Change of Grade Request: Approval Workflow

Overview

The following steps outlined below should be followed for reviewing, approving, or denying a Change of Grade request.

Phase 1: Accessing the Task

After a faculty member submits a Change of Grade request, you (as the designated approver) will receive an automated email notification informing you that a Change of Grade Task has been assigned.

You can access the task in one of three ways:

• Option A: Click the View Task link directly inside the notification email.
• Option B: Log into PAWS and click the Task icon in the upper right-hand corner of the screen.  Pending tasks are listed in the sidebar.
• Option C: Navigate directly to the Ellucian Experience tasks page at experience.elluciancloud.com/fiot24/tasks or select to open All Tasks in Option B

Phase 2: Actioning the Request (Approver 1)

Once you have opened the task, review the details of the request thoroughly and select either Approve or Deny.

If Approved:

• The request is automatically forwarded to Approver 2 for the next stage of review.

If Denied:

• The workflow stops.
• The initiating faculty member will receive an automated email notification regarding the denial.
• The Registrar’s Office will receive a denial email to scan and import into Xtender for record-keeping.

Phase 3: Secondary Review (Approver 2)

Once Approver 1 approves the request, Approver 2 will receive an email notification requesting them to complete the Approval 2 Task.

• Action Required: Approver 2 must follow the exact same steps outlined in Phase 1 and Phase 2 to access and action the request.

Phase 4: Final Records Review & System Update

Once both primary approvers have authorized the request, it is routed to the Records Department for final oversight.

Managing and Filtering Your Tasks – Option C

Once you are on the All Tasks dashboard, you can easily view, search, and organize your assigned grade change tasks.

1. Searching for Specific Tasks

• Use the Search bar in the upper left corner of the Tasks panel to quickly find a specific request by typing the student's name, faculty member, or course details.

2. Using the Filter Options

To narrow down your list, use the FILTER BY buttons located at the top right of the task table. You can toggle these statuses on or off to clean up your view:

• Pending: Tasks currently awaiting your action (e.g., active grade change approvals).
• Overdue: Tasks that have passed their designated action date.
• Completed: Archive of tasks you have already approved or denied.
• Expired / Error: Tasks that are no longer active or encountered system issues.