Frequently Asked Questions

The GradProRoo site houses links to most of the forms you will need to access for graduate students. These are separated into degree-progress forms and common petitions/requests.

Note that some forms are student-initiated and some are unit-initiated. Unit-initiated forms can be started by any unit employee with FERPA training on file: this will typically be the student's primary advisor/chair or a designated administrator or staff member in the unit.

Once you begin a form, you can save it in your "Drafts" folder in Kuali.

Once you submit a form, you can find it again in your "Submitted" folder in Kuali.

Only your School's Kuali Coordinators and administrators in SGS can view the fully-completed forms in Kuali. These are also always saved in Perceptive Content with the Registrar's Office or an SGS drawer.

As an advisor, when you try to enter a Plan of Study or other unit-initiated form, the Kuali system will check to verify that you've passed FERPA training. If you do not have this training on file, the form will halt with a partially-populated screen that says "Please wait while we verify your access..." If you do have the training on file, the form will fully populate so that you can enter student information.

If you need to pass FERPA, the training course is available in Canvas from the Human Resources office.

Perceptive Content stores student records documents with SGS and the Registrar's Office.

The direct link to the site is here.

Not all staff and faculty members have access to Perceptive Content, and you may not need this access.

SGS intends to work with the Information Services team to build some degree progress tracking tools into the GradProRoo system. This will include many data points from the forms submitted. However, until these tools are fully built, there are several options for finding/viewing forms.

• Within your "Submitted" documents section of Kuali, you can view whether a document is "in progress", "complete", or "withdrawn". Note - this section only includes document numbers, not student names for searching.
• If a form is in progress, you can contact your School's Kuali Coordinator to inquire about the workflow steps remaining for that particular form.
• Your School's Kuali Coordinators also have access to all submitted forms, so they can locate forms for other students in your unit. You are welcome to inquire about student-submitted forms or a form that a different advisor submitted on behalf of a student.
• Perceptive Content stores a full PDF of the completed Kuali document - this includes the information on and about the document, as well as the completed approvals process.

In summary, if you do not need to access the full PDF documents of completed forms, then you will not need Perceptive Content access.

The Plan of Study process differs greatly by unit/School.

The current graduate Plan of Study policy requires that the document be submitted/approved by the time 50% of the courses are completed.

An advisor begins the Plan of Study online, but conversations with the student can happen before that time.

The advisor can input the UMKC coursework, or they can forward to the student to complete that coursework section.

Until the further degree progress tools are programmed into GradProRoo, we recommend keeping a saved list of the approved coursework for each student. This allows for a conversation between the student and advisor about which courses to take; allows for advisor oversight of student enrollment in the coming semesters; allows for easy access to the full list for use in a degree checklist or audit; and allows for continued conversations if the course list needs to change.

All changes/updates to the coursework for a Plan of Study require resubmission/full re-approval. We recommend "duplication" in Kuali of the originally-submitted Plan of Study. If the advisor completed the coursework section, they will be able to simply edit those previously-submitted courses with the needed revisions. If the student completed the coursework section, they will need to re-enter the updated courses.

Examples of what this can look like in practice:

• Student A is in a fairly prescribed program in the Bloch School. Advisor A is a staff member with the Bloch School.
  • Advisor A begins the Plan of Study for Student A in the second semester of the program.
  • Advisor A inputs the coursework into the Plan of Study, and Student A approves in the next step of the workflow.
  • Student A and Advisor A both have the option of saving a separate list of the approved courses for later reference (by an email exchange, in an Excel sheet, etc.).
  • Any changes require Advisor A to "duplicate" and resubmit the Plan of Study.
• Student B is in a more flexible coursework program at the doctoral level in the School of Science and Engineering. Advisor B is their primary advisor and will later serve as their supervisory committee chair.
  • Advisor B begins the Plan of Study for Student B in the second semester of the program.
  • Student B inputs the intended coursework into the Plan of Study, and Advisor B sends it back for a few revisions before approving it.
  • Student B and Advisor B both have the option of saving a separate list of the approved courses for later reference (by an email exchange, in an Excel sheet, etc.).
  • Student B decides in the fourth semester to take a different statistics course than the one that was listed on the Plan of Study - Advisor and Student will need to work to resubmit the Plan of Study with this change.
    • This resubmission requires Advisor B to "duplicate" the original Plan of Study. But Student B's original coursework will not be saved here. Having a separate list of the approved courses would be ideal, to assist the student in easily completing an updated version of the Plan of Study.

This depends largely on your program type (Certificate, Master's without a thesis, Master's with a thesis, Doctoral with a final project, Doctoral with a dissertation, etc.).

An advisor in your unit will be charged with beginning your Plan of Study document, prior to 50% completion of your courses. They may forward the document to you to input the coursework, or you may just be approving the courses they list as needed for your degree. The Plan of Study will also include agreement to complete the necessary qualifying exams, comprehensive exams, internship/practicum, capstone, or thesis/dissertation for your program.

If you have Comprehensive Exams, your advisor will begin those online forms as well. You will have an "approval" step to acknowledge that you agree to take the exams at the specified times. Your examining committee will provide their "pass/fail" evaluations of your exams via the online forms, and your advisor is charged with communicating those results to you.

Other forms initiated by the advisor/unit:

• Thesis/Dissertation defense results
  • You will receive a notification after your defense results have been received.
• Thesis/Dissertation final approvals - approval of the written document
  • You will receive a "task" to verify the title of your document and an external task to upload your document to ProQuest after SGS has received your full committee's approval of your document.
• Declaration of Major - a form housed with the Registrar's Office
  • You will receive an approval step for this form.

Other forms initiated by the student:

• Supervisory committee assignment - for Thesis/Dissertation/Final Project supervisory committees
• Thesis/Dissertation preliminary approval - to submit at the time the document is submitted for format review
  • Note: Your advisor/chair will have an approval step for this online form.
• MoSpace License Agreement - also needed at the time the Thesis/Dissertation is submitted for format review
• Thesis/Dissertation embargo request or author name change request
• Course Repeat Request - only used for repeating a course for the new grade to replace the older grade
• Course Validation Request - only used for revalidation of courses more than 7 years old that did not count toward a previously-earned degree
• Leave of Absence forms - request, return, and extension
• Petition for full-time status - typically only for domestic students for financial aid purposes where full-time status is needed
  • Note: International students have a different form for this through the International Student Affairs Office.
• Program extension request - only for programs will stated completion deadlines for Comprehensive Exams and/or graduation
• Petition to hold positions totaling more than .5 FTE - this is a PDF form
• Undergraduate course authorization form
• Change in discipline request for the Interdisciplinary and Natural Sciences Ph.D. programs