myPASSPORT Transition October 4-20

Welcome to the myPASSPORT transition page. The College will be upgrading the enterprise resource system that manages student records. This page houses information related to Polk State’s transition from PASSPORT, the current system, to myPASSPORT, the College’s new one-stop portal for student accounting operations. PASSPORT, Polk State’s current portal, will be upgraded to myPASSPORT during the period from October 4 to October 20, 2019. During the upgrade, neither PASSPORT nor myPASSPORT will be available.

This outage will affect all financial and academic transactions, including processing of College applications, course registrations and/or modifications, financial aid applications and disbursements, transcript requests, graduation applications, and many other processes commonly used by students and College personnel. Fortunately, the College’s website, email system, learning management system (Canvas), and library services will not be affected.

The College recognizes that any outage is an inconvenience. To facilitate normal operations, several work-arounds have been developed as described in the Frequently Asked Questions section below.

  1. During the outage what systems and applications will be affected?

    The outage will affect any transactions that currently involve PASSPORT. This includes processing of College applications, course registrations and/or modifications, financial aid applications and disbursements, requisitions and purchase orders, vendor payments, transcript requests, room requests, and other business and student accounting operations. The College’s website, email system, learning management system (Canvas), and library services will not be affected.

  2. How can I prepare for the outage?

    Student accounts normally accessed through PASSPORT will be temporarily unavailable during the outage period. The College recommends that each student print hard copies of the following items before October 4, 2019:

    • An unofficial transcript
    • A course schedule
    • A current degree audit
    • A current financial statement

    After the outage period, all of these items will be accessible through myPASSPORT, the new one-stop portal for all registration and student accounting functions.

  3. I haven’t registered for Fastrack 2 courses yet, and I can’t get into PASSPORT. What do I do?

    During the outage period, a student must visit with an Academic Advisor to register for Fastrack 2 courses. Advising hours during the outage period will remain the same. Online students should email their online advisor for assistance.

  4. I am a student who has registered for Fastrack 2 courses and I’m trying to make changes to my schedule. I used to do this through PASSPORT. How do I make changes now?

    A student is encouraged to make all schedule changes within PASSPORT before October 4. A student who needs to add, drop, or withdraw from a course during the outage period must visit with an Academic Advisor to do so. Advising hours during the outage period will remain the same. Online students can email their online advisor for assistance.

  5. I want to drop a Fastrack 2 course and receive a refund. Can I do this during the outage period? If so, when will I receive the refund?

    A student who needs to add, drop, or withdraw from a course during the outage period must visit with an Academic Advisor. Online students can email their online advisor for assistance. All refunds will be processed and disbursed after the outage period had ended.

  6. I’m registered for a Fastrack 2 course and I’m not sure if I passed its prerequisite, which I took during the Fastrack 1 session. I can’t see my final grade in PASSPORT because it is unavailable, and I’m afraid that I may get dropped from my Fastrack 2 class if I did not pass. What should do?

    A student in this situation should reach out to the Fastrack 1 professor by email or phone for a copy of the final grade.

  7. I applied to the College online and I haven’t heard anything back.

    Due to the planned outage and upgrade of the College’s data management systems from October 4 through October 20, all College applications received during this time will be held for processing until the outage period has ended. Following the outage, all applications will be processed within two weeks. A student with specific questions regarding his or her application can contact the Registrar’s Office at: registrar@polk.edu.

  8. Can I request a transcript during the outage period?

    Official transcripts will not be available from October 4 through October 20. If a student has an emergency and needs an official transcript, he or she may contact the Registrar’s Office at: registrar@polk.edu. A staff member will do his or her best to assist if possible.

  9. How will I know that a transcript is received if I send it during the outage period?

    A transcript received during the outage will be entered by December 1, 2019.

  10. Can I apply to graduate during the outage period?

    The graduation application for the December 12 ceremony will close on October 4, 2019 at 5:00 p.m. Those who apply for graduation before the deadline and indicate that they plan to participate in the ceremony will be able to redeem tickets for guests during the outage. The graduation application will open again on November 4, 2019. More information on tickets and graduation can be found on the College’s website at: polk.edu/graduation.

  11. I gave my parent (or guardian, spouse, etc.) FERPA permission to view my records. Will this person still have access to my records during the outage period?

    An individual who has been given FERPA permission to view a student’s records can access these by using the passcode created at the time the student submitted the FERPA Release Request Form; however, after the outage is over, a student must reassign all FERPA permission privileges. Following the outage, the student must use the FERPA Release Request Form available within myPASSPORT to resubmit this information electronically.

  12. I normally log in to PASSPORT to see my grades. How do I see them now?

    During the outage period, the best way to receive final grades is in Canvas. Students should log in to Canvas and check for grades after the grading window has closed (see the Academic Calendar).

  13. I haven’t paid for my classes yet, and I’m worried that I’m going to be dropped.

    From October 4 through October 20, the College will not be able to accept any payments. Each student is strongly encouraged to resolve all financial account issues prior to the outage period.

  14. Will I be able to redeem my financial aid to purchase instructional materials at the bookstore during the outage period?

    The campus bookstores will receive a list of approved financial aid recipients as of October 4, 2019. The student is strongly encouraged to work with a financial aid representative well before the outage period begins to ensure that all paperwork is completed. If a student has a concern during the outage period, he or she should email Lenora Burnett (lburnett@polk.edu) or Joanette Rodriguez (jrodriguez@polk.edu) for assistance.

  15. Financial aid disbursements are scheduled to begin October 17, 2019. Will this schedule be affected by the outage?

    Yes. Disbursements will be delayed for the 12-week first-time loan borrowers and Fastrack 2 sessions. These will resume Thursday, October 31, 2019.

  16. Will I be able to complete a Free Application for Federal Student Aid (FAFSA) during the outage period?

    Yes. A student may complete the FAFSA during the outage period.

  17. I completed my Free Application for Federal Student Aid (FAFSA) and added Polk State College as an institution to receive my application information. When will I know if I will receive financial aid?

    The College should be able to determine financial aid eligibility for a student who has attended Polk State College and received aid before the Fall 2019 Semester, even during the outage period. For a student who has never attended Polk State before the outage period, the FAFSA application will be downloaded following the outage period and processed within two weeks. Any student with questions related to this information can contact Lenora Burnett (lburnett@polk.edu) or Joanette Rodriguez (jrodriguez@polk.edu) for assistance.

  18. Can I get a student ID during the outage period?

    Student identification cards will not be created during the outage period. Following the outage, a student may visit the Winter Haven Campus or Lakeland Campus Student Activities and Leadership Office (SALO) to receive a new or replacement card.

  19. Who should I call if I have questions that are not answered in this FAQ?

    A student can call the College’s Information Center at 863.297.1000 or email the question to registrar@polk.edu.