Kansas State University

Retro-Conferral/Add Back Business Process

Endorsed by FSAAC on January 23, 2024

Effective the 2022-2023 Academic Year, the Office of the Registrar was granted permission to change the business process for the Add-Back/Retro Conferral to no longer go through FSAAC for approval but instead shift to the following process:

Business Process:

1. Student inquires with K-State about the credential/degree status that appears to be missing from the academic record. 
   1. The student is referred to the appropriate College Dean's office for review and discussion. 
2. Each College has its own internal processes, which must invovled the review by the Academic Department and College Dean's Office. 
3. Review occurs and if ALL Degree Requirements have been met:
   1. A formal memo (see process below) and copy of the uAchieve/DARS audit or Official Graduate Program of Study are sent to the applicable office for review and processing. 
   2. Undergraduate Students or DVM Only students, go to the Office of the Registrar via e-mail at ksugraduation@ksu.edu 
      1. Office of the Registrar review: will do a final review of all Undergraduate Degree Requirements, Minor Requirements, and Certificate Requirements as posted in the University Handbook and official curriculum based on the catalog term affiliated with the student record.
   3. Graduate Students go to the Graduate School on the email at grad@ksu.edu 
      1. Graduate School review: a final review of all applicable Graduate School policies is done, and once approved, the information and final approval is sent to the Office of the Registrar at ksugraduation@ksu.edu 
4. The Office of the Registrar posts the credential/degree in KSIS and will add the information to the monthly retro-conferral/add back list.
   1. The list will include the following pieces of information:
   2. date of request - emplID - Student Name - College - Plan - Term of Conferral
5. The Office of the Registrar sends the monthly lists to FSAAC
   1. The list is only used for internal view but the official list is not published to the public meeting minutes or agenda. 

Memo to the Office of the Registrar from the College Deans Office:

This memo should include the Department Head over the curriculum and the College Deans Office Designee.

• Students Name
• emplID/WID
• College
• Degree: AS - BS- MS- PhD - UG or GR Cert - Minor
• Plan/Major
• Sub-Plan (if applicable)
• Term of Conferral

Include a copy of the DARS/uAchieve audit or Graduate Program of Study, if unavailable, a manual program of study showing how the student has satisfied all degree requirements. For old majors, this is sometimes done in coordination with the Office of the Registrar or Graduate School with copies of prior catalogs highlighting prior to requirements and courses from the students' academic records to show what has been utilized to meet/satisfy the degree.

Submit to the Graduate School for review and approval if Graduate Student and CC: Office of the Registrar

Submit to the Office of the Registrar if Undergraduate Student or DVM student (already reviewed by VM) for final review and posting. 

FSAAC Submissions:

The Office of the Registrar will submit a monthly file of all retro-conferrals/add backs that have been posted to KSIS (student information system) within the prior month. The business process will align with current protocols, where the Office of the Registrar provides a file of all semesters (fall/spring/summer) conferrals after the closing of the 6-8 conferral cycle for each semester. 

The business process falls into alignment with the Faculty Senate Constitution and the symbolic references to the role of Faculty and Shared Governance at K-State in ratifying the Graduation lists (both current graduates and former/add-backs).

https://www.k-state.edu/provost/universityhb/fhxe.html

Section A: Powers of the Faculty

1. Faculty have control of all matters dealing with the courses and curriculums offered by the institution, and the granting of degrees. These powers are subject to final approval by the Kansas Board of Regents.

Section B: Jurisdiction and Duties of the Faculty Senate

Academic Affairs

1. Establish policies governing such academic matters as requirements for admission, assignment and schedules, courses and curriculums, requirements for degrees, academic standards for students and for the institution, and evaluation of the educational program. 
2. Be the final authority for approving all curriculum and course changes, and all candidates for honorary and academic degrees. The Faculty Senate may delegate some authority to colleges to approve minor course and curriuclum changes. 

Posthoumous Degrees:Refer to the University Handbook, Section F150

Honorary Degrees:Refer to the University Handbook, Section F140