Request Grade Changes (Teacher Programs)
The Request Grade Changes screen allows administrative users to request that a report card grade be changed after the grade-posting window has closed on behalf of a teacher. Once the grade change is requested, an administrator user must approve or deny the request. The grade will update once the request is approved. Teachers can view the status of the request made on the Request Grade Changes screen.
1. To conduct a user search in order to submit a grade change, from the Users menu, click Request Grade Changes under the Teacher Programs submenu.
This will lead you to a Find a Teacher user search screen where you can begin setting criteria for a search. The Search Screen module includes a search bar, the More Search Options feature, and options to Search All Schools, Include Parents, and Include Inactive Users.
2. Enter the user's name or ID in the User text box.
Click the User List tab for a complete list of users without conducting a search. You can also simply click the Search button and leave the User text box empty to pull all active users.
The search bar is not case sensitive, and full or partial entries can be in either a first last or last, first format. The comma is necessary in the last, first format. A full user name or ID number can also be entered into the search bar. Searching for "ma" will pull every user whose first or last name begins with "ma" into the search results.
3. Click More Search Options to search for groups of users with similar information in any number of user fields and/or user data.
To clear search parameters and start over, click the Reset button.
4. Click Search.
5. All resulting users will display in the User List. When you find the correct user, click on the user's name to open the user's record.
6. Clicking the user's name navigates to the user's Request Grade Changes screen. The user's name is displayed in the top right corner. Click the small red X next to the user's name to close the user and search for another one.
To open the selected user's User Info record, click on the user's name displayed in the header (next to the red x).
7. While viewing web pages for a selected teacher, click the left arrow and right arrow to navigate to the next users listed in your search. Note: If only one arrow is displayed, you are at the beginning or the end of the listed users.
New requests for grade changes can be submitted, and previously submitted requests are listed at the bottom of the chart whether they were submitted by an administrative user or by a teacher.
1. Before creating grade changes, select the correct course from the pull-down.
2. To submit a new request for grade change, start by selecting the Student from the provided pull-down.
The Student pull-down populates with all active students enrolled during the selected marking period not just students with posted grades. If the selected student does not have a posted grade for the selected marking period, administrative users and/or teachers have the ability to enter a grade as if posting the grade.
3. Select the Term from the provided pull-down. The term selected here will determine the grades available to change.
The Teacher field, Course field, and Course Section default based on the selected course.
Upon selecting the Term, the Current Posted Grade % field and Current Posted Grade Letter automatically populate with the selected student's data pulled from the Post Final Grades screen.
The Request Grade Changes screen respects the Gradebook Configuration preference Only use letter grades in the gradebook - not points. The grade percentage columns are hidden when this preference is enabled.
4. Enter the New Grade % in the provided text box.
5. The New Grade Letter field automatically populates based on the percentage entered. If the New Grade Letter does not automatically populate based on the number entered in the New Grade % field, select the letter grade from the provided pull-down.
If your district uses letter grades only, then only a letter grade needs to be selected. If your district uses percent and letter grades, then you or the teacher is required to enter the New Grade % in order to populate the New Grade Letter.
6. Enter an Explanation in the text box provided. This is a required field, so an explanation must be provided.
7. If the district has enabled the reason code, you can select the applicable code from the Reason Code pull-down.
Please note that this functionality may not be available as it is dependent upon district settings. District can enable the reason code via Setup > System Preferences > School Preferences/Default School Preferences > Grading tab: Enable reason code for grade change. Reason codes must then be created via Grades > Grading Scales & Comments > Grade Change Request Reasons tab.
8. Once all data has been entered, click into any of the listed fields (except the Explanation field) and press the Enter key to save the line of data. The line will turn yellow once committed.
9. Click Save.
If the district has enabled the Prevent Grade Change Requests for inactive students setting via Setup > System Preferences > School Preferences / Default School Preferences > Grading tab, you will be prohibited from submitting Grade Change Requests for inactive students. If you try to submit a grade change request for inactive students, the alert The student was not active during that period, please select a different term displays and blocks the change request. The warning displays if the student was not active on the last day of the quarter. This alert checks the student enrollment dates and/or the student schedule enrollments.
Once submitted, the Date Submitted field will populate with the date and time submitted.
You may also see a Status Explanation if the request was approved or denied and administration provided a reason.
Notice that you can hover over any of the fields for further more compact information.
10. View the Status of your request and the name of the user responsible for approving or denying your request via the Status By field.
If your request was approved or denied, the Status Date field will populate with the date and time your request was reviewed.
11. Grade change requests can be edited until approved or denied.
a. To delete a request, click the delete button (red minus sign).
b. To change any of the selections made, click the applicable pull-down, and make a new selection.
c. Click any of the text fields and make edits as necessary.
d. If any changes are made, the field turns yellow. Click Save to apply changes.
Clicking into the field will open a text box. Click the black double lines in the right bottom corner to expand the text box.
To export data to an Excel spreadsheet, click on the Excel icon in the Export section.
To print data, click on the Printer icon in the Export section.
Click any of the headers to sort data. Click once for ascending results; click twice for descending results.
Click Filters to further breakdown data.
a. To add more than one filter to a column, click on the green plus sign.
b. To delete an added filter, click on the red minus sign.
c. Select the gray arrow for more filtering options.
For more information see Filters.