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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.
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 Admissions, Records and Registration 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. Note: If a grade of W is being used (whether changing to or from) a Class Roll Adjustment (CRA) is required.
For instructions on how to submit a Grade Change, see Grade Change Job Aid.
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 a grade of I. 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 grade of 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. Once the coursework is completed, the instructor/department will need to submit a Grade Change request. An I grade is not awarded in research, internship, thesis or dissertation courses.
A Class Roll Adjustment (CRA) is typically 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.
Additionally, a CRA may be used to swap a student into a new section, backdate a drop due to university error or a late withdrawal. For more information on when to use a CRA, please see CRA Quick Tips.
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 Office of Admissions, Records and Registration. A Justification must be stated on the form. Supporing documents may be attached to the CRA at any of the routing points.
For more information on submitting a CRA, see CRA Job Aid.