Change Submitted Grades

Submitting a Grade Change Request

Once you've posted final grades, you can no longer edit them. Depending on when grading closed and how many grades you need to change, you'll submit either a batch request or a workflow (individual) request.

Batch Requests

Use  to submit grade changes for 10 or more students no later than two weeks after the final web grading deadline for the semester.

Create an Excel spreadsheet with four columns:

  • Column A: SIS User ID (student ID number; remove “#” if included)
  • Column B: Previous (inaccurate) letter grade
  • Column C: Corrected letter grade
  • Column D: Last date of attendance for any F grades as corrected grades (if none, leave blank)
  1. Log in to ֱ Boulder's  service:
    1. Enter your colorado.edu email address, then click "Next."
    2. Enter your IdentiKey username and password, then click "Log In."
  2. Click "Compose" to start a new message.
  3. Complete the form as outlined below.
  4. Click the "Attach" button (paper clip icon) at the bottom of the window, select your corrected grade roster spreadsheet, then click "Open" to attach it to the message.
  5. Click "Send" to submit your corrections.
To: registrar@colorado.edu
Subject: Corrected Grade Roster for [subject-number-section]
 
Dear Office of the Registrar,
 
Attached please find my corrected grades for [course subject, number, section]. I have corrected and assigned these grades to the students, but need your help to correct them in the system.
 
The last date of attendance for any F grades is noted in the attached file. I understand that my grade roster correction is not complete if any required data is missing.
 
Thank you,
 
[Your name]
[Phone number to call if we have questions]
  

Workflow Requests

Use the grade change workflow to submit an individual grade change if you miscalculated a student's grade, entered the wrong grade on the roster or need to update an incomplete (I) or not reported (NR) to a letter grade. 

Do not use the grade change workflow to:

  • Update grades for dissertation or thesis hours.
  • Change an incomplete grade once it has lapsed to an F. Instead, contact the student's college about submitting the special action/change of record spreadsheet.
  • Request a grade change if a student has graduated or is no longer active in their program.
  • Request a grade change if the grade roster has not yet been posted. Instead, please cancel your request and then post your roster. Once the roster is posted, then you may request changes. 

If you fail to submit grades on time, not reported (NR) notations are assigned to students with missing grades approximately three weeks after the final grading deadline. After NR grades are assigned, you will need to submit individual grade change requests to assign final grades.

Note: If an instructor no longer works at ֱ Boulder or their appointment has ended, their instructor affiliation has been removed and they can no longer submit the request. Academic departments should reach out the student's primary college, school or program for assistance with changing the grade.

  1. If you're submitting the request from off campus, first connect to the . If you need assistance, contact oithelp@colorado.edu.
  2. On 's Teaching Tools tab, click "Go to Web Grading" or "Go to Faculty Center."
  3. Make sure you're in the correct term. If not, click "Change Term" to change it.
  4. Find the correct class, then click "Grade Roster."
  5. Click "Request Grade Change."
  6. Select the lecture section from the "Please select from the following class list" drop-down.
  7. By default, students are listed in numerical order by Empl ID. Click the checkbox for the student whose grade needs to change. You cannot change multiple students' grades at once.
  8. If you'd like to hide the other students, click "Only show selected."
  9. Click the "*Grade Input" drop-down to select the new grade, then type the reason for the change in the comment field (required).
  10. Make sure your browser's pop-up blocker is turned off, then click "Save" at the bottom of the page.

     
Troubleshooting

If you click "Save" and the pop-up window is blocked, the grade change for that student will lock. If that happens, see the grading FAQs.

  1. A submission form will open in a pop-up window. To review the grade change prior to submission, click "Students for grade change" (opens in a new tab or window). You may ignore all other fields on this page.
  2. To finish, click "Submit." Leave the submission form window open until you've confirmed the grade change was submitted correctly; once you close the window, you lose access to the "Cancel Approval" button.
  3. If the next window says the request is "Pending," then the request was submitted successfully. Click "OK."

     
Troubleshooting

If you can't submit a student's grade change using the workflow, see the "Change of Record Request" section below for troubleshooting.

  1. The requested grade change now appears in the class list with a status of "In Review." The student's college, school or program and, if applicable, the assistant registrar for NCAA athletic eligibility, received an email notification to review and approve the request.
    • To submit another grade change request, click "New Window. "
    • If you're done submitting grade changes and you're certain you don't need to cancel the grade change request, you can close all grading-related tabs.

If the submission form is open, click "Cancel Approval." The "Preview Approval" and "Submit" buttons will reappear.

If the submission form is closed, you no longer have access to the "Cancel Approval" button. Contact the approver and ask them to deny the request.

Approved

If your request is approved, you'll receive an automatic email with a subject line that ends with "has been Approved." You, the dean's office and the student will receive another email within 24 hours indicating the new grade has posted to the student's record. 

To see the decision details in MyֱInfo, click the link in the email. If the approver left a comment, click the arrow next to "Comments" to see it. To close the window, click "OK."

Denied

If your request is denied, you'll receive an automatic email with a subject line that ends with "has been Denied."

To see the decision details in MyֱInfo, click the link in the email. If the approver left a comment, click the arrow next to "Comments" to see it. To close the window, click "OK."

This grade change request is now closed. If the approver's comment indicates the request should be modified and resubmitted, you'll need to restart the grade change process from the beginning.

Change of Record Requests

There are two scenarios in which the grade change workflow cannot be used and a change of record request must be submitted instead: intercampus updates and Z grade updates.

To determine whether the student is in the intercampus enrollment program:

  • Faculty: Log in to MyֱInfo > Teaching Tools > Go to Faculty Center and click on the class roster. On the "Program Details" tab, an intercampus enrollment student's primary program plan will be "Formal Concurrent GRAD/UGRD" and their home campus will be indicated.
  • Departments: Log in to Campus Solutions and look up the student's program plan stack for that term. If they're an intercampus enrollment student, their stack for ֱBLD will be CONֱ/CONCG.

If the student is in the program, then the ֱ Boulder college, school or program that's hosting the student needs to sign the change of record form. Return it to the Office of the Registrar for forwarding to the student's home campus.

To determine whether the student has a Z grade:

  • Faculty: Contact the student's college, school or program.
  • Colleges, schools and programs: Log in to Campus Solutions and navigate to Records and Enrollment  > Student Term Information > Student Grades, then look up the student's record.

If the student has been assigned a Z grade, please coordinate with the Office of Student Conduct and Conflict Resolution on how to proceed with a grade change.

Reviewing a Grade Change Request

No review is required for batch requests; however, all workflow requests and change of record requests must be reviewed and approved by the student's college, school or program.

Workflow Requests

  1. If you're reviewing the request from off campus, first connect to the . If you need assistance, contact oithelp@colorado.edu.
  2. Log in to .
  3. Click the link in the grade change email.
  4. Click "Go to Form."
  5. The form will open in a pop-up window. If the window doesn't appear, make sure your browser's pop-up blocker is turned off.
  6. Click "Students for grade change" (opens in a new tab or window).
  7. Click the "Reason" drop-down and select a reason for the grade change (required).
  8. Click "OK."

Approve

  1. In the grade change submission form, click "Approve."
  2. The instructor will receive an automatic email with your decision. Within 24 hours, the workflow will update the grade on the student's record and send an email notification to the dean's office, instructor and student.

Deny

  1. In the grade-change submission form, explain why you're denying the request in the "Comment" field (required), then click "Deny."
  2. The instructor will receive an automatic email with your decision.

Change of Record Requests

In Campus Solutions, look up the student's program plan stack for that term. If they're an intercampus enrollment student, their stack for ֱBLD will be CONֱ/CONCG. 

If that's the case, then the ֱ Boulder college, school or program that's hosting the student needs to sign the change of record form. Return it to the Office of the Registrar for forwarding to the student's home campus.

In Campus Solutions, navigate to the "Student Grade" panel for that student. If you see a Z grade, you'll need to coordinate with the Office of Student Conduct and Conflict Resolution on how to proceed with a grade change.

Contact Us

   registrar@colorado.edu
   303-492-6970

Resources

Grade-Change Workflow Instructions