Change Grade Request Management Overview

Overview

A Change Grade Request in Grado is a controlled, approval-based process for modifying grades that have already been submitted and locked.

It exists to:

• Preserve academic record integrity

• Maintain auditability and traceability

• Ensure administrative oversight for post-submission changes

This process involves both faculty (who initiate requests) and administrators (who review and approve them).

What a Change Grade Request Is — and Is Not

Used for

A Change Grade Request is used when grades can no longer be edited directly, including:

• Correcting errors discovered after grades are submitted and locked

• Completing INC or conditional grades only if the final grade is already locked under the school’s transmutation rules

• Applying Senior High School (SHS) intersession grades as an approved workaround when regular grading is finalized

• Any situation where grades are locked and no longer editable

Not used for

A Change Grade Request should not be used for:

• Initial grade encoding while grades are still editable

• Completing INC grades when the transmutation table allows direct final grade editing

• Editing grades that remain editable in the Grade Book or Grade Sheet

• Bypassing approval workflows or academic policies

• Reopening grade books

Roles and Responsibilities

Faculty

Faculty members are responsible for:

• Initiating change grade requests only when applicable

• Verifying the correct academic year, term, student, and subject

• Providing a clear and accurate reason for the request

• Understanding that grades do not change immediately upon submission

Administrators

Administrators are responsible for:

• Reviewing all submitted change grade requests

• Approving or rejecting requests based on school policy

• Ensuring approved changes align with grading, reporting, and academic rules

Prerequisites

A change grade request may be submitted only when all conditions are met:

• The Grade Book is locked

• The class is published

• The grade has already been submitted

If grades are still editable via the Grade Book, corrections must be made directly, without using a change grade request.

Change Grade Request Lifecycle

Key Notes

• While a request is Pending, the original grade remains effective

• Only approved requests update official academic records

• Rejected requests result in no record changes

Impact of an Approved Request

Once approved:

• The new grade replaces the previously submitted grade

• GPA, CGPA, and academic standing are recalculated as applicable

• Official records (e.g., report cards, transcripts) reflect the updated grade as soon as re/generated
  (subject to school reporting rules)

Special Case: SHS Intersession Grades

For Senior High School intersession classes, a Change Grade Request may be used as a controlled workaround when:

• Regular term grading has already been finalized

• Grade Books must remain locked

• Intersession outcomes must be reflected in official records

Requirements

• Both Term Grade and Final Grade must be updated

• The Reason for Change must clearly indicate “Intersession”

• Requests may be initiated by:

  • Faculty, if the same teacher handled the regular class

  • Administrators, if handled by a different teacher

Best Practices

✔ Use change grade requests only after grades are finalized
✔ Provide a specific and descriptive reason
✔ Verify academic year, term, student, and subject before submission
✔ For intersession cases, update all required grade items

✖ Do not use change grade requests for editable grades
✖ Do not submit duplicate requests without resolution

Quick Decision Guide

Frequently Asked Questions

Why didn’t the grade change immediately?
Change grade requests require administrative approval. Grades update only after approval.

Can administrators directly edit submitted grades?
No. Submitted grades must go through the change grade request workflow.

Will this affect GPA, report cards, or transcripts?
Yes. Approved changes propagate based on school reporting rules.

Can multiple requests be submitted for the same grade?
A visible edit (pencil) icon indicates the request is still pending. Updates are allowed, but requests should be finalized before review.