KYSU Online Policies
Online/Global Student Policies, Procedures, and Forms
Note: These policies, procedures, and forms apply specifically to KYSU Online/Global students. If you are not an online/global student, please visit Policies & Regulations A-Z
Questions? Contact Online Advising/Student Support Concierge with any questions you may have about online policies and procedures.
Email: onlineadvising@kysu.edu
Phone: (502) 497-8373 | Text: (270) 215-7180
Academic Suspension Policy & Procedure
Students on academic probation who do not earn a semester GPA of 2.0 or higher are placed on academic suspension and must leave the university for one semester. Students suspended twice whose GPA remains below 2.0 are dismissed for a minimum of one year. Readmission requires a formal application and meeting specific GPA and course-attempt conditions.
Notification: Students are notified of suspension and readmission via their KSU university email.
Readmission after Suspension:
- Complete the KYSU Online Application for Readmission after Suspension.
- Meet course-attempt limits: C or better in sub-100 courses within 3 attempts; C or better in ENG 101 & 102; D or better in other Liberal Studies courses within 3 attempts.
- Earn a minimum semester GPA of 2.0 and work toward a cumulative GPA of 2.0.
- Complete required meetings and check-ins with your Student Support Concierge.
Appeals: Follow KYSU Online Academic Appeal Procedures (1.3.17).
Relevant Policies
Disability Accommodations Policy
KYSU Online is committed to equal access for students with disabilities under the ADA and Section 504 of the Rehabilitation Act. Faculty must implement only approved accommodations and maintain strict confidentiality.
Process
1. Student contacts Dr. Clay via email to request accommodations, providing disability documentation.
2. Dr. Clay reviews the request and determines appropriate accommodations.
3. Dr. Clay notifies the student's instructors of approved accommodations.
4. Instructors implement accommodations.
Complaints: File with the Office of Accessibility and Disability Services.
Relevant Policies
Policy on the Use of Artificial Intelligence
Students must follow course-specific and assignment-specific guidelines for using AI tools. Each assignment is categorized as Full & Documented Use, Limited & Documented Use, or Forbidden Use. Every course syllabus must include an AI use statement. Students are responsible for errors introduced by AI and must acknowledge and cite any AI use.
Process
Students review the syllabus and assignment instructions for AI guidelines, document any permitted AI use according to the instructor's requirements, and are subject to the Academic Code of Conduct for violations.
Relevant Policies
Course Attendance Policy
Students enrolled in KYSU Online must demonstrate regular academic engagement each week. Students who do not show academic engagement during the first week of class will be dropped from the course roster. After the first week, students who remain inactive for 21 or more consecutive days will be administratively withdrawn, which may affect financial aid.
Process
Week 1: Complete the Syllabus Acknowledgement/Quiz. The instructor marks inactive students and sends the roster to the Online Registrar at the end of week 1.
Weeks 2+: Maintain ongoing academic engagement (submitting assignments, participating in discussions, communicating with the instructor).
Relevant Policies
Broken Enrollment Policy
Broken enrollment occurs when a student discontinues KYSU Online studies for approximately one year (six consecutive 8-week sessions) and then seeks to re-enroll. Students resume their prior academic standing upon return. Interruptions may delay course availability and significantly affect financial aid eligibility. Students requiring a temporary break should consider applying for a Leave of Absence instead.
Process
1. Submit the KYSU Online Intent to Reenroll Form at least 4 weeks before the desired session start date.
2. Complete a formal re-admission application (required for absences exceeding one year).
3. Academic standing review by the Online Financial Aid Processors, Online Registrar, and Online Bursar.
4. Resolve all outstanding financial balances with the university.
5. Meet with a Student Support Concierge to develop a revised study plan.
6. Re-apply for financial aid and consult the Online Financial Aid Office well in advance.
Relevant Policies
Course Modality Policy
Defines the four course delivery modalities at KSU: Traditional (on-campus, face-to-face), Hybrid (blended, reduced on-campus meetings), Virtual (synchronous, no campus meetings — residential programs), and Online (asynchronous, 100% LMS-based — KYSU Online programs only).
Process
Residential Students: Traditional is the default. Residential students must complete a Course Modality Appeal to request Online/Global classes. The request must be approved before residential students are enrolled in the course. Taking courses outside of one's assigned modality may affect financial aid. Contact the financial aid office for more information.
Relevant Policies
Course Drop and Withdrawal Policy
Students may drop a course during Week 1 with no grade or tuition penalty, provided no assignments have been submitted. After submitting an assignment, formal withdrawal is required, and a prorated refund applies. Administrative withdrawal may be issued after 21 consecutive days of inactivity. Failure to complete official withdrawal procedures results in an F grade.
Process
Drop (Week 1, no submission): Contact the Online Registrar's Office or Student Support Concierge.
Withdrawal (after any submission): Submit a withdrawal request
- Prorated refund applies — 100% through Day 5,
- 50% Days 6-9,
- no refund from Day 10 onward.
Administrative Withdrawal: Initiated by instructor after 21 consecutive days of inactivity.
- W grade posted;
- refund based on last attendance date.
University Withdrawal: Submit official form to the Online Registrar before Week 5 of the 8-week term.
Relevant Policies
Student Financial Aid Packaging Policy
KYSU Online students are automatically packaged for financial aid across three consecutive academic terms (Fall, Spring, Summer) upon admission. Students who plan to attend only Fall and Spring must submit a Loan Change Form before their initial term begins. The Office of Financial Aid monitors enrollment each term to ensure continued federal eligibility.
Process
1. Upon acceptance, the Office of Financial Aid awards aid for Fall, Spring, and Summer in compliance with Federal Student Aid regulations.
2. Students attending only Fall and Spring submit the Loan Change Form to the Office of Financial Aid before the first term.
3. Any later enrollment changes (adding or dropping a term) must be reported to Financial Aid immediately.
4. The Office monitors enrollment each term and adjusts aid for compliance.
Relevant Policies
Academic Appeal Procedures
Online students may appeal final course grades, academic code of conduct decisions, and administrative withdrawals. Appeals are routed through the online administrative structure and, if needed, the Online Advisory Committee.
Course Grade Appeal:
1. Submit written letter to instructor within 1 week of grade posting.
2. Instructor responds in writing within 3 business days.
3. If denied, complete KYSU Online Academic Appeal Form.
4. Director of Online Education or Program Coordinator reviews within 5 business days.
5. If still denied, escalate to the Online Advisory Committee.
Policy Full-Text
Incomplete Grade Request
An Incomplete ("I") is a temporary grade used only when unforeseen, extraordinary circumstances prevent a student from finishing a minor portion of coursework; it does not affect GPA while pending.
The student must request the Incomplete before the term ends. If the instructor agrees, the instructor will complete the Incomplete form with course requirements. The student must complete the work described in the Incomplete form.
Leave of Absence Policy
Eligible KYSU Online students may request a temporary, approved pause in enrollment of up to one academic year for documented personal, medical, family, military, or other qualifying circumstances. An approved LOA preserves academic standing and may mitigate financial aid impacts associated with broken enrollment.
Process
1. Confirm eligibility: must have completed at least one term and be in good academic and financial standing.
2. Submit the Leave of Absence Request Form to the Office of Online Education at least 2 weeks before the desired leave term (exceptions for emergencies).
3. Provide supporting documentation (medical, military, personal hardship, etc.).
4. Director of Online Education or designee reviews and responds within 10 business days.
5. Return: notify the Office at least 2 weeks before the return term; failure to do so results in administrative withdrawal.
Relevant Policies
Military Student Services Enrollment Form
This form is used to document and report a military-affiliated student's enrollment information for a given term so that the institution's Military/Veterans Services (or similar office) can certify, track, and support that student's benefits and status.
Process
This form is completed by the student and then routed to the Director of Military and Veteran Affairs and the Online Registrar for processing.
Student Privacy Policy
KYSU Online protects the privacy and security of student education records and personally identifiable information (PII) in compliance with FERPA and applicable state and federal laws. Students have the rights to inspect records, request amendments, consent to disclosures, and opt out of directory information sharing. Violations may result in disciplinary action for students, faculty/staff, or vendors.
Process
Inspect Records: Submit a written request to the Office of the Registrar; records provided within 45 days.
Amend Records: Submit a written request with supporting documentation to the Registrar.
Opt Out of Directory Info: Complete the Directory Information Opt-Out Form through the Registrar's Office.
Data Breach: Affected students notified within 48 hours; breach reported to appropriate agencies as required by law.
Privacy Complaints: Report to the Office of the Registrar; all complaints investigated promptly and confidentially.
Relevant Policies
Program Change Form
This form is used for current students to request a change from their existing major/program into a new online program, and to route that request for review and approval by their advisor, financial aid, bursar, and registrar so the program change can be officially processed and recorded. Programs are not changed after the semester has started.
Process
Students complete this form to request an online program. It's routed to their advisor, online fin aid, online Bursar, and the online registrar for processing.
Readmit Form
This form is used by former Kentucky State University students to apply for re-enrollment in online programs after a period of non-attendance.
Process
The prospective student completes this form, which is sent to Online Admissions for processing.
Student Balance Forgiveness Policy
Former students returning to KYSU Online after at least five years of absence may be eligible for forgiveness of outstanding account balances that are more than 10 years old. Forgiveness is granted after successful completion of a qualifying re-enrollment semester and is a one-time benefit. Federal loans and third-party debts are not covered.
Process
1. Student re-enrolls after at least 5 years of non-enrollment.
2. Successfully complete a qualifying semester: at least 6 credit hours (undergrad) or 3 credit hours (grad) with a minimum 2.0 term GPA, while in good academic and disciplinary standing.
3. Online Bursar reviews the student's account and verifies balances older than 10 years.
4. Eligible balances are forgiven in full; no refunds or cash equivalents are issued.
5. Exceptions or appeals must be approved by the Provost.
Relevant Policies
Student Excuse Documentation
This form is used by students to provide documentation for an excused absence.
Process
Students may submit their documentation for an excused absence using this form, and the student support concierge will communicate with instructors as appropriate. Complete this form and attach any supporting documentation (doctor's note, court paperwork, obituary, official university activity memo, etc.). Submission of this form does not guarantee that the absence will be excused; final determination rests with the instructor and/or student support concierge or Director of Online Education.