Office of the University Registrar. Online Grade Change Form and Workflow. User Guide

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1 Office of the University Registrar Online Grade Change Form and Workflow User Guide June 2013

2 Document Title Online Grade Change Form and Workflow -- User Guide Issue Date April 2009 (rev. 5/1/2009, rev. 6/7/2013) Author Julie Kennedy, IS Application Support Group Copyright Kent State University and Ellucian, 2013 Process Owner Get help with this process Get help with Workflow Access Get Documentation Office of the University Registrar University Registrar, Contact the Help Desk, 672-HELP ( ) This document is available online at Table of Contents Tips for Using the Online Grade Change Form and Workflow... 3 Grade Change Workflow Roles and Communication... 4 Submit a Grade Change Request... 5 Other Functions... 6 Check the Status of a Submitted Form... 7 View Forms Submitted Before June 7, 2013 (effective until 11/30/2013)... 8 Approve a Grade Change Form... 8 Designate a Proxy Approver Delete a Proxy Assignment Coordinating Work with your Proxy June 2013 p. 2 of 12

3 Tips for Using the Online Grade Change Form and Workflow The link to the Grade Change Workflow form is accessible from the Faculty Toolbox on the Faculty & Advisor Tools tab in FlashLine, or from the Workflow list on the My Action Items tab in FlashLine. The faculty member listed as primary instructor for a course section can initiate a grade change request. One form per grade change, per student is required. The form may be initiated and submitted from any internet computer. (It is approved by the chair/director/dean, either from a computer on a KSU campus, or one that is logged into the Kent VPN.) Use these recommended web browsers: Internet Explorer and Firefox for the PC computers, Safari for Apple Macintosh computers. When a faculty member has left the university, a designated representative of the department/school chair or dean's office may initiate the grade change request. You may search for and view previously submitted and completed forms. Course instructors may only view forms that they have submitted. Designated Dean-level staff and student advisors may view forms for all students. Department staff, Registrar, and Help Desk staff can assist faculty with this form The University Catalog provides helpful Information about grading policy and procedures and can be accessed from the Faculty and Advisor Tools tab in FlashLine. June 2013 p. 3 of 12

4 Grade Change Workflow Roles and Communication Role: Initiator Receives confirmations/notifications: On-screen confirmation message upon submission of a form. confirmation after submission of a form. notification when a document is returned for edit. When a form is returned for edit, it will appear in My Worklist on the My Action Items tab in FlashLine. confirmation when the workflow is complete, or denied. Approver The form will appear in My Worklist on the My Action Items tab in FlashLine. The form will appear in the Worklist (full screen) view flagged with a High priority if the student is graduating. On-screen confirmation message upon approval or denial of a form. notification when the form has been denied by another approver. notification when a document is returned to the initiator for edit. View History Student (There is an All History View role which allows an individual in this role to look up any grade change in any college. The Dean of a college may request this role for a staff person or advisor.) notification that a change of grade has been completed. June 2013 p. 4 of 12

5 Submit a Grade Change Request 1 Log in to FlashLine at or your campus web page. 2 Click the Faculty and Advisor Tools Tab and locate the Faculty Toolbox. Select the Grade Change Workflow link. -Or - Click the My Action Items tab and select Grade Change from the list of Workflows.... Grade Change 3 Click the button to begin a new form. 4 Select the Term. 5 Select the Section. 6 Select the Student. June 2013 p. 5 of 12

6 7 The Reported Grade displays. Select the New Grade. (You cannot change an AU or W.) Note: If a prior term course roster does not appear in the menu, call the Registrar at Type the required Reason for Change in the field provided, up to 250 characters. 9 A link to the grading policy is provided in the text. 10 Click the checkbox seen at the left of the policy statements to certify that you have read and understand them. 11 Review the form and click Submit. A confirmation message appears. Close the form window to exit, or click the link provided to enter another form. 12 Help contacts are found on the form. For technical support, please contact the HELPdesk at HELP (4357) or via the Online Support Portal at If you have questions about University policy and require additional assistance or clarification, please contact: Office of the University Registrar at Other Functions Revise a Returned Form Help with grading Tips If you receive asking you to revise a form, go to My Worklist on the My Action Items tab in FlashLine. Click the form name in the list to open and edit the form. Read Grading Frequently Asked Questions at Use these recommended web browsers: Internet Explore and FireFox on PC computers, Safari on Macintosh computers. The course instructor of record for a section may use this workflow to request a grade change. June 2013 p. 6 of 12

7 Check the Status of a Submitted Form 1 Log in to FlashLine at or your campus web page. 2 Click the My Action Items tab 3 In the Workflow & Utilities channel, locate the list of Workflow forms. Click Grade Change. 4 Click the large button that says Check Status of a Grade Change. Grade Change 5 Use as many or as few criteria to search as you wish. If you have submitted only a few grade changes, simply click Search to display all forms. 6 A list of forms appears. Click the form name in the Workflow Name column to open and view the form. You may print the form if you wish. 7 At the end of the form, read Comments and view the form history, listing the actions taken as the form progressed through workflow. June 2013 p. 7 of 12

8 View Forms Submitted Before June 7, 2013 (effective until 11/30/2013) 1 Forms submitted prior to June 7, 2013 may be viewed by clicking the Grade Change History link in the Workflow & Utilities channel. This is effective until 11/30/13, after which all historical forms may be viewed using the steps on page 7. 2 Type search criteria into one or more fields. For example, type the student s last name, using the % as a wildcard character. Or type the FlashLine user name of the person who initiated the grade change. (See example below.) 3 Click Search. 4 The results appear beneath the search criteria fields (see below). Click Select to view a record 5 A form view appears, with the name of the current Worklist owner. 6 You may print the form, or return to the Menu. June 2013 p. 8 of 12

9 Approve a Grade Change Form 1 Log in to FlashLine at or your campus web page. 2 Click the My Action Items tab 3 Locate the Worklist, usually at upper right on this tab. 4 Click Open Workflow for a full-screen view. 5 Grade Change form ID numbers have the GC prefix, as seen in the example below, along with the student last name and course identification information. Click on the form name to open the Grade Change and review the form: Note If a student is graduating, they will be flagged as HIGH in the Priority column. 6 Add Comments in the field provided if necessary. Do not use these characters: 7 Scroll to the end of the form, where you may read comments submitted by other approvers (left) and see the history of who has worked on the form (right). ( ~ * / \ - ) 8 The center pane displays the processing options that are available to you, as determined by your approval role. 9 Click Approve to send the form to the next person to approve or process the form. June 2013 p. 9 of 12

10 10 If the course instructor must make changes, add a Comment to explain, and click Return To Initiator. You may also Return to Approver. Second-level approvers will see the option, Return To Prior Approver. 11 Click Deny to reject the requested grade change. The form will not return to the initiator, nor will it pass to the next person in the workflow. However, notification will be sent to all prior approvers and to the initiator. June 2013 p. 10 of 12

11 Designate a Proxy Approver The approval function may be delegated to another individual. Only the approver can enable or disable a proxy. Proxy management must be done from a KSU campus or Kent VPN computer. Remember to do this before leaving the office, or login to the Kent VPN. (Contact your desktop support tech or the Help Desk to learn about the Kent VPN.) Notify Registrar Records Services of any staffing changes that affect this workflow. 1 Log in to FlashLine at or your campus web page. 2 Click the My Action Items tab 3 Locate My Worklist, usually at upper right on this tab. 4 Click Open Workflow for a full-screen view. 5 Under the User Profile section (on the right side of the screen) click User Information. 6 Look for the My Roles pane. Locate the Role Name STU Grade Change Approvers. 7 Follow the Role entry to the rightmost column, and click Add Proxy. 8 From the User list, select the FlashLine ID of the person who will be your proxy. 9 Click the button to select Effective From and Effective To dates for the proxy assignment. 10 Click the Non-Confidential checkbox. 11 Click the Save button. Delete a Proxy Assignment 1 To cancel an assignment before the designated date, log in as above. Under My Proxies, checkbox the assignment you wish to delete. 2 Click the Delete Selected Proxies button. June 2013 p. 11 of 12

12 Coordinating Work with your Proxy As Banner access takes time to set up, each department is asked to designate one or two individuals to be a proxy-in-waiting for the Approver. These individuals are given the access needed to approve a form, but they are not enabled in workflow and do not see work. The Approver must enable or disable a proxy by following the instructions on the previous page. The proxy sees forms in the Worklist and can approve, beginning from the date and time that they are enabled. Here is what an approver and proxy can see and do: Situation Approver Sees Proxy Sees The normal, everyday working arrangement. The proxy is not enabled, and cannot see work. The Approver enables a person as his or her proxy. Both may see and do work. The approver has opened and closed a form, thus claiming it. (You will see Performing under the form title.) The proxy can no longer see or touch the form. The Approver has released the form, it is available to both. (You will see Ready under the form title.) Release a Form to your Workflow Colleague Click the View Details magnifying glass icon, found in the rightmost column of the Workflow list. Click the Release icon. Now both of you see the form. June 2013 p. 12 of 12

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