Faculty & Staff Forms
As a result of Workday implementation, there are two ways to submit a grade change. One process is for courses that were originally taught in the Fall 2024 term or later and the other is for courses that were originally taught in Summer 2024 or earlier. Depending on when the course was taught, use the applicable process described below.
Courses taught in Fall 2024 or later
All grade changes for Fall 2024 courses and later must be done directly within Workday. This process is used to change a grade from a letter grade to another letter grade or change a non-report to a letter grade. Use this option if the grade posting date has passed for the term the course was taught in or if you need to update your grade submission prior to the deadline.
Link to KBA: Workday Student: Change a Student’s Grade
Link to Task: Change Grade for Student
This form routes for approval automatically based on Workday configuration. If you submitted a form, you can track your submission by doing the following.
1. Select My Tasks next to your profile picture
2. Click the Archive option on the left
3. Select the Grade Change for the applicable student
4. Click the word 'Process' next to details and scroll to see who the change has routed to for approval
Grade Approver Mass Email: Approve Grade Change PDF
Courses taught in Summer 2024 or earlier
Changes for Summer 2024 course or earlier will use the Legacy Grade Report to the Registrar form. The link to this form can be found in Workday on the Teaching Dashboard > Grading > More > Legacy Grade Report to the Registrar.
Paper Form
The paper form remains available as a PDF in the event you encounter an issue with the Legacy Grade Report to the Registrar form (above). This form should NOT be used for Fall 2024 courses. In accordance with FERPA, do not email this form. Mail the physical form via campus mail or share as a PDF via Cybox. Contact the Office of the Registrar for assistance.
The late schedule change process is used after week one of the semester for late course adds, variable credit changes, or course section swaps.
Refer to Workday Student: Registration Overview for Students for more details on how students can perform course drops, withdrawals, and grading basis changes.
For instructions on how to request a late schedule change for a student, please refer to the Request a Late Schedule Change on Behalf of a Student knowledge-based article.
This form is for advisors, departments, and college users to request schedule changes and course section overrides on behalf of a student. Students cannot access this form or submit this request. You can request schedule changes for any academic term, including past, present, and future terms. For instructions regarding how to submit your request, please visit the Submit and Review an Administrative Schedule Change and Override Request knowledge-based article.
The U.S. Cultures and Communities Committee reviews courses proposed to satisfy the U.S. Cultures and Communities undergraduate requirement. To access the portal to propose a course for review or view committee documents, please visit the U.S. Cultures and Communities Committee webpage.
To access the form, view this link (accessible with a CyBox log-in).
Submit an Administrative Schedule Change and Override Request
This form is for advisors, departments, and college users to request schedule changes and course section overrides on behalf of a student. Students cannot access this form or submit this request. You can request schedule changes for any academic term, including past, present, and future terms. For instructions regarding how to submit your request, please visit the Submit and Review an Administrative Schedule Change and Override Request knowledge-based article.
Eligibility (Prerequisites)
Registers students for course sections that they don't meet the eligibility requirements for.
Example 1: Student Marc Day is attempting to register for PSYCH 3000, which has a prerequisite of PSYCH 2000. Marc has not taken PSYCH 2000, and therefore does not meet the prerequisite. If selected, this override will register him in PSYCH 3000 regardless of his prerequisite ineligibility.
Capacity
Registers students for course sections that are at capacity. For sections with open reserved seats, override the Reserved Capacity restriction instead.
Example 1: Student John Day is trying to register for ANTHR 1000, but the section is at capacity. This override will register them regardless. The course will now be over capacity.
Example 2: Student Matthew Day is trying to register for ECON 1000. There are 7 available seats, but they are all reserved. In other words, there is capacity, but it is restricted. This override will not register John in the course because this isn’t simply a capacity issue, but a reserved seating issue.
Duplicate Registration Exists
Registers students for course sections even when they're already registered into another section of the same course.
Example 1: Student Alice Day is registered in ECON 2020-1. Alice is trying to register for ECON 2020-2. This override will allow administrators to register Alice in ECON 2020-2 despite her existing registration in ECON 2020-1.
Example 2: Student Ariana Day is waitlisted in MATH 3000-1. Alice is trying to be administratively registered into that same course section. This override will not register them into their waitlisted course because it only overrides students into a different section.
Enrollment Credit Maximum
Bypasses the enrollment credit limit maximum for students to register them for course sections.
Example 1: The enrollment credit limit maximum set for undergraduates is 18 credits. Student Elle Day is already registered for 18 credits but is attempting to register for an additional 3-credit course (AGRO 2770). Because of the limit set, Workday is not allowing her to register for AGRO 2270. This override will allow administrators to bypass the 18-credit limit and register Elle for AGRO 2270, putting her at a total of 21 credits for the academic period.
Holds
Bypasses registration holds on a student to register them for course sections.
Example 1: Workday is preventing student Max Day from registering for GER 2010 because he has an active registration hold on his account. This override will allow administrators to bypass the hold and register Max for GER 2010.
Repeat Attempt Limit Exceeded
Bypasses the course repeat attempt limit for students to register them for course sections.
Example 1: The course repeat attempt limit is set to 1 for SOC 2000. Student Sam Day has already repeated SOC 2000 once, but he is looking to repeat it again. Workday does not allow the Sam to register for SOC 2000 again because it violates the repeat attempt limit. This override would allow administrators to register Sam in SOC 2000 again.
Reserved Capacity (Override Reserved Seating Rules)
Bypasses eligibility rules to register students for open reserved seats in course sections.
Example 1: Student Hugo Day is trying to register for SPAN 2010. There are 7 available seats, but they are all reserved. In other words, there is capacity, but it is restricted. Hugo does not meet the eligibility for the reserved seats. This override will register Hugo into the course despite the reserved seat ineligibility by creating a new seat, rather than taking a reserved seat. This number of “Unreserved Seats” will change to -1, to signify the new seat. Workday will respect maximum capacity, so if maximum capacity for the course is 7, only 6 of the 7 reserved seats will be filled. The remaining reserved seat cannot be filled unless the course’s maximum capacity is lifted to 8 or higher.
Example 2: Student Justin Day is trying to register for FRNCH 2010. There are 15 seats available, 5 of which are reserved. The 10 unreserved seats have already been filled. Justin does not meet the eligibility for the reserved seats. This override will register Justin into the course despite the reserved seat ineligibility by creating a new seat, rather than taking a reserved seat.
Time Conflict
Registers students for course sections with conflicting meeting times.
Example 1: Student Elle Day is registered for RUS 1010, which meets Mondays and Wednesdays from 9 a.m. to 11 a.m. She is trying to register for ENGL 1010, which meets Mondays and Wednesdays from 10 a.m. to 12 p.m., but Workday is blocking the registration due to the time conflict. This override would register Elle for ENGL 1010 regardless of the time conflict.
Enrollment Access
Registers students for course sections that they don't have enrollment access for. Requires a new Grading Scheme to override the enrollment access and grading policies assigned to students.
Example 1: Enrollment access policy is set so undergraduates cannot enroll in 600-level courses. An undergraduate student, Gabrielle Day, is requesting administrative registration into ECON 6100 because the enrollment policy is preventing her from registering. Selection of this override will register Gabrielle into ECON 6100.