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From: Matthew Casanova
Sent: Thursday, July 23, 2015 3:25 PM
To: Ali J Ahmed; Andrew Beveridge; Antonio L Gonzalez; Arlene W Kraat; Barbara Sandler; Colleen Cool; Daisuke Akiba; David A Jones; Edward Smaldone; Eleanor Armour-Thomas; Frank S Franklin; George Hendrey; Gerald Solomon; Glenn D Burger; Gopal Sukhu; Ira J Hauptman; Israel Blumenfrucht; Joel W Allen; John Devereux; Jose Martinez-Torrejon; Leonard S Rodberg; Lynn C Howell; Mandana E Limbert; Matthew Casanova; Meghan Healey; Michael M Toner; Michael M Toner; Miryam Segal; Patricia Rachal; Pokay M Ma; Richard D Adams; Richard M Maxwell; Robert N Lanson; Robert Shaddy; Robin Hizme; Rolf Swensen; Stephen Grover; Suzanne E Solomon; Wallace Goldberg; Wilma A Saffran; Zhigang Xiang
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Subject: Implementation of online grade change process
Hello All,
I am writing to inform you of our plans to roll out a new online grade change process and to get some feedback regarding features we think would be needed. Our ultimate goal is to reduce the need for the paper grade change requests while enhancing the processing and reporting of grade changes, more importantly reduce the process time. We recently established a pilot rollout with several departments. After some modifications, the feedback has been positive.
We are collaborating with OCT to tweak some of the features as we have found that the system has some limitations. We will send detailed instructions once we are all ready to move forward but the current basic process works as follows,
1. Faculty initiates the grade change process via URL. Confirmation email is sent to the faculty to confirm that his/her request has been submitted
2. Dept Chair Notification – Sent to the department chair to alert him/her that a submission requires his/her review
3. Dept Chair Denial Notification – Sent to the submitter if the Dept Chair denies the request. Workflow ends here if chair denies the request, and will not be forwarded to Registrar.
4. Dept Chair Approval Notification – Sent to the submitter if the Dept Chair approves the request
5. Registrar Notification – Sent to the registrar once Dept Chair approves the request and is ready for Registrar to process.
We realize that the department administrators will require some type of access, even if only to view the status of the request. We would like the dept staff to have the ability to view the status and possibly report from the system. Working with OCT we have learned that if we offer view only access, there is not an option to filter by individual department. Users will have the ability to view all grade change requests from all department. This would be student info and status of request. Would this access be acceptable? The other option we are testing is be to add staff members to the email list. They would receive the same emails that the Chair receives (# 2-4 above).
Currently the system is set up only for the current academic year yet we are working out some details about grade change requests that are over one year. I would like to have all faculty requests go through the online system and I will report back on the progress.
I appreciate your feedback,
Matt
Matthew Casanova
Director, Office of the Registrar
Queens College, CUNY
1-718-997-4428
