Change of Grade

This process allows a faculty member to submit a Change of Grade request on behalf of a student. The request then goes to the department chair for review via Email URL. After the request is approved by the department chair, it goes to the Dean for review via Email URL, then finally the Registrar. If the Registrar approves the form, then the Registrar needs to confirm that the grade was entered into Student Information Systems (SIS).
This workflow shows some integration from the SIS by pre-populating data in a ProcessMaker collection, and some low-code aspects (e.g., the grade change being manually recorded in the SIS by the Registrar user).

Here a presentation video

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The Change of Grade process starts by a faculty initiating a change or could be started by another process. An example of another process that would start the change of grade could be a grade appeal process. In this example, we are going to be a faculty member who clicks on a URL hosted in the institution portal or intranet website.
1. To start the process click the URL from Sommerlin’s form portal webpage: https://pm-sales-engineering.s3.amazonaws.com/sommerlinlanding/index.html the Grade Change is located in the list of forms mid-page, or can be quickly accessed from the Faculty Forms drop down at the top of the page.
2. Login as the ‘Engage’ user using the credentials stored in 1Password
3. Tell the audience that if connected to Single Sign On, additional login would not be necessary. We do want the system to authenticate and log user information for the audit trail.
4. Choose the following data points at the top of the form
a. Year = 2022
b. Session = Fall
c. Course = Introduction to Criminal Justice
d. Section = 1
e. Tell the audience that the demo is a mix of integrated and low-code. The drop downs can be populated by various methods: Ellucian customers = Ethos, API, or flat file import into the ProcessMaker platform.
5. The second half of the form takes a low-code approach where the student information is manually entered by the faculty (or the demonstrator)
a. Your Name (First, Last)
b. Any ID number (12345)
c. Email = enter the Sommerlin email address with +demo before the @ sign (e.g., sommerlin+demo@processmaker.com) so that the emails for this process will go to your email inbox.
c. Original Grade = I (Tell the audience that this student had to stop out for some reason and the faculty agreed to provide an Incomplete grade, and now the student has completed the coursework. The faculty is now requesting the change).
d. Date Original Grade was submitted = 5/13/2022
e. New Grade = B
f. Provide a reason = Course work completed, final grade submitted
g. Instructor Name = Jessica Parker
h. Use your mouse to make a mark in the signature
6. Click Submit to Department Chair
7. Go to your email inbox, there should be an email to the Department Chair. Open the email and tell the audience that infrequent users can be notified by email with a link to action. Again, if connected to SSO, it will use those credentials to authenticate from the URL.
a. Right click on the URL and open in an Incognito window and review the data
b. Type Department Chair ‘s name
c. Using the mouse, make a mark in the signature
d. Click submit
8. Go back to your email inbox. There will be 3 emails this time.
a. To the Student: Change of grade has been submitted.
b. To the Instructor: Department chair has approved
c. To the Dean - this one, you’ll need to Right click/Open in Incognito window and approve again just like with Department Chair, but this time acting as the Dean persona.Submit this form through the process.
9. Go back to your email inbox. Review the emails.
10. Log in as Registrar. https://universitydemo.pm4trial.processmaker.net/
11. Review the Dashboard, showing the In-app notification at the top right and the in-progress items in the middle.
12. Click on the task from the Inapp notification at the top right.
13. Review the form information, and click approve. The screen will refresh.
14. Scroll down and note that now there is an indicator that the grade change has been made in the Student System. Tell the audience that in a low-code environment without integration, manual data entry to the SIS is required, but capturing acknowledgment that the change was made will kick off notification to the student. In an integrated environment, this step would happen automatically behind the scenes once the registrar approved it.
15. Go back to the Dashboard (click the Home button in top left corner), scroll down the form to the completed tasks. Find the one you just completed and click on it to show the audit logging by the system. A nice feature of the system is that it logs every activity and step in the process for audit purposes.

User access:

Instance URL: https://universitydemo.pm4trial.processmaker.net/
Start process as Engage user: 1Password — Password Manager for Teams, Businesses, and Families (7/26)

Registrar Login: 1Password — Password Manager for Teams, Businesses, and Families (7/26)