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The Office of the Registrar & Michigan Administrative Information Services Grade Change Process Overview The Office of the Registrar & Michigan Administrative Information Services Grade Change Process Overview Updated: 02/07/07 Grade Change Overview -- http: //www. umich. edu/~regoff/webgrades. html

Grade Change - Background • Effective February 9, 2007, the paper Supplemental Grade Roster Grade Change - Background • Effective February 9, 2007, the paper Supplemental Grade Roster (SGR) forms submitted to the Office of the Registrar were replaced by an online grade change process. • After the grade roster for a class is posted, a Grade Change can be requested using a link from the Grade Roster available in Teaching Support. • Some Schools/Colleges will require that grade changes are reviewed and approved. Each School/College has different approval rules that are encoded in the system. • Paper grade change request forms will still be required in some cases. 2 Updated: 02/07/07 Grade Change Overview -- http: //www. umich. edu/~regoff/webgrades. html

Grade Change – Basic Steps 1 1. Click the Request Grade Change link from Grade Change – Basic Steps 1 1. Click the Request Grade Change link from the grade roster. Note: Grade rosters are generated on the last day of classes of the term. For classes with nonstandard academic sessions (i. e. , mini-courses), they are generated weekly on Fridays. The grade roster must be already posted before a grade change can be requested. Note: In some rare cases, a paper form must be used to request a grade change. This is covered later in this presentation. 3 Updated: 02/07/07 Grade Change Overview -- http: //www. umich. edu/~regoff/webgrades. html

Grade Change – Basic Steps 2 3 3 3 2. Enter the new grade. Grade Change – Basic Steps 2 3 3 3 2. Enter the new grade. Note: The Reason for Change, Work Completion Date, Grade Change Status, and Comments fields will appear for a student after a new grade is entered. 3. Select the Reason for Change and when required enter the Work Completion Date and click the Comments link to enter comments. Note: For more information, see the Change Grades – job aid. 4 Updated: 02/07/07 Grade Change Overview -- http: //www. umich. edu/~regoff/webgrades. html

Grade Change – Basic Steps A B A A. Enter a comment in the Grade Change – Basic Steps A B A A. Enter a comment in the Comment box & click OK. Note: Even if comments are not required, you can enter comments. B. System generated comments appear in the Comment Data area. Each time information is entered and submitted about a grade change request, this is logged by the system in the Comment Data area. 5 Updated: 02/07/07 Grade Change Overview -- http: //www. umich. edu/~regoff/webgrades. html

Grade Change – Basic Steps 4 4 4. Click Submit and review the Grade Grade Change – Basic Steps 4 4 4. Click Submit and review the Grade Change Status. Note: You will need to Re-Authenticate before you can submit your grade change request for the student(s). At this point, your change may need to be reviewed by a Grade Change Approver. Each School/College has their own grade change rules encoded and has determined if grade changes need to be reviewed and approved. If your grade change does not need to be reviewed, it is immediately posted to the student’s record. The Grade Change Status will display “Success. ” You will receive a confirmation e-mail. If your grade change needs to be reviewed, the Grade Change Status will display “Awaiting Approval. ” The Grade Change Approver from the student’s School/College (based on the student’s career) receives an e-mail that the grade change request is ready for review. You will receive an e-mail notification when it is approved or denied. Updated: 02/07/07 Grade Change Overview -- http: //www. umich. edu/~regoff/webgrades. html 6

Overview: High-level Grade Change Process Action Grade Roste r Poste d Who performs action Overview: High-level Grade Change Process Action Grade Roste r Poste d Who performs action Instructor or Proxy (Approve Grade Roster Access) Grad es Viewe d& Chan ge Requ ested Instructor Determines Need for Grade Change Grade Chan ge & Com ments Enter ed Instructor (Approve Grade Roster Access) / Proxy (Grade Change Access) Grad e Cha nge Appr oved School/ College Grade Change Approver Or if no grade change approval required, Instructor (Approve Grade Roster Access) / Proxy (Grade Change Access) New Grade Poste d to Stude nt Recor d System process Immediately posted if grade change approval is not required. If grade change approval is required, approval process must be completed. E-mail confirmation sent to grade change requestor and School/College grade change approval e-mail group. 7 Updated: 02/07/07 Grade Change Overview -- http: //www. umich. edu/~regoff/webgrades. html

Who Can Change Grades • Instructors – Person assigned to teach the class in Who Can Change Grades • Instructors – Person assigned to teach the class in M-Pathways • “Approve” - grade roster access • Proxy – Assigned Grade Change Access – Allow someone who is not assigned to teach a class to change grades for the class after the grade roster has been posted. – Can be an instructor or a staff member. – Can be assigned by instructors via Teaching Support after first day of the term. – Can also be assigned by the Office of the Registrar if the instructor is no longer employed at U-M. 8 Updated: 02/07/07 Grade Change Overview -- http: //www. umich. edu/~regoff/webgrades. html

Who Can Change Grades: Proxies (continued) • There could be a 24 hour delay Who Can Change Grades: Proxies (continued) • There could be a 24 hour delay in granting Teaching Support access, depending upon the security status of the person being assigned as the Proxy. • Proxy must be UM employee with Kerberos login/password. • A Proxy cannot assign Proxies, nor can they view the Proxy page. • When Proxies are assigned, an automated e-mail will be sent to the Assignor and Assignee. • For directions on how to assign a Proxy, see the Web Grades section of Office of the Registrar’s website. 9 Updated: 02/07/07 Grade Change Overview -- http: //www. umich. edu/~regoff/webgrades. html

Who Can Approve Grade Changes • School/College Grade Change Approver – Every School/College has Who Can Approve Grade Changes • School/College Grade Change Approver – Every School/College has different grade change rules encoded based on their Academic Structure and grading rules. The Schools/Colleges have worked with the Office of the Registrar to have the proper rules encoded. – Some Schools/Colleges do not require grade changes to be approved. – If your School/College requires grade changes to be approved, this will be completed by a Grade Change Approver based on the student’s career. 10 Updated: 02/07/07 Grade Change Overview -- http: //www. umich. edu/~regoff/webgrades. html

When will existing Supplemental Grade Roster (SGR) forms be retired? • The existing paper When will existing Supplemental Grade Roster (SGR) forms be retired? • The existing paper Supplemental Grade Roster (SGR) forms will no longer be accepted March 15, 2007. • The Office of the Registrar will send new paper grade change forms to be used for exceptions to the online grade change process. – When the new forms are available, the Office of the Registrar will send the forms to the departments. Detailed information will be provided about what to do with the old SGR forms; how to use the new forms; and how to request additional new forms. • The next page covers when paper forms will still be needed. 11 Updated: 02/07/07 Grade Change Overview -- http: //www. umich. edu/~regoff/webgrades. html

Rare Cases When a Paper Grade Change Form Is Needed • Grade originally submitted Rare Cases When a Paper Grade Change Form Is Needed • Grade originally submitted on a paper grade roster and there is no web grade roster. • Modification of credit hours. • Modification of grade basis. • Change pre-assigned VI grade. • If the student has been attending the class and is not listed on the Request Grade Change page. 12 Updated: 02/07/07 Grade Change Overview -- http: //www. umich. edu/~regoff/webgrades. html

Training/Resources Training and resources are available at: http: //www. umich. edu/~regoff/faculty/webgrades. html • Resources/training Training/Resources Training and resources are available at: http: //www. umich. edu/~regoff/faculty/webgrades. html • Resources/training include: – Job Aids Directions on how to change grades – Demonstrations Simulations that show to change grades 13 Updated: 02/07/07 Grade Change Overview -- http: //www. umich. edu/~regoff/webgrades. html

Questions • See the Grade Change Frequently Asked Questions at: http: //www. umich. edu/~regoff/faculty/webgrades. Questions • See the Grade Change Frequently Asked Questions at: http: //www. umich. edu/~regoff/faculty/webgrades. html • If you have questions that are not addressed by this presentation, training/resources, or the Frequently Asked Questions, contact the MAIS Help Desk ([email protected] edu or 734936 -7000). 14 Updated: 02/07/07 Grade Change Overview -- http: //www. umich. edu/~regoff/webgrades. html