you have any questions, contact Brendan Denehy bdenehy@keene.edu

I have plans to do an internship next semester.

The process for doing an internship hasn’t changed. You need a faculty sponsor and you must submit your request through JobWise. Questions regarding JobWise should be directed to Academic and Career Advising. Once everything has been entered and approved, it will come to the Registrar’s Office for processing (getting you registered).

Contact the Registrar

☎ 603-358-2321
kscregistrar@keene.edu

The Registrar’s office is located in Elliot Hall (map).