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Faculty/Staff

Class Roll Adjustments/Grade Changes

Effective June 16, 2014, the Office of Admissions, Records and Registration introduces electronic Grade Change Request Forms and Class Roll Adjustment (CRA) Forms hosted on Sharepoint Site.

GRADE CHANGES (FACULTY APPROVED)

Official grades are recorded in MyMav.  For information regarding entering grades, refer to the Grading webpage.

Grade Change Request Form

 Once a grade that has been posted and needs to be changed, faculty will need to use the Grade Change Request Form to request a grade change.

The Grade Change Request Form requires approvals from the Instructor, Department Chair and Academic Dean before being sent to the Division of Academic Analytics and Operations for final approval and processing.  A justification for the grade change must be stated on the form.  Supporting documents may be attached to the Grade Change Request Form at any of the routing points.

The types of grades that may be assigned in courses are" A, B, C, D, F, P, I, R, and W.  Valid grades that may be assigned in a course are listed on the class roster and the grade roster in MyMav.

Grade of Incomplete

 The grade of I designates the grade of Incomplete.  A student unable to complete all assigned work in a class in the semester in which it was taken may, at the discretion of the instructor, receive an I grade.  It is the responsibility of the student to make arrangements with the instructor to secure a grade of I before the semester ends.

To change a grade of I to another grade, the instructor must submit a Grade Change Request Form.

For instructors of undergraduate students with I grades, the Incompletes will automatically roll to a F if the grade has not been changed before the grade rosters are opened in the subsequent long semester.  Any grades that are not received prior to the opening of the grade rosters will be processed after the final grades have completed.  However, undergraduate students in this situation will receive an F on their record until that grade is changed.  Grade changes can still be submitted after grades are final.

For instructors of graduate students with I grades, the grade of I will remain as part of the student's academic record until the work is completed and a final grade awarded.  An I grade is not awarded in research, internship, thesis or dissertation courses.

Grade Change Job Aid

Click here for the Grade Change Job Aid

CLASS ROLL ADJUSTMENTS

A Class Roll Adjustment (CRA) is used after Census Date for a given term.  Depending on the action requested and the date, a CRA may have a monetary impact on the University.  The three possible scenarios are:

1) Adding a student into a class after Census Date which results in the student owing more tuition,

2) Removing a student from a class after Census Date which refunds tuition to the student,

3) Adding a student into one class and removing the student from a different class or section for the same semester after Census Date which has no significant tuition consequences.

Class Roll Adjustment Request Form

When a CRA is required, faculty will need to use the Class Roll Adjustment Request Form.  The Class Roll Adjustment Request Form requires approvals from the Instructor, Department Chair and Academic Dean before being sent for final approval by the Vice Provost of Academic Analytics and Operations.  A Justification must be stated on the form.  Supporing documents may be attached to the Class Roll Adjustment Request Form at any of the routing points.

Using a CRA to Add a Student to a Course

A) Late Registration Period:

1) A CRA should not be used since students may add and drop classes in MyMav.

B) Following Late Registration through Census Date:

1) A CRA should not be used since the academic advisor can enroll or add students in MyMav at the discretion of the faculy member and/or the academic unit.  The student should be required to complete a form requesting to be added and this form should be completed and kept by the advising unit as backup documentation.

2) UT Arlington receives full funding for courses added during this time period.

C) Following Census Date:

1) UT Arlington does not receive student credit hours or state funding for courses added after Census Date.  Faculty should do their best to assure that students who are attending their classes are listed on the class roster prior to Census Date.

2) A CRA may be used to add a student who has been withdrawn due to nonpayment, but the student will incur a $250 post-census activity fee.

3) A CRA should be used to correct institutional error.  (A student is misadvised by a UT Arlington academic advisor, there is an error by UT Arlington when evaluating transfer coursework, etc.)  The academic unit should investigate the alleged error rather than accept the student's word.  Steps should be taken to prevent the error from occurring in the future.

4) A CRA should not be used to add a student because the student forgot to register or did not remember when Census Date was.  (Exceptions have been made for international students who face deportation, students in their "graduating" semester, etc. but this should not become routine practice.)

5) A CRA should not be used to add a student because the student needs additional hours to maintain financial aid or scholarship status.  Students are well informed about credit hour requirements by the Office of Financial Aid and Scholarships.

Using a CRA to Drop a Student from a Course

A) Late Registration Period:

1) A CRA should not be used since students may add and drop classes in MyMav.

B) Following Late Registration through Census Date:

1) A CRA is not necessary since the academic advisor can drop students in MyMav.  If a student remains enrolled in at least one course, they receive a full refund for all courses dropped by 5:00 p.m. CT on Census Date.

C) Following Census Date:

1) A CRA should not be used to drop a student and assign a grade of W since the academic advisor can drop the student in MyMav.  (A CRA takes the course off the student's transcript.)

2) A CRA back dated to Census Date refunds money to the student and should only be used to correct institutional error.  (A student is misadvised by a UT Arlington academic advisor, there is an error by UT Arlington when evaluating transfer coursework, etc.)  The academic unit should investigate the alleged error rather that take the student's word.  Steps should be taken to prevent the error from occurring in the future.

Using a CRA to Drop a Class or Section and Add Another (Swap)

A) Late Registration:

1) A CRA should not be used since students may add or drop classes in MyMav.

B) Following Late Registration through Census Date

1) A CRA should not be used since the academic advisor can add and drop students in MyMav.

C) Following Census Date:

1) A CRA must be used to move a student from one section to another section of the same course.  There is no adverse consequence to UT Arlington and the University receives full funding.  (Both the add and drop actions should be on one CRA form.)

2) A CRA must be used to move a student from one course to another.  There is no adverse consequence to UT Arlington, as long as the credit hours are equal.  UT Arlington receives full funding.

Class Role Adjustment (CRA) Job Aid

Click here for the CRA Job Aid