Electronic Grade Change Policy

Policy Number: KC-ACA-3116
Date Issued: Fall 2012
Date Revised: Fall 2012
Last Modified: Jul 28, 2023
Effective Date: Fall 2013
Approved By: Provost
Sponsor(s): Provost
Responsible Office(s): Registrar's Office

Policy Statement

Electronic grade changes can be completed by the instructor of record or by the chair of the department or the dean of the academic unit via the online student information system. The deadline to initiate an electronic grade change must occur within one calendar year after a term has ended. The following dates are applicable to all calendar year semester grade changes

May 31 for the previous Spring semester
July 31 for the previous Summer semester
December 31 for the previous Fall semester

Approved reason codes must be used for all electronic grade changes.

Electronic grade changes cannot be submitted for the following types of changes. These require the use of a hard copy Grade or Course Change form for Past Terms.

Changing the credits associated with a course
Changing the grading basis associated with a course
Student has graduated
Retroactively adding, deleting or swapping a course

Electronic grade change reports will be available to run on demand by each academic unit to notify deans and department chairs when grades have been changed on a student’s record. The registrar will send a grade change report at the end of every semester to capture all grade changes that have been submitted online.

Grade changes requested after one year will require a written appeal by the instructor and a signature from the dean. The registrar will review the grade change request and work with the Provost’s Office to determine the acceptance of the instructor grade appeal.

Reason for Policy

This policy was developed to support student academic success and to provide consistent, quality delivery of academic programs and services.

Who Should Read this Policy?

All faculty, academic advisors and Registrar’s Office personnel.

Instructions, Procedures and Related Information

Provost’s Office and information from the Registrar’s Office.

Contacts

UMKC Registrar’s Office

Registrar's website

Physical Location:
115 Administrative Center
5115 Oak Street
Kansas City, MO 64110

Mailing Address:
5100 Rockhill Road
Kansas City, MO 64110‐2499

Phone: 816-235-1125

Fax: 816-235-5513

Email: registrar@umkc.edu

Exclusions

None

History and Updates

Revised Fall 2012.

Appendices