Grade Change Frequently Asked Questions

New as of Fall 2010 - ability to upload grades for an entire class that received an X or K grade. More information

Why are supplemental grades being submitted online?

Submitting early/late grades and grade changes online has many benefits. It will make grades available to students more quickly, eliminate the current paper process and allow a number of other processes to proceed in a timely manner.

When is the system available for use?

The system is available seven days a week; however, it is unavailable from 3:30 - 5:30 am Monday-Saturday and 3:30 am -12:30 pm on Sunday for system backup.

Can I designate someone else to enter supplemental grades?

Yes. You may designate a proxy to enter early/late grades or grade changes. To designate a proxy you should contact the Office of the Registrar, (320) 589-6033.

Will I need approval from my department if I am entering a grade late or early?

No, you will not need approval when entering grades late or early, however, you will need approval for GRADE CHANGES.

How long does it take for a grade change to be processed?

Since all UMM divisions require approval for grade changes, the grade change will be processed after it is approved or denied by the division chair.

How far back can I enter grade changes?

You can enter grade changes online for courses taught beginning fall 1999. For grade changes prior to fall 1999, you must submit a “Grade Change ” form to the Office of the Registrar. To obtain a “Change of Grade” form, please contact the division office or the Office of the Registrar.

I have submitted my change of grade and forgot to add a comment. Can I add one later?

No. Once you click the "submit" button you may not return to enter comments. So it is very important to check your change of grade and comments before submitting them.

I am using free form comments in Internet Explorer and I can not scroll up. Is there anything else I can do?

Internet Explorer may not allow you to use the scroll button. If not, use the up/down arrow keys on your keyboard.

The comment option I need is not on the standard list. What do I do?

You can type the comment in free form.

How do I choose which reason code to use?

Below are the list of reason codes and the Office of the Registrar defines them as:

1. Error in Initial Grade Entry - The initial submission of this grade was incorrect due to a keying or transposing error.

2. Initial Grade Entry - This is the first grade submitted for this student for this class for this term.

3. Late Coursework submitted - The student's grade is being changed because additional coursework was submitted after the initial grade was assigned.

4. Made up or completed I, K or X - The student's grade is being updated from a grade of I, K or X to a final grade.

5. Other - None of the listed predefined reasons match this situation. I will give an explanation in the Comment field.

6. Student Changed Grading Basis - The student had a different grading basis at the time the final grade was submitted from what the grading basis is now.

7. Student's Work Re-evaluated - No new work has been submitted. The existing student work was re-evaluated and reconsidered. Something of value was overlooked in the initial evaluation of the work.

Why did I receive more than one notification for the same completed grade change?

Email notifications are sent to everyone on the instructor list including the proxy and department contact person. If you have both roles, you will receive more than one email for the same change of grade.

Does the student receive an email notifying him/her of the grade change?

No. If a student is expecting a grade change they should monitor their transcript.

How do I find out who made the grade change for a class?

Both the confirmation and approval emails will contain the line "Initiated by:" with information listing the name and email address of the person who made the grade change.

I have been designated an approver for my department, what does this mean?

This means that you have been selected to receive emails each time there is a grade change has been made. It is your responsibility to approve or deny the grade change.

I have been designated an approver for my department. Why did I receive more than one request for grade changes in the same class?

A "request for approval email" is sent each time an instructor clicks the "submit" button for that class. If an instructor submits several grade changes in different transactions, you will get an email for each time. But if the instructor submits several changes in only one transaction then you will receive one email.

I am an approver and have deleted the email with the link to approve or deny a grade change. How do I get to the class I need to approve?

The link can also be located from the Web Grading page. The link is labeled "Approve Grade Changes."