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Important Information 📝
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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.
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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.
1. Access the Hub
First, log in to the Hub system.
2. Navigate to the Program Plan Manager
You can access the manager page in two ways:
3. Understanding the Manager Dashboard
The Program Plan Manager page gives you a comprehensive overview of all Program Plans within your department. The page is organized into sections or tables:
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Active Holds: Lists all students in your department who currently have a "Program Plan Not On File" hold and are eligible to start the paperwork.
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Paperwork in Progress: Shows all Program Plans that have been started but are not yet complete, allowing you to track them through the approval workflow.
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Finished Paperwork: A record of all successfully completed and filed Program Plans for your department.
4. Managing Academic Unit Heads (Common Issue) ⚙️
If a student or advisor visits you for help and the system indicates a "Missing program unit head info" error, it means the paperwork cannot be routed for final approval. You can resolve this directly from the manager page:
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Click on the Setting tab within the Program Plan Manager.
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Find the section titled Majors Academic Unit Heads.
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In this area, you can assign the correct academic unit head to each major. This ensures that once an advisor approves a plan, the system knows where to send it for the final signature.
5. Initiating and Completing the DocuSign Form
From the "Active Holds" list, you can start the process on behalf of a student or their advisor by clicking the Start Paperwork button. This action sends an email from DocuSign to the student's @my.fit.edu email address, prompting them to begin filling out the form.
6. The Approval Workflow ✅
As an administrator, it is helpful to understand the automated workflow you are monitoring:
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The student fills out and signs their portion of the document.
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The document is then routed to their assigned academic advisor for review and signature.
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Finally, it is sent to the academic unit head for final approval.
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Once all signatures are collected, the "Program Plan Not On File" hold is lifted, and a final copy is sent to the student, advisor, unit head, and the Office of the Registrar.
7. Monitoring and Managing In-Progress Paperwork
The "Paperwork in Progress" table is your primary tool for managing active plans. From here, you can:
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Check Progress: Click the Check Status button to see which individual (student, advisor, or unit head) is currently responsible for signing the document. This helps identify and resolve delays.
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Send a Reminder: If a plan is stalled, you can send a reminder email to the current signer. This is limited to one reminder per day.
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Cancel Paperwork: If a submission is incorrect or no longer needed, you can cancel the entire workflow.
8. Accessing Completed Files and Requesting Changes
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View Final Plans: The "Finished Paperwork" section acts as a digital archive. You can click the View File button next to any completed plan to view or download the final, signed document for your records.
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Change Graduate Program Plan: You can also monitor the progress of any "Request to Change Graduate Program Plan" submissions through this same dashboard.