Grade or Last Date of Attendance Changes

• User Interface & Dashboard: Both instructors and administrative approvers will enjoy a new user experience with an enhanced user interface, and a new dedicated process dashboard.
  • Enhanced Interface: This release will include a refreshed and enhanced user interface, improving and streamlining the user experience.
  • Dedicated Dashboard: A new dashboard will allow instructors and administrative approvers to initiate, view, track, and manage change requests.
• New LDA Fields: In order to support Charlotte’s Title IV responsibilities and compliance efforts, the following new fields will be introduced:
  • “I want to change the Last Date of Attendance” Checkbox: This checkbox will allow the instructor of record to indicate whether or not they would like to update, add, or remove  the student’s Last Date of Attendance (LDA).
  • “Valid Date Entered?” Confirmation Field: This new field will confirm for the user that the newly entered LDA is a valid date, falling on or within the start and end dates of the term in which the course was offered.
  • “This new LDA reflects the student’s last recorded academic-related activity for this course” Checkbox: This checkbox allows the requesting faculty member to confirm that the newly submitted LDA conforms to federal regulations and institutional policy for determining a student’s last date of attendance.
  • “View definition of academic-related activity” Help Link: A new help link has been added, providing the definition of academic-related activity under Title IV federal regulations for the purpose of determining a student’s valid LDA.
  • “This Last Date of Attendance change is being made due to an original entry error” confirmation question: This question allows the requesting faculty member to confirm that the LDA is being updated due to the faculty member’s original LDA submission entry error, or not.
• Refreshed System-Generated Email Notifications: A revised communication sequence of system-generated notices will be sent to faculty requestors, departmental approvers, Financial Aid, and to students for whom a grade or LDA change has been approved and processed.

The sunsetting of the technology upon which the current Grade or LDA change process is built, as well as Charlotte’s ever-expanding technology stack, have paved the way for this update to an existing process.

The new process will replace the existing process on July 15, 2025.

• Charlotte’s policies surrounding undergraduate and graduate grading, determining a student’s Last Date of Attendance, and the conditions under which changes to grades or LDAs may be made remain unchanged.
• Access to the Grade and LDA Change Request tool can still be found in MyCharlotte>Faculty>Faculty and Advisor Self Service>Grade and LDA Change Request
• Grade or LDA Changes for terms prior to Fall 2006 will continue to be unsupported by the online request process. Requested changes for terms prior to Fall 2006 still require manual review and processing by the academic subject’s department.

• Departments: As always, ensure your Grade or LDA Change approvers are up to date. Submit a Grade or Last Date of Attendance Change Approver Update Request Form to request and authorize any updates to your Grade Change approver roles. 
• Faculty & Approvers:
  • Decision all currently pending change requests by July 11, 2025 in the old system so as to ensure a seamless transition to the new system.
  • Begin using the new process exclusively for all Grade or LDA change requests starting July 15, 2025.

• New instructions and FAQs are in the works! Check back here later.
• Still have questions? Feel free to reach out to the following campus partners:
  • Policy & Process: Office of the Registrar
  • Technical Support: Submit a Help Ticket

Final grades submitted by professors are rolled and merged to academic history at 11:00 and 23:45. Grades that have not yet been rolled and merged to academic history may be edited by the professor within Banner Self Service.

After a grade has been rolled to the student’s academic history, a professor may submit a Grade or LDA Change Request. If approved, the student’s grade and/or LDA will be updated and their GPA recalculated.

To submit a Grade or Last Date of Attendance (LDA) Change Request;
1. Open your Grade or Last Date of Attendance Change Instructor Dashboard.
2. Click the “Request Grade/LDA Change” button to initiate a new request.
3. Select the Term, Course and CRN.
4. Select the student.
5. Enter the New Final Grade if applicable.
6. If changing the grade, select the Grade Change Reason.
7. If changing the grade, enter a comment describing the rationale for the grade change.
8. If changing the LDA, click the “I want to change the Last Date of Attendance” checkbox.
9. Enter the new LDA.
10. Confirm that the new LDA is based on an acceptable academic-related activity by selecting the checkbox.
11. Select the proper radio button to indicate whether or not this Last Date of Attendance change is being made due to the instructor’s original LDA submission entry error.
12. Click the “SUBMIT” button to submit the request for approval.

For more detailed instructions, see Grade or LDA Change Request Instructions.

Submitted Grade or Last Date of Attendance Change Requests may be cancelled at anytime before it has been approved by both approvers.

To cancel a submitted request before it has been approved by both approvers:
1. Open your Grade or Last Date of Attendance Change Instructor Dashboard.
2. Click the “CANCEL IN PROGRESS GRADE/LDA CHANGE” button.
3. Search for the specific pending change request by selecting the Term, Course and Student.
4. Enter the reason you are cancelling the request.
5. Click the “CANCEL REQUEST” button to cancel the request.

For more detailed instructions, see Grade or LDA Change Request Instructions.

Grades and LDAs assigned in error by the professor, either at time of original final grade entry or due to an error with a submitted Grade or LDA Change Request, can be corrected by submitting a new Grade or LDA Change Request.

To approve a change request awaiting your approval:
1. Open your Grade or Last Date of Attendance Approver Dashboard.
2. Find the active request awaiting your approval.
3. Open the record by selecting it or the green and white arrow icon in the furthest right column.
4. Select the “CLAIM TASK” button at the top of your screen. This will assign the request to you and prevent any other approver from taking action on this request.
5. Review the details of the request and select either “APPROVE” or “DENY” from the Decision field pick list.
6. Enter the rationale for the decision in the Comment field.
7. Select “SUBMIT” to confirm and submit your decision.

If you are (Alternate) Approver 1 the request will advance to (Alternate) Approver 2 for decisioning. If you are (Alternate) Approver 2, submitting an Approved decision will finalize the request and commit the changes to Banner, updating the student’s Grade and/or LDA and recalculating the student’s GPA.

For more detailed instructions, see Grade or LDA Change Request Instructions.

The instructor of record may request a change to a student’s submitted final grade or Last Date of Attendance (LDA) by submitting a Grade or Last Date of Attendance Change Request. Upon submission, each change request is electronically routed to an Approver 1 and then to an Approver 2 for review and approval. If the request is approved by both approvers, then the requested changes are made, updating the student’s grade or LDA and recalculating the student’s GPA. If either approver does not approve the request, then the Grade or LDA Change Request is denied. Academic departments may appoint an Alternate Approver 1 and an Alternate Approver 2 if they choose. Alternate Approvers may approve or deny Grade or LDA Change Requests in place of Approver 1 and Approver 2 respectively.

Changing a student’s grade from a grade of ‘NG’ or ‘I’ is instantaneous (within two minutes). All other change requests must receive approval from two approvers who have been designated by the academic department responsible for that subject code. Once the second and final approver has approved the request, the update is instantaneous (within two minutes).

Select “Entry Error” when there was an error entering the original grade. Select “Instructor Correction” when there has been an adjustment made to the calculation of the student”s final grade (e.g. computational error made by the professor, late graded assignment submitted by the student, etc.).

Yes. Undergraduate Grade or LDA Change Requests may be considered up to the census date of the next term, following the student’s graduation term. The Instructor of record and/or the Associate Dean of the College offering the course should contact the Office of the Registrar directly in order to initiate the request.

See Academic Record Changes After Graduation for more detail.

Policy and procedures for students wishing to appeal a final course grade are described in University Policy 410.

The Last Date of Attendance is a crucial date in higher education that marks when a student last participated in an academically-related activity. This could be the last time they attended class, submitted an assignment, took an exam, or engaged in online coursework. Schools are legally required to track and report LDAs for students receiving federal financial aid in order to maintain compliance with US Department of Education regulations.

The date should be the last date on record that the student attended or participated in your class. Options include:

• physically attended/participated in class activity,
• electronic attendance (ex: Poll Everywhere, attendance module in Canvas, Connect class attendance feature),
• participating in an online discussion or activity about academic matters,
• attending a study group assigned by the instructor,
• submitting an assignment/project/test/tutorial/quiz, or
• initiating contact with instructor to ask a question about the course or course content.

If your class is an online or distance education course, the student simply logging into an online course or viewing a page does NOT count.

When the original LDA was entered incorrectly due to a clerical mistake or misinterpretation of records, this is considered an LDA original entry error.

Deans, Associate Deans, Assistant Deans or Department Chairs may submit a Grade or Last Date of Attendance Change Approver Update Request Form to request updates to their department’s Grade or Last Date of Attendance Change approver roles and routing. Valid requestors may use this form to approve and request the following updates:

• Replace an existing Grade Change Approver
• Add an Alternate Grade Change Approver
• Remove an Alternate Grade Change Approver

Each subject must have a current Approver 1 and Approver 2 appointed at all times. Appointing Alternate approvers is optional, but highly encouraged in order to provide uninterrupted and timely processing of your department’s Grade or LDA Change Requests.

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