The Registrar’s Office is pleased to announce the implementation of online grade changes. This is a project that the campus has looked forward to, as a way to improve the timeliness and efficiency of grade changes.
The implementation of web grading several years ago has made faculty and departments well-versed and comfortable with the electronic submission of grades, and the facility to correct grades via an online process is an extension of the web grading project.
The information that follows on online grade changes is an explanation of the project, the procedures, and the timeline for implementation.
Step-by-step instructions for the process are available from the Registrar's website at http://oregonstate.edu/registrar/gradechangesinstruction.html.
Any questions on the use of online grade changes can be directed to the Registrar’s Office: Tom Watts (7-9054), Amy Flint (7-4331), Melanie McNaughton (7-4331), and Nancy Laurence (7-4048) are available for information pertaining to the project and the design and function of the process.
The online change of grade function will allow changes of grade, for corrections to initial grades, submission of late grades and removal of incomplete grades.
All of these processes are currently manual processes, and the online function will replace the manual (form-based) process, for any changes to grades or incompletes that are not older than one academic year.
Online changes to grades will be allowed for up to one academic year from the term when the course was taken.
For example, if a student took a course in Spring 2008, then the faculty member(s) for that class can correct the grade, via the online process, through the end of the Spring 2009 term.
Any changes that are for a course older than one year will have to be made via a Change of Grade form, submitted to the Registrars Office.
The one-year limitation is from the term when the course was offered and initial grade was entered. The time frame is not extended for an additional year from the time of a grade correction.
The ability to change grades via the online process is limited to only those faculty and staff who are assigned to the specific section (CRN) in Banner.
Someone who is not listed as an instructor or grader on the section will not have access to the course for grade update purposes. This is the same limitation that exists on the web grading option.
In some instances, the instructor for the section may no longer be with OSU. Those situations are explained below in the section titled “Change of Instructor.”
The online grade change option is accessible from the Final Grades menu, on the faculty member’s online account. The OSU ID and GAP (password) will be the electronic “signature” that identifies the faculty who makes the change.
The faculty member entering the initial grade is identified by ID number as part of the original grade submission, and grade changes will be identified in the same way.
If a change of grade or removal of 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 section.
Any questions on adding instructors to a section should be addressed to the department chair or the department grade contact.
The online change of grades process is most similar to the Keyed Data Entry option for entering final grades.
The process for online grade changes is explained in step-by-step instructions posted on the Registrar's Office website at http://oregonstate.edu/registrar/gradechangesinstruction.html.
An instructional video is also available on the Registrar’s Office website at http://oregonstate.edu/registrar/Camtasia/Online%20Grade%20Change%202/Online%20Grade%20Change%202.htm.
The Online Change of Grades function is available by logging on to Employee Online Services at http://oregonstate.edu/facultystaff/
In the Faculty & Advisors section of the account, the Final Grades - Change Posted Grades function is one of the options within the Final Grades menu.
An online change of grade cannot be completed for students who have graduated.
Those situations are also resolved via communications between the faculty member and/or department and the Registrar’s Office and are completed with a Change of Grade form if the grade change is submitted within three months of the final degree conferral.
An academic record where no other degree objective is being pursued is permanently locked/frozen three months after the final degree conferral, and all subsequent grade change requests will be denied.
Updated 9/15/08
