Overview of the Change of Grade (COG) Process
- Purpose
The purpose of the Change of Grade (COG) process is to ensure that all grade modifications are handled in a consistent, transparent, and timely manner, while maintaining academic integrity and accurate student records.
- Initiation of Grade Change
The Change of Grade process begins with the faculty member or course director responsible for the course.
• The initiating faculty member completes the official COG form.
• The form must be signed by the faculty member or course director to confirm the requested grade change.
- Approval Workflow
Once initiated, the COG form proceeds through the established approval hierarchy:
• The form is reviewed and approved by the department chair, assistant dean, or dean’s designee, as applicable.
- Submission to the Office of the University Registrar
After all required approvals have been obtained, the fully authorized COG form is submitted to the Office of the University Registrar for processing.
• The approved form may be sent directly to the designated Registrar staff member assigned to the specific program, or
• In certain cases, it may be directed to the general Registrar email inbox for routing and handling.
- Registrar Processing
Upon receipt of the approved COG form, the Office of the University Registrar completes the following steps:
1. Data Entry: The new grade is entered into the Banner student information system to update the student’s academic record.
2. Record Maintenance: The finalized COG document is uploaded and archived in OnBase for secure recordkeeping and future reference.
- Record Retention and Compliance
All COG documents are maintained in accordance with institutional record retention policies to ensure compliance with academic and administrative regulations.