The Office of the Registrar &
Michigan Administrative Information Services
Grade Change Process
Overview
Updated: 02/07/07
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.
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Updated: 02/07/07
Grade Change Overview -- http://www.umich.edu/~regoff/webgrades.html
Grade Change – Basic Steps
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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.
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Updated: 02/07/07
Grade Change Overview -- http://www.umich.edu/~regoff/webgrades.html
Grade Change – Basic Steps
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3
3
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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.
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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 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.
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Grade Change Overview -- http://www.umich.edu/~regoff/webgrades.html
Grade Change – Basic Steps
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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 email notification when it is approved or denied.
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Updated: 02/07/07
Grade Change Overview -- http://www.umich.edu/~regoff/webgrades.html
Overview: High-level Grade Change Process
Action
Grad
e
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
Grad
e
Chan
ge &
Com
ment
s
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
Grad
e
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.
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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 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.
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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 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.
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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 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.
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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 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.
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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 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.
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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 include:
– Job Aids
Directions on how to change grades
– Demonstrations
Simulations that show how to change grades
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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.html
• If you have questions that are not
addressed by this presentation,
training/resources, or the Frequently
Asked Questions, contact the MAIS Help
Desk (maishelpdesk@umich.edu or 734936-7000).
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Updated: 02/07/07
Grade Change Overview -- http://www.umich.edu/~regoff/webgrades.html