William Paterson University

Online Grade Change Application

February 2, 2010 A. Joseph Alaya | Nina Trelisky

Table of Contents

Table of Contents ................................................................................................................ 2

Overview ............................................................................................................................. 3 Flow Chart .......................................................................................................................... 4 Faculty View ....................................................................................................................... 5 Chair View .......................................................................................................................... 7

Dean View .......................................................................................................................... 9 Provost’s Office View....................................................................................................... 11

Overview

The online grade change application was created to streamline the process for submitting,

authorizing and entering grade change requests. The online grade change application can

be accessed through the employee applications menu under the “Faculty Service’s”

heading.

There are four points of entry into the Grade Change application. The Faculty

application is where the grade change process begins. A faculty member initiates a grade

change by clicking on the “Faculty” link and submitting their grade change request for a

student. The other three access points are for the Chair, Dean and Provost. These entry

points exist to provide access to the different levels of authorization required for a grade

change to be completed.

Flow Chart

Faculty View

The grade change process begins when a Faculty member submits a grade change request

for a student in the Faculty View. The Faculty member will be able to view and review

pending grade change requests on the top of this page. The first step in submitting a

grade change is to select the term for which the grade change will be made. Once the

desired term is selected and submitted, all courses with class rosters will be displayed for

the Faculty member. The faculty member will then need to find the student in their class

and click the “Change Grade” button.

After clicking the Change Grade button, the faculty member will be taken to a second

page which reiterates the course, student and term for which the grade change is being

requested. The faculty member is then presented with the current grade that the student

has in the class. The faculty member must then select the new grade and the reason for

the grade change and then submit the grade change.

Upon submitting the grade change request, an email will be sent to the department Chair

alerting them that there is a grade change request awaiting their approval.

Chair View

Once a grade change is submitted by a faculty member, the Chair will be sent an email

alerting them to accept or decline the grade change request. The Department Chair can

access the grade change application through the employee applications menu under the

Faculty Services section. The Chair will be presented with several pieces of information

including the student BID, student name, term, course, original grade, new grade, the

faculty member name, date of the grade change, and the reason for the grade change.

The chair will have an opportunity to enter a comment and then either accept or decline

the grade change.

If the grade change request is declined, an email will be sent to the faculty member

alerting them that their request has been declined.

If the grade change request was accepted, an email will be sent to the college Dean

alerting them that a grade change request is awaiting their approval.

Dean View

Once a grade change is has been approved by the Chair, the Dean will be sent an email

alerting them to accept or decline the grade change request. The Dean can access the

grade change application through the employee applications menu under the Faculty

Services section. The Dean will be presented with several pieces of information

including the student BID, student name, term, course, original grade, new grade, the

faculty member name, date of the grade change, the reason for the grade change, the

Chair’s name, and the Chair’s comment. The Dean will have an opportunity to enter a

comment and then either accept or decline the grade change.

If the grade change request is declined by the Dean, an email will be sent to the Chair

and Faculty member alerting them that their request has been declined.

If the grade change request was accepted and the request was for a term that is less than

one year ago, the grade change will be made in Banner and an email will be sent out to

the student, the faculty member, the department Chair and the Dean alerting them that the

grade change has been made.

Provost’s Office View

If the grade change is approved by the Dean and the grade change is from a term that is

over one year ago, the grade change request will be sent to the Provost’s Office for

approval. The Provost’s Office can access the grade change application through the

employee applications menu under the Faculty Services section. The user will be

presented with several pieces of information including the student BID, student name,

term, course, original grade, new grade, the faculty member name, date of the grade

change, the reason for the grade change, the Chair’s name, the Chair’s comment, the

Dean’s name, and the Dean’s comment. The Provost’s office will have an opportunity to

enter a comment and then either accept or decline the grade change.

If the grade change request is declined by the Provost’s office, an email will be sent to the

Dean alerting them that their request has been declined.

If the grade change request was accepted and the request was for a term that is less than

one year ago, the grade change will be made in Banner and an email will be sent out to

the student, the faculty member, the department Chair and the Dean alerting them that the

grade change has been made.