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Change Grade - Ferrilli instance

Change Grade - Ferrilli instance

Status

Done

Features

Intermediate web entry

Industries

Higher Ed

Summary

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).

Steps to run the process

The Change of Grade process starts by a faculty initiating a change or could be started by another 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. Login as engage Change of Grade

  2. Click the button Start this process. Copy the link and paste in the browser.

  3. Choose the following data points at the top of the form
    a. Year = 2023
    b. Session = Spring
    c. Course = Shakespeare
    d. Section = 1
    Note 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.

  4. 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 your email address so that the emails for this process will go to your email inbox.
    c. Original Grade = I (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 = 4/3/2023
    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

  5. Click Submit to Department Chair

  6. Go to your email inbox, and there should be an email to the Department Chair. Open the email, and 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

  7. 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.

  8. Go back to your email inbox. Review the emails.

  9. Log in as Registrar. https://ferrilli-dev.spark.processmaker.net/

  10. Review the pending tasks.

  11. Click on the task.

  12. Review the form information, and click approve. The screen will refresh.

  13. 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.

  14. If the "Grade Entered into SIS" toggle is not turned on, turn it on and submit the form to finish the process.

  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://ferrilli-dev.spark.processmaker.net/

  • Start process as Engage user: engage password: J8ePjFAGRfw2W6YcqFVe+

  • Registrar Login: user registrar password: J8ePjFAGRfw2W6YcqFVe+