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Begins Wednesday, August 28

• Student start times on August 28 are staggered based on class year and last name (schedule in link below)
• Students can add courses that do not require instructor permission through Wednesday, September 4.
• Students may request instructor permission to add a course using the Drop/Add request form through 11:59 p.m. Friday, September 6. Any requests submitted after September 6 should be acted on as soon as possible, but students have been warned that action may not be taken in time.
• Students who requested instructor permission by Friday, September 6 may finalize their changes through September 9. 
• Students may drop courses online through September 9.
• Students must finalize all changes by 4:30 p.m. on Monday, September 9.

Drop/Add Request form: If instructor permission is needed, students must request it using the Course Restriction Override request form. (The form link is on the student Drop/Add web page linked below.) Emailed permissions are not accepted. See the Drop/Add Request Processing section below for tutorials and more information on how to approve/deny these requests.

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Additional Drop/Add Information 

Click  to code your course "Instructor Permission Required During Drop/Add" by Monday, August 26. If coded, students will not be permitted to add your course until/unless they obtain your approval through the Course Restriction Override Request form, even if seats are available.

Things to Note:

• While it may be appropriate for upper-level courses to be restricted, we encourage faculty members to leave introductory-level and CORE courses available for online drop/add.


• If you want to code your course, the above form should be completed by Monday, August 26 to give the registrar's office time to process all coding requests. If you have any questions, please contact Sue Burdick (sburdick@colgate.edu).


• If you choose to have your course coded, no student will be able to add open seats online until/unless you grant permission through the Course Restriction Override Request form. (See "Granting Permission" below for details.)

Approve a Course Restriction Override Request

Students are expected to use this form only if they are not eligible to register themselves online. If submitted, you will receive an email notification that a request is pending and be asked to take action. If approved, the student's record will be coded according to the approval you indicate. Then the student will need to log into the portal to complete their registration. See the next section for tutorials on how to manage these requests.

Reasons student may request an override:

• Class Year Restriction: The student's class year prevents registration
• Major Restriction: The course is only available to coded majors or minors
• Missing Course Prerequisites: A student doesn't meet one or more of the pre-reqs
• Course Closed: No seats available - student is requesting to over enroll the course
• Reserved Seats Full: No seat available in the student's reserve category - student is requesting to over enroll the course
• Instructor Permission Required During Drop/add: You opted to control your own roster during drop/add
• Repeat Course: A student previously earned a grade of  C+ or lower

Students are expected to use the Course Restriction Override Request form to request permission to register for a course they cannot add online. Emailed permissions are not accepted. Please direct any student requesting permission to submit the Course Restriction Override Request form. 

• Students may begin submitting Drop/Add Requests by Monday, August 26. You are encouraged to take action as soon as possible. 
• Students who need permission are expected to submit the form no later than Friday, September 6, however, the form will still be available to submit through the end of Drop/Add. Requests received after September 6 should be processed as soon as possible, but students have been warned that action may not be taken in time.
• Faculty should approve requests as soon as possible but are asked to take action no later than September 8 to allow students time to finalize the drop/add process by September 9.  

How to approve/deny Course Restriction Override Requests:

You will receive a notification email for each request. Watch our  and/or read the instructions below to learn how to approve/deny these requests.

Accessing Drop/Add Requests in OnBase:

1. Easy: Click the link in the email notification to open Workflow. Sign in using your ����Ӱ�� credentials. If the list of forms doesn’t show up automatically in the top right pane, click the appropriate bucket on the left (e.g., Lecture Only Faculty Approval) to bring up the available forms for review.
2. Moderate: Log into , click the menu icon next to “Custom Queries” at the top left,  select “Open Workflow,” click the arrow next to “REG-Drop/Add” to expand the section. Click on the appropriate bucket (e.g., Lecture Only Faculty Approval) to bring up the available forms for review.
    

Processing:

1. Click on the form you want to review. (If needed, drag the divider bars to adjust the pane views to your liking.)
2. After you click on a form, the student’s submission is visible in the bottom pane. This information includes basic student information (name, class, etc.), the reasons why the student is requesting permission, and any notes they may have written.
3. Once you are ready to take action, click the “Review and take action” button, located at the bottom of the top pane.
   
4. Once you click, your action form will open in the top pane. (Drag the divider bars to adjust your view again, if needed.)
   1. If you decide you aren’t ready to make a decision after you’ve clicked the Review button, you can close the review by clicking “Discard and Cancel” on the right. You will be taken back to the form list. Once you are ready, you can click the Review button again.
5. Indicate your decision by clicking the appropriate boxes, located under the course information
   1. Note: If the student has checked the "Course is closed" or "Reserved Seats Full" reasons then they are asking to over enroll the course. If you choose the "Full approval, without over enrolling" they will not be able to register unless a seat becomes available. If you want them to over enroll then you must select "Full approval." This will ensure the student can register now. If you do not want the student to over enroll the course then you should deny their request.  
6. You can include a note to the student, if desired, in the box provided.
7. Click submit. You will be taken back to the workflow and the finalized request will be gone. You can then take action on any additional requests that might be in your workflow – or close out of the window if you are done.
   1. If you approved the request, the registrar’s office will be notified and will code the appropriate overrides as soon as possible, typically within one business day.
      1. Once the registrar’s office has coded the specified overrides, the student will receive confirmation that they are eligible to register for the course online. The student will not be officially registered until they go online and add themselves to the course. 
   2. If you deny, the student will receive an email with the decision and be told to contact you with any questions. (If you subsequently decide to allow the student to register, they will have to submit a new request.)
8. Contact the Registrar’s Office with any questions: registrar@colgate.edu or 315-228-7408

There are resources available to help first-years navigate Drop/Add processes and policies. If you are an FSEM instructor or are helping a first-year navigate Drop/Add, be sure to point them to these resources. 

First-Year Student Drop/Add web page

Office of the Registrar Staff

Visit the Curriculum Committee web page for complete information on proposing new courses. 

Electronic permission forms are hosted through OnBase. These forms help facilitate registrar-related permission/approval processes between students and faculty and replaces paper forms that required faculty signatures. 

Please note that these online forms are not intended to replace the usual advising process that faculty signatures were designed to facilitate. Students are still encouraged to have conversations with faculty prior to submitting the forms, though it's reasonable to expect that some of the conversations may now take place after the form is submitted and before you take action. 

Students who cannot register for a course online due to one or more restrictions are expected to complete the Course Restriction Override Request form (available on the Registration Information or the Drop/Add web pages). The instructor will receive an email notification if a student submits a request. 

Approve/Deny Instructions:

• Click the link in the email notification. (Please use a non-mobile device to avoid issues.)
• If prompted, log in using your ����Ӱ�� credentials
• If you have more than one item, you can select the one you want to review by clicking on it in the top pane. 
• You may need to adjust your screen to better view the bottom pane containing the submission information for the student. To do this, hover over the horizontal line splitting the panes and drag your cursor up to expand the lower pane.
• After you've reviewed the information in the bottom pane, you can take action by clicking the "Review and take action" button, located just above the mid divider bar. This will open your action options in the top pane. Again, you can drag the divider bars to adjust your view. 
  • If you decide you are not ready to take action, you can click the Discard and Cancel button on the right. 
• If you are ready to act, select the appropriate check box to indicate your decision.
• If you deny, the student will be notified and will not be eligible to register. Click Submit to finalize your decision.
• If you approve,  you'll be prompted to specify what type of approval you are giving:
  • Override only requested restrictions 
    • Use this approval to give the student permission to register based on the reasons they selected. If there are additional restrictions not indicated, the student may not be eligible to register without additional approval
  • Override all restrictions except max enrollment limits 
    • Use this approval to give the student permission to register despite any and all restrictions, except for max enrollment. The student will only be eligible to register if a seat is available.
  • Override all restrictions, including max enrollment limits 
    • Use this approval to give the student permission to register for any and all restrictions and permit them to over enroll the course if a seat is not available. (Note: giving a student permission to over enroll the course does not adjust the max cap, it lets the student register despite the max cap. If the course is over enrolled and a student drops, no other student will be able to over enroll without permission.)
• Click Submit to finalize your decision.

What happens next?

If you approved, coding will be added to the student's record according to the approval given. Once the coding is added, the student will be notified by email and instructed to register themselves online. Once they are registered you will see them on your portal roster. 

If you have any questions or concerns, please contact the registrar's office (registrar@colgate.edu). 

The grade change form is available in the class roster in the portal.

1. Log into the
2. Select Faculty Dashboard from the top menu
3. If needed, change the term in the drop down menu
4. Click on the relevant course
5. Each student has a unique Grade Change link located in the far right column, just after their email address. You may have to scroll over to view it.
6. After you click the link, you will be taken to the appropriate grade change form, based on the student's recorded grade.

Incomplete/NG Grade Submission:

The grade change form is used to submit the final grade for a student who was issued an incomplete.

• Access the grade change form as described above
• Select the final grade from the drop down menu 
• Click submit

What happens next?

No other permissions are required so the registrar's office will be alerted to your submission and will update the student's grade accordingly. The student will be notified when the change has been processed by the registrar's office.

Formal Grade Change Requests:

Grade changes are instructor initiated and must be approved by the appropriate chair/director and the associate dean of the faculty.

Instructions for Instructors:

• Access the grade change form as described above
• Select the new grade from the drop down menu 
• Enter an explanation/rationale for the grade change (you can also attach a document, if needed) 
• Select the relevant chair/director from the drop down list 
• Click Submit.

What happens next?

The chair/director will receive an email and be prompted to take action on your request. If denied, you'll be notified by email. If approved, it will be sent to the Associate Dean of the Faculty for Curricular and Academic Affairs for final approval. You will receive an email when the ADOF takes action. If it's approved, the registrar's office will be notified. Once the grade is changed, the student will receive an email notification. 

NOTE: There are some instances when you will not be permitted to submit a grade change request. If the student is not eligible for a grade change, you will be directed to a page explaining why you cannot access the form. Possible reasons include: the grade hasn't been rolled yet and is still available on the Submit Grades roster and/or the student has a status (e.g., withdrawn) that prevents changes to their academic record. 

Instructions for Chairs/Directors:

When an instructor submits a grade change, they choose which chair/director to send it to. If you think you received a request in error, you can deny it and provide that explanation in the notes box. The instructor will see the information in the email they receive. They can submit again choosing the appropriate chair. 

• Click the link in the email notification. (Please use a non-mobile device to avoid issues.)
• If prompted, log in using your ����Ӱ�� credentials
• If you have more than one item, you can select the one you want to review by clicking on it in the top pane. 
• You may need to adjust your screen to better view the bottom pane containing the grade change information. To do this, hover over the horizontal line splitting the panes and drag your cursor up to expand the lower pane.
• When you are ready, you can take action by clicking the Review and Take Action button, located just above the mid divider bar. This will open the action form in the top pane. 
• Choose your action (approve or deny) and click Submit. You can also write notes that will be visible to the instructor, ADOF, and the registrar's office, if needed. 

What happens next:

• You and the instructor will receive a confirmation email with your decision indicated and, if approved, the form will be sent to the Associate Dean for Curricular and Academic Affairs for final approval.
• If the ADOF denies, the chair and instructor are notified
• If the ADOF approves, the instructor, chair, and registrar's office are notified
• Once the registrar's office processes the grade change, the student will be notified

Students are expected to reach out to the faculty member they hope to have serve as their adviser PRIOR to submitting a declaration form. If you receive a declaration form from a student you haven’t previously spoken to, feel free to reach out to them prior to acting on their request.

You will receive a notification email when a major or minor declaration form has been submitted that requires your attention. The email will contain a link to access the form so you can take action.

View our or review the instructions below for acting on major/minor requests.

Instructions for Advisers:

• Click the link in the email notification. (Please use a non-mobile device to avoid issues.)
• If prompted, log in using your ����Ӱ�� credentials
• If you have more than one item, you can select the one you want to review by clicking on it in the top pane. 
• You may need to adjust your screen to better view the bottom pane containing declaration information for the student. To do this, hover over the horizontal line splitting the panes and drag your cursor up to expand the lower pane.
• After you've reviewed the information and had any relevant discussions with the student, you can take action by clicking the "Review and take action" button, located just above the mid divider bar. This will open your action options in the top pane. Again, you can drag the divider bars to adjust your view. 
  • If you decide you are not ready to take action, you can click the Discard and Cancel button on the right. 
• If you are ready to act, select the appropriate check box to indicate your decision.
  • If you deny, you may leave a comment for the student and click Submit. This will end the workflow and no further action will be available on the request. The student will be notified of your decision and will be instructed to contact you with any questions. 
  • If you approve, you will be prompted to select the appropriate chair or director to have the request forwarded for final approval.
  • You may leave any notes to the student or the registrar’s office, as needed. The chair/director and the registrar’s office will see all notes. Students will only see the notes written to them.
• Click the “Send to Chair/Director for Approval” button to submit.
  
  What happens next:
• You will receive a confirmation email with your decision indicated.
• You can also view the status of the form by clicking the link in the confirmation email. 
• If you approved, the chair or director you indicated will be notified they have a form to review
• If the chair approves, the registrar’s office will be notified and will process the form as soon as possible.  
• If the chair denies the declaration, you and the student will receive an email notification. The student will be instructed to reach out to you with any questions.
• Once processed, you will see the student on your advisee list in Adviser’s Dashboard in the portal and the student will receive an email notification.
  • If, for any reason, the registrar’s office is unable to process the declaration, you, the student, and the chair will be notified. 
    
    Contact the registrar's office (registrar@colgate.edu or 315-228-7408)  if you have any questions or need additional help.

Instructions for Chairs/Directors:

• View the  for visual instructions. Written instructions for the chair/director follow very closely to the adviser instructions listed above, the only difference being that they don't have to choose a person to send it to. Select the appropriate decision check box and click submit.
• If needed, add comments to the student or the registrar's office before submitting. The registrar's office will see all notes, the student will only see notes to them.

What happens next:

• You will receive a confirmation email indicating your decision. You can also view the status of the form by clicking the link in the confirmation email.
• If you approved, the registrar’s office will be notified and will process the form accordingly
• Once processed, the student will appear on the adviser’s list in Adviser Dashboard in the portal and the student will receive an email notification.
  • If, for any reason, the registrar’s office is unable to process the declaration, you, the student, and the adviser will be notified. 

OnBase Navigation:

We have tried to optimize the email notifications to make it easier for you to act on each request. However, you can also log into  directly to view all of your outstanding items.

• After logging in, click on the menu icon (≡) on the top left and choose "Open Workflow." This will bring up a new window displaying all of the workflows you have access to.
• Click the arrow (>) to the left of each workflow to expand the selection.
• If you have an outstanding item, the relevant workflow will be bold and show a count of remaining items. 
• Click the name of the workflow to display the contents.
• Click a form to view the information and make a decision.
   

If the link in the email notification is not bringing you to the appropriate form, please try one or more of these options to access it:

1. Use an incognito/private window
   1. Right click on the link in the email and copy the link address
   2. Paste the url into an incognito/private window
   3. This typically resolves most issues and allows you to take action on the request
       
2. Clear your cookies and/or cache
   1. The instructions vary by browser, but generally you can clear your cookies and cache by accessing the Settings page in your browser. 
   2. If you are clearing your cache/browser history, you should clear back to before you last successfully accessed an OnBase form.
       
3. Navigate to OnBase directly
   1. After , click on the menu icon (≡) on the top left and choose "Open Workflow." This will bring up a new window displaying all of the workflows you have access to.
   2. Click the arrow (>) to the left of the relevant workflow to expand the selection.
   3. If you have an outstanding item, the relevant workflow will be bold and show a count of remaining items. 
   4. Click the name of the workflow to display the contents.
   5. Click a form in the top pane to view the information and take action.

All final grades must be submitted online via  in the portal. 

Senior grade deadline – Monday, May 13, 9:00 a.m.

It is imperative that senior grades be received by this deadline in order to allow time to complete a final graduation audit for each student, determine University Honors, and print an accurate Commencement program.

Non-Senior Grade deadline –Tuesday, May 21, 9:00 a.m.

This is a firm deadline. Late grades create considerable problems for students and university offices, and can delay the academic review and petition processes. 

The registrar’s office will roll grades on Monday, May 13.

Banner does not allow grades to be rolled by class year. Therefore, once they are rolled, all grades entered on or before May 13 will be visible to students of all class years. After May 13, the registrar’s office will not roll grades again until after the non-senior deadline (May 21). Thus, grades submitted by faculty between May 14 and May 21 will not be visible to students until after May 21. 

Access Banner Self-Service final grade entry from the ����Ӱ�� portal ().

Submit Grades (instructions with Screenshots)

Mass import of grades (instructions with screenshots) 

Grade entry instructions

1. After logging in (using your network log in and password), click on Faculty Toolbox at the top of the page and choose Faculty Dashboard.
2. In the Faculty Dashboard, click the Submit grades link (located to the right of the term selection box or at the top of the roster page). The current term's courses will be displayed.
   1. For team taught courses: Only the primary instructor is permitted to enter grades. If the course does not display in your list it is because you are not coded as the primary instructor. Please call or email the registrar’s office (x7408 or registrar@colgate.edu) if this needs to be changed.
3. If prior terms are displayed, type the term [e.g., spring 2024] in the search box to limit the results, or you can sort by Term or Record columns.
4. Click on the course to display the roster below (you may have to scroll down to view). 
5. Select the grade for each student from the corresponding drop-down menu. Please enter a standard letter grade for each student. If needed, the registrar’s office will convert standard letter grades to S/U, as appropriate, before posting grades to the students’ records. 
6. Please click Save (at the bottom) every few minutes to save your entries. If you want to confirm that the grades have been saved, you can exit and return to faculty dashboard, then re-select the course to verify final grade entry. Saved grades will display in the roster at the bottom of the page.
   1. The column labeled "Grading Status" reflects whether any grades have been entered on the roster. The status will state "In Progress" as soon as the first grade is entered. Once all grades are entered, the status will change to "Completed." 
   2. The column labeled "Recorded" is referencing the process completed by the registrar's office after the grade deadline. The status under that column header will state "Not Started" until that process is complete, usually a day or two after the grade deadline. Once it says "Complete," students will be able to see their grades online.

Allowable Grades

Grades are to be reported as follows: A+, A, A-, B+, B, B-, C+, C, C-, D+, D, D-, or F. Please note item 5 above concerning S/U grading. For a complete description of ����Ӱ��’s grading policies, see the current   or the .

Incompletes

Grades of I (incomplete) cannot be submitted online. Incompletes are reported to the registrar's office by the administrative deans. An incomplete is given only when the cause is judged to be sufficient, such as the result of an illness or an absence due to an emergency, and only after consultation with the student’s administrative dean. If a student in your course has been approved for an incomplete and it does not appear on the online grade roster, please contact the student’s administrative dean.

After grades are rolled, a faculty member can submit a Grade Change request or submit an Incomplete grade through the portal. 

1. After logging in (using your network log in and password), click on Faculty Toolbox at the top of the page and choose Faculty Dashboard. 
2. In the Faculty Dashboard, the current term should be the default term. (If not, please select the current term from the drop-down menu.) Your courses will appear under the Course Listing for [Term] heading.
3. Click on the course title to bring up the class list. 
4. In the class list (not the submit grades roster), use the Grade Change link (last column, next to the student email address, you may have to scroll over) to access the grade change form. If you click the Grade Change link before the grade is rolled, you will be alerted to use the Grade Roster to make updates. Once the grade is rolled you will be taken to the appropriate grade change form, based on the recorded grade.