AWE Grade Change Process BPG

Quick Links: | Faculty Grade Change Initiation | Chairs and Deans Change Approval/Denial | Initiating Change Without Instructor | Check Status of Change | Scenarios Requiring Paper Change |

Faculty: Initiating a Grade Change

To initiate a grade change for a student, faculty will find the student and the grade for the course within their previous grade rosters.

  1. Navigate to the Faculty Center. You can do this using the link in the Chico State Portal.
  2. Ensure you are in the correct term for the student needing a grade change.
  3. Click the Grade Roster icon.
    Grad change icon in third column of roster screen
    • If this icon is not present, the class may be a non-graded section or access has not been granted by the department.
  4. Locate the student on the Grade Roster and click Change Grade. This will open up a new window. 
  5. Fill in the selected required fields at the bottom of the page. The student's name, Empl ID, and course information should auto-populate.
  6. Click Submit to route the grade change to the next approver (either the department Chair or Office of the Registrar).

Once the grade change has been submitted, the faculty initiator will receive an email stating either:

  • The request has been denied by the chair, dean, or Office of the Registrar.
  • The request has received the final approval from the Office of the Registrar.

Notes

  • If changing a grade to Incomplete, the Incomplete Contract button will appear and contract details can be added. You can find more information about Initiating an Incomplete Agreement on our Knowledge Base.
  • If a previous grade change was requested for this student already, a message will pop up after submission. The initiator can either click OK to continue with the grade change, or Cancel to view the previously processed grade change.

Chairs and Deans: Approve or Deny Grade Changes

To approve or deny a grade change that the faculty has initiated, the chair or dean can access the grade change two ways: the Worklist Menu or the Grade Change Menu. 

Worklist Menu

  1. Navigate to PeopleSoft CS.
  2. Click the Navigation icon (compass) in the top-right corner. 
  3. Click Menu in the sidebar. 
  4. Select Worklist.
    • The Worklist can be added to your Navigation Bar or Favorites in PeopleSoft for quicker access. Once you have navigated to the Worklist, select the three dots, then either Add To NavBar or Add To Favorites.
  5. You should be able to see any pending worklist items. 
    Worklist item showing approval routing for grade change
     

Grade Change Menu

  1. Navigate to PeopleSoft CS.
  2. Click the Navigation icon (compass) in the top-right corner. 
  3. Click Menu in the sidebar.
  4. Select Chico Student Records then Grade Change.
  5. Click Grade Change again and you should be routed to the correct site. 
  6. From the Grade Change screen, use the Search Criteria to locate the grade change.
  7. Once the grade change is selected, Approve, Deny, or Add Comments to the request. 
    Approve, Deny, and Comments button highlighted in Grade Change menu
     

Initiating Grade Change Without Instructor

To initiate a grade change when an instructor is unavailable, the academic ASC will follow the instructions below to add the department chair to the class as an instructor. This will allow the department chair to access the class's Grade Roster and initiate a grade change request (see above).

  1. Navigate to PeopleSoft CS.
  2. Click the Navigation icon (compass) in the top-right corner. 
  3. Click Menu in the sidebar.
  4. Select Curriculum Management, Schedule of Classes, then Maintain Schedule of Classes.
  5. Click the Meetings tab at the top of the screen.
  6. Scroll to the section you are adding the Chair to. 
  7. Click the plus icon + to add an instructor for the meeting.
  8. Add the department chair as the Primary Instructor. 
  9. Set Access to approve. 
    Meetings tab showing Primary Instructor in the Meeting Pattern field
     
  10. In the Workload tab, set Assign Type to Not Include.
  11. Click Save. Department chairs should now be able to follow the instructions above for Initiating a Grade Change.
    Workload tab in PeopleSoft

Checking the Status of a Grade Change

All authorized individuals, including faculty, deans, chairs, and other authorized staff can check the status of open grade changes.

  1. Navigate to PeopleSoft CS.
  2. Click the Navigation icon (compass) in the top-right corner. 
  3. Click Menu in the sidebar.
  4. Select Chico Student Records then Grade Change.
  5. Click Grade Change again.
  6. Use the Search Criteria to locate the student. 
  7. Once located, you should be able to view all submitted grade changes for that student. 
    Grade changes for sample student
     

Scenarios Requiring Paper Grade Changes

The following are certain scenarios when a paper grade change will be required to change a grade. This list may not be exhaustive; any questions concerning submission of a grade change can be sent to the Office of the Registrar at registrar@csuchico.edu or 530-898-5142.

  • A grade within a course that is older than the last 5 years
  • Grade being changed from or to a W
  • A grading basis change is needed (e.g. grade to a CR/NC or audit)

 Still need help? Contact Office of the Registrar for further assistance. You can call (530) 898-5142 or email registrar@csuchico.edu.
  
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