Online Grade Change

The online change of grade function allows changes of grade, for corrections to initial grades, submission of late grades and removal of incomplete grades prior to the incomplete grade lapsing to a grade of “F” at the end of the succeeding Fall or Spring semester.

Student grade change requests can be submitted quickly and easily online by course instructors through the PAWS Grade Roster. Once the change is submitted, the change request details are immediately forwarded to the appropriate course department chair for approval. If approved, the grade is then sent for approval to the academic dean of the student, if required. Once the appropriate approvals have been received the online grade change is updated overnight in PAWS, the student’s GPA is recalculated, and the student and instructor are notified of the update via email.

Access and Security

Instructors

The same access & security rules apply to online grade changes as apply to web grading. The faculty member entering the initial grade as part of the original grade submission is also able to submit online grade changes for a given course.

Department Chairs

To gain access to PAWS for the individual who will have signature authority to approve grade changes as the Department Chair or Chair Representative, the employee must successfully complete the appropriate forms. Please submit the Department Chair Signature Form and the Online Grade Change Authorization Form, and return them to the Registrar’s Office, Mellencamp Hall, Room 290. Please allow a minimum of 10 business days for the authorization to be approved, therefore we ask that the former Department Chair or Chair Representative continue to approve/deny all grade changes until the authorization is approved. Please make sure forms are accurate and have all necessary signatures. Incomplete or inaccurate forms will delay processing.

Academic Deans

To gain access to PAWS for the individual who will have signature authority to approve grade changes as the Academic Dean or Dean Representative, the employee must successfully complete the appropriate forms. Please submit the Academic Dean Signature Form and the Online Grade Change Authorization Form, and return them to the Registrar’s Office, Mellencamp Hall, Room 290. Please allow a minimum of 10 business days for the authorization to be approved, therefore we ask that the former Academic Dean or Dean Representative continue to approve/deny all grade changes until the authorization is approved. Please make sure forms are accurate and have all necessary signatures. Incomplete or inaccurate forms will delay processing.

Online Grade Change Process

Instructors

For instructors the online change of grade process is most similar to the process used for entering final grades. In the Faculty Center section of PAWS the instructor would access their Grade Roster(s) for a given term. Once the instructor has opened the Grade Roster, the Request Grade Change link is found in the Grade Roster Action section of the grade roster. To complete an online change of grade, view the step-by-step instructions for detailed information on the online grade change process for instructors.

Department Chairs

Once an instructor has submitted an online grade change, the Department Chair will receive an email from desgrades notifying them of the change. The Chair is responsible for providing approval or denial of a given online grade change request submitted by instructors via the online grade change approval page. To complete the request for approval/denial of an online change of grade, view the step-by-step instructions for detailed information on the online grade change process for Department Chairs.

Academic Deans

Once an instructor has submitted an online grade change, and the Department Chair approves the change, the Academic Dean is responsible for providing online grade change approval or denial. The Academic Dean for the student may or may not be required to approve online grade changes, based upon the grade change approval policy of the School/College. For those Schools/Colleges which do require the approval of the Academic Dean for grade changes, the Academic Dean is notified via email from desgrades of a grade change requiring approval. To complete the request for approval/denial of an online change of grade, view the step-by-step instructions for detailed information on the online grade change process for Academic Deans.

NR (Not Reported) Grades

Grade changes for NR (Not Reported) grades do not require the approval of the Department Chair or Academic Dean. Once the online grade change is submitted by the instructor the grade change is posted to the student’s record via an overnight process for grade changes submitted prior to 6:00pm. Online grade changes submitted after 6:00pm will post to student’s record the following day after the overnight process is run.

Online Grade Change Restrictions

There are several restrictions inherent in the online grade change process as follows:

  • An online grade change cannot be submitted for administrative grades, such as W, @F, EI, and PI.
  • An online grade change cannot be completed for students who have graduated. A Change of Grade form may be submitted within 30 days of the final degree conferral.
  • An online grade change cannot be processed for a student whose course enrollment is processed after the beginning of the grading cycle. To submit grades for these students the instructor must forward a paper Change of Grade form to the Registrar’s Office.

To complete a grade change for the conditions cited above, please complete a paper Change of Grade form with appropriate signatures and forward it to the Registrar’s Office in Mellencamp Hall, Room 290.

Timeframe for Online Changes

Online grade changes will be allowed for all terms available for grading in PAWS.

Change of Instructor

If a change of grade or the removal of an incomplete is necessary for a section where the original instructor is no longer with the university, the academic department will have to add the faculty member who is reviewing the course material to the appropriate section of the course.

Any questions on adding instructors to a section should be addressed to the Academic Department offering the course.

Questions?

Any questions on the use of online grade change functionality can be directed to Darlene Bergman in the Registrar’s Office at (414) 229-2876 or to the Registrar’s Office Contact Form.