Table of Contents

Faculty: Initiation of grade change

Chairs and Deans: Approval or denial of grade change

Initiating a grade change when an instructor is unavailable

Faculty, Deans, Chairs and Authorized Staff: Check status of grade change

Scenarios when paper grade change is required

Faculty: Initiation of grade change

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

·       Faculty will enter through the Faculty Home tab via the Chico Portal

 

·       Faculty rosters, both the Class Roster and Grade Roster show on the Faculty Center homepage

·       Click on the Grade Roster icon. If a Grade Roster icon is not present the class may be a non-graded section or access has not been granted by the department.

·       Find the correct student on the Grade Roster and click on the Change Grade button

·       Fill in the selected required fields. The student name, their EMPLID, title of course, department, instructor, course number, and assigned grade will auto-populate with the correct information.

 

·       Below is an example of a grade change with all fields filled out

 

 

·       Select the Submit button to route the grade change to the next approver (either Chair of the department, or directly to the Office of the Registrar)

 

·       Once the grade change has been submitted, the faculty initiator will receive one of the two emails:

o   An email if the request has been denied by the chair, dean, or Office of the Registrar

o   An email if the request has received the final approval from the Office of the Registrar

·       NOTES:

o   If changing grade to an Incomplete, the Incomplete Contract button will appear, and contract details can be added.

 

o   If a previous grade change has been processed for the student in the course, a message will pop up after submission, offering the choice to either continue with the grade change, or view the previously processed grade change.

 

 Chairs and Deans: Approval or denial of grade change

To approve or deny a grade change that the faculty has initiated, the chair or dean can access the grade change two ways: in PeopleSoft.

·       The grade change can also be accessed in Worklist within PeopleSoft, located in the navigation menu. 

*The Worklist can be added to your Navigation Bar or Favorites in Peoplesoft for quicker access. Once you have nagigated to the Worklist select the three dot icon, from the drop down menu, select Add To NavBar/Add To Favorites.

                  

·        You may also navigate to the Grade Change Search page here: Main Menu>Chico Student Records>Grade Change>Grade Change. From there, you may search by Term, Class Number, and Approval Status

    

·        Once the grade change is selected, the chair or dean can approve, deny, or add comments

 

Initiating a grade change when an instructor is unavailable

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

• Navigate to Menu > Curriculum Management > Schedule of Classes > Maintain Schedule of Classes
• Select the 'Meetings' tab
• Scroll to the appropriate section you want to edit
• Click the '+' button to add an instructor for the meeting pattern
• Add the Department Chair as the Primary Instructor
• Set 'Access' to approve

                                             

• Select the 'Workload tab'
• Set 'Assign Type to 'Not Include'

                                             

• Save
• Follow the above instructions to initiate the grade change

Faculty, Deans, Chairs and Authorized Staff: Check status of grade change

The status of open grade changes can be checked by all authorized individuals.

·       In PeopleSoft, navigate to Menu > Chico Student Records > Grade Change > Grade Change

·       Search by EMPLID to pull all submitted grade changes for that student

Scenarios when paper grade change is required

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)

 

For further assistance contact the Office of the Registrar at 530-898-5142 or registrar@csuchico.edu.