Transforming the Change of Grade Form into an Electronic Process

1. Transforming the Change of Grade Form into an Electronic Process SACRAO 2013

2. Former Process • Instructor completes change of grade form • Change of grade form sent to department chair, Dean or his/her designee • Finally, form submitted to Registrar’s Office to make change in the system • Did not know when the process was initiated • Could not track form during the process

3. Electronic Process • Available Spring 2010 for a small group of departments • Available campus-wide Fall 2010 • Approval path is determined by the department listed in the catalog associated with the class at the time the student completed the class. • For example, AC 200 in fall 2009 was associated with the ACIS department. The department affiliation changed to ACFN spring 2010.

4. Electronic Process Overview • The automated grade change process initiated by instructor. • Any instructor assigned to the class may submit grade change grades for that class, going back two terms. • Electronic process automatically updates the system. • Process available for previous term and two terms prior. • Grade changes older than two terms back, submitted manually using the paper form. • Approval process varies depending on the original grade being changed. Grades of ‘N’, ‘I’ or ‘MTrequire instructor approval only. • If the original grade is a grade other than ‘N’, ‘I’ or ‘MT’, 3 approvals are needed (department chair, Dean and University Registrar) to complete the process. • Email notifications of pending requests sent nightly to approvers. • For ease of use, nightly email include a direct link to the approval page.

5. Process includes proxy functionality • Proxy access may be granted by individual CRN or for all classes taught by an individual instructor • Proxy access disabled at the end of each term • Proxy, department chair and Dean notified via email of termination of term access

6. Electronic Process • Every grade change record has a status code throughout the process • Final grade code, of ‘C’ denotes the grade change has been made and email notifications sent to instructor and student. • When a record has a grade status code of ‘F1’ or ‘F2’, the grade change has been made but emails have not been sent.

7. Records with a grade status code of ‘R’ are deleted from system after email notifications are processed. • Upon final approval, electronic process updates SHATCKN in Banner

8. Grade Status Codes • 1 – Pending first approval (Department Chair) • 2 – Pending second approval (Dean or designee) • 3 – Pending third approval (Registrar’s Office) • F1 – Grade change made (N, I or MT changes only) • F2 – Grade change made (grades other than N, I or MT) • R1, R2 or R3 – Grade change rejected – number denotes the approver who rejected the change • C - closed – email notifications sent

9. Grade Change Process for Faculty • System is available to instructor(s) of record only • After entering student ID, the instructor selects the term code. Select appropriate class from the list of classes they taught that term. Note: Instructor may change an individual student’s grade or the entire class if grades for the term have not rolled to academic history. • After pressing submit, the class roster is displayed. They then select the student whose grade they wish to change. • Instructor selects a reason from the drop-down menu for grade changes of ‘N’, ‘I’ or ‘MT’.

10. After pressing submit, the system prompts the instructor to confirm the change. • The grade is changed on the class roster and request record created with a status code of F1. • A detailed reason for the grade change is required for all other grades.

11. Nightly Email Notifications • Emails are sent out based upon grade change status. • Notifications are batched and users receive one email notification per night for each email type. For example, the department chair who is also the first approver receives a notification for pending requests and for finalized requests. • Email sent the first night for records with a status code of 1, 2 or 3. If the request is not acted upon, emails are sent every 3 days as a reminder.

12. 1 – First approver receive notification of pending requests. • 2 – Second approvers get notification they have requests pending. • 3 – Third approvers get notification they have requests pending. • F1 – The student, instructor and EMAIL users get notification that the grade change occurred. • F2 – The student, instructor, first, second and third approver, chair, dean and EMAIL users get notification.

13. If the processing indicates that the student received final notification of the change of grade, grade status is changed/updated to ‘C’. If an error is encountered during email notification process, grade status is not changed and grade change record is processed again the next night. • If the grade change request is rejected, record is deleted if the job indicates the instructor email was sent successfully.

14. Contact Information • Functional Information: • Cynthia Terry - cterry@uab.edu or (205) 934 – 8112 • Technical Information: • Ramsey Scott – rscott@uab.eduor (205) 996- 5665