Advisor Guide: Managing Advisee Program Plans in the Hub

This guide provides instructions for academic advisors on how to initiate and manage student Program Plans through the Florida Tech Hub system.

Important Information 📝

 

• New Plans Only: This electronic process applies only to new Program Plans initiated within the Hub. Past or existing plans are not managed through this system.

• Required Hold: For the Program Plan functionality to be active on a student's profile, the student must have a "Program Plan Not On File" hold on their account.

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1. Access the Hub

First, log in to the Hub system.

• Navigate to hub.fit.edu in your web browser.

• Open the Florida Tech Hub App on your mobile device.

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2. Navigate to a Student's Profile

1. From the Hub homepage, go to Students -> Advisor Dashboard. This will display a list of your assigned advisees.

   • If an advisee is not listed, please ensure they are correctly assigned to you in the Banner system.

2. Find the student whose Program Plan you wish to manage and click the Student Detail button to open their profile.

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3. Locate the Program Plan Section

Once you are in the student's profile, click on the Academic tab. You will find the Program Plans section within this tab.

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4. Check the Program Plan Status

If the student has the required hold, you will see a Program Plan table. The Status column indicates the current state and what actions you can take:

• Program Plan Not On File: You can begin the process on behalf of your advisee. Click the Start Paperwork button in the Actions column to initiate the form.

• Last Paperwork Declined / Last Paperwork Canceled: This indicates a previous submission was not approved. You should discuss the reasons with the student before starting a new plan.

• Please Contact Department: This status typically means the system is missing required information, such as the designated academic unit head. Please contact your department administrator for assistance.

• Paperwork in Progress: The paperwork has been started and is awaiting action from one of the signers (student, advisor, or unit head).

• Paperwork Submitted: The plan has been fully signed and processed.

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5. Starting and Completing the DocuSign Form

When you click the Start Paperwork button, the system will send an email from DocuSign to the student's @my.fit.edu email address. The student must complete and sign their portion of the document first.

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6. The Approval Workflow ✅

After the student signs the document, it enters an automated approval workflow:

1. The document is routed back to you (the advisor) for your review and signature in DocuSign.

2. After you sign it, the document is sent to the academic unit head for final approval.

3. Once all parties have signed, a final copy is emailed to everyone involved. The system sends a copy to the Office of the Registrar, and the student's "Program Plan Not On File" hold is automatically lifted.

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7. Managing In-Progress Paperwork

While a Program Plan is in the workflow, you can manage it from the student's Academic tab in the Hub:

• Check Progress: Click Check Status to see who the current signer is.

• Send a Reminder: You can send a reminder email to the person whose signature is pending. This is limited to one reminder per day.

• Cancel Paperwork: You can stop the process entirely by using the cancel option.

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8. Accessing Completed Files and Requesting Changes

• View Final Plan: After a plan is complete, it is saved in the Hub. You can click the View File button at any time to download a copy.

• Change Graduate Program Plan: For graduate students who need to update an existing plan, a Change Program Plan button will appear next to their completed paperwork. Clicking this will start the "Request to Change Graduate Program Plan" form, which follows the same workflow.