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.
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.
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.
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.
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.
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.
A student in this situation should reach out to the Fastrack 1 professor by email or phone for a copy of the final grade.
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: firstname.lastname@example.org.
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: email@example.com. A staff member will do his or her best to assist if possible.
A transcript received during the outage will be entered by December 1, 2019.
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.
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.
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).
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.
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 (firstname.lastname@example.org) or Joanette Rodriguez (email@example.com) for assistance.
Yes. Disbursements will be delayed for the 12-week first-time loan borrowers and Fastrack 2 sessions. These will resume Thursday, October 31, 2019.
Yes. A student may complete the FAFSA during the outage period.
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 (firstname.lastname@example.org) or Joanette Rodriguez (email@example.com) for assistance.
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.
A student can call the College’s Information Center at 863.297.1000 or email the question to firstname.lastname@example.org.