Grade amendment requests

A grade amendment is the mechanism for correcting a student's grade after a grade submission has already been approved. Once a submission is approved, the gradebook is locked and course outcomes are recorded on the student's transcript — you cannot edit scores directly. Instead, you file a Grade Amendment Request that goes through its own approval workflow. When the amendment is approved, the student's course outcome is updated to reflect the corrected grade.

Note: Grade amendments are scoped to one student in one class — not to an entire grade submission. You request an amendment for a specific student's enrollment, not for the class as a whole. This keeps the correction targeted and auditable.

Amendments vs. unlock requests

Use the right tool depending on where you are in the submission lifecycle:

When to use a grade amendment

File an amendment when:

• A data-entry error was discovered after approval (e.g., a score was entered for the wrong student).
• Additional coursework was accepted late and the grade needs to be updated.
• An administrative review determined the original grade was incorrect.

Preview an amendment before submitting

Before filing a formal amendment, you can preview the impact of the change — for example, to see what the recalculated grade would look like — without creating a request. Use the Preview action on the amendment form to see the projected grade before submitting.

Create a grade amendment request

1. Confirm the submission is approved — Grades for the class must already be approved. If the submission is still pending or hasn't been submitted yet, use the gradebook to correct scores directly — no amendment is needed at that stage.
2. Open Grade Amendments — Navigate to Grading → Grade Amendments and select New Amendment Request.
3. Identify the student and class — Select the student's course enrollment. The student's current course outcome — the grade on record before the amendment — is pulled in so you can compare before and after.
4. Specify the grading period (optional) — If the amendment applies to a specific grading period (e.g., you only need to change a Midterm grade), select that period. Leave blank if the amendment covers the student's overall final grade for the class.
5. Provide a reason — Enter a clear, specific reason for the amendment. This reason is recorded in the audit trail and reviewed by the approver.
6. Submit the request — Select Submit. The request immediately enters the configured approval workflow. The status changes to Submitted (or Under Review if a multi-step approval process is configured).

The approval workflow

After you submit, an administrator (or the role configured in your school's amendment approval process) reviews the request.

Approve and finalize

The reviewer selects Finalize to approve the amendment. Once finalized, you can edit the underlying scores in the gradebook for the affected student. When you are done, select Finalize Amendment to trigger the grade recalculation. The student's course outcome is updated with the corrected grade and the amendment is marked as Approved. The change is recorded in the audit log alongside the original grade.

Reject

If the reviewer determines the amendment is not warranted, they reject the request. The student's course outcome remains unchanged. The rejection and its reason are recorded in the audit log. Rejections are processed through the standard approvals inbox.

Amendment lifecycle

DRAFT → SUBMITTED → UNDER REVIEW → APPROVED (finalized)                               ↘ REJECTED

Auto-close after inactivity

Note: If no action is taken on a grade amendment request for 7 days, the request is automatically closed. A closed request does not update the student's grade. If the amendment is still needed, you must file a new request and provide an updated reason.

This policy exists to prevent stale or forgotten amendment requests from lingering indefinitely in the review queue.

Tracking open amendments

Administrators can view all open, approved, and closed amendment requests from the Grading → Grade Amendments list. Filter by class, academic period, student, or status to find requests that require action.

How an approved amendment affects the transcript

When an amendment is finalized, the student's Course Outcome record for that class and enrollment is updated. The update includes:

• The corrected grade value
• Updated pass/fail status (if the grade crosses a passing threshold)
• A reference to the amendment request that authorized the change

The course outcome source remains GRADEBOOK — the amendment is treated as a correction to the approved submission, not a manually entered grade. Both the original grade and the corrected grade are visible in the amendment's audit history.

Tip: Only one amendment request can be open at a time for a given student and class. If an amendment is already submitted or under review for a student, you must wait for it to be resolved (or cancel it) before filing another one.