E-Grade Security Authorization Form Instructions

The E-GRADE Security Authorization Form should only be completed by employees requesting access to view, save, or post grades for several instructors within a college or department. This access must be approved by their department chair. Use of this form requires completion of the online FERPA REVIEW.

Step One:

The requestor should read the Family Educational Rights and Privacy Act statement, and make sure they understand their responsibility under this provision.

The requestor should sign the form and include their printed name, employee ID number, phone number, date, e-mail address.

It is then the duty of the department chairperson to verify the requestors legitimate educational interest and appropriateness of access by indicating the department and signing the form.

Step Two:

Indicate whether your access request is replacing access previously granted to another employee. If you indicate yes, list the previous employee's name and employee ID number.

Step Three:

Complete this section ONLY if you are requesting e-grade access to all courses within a specific department. Otherwise, proceed to the next step.

Check the box to indicate that you would like to be granted access for all courses within a given subject code. For each subject type, indicate the term that granted access should commence, list the specific subject code, indicate the term that access should cease to be granted, and then check the box that corresponds with the requested type of access.

Repeat for all requested subject codes.

NOTE: If you are requesting indefinite access to a subject, then list "All" in the End Term box.

NOTE: When requesting the type of access, check only one box. Indicating a level of access will automatically grant you any access levels below the requested level. For example, indicating "Save" will give you access to both save and view grades. Indicating "Post" will give you access to post, save, and view grades.

Step Four:

Complete this section ONLY if you are requesting e-grade access to specific courses. Otherwise, please proceed to the next step.

Check the box to indicate that you would like to be granted access to specific courses. For each course list the term, subject code, catalog number, and section number. Then check the box that corresponds with the requested type of access.

Repeat for all requested courses.

If more space is required, space is provided on the second page of the form.

NOTE: If you are requesting indefinite access to a specific course, then list "All" in the Term box.

NOTE: When requesting the type of access, check only one box. Indicating a level of access will automatically grant you any access levels below the requested level. For example, indicating "Save" will give you access to both save and view grades. Indicating "Post" will give you access to post, save, and view grades.

Step Five:

Complete the requestor's printed name and ID number on the top of the second page

If you have any comments to accompany the form, include them in the space provided at the bottom of the second page.

Submitting the Form:

Return the completed form to the Student Systems Office located in Room 60 of the Student Services Building, or fax it to 585-7524.