Make-up Class - Student Request

Assigned To: Karen Morgan, Sarah Dungan

Category: Student Life Cycle

Department: Academic Advisor, Program Manager, Student Support

SOP Rule: Trigger

Status: Approved and Implemented

Purpose

Defines the process for scheduling and managing make-up classes to support student success while ensuring compliance with institutional policies.

Scope

Applies to Academic Advisors and Program Managers responsible for coordinating make-up classes across programs.

Trigger

• Student requests a make-up class after missing a scheduled session

Process Overview

1. Student Request

• Academic Advisor identifies need for make-up class
• Inform student that payment is required prior to attendance

2. Fee Processing

• Submit invoice change request for $150 make-up class fee
• Ensure request is properly recorded

3. Coordination with Program Manager

• Notify Program Manager to begin scheduling process

4. Instructor Scheduling

• Program Manager coordinates with instructors
• Schedule class in system
• Verify instructor compliance and availability

5. Student Confirmation

• Confirm date and time with student
• Remind student payment is due before class (by Friday prior)

6. Payment Verification

• Confirm payment received
• Notify Program Manager to finalize class attendance

Key Rules

• Maximum of two make-up classes per student
• Payment must be received before attending
• Instructor must be compliant and approved

Completion Criteria

• Make-up class scheduled
• Payment received and verified
• Student confirmed for attendance
• Instructor assigned and compliant

Tools and Systems

• HubSpot (Communication and tracking)
• Scheduling Platform (Instructor scheduling)
• Smartsheet (Instructor compliance verification)

Revision History

• Version 1: 05/09/2025
• Version 2: TBD
• Version 3: TBD