Effective Spring 2025, faculty may submit grade changes, WN reversals, and WN additions directly in CUNYfirst via their Faculty Center. All faculty will be required to submit grade changes through this new process starting Summer 2025. This new form replaces the non-INC Grade Change and INC Grade Change forms.
The BC Portal (Web Central) queue for Grade Changes ((non-INC) and INC Grade Changes) and WN Reversals will be no longer be accessible past May 16, 2025.
Process Resources
• Notifications (Request Emails) | How to: Review Your Personal Details in Employee Self Service (set your preferred email)
• Workflow
• Updating an Existing Request | Video Walkthrough
• Viewing Previous Submissions | Video Walkthrough
• Submission Logs
The Add WN Grade process allows faculty to update a student’s grade to WN (Withdrawal Non-Attendance) indicating the student never participated in an academic related activity for the current term.
Faculty may submit a request to add the WN grade after the Verification of Enrollment (VOE) deadline for faculty.
The add WN grade process follows a similar workflow to the WN Reversal process. It involves the submission of the Add WN Grade form, approval by department chairs or designees, and the registrar. An e-mail notification is sent to inform stakeholders of the status of the request. Lastly, the VOE roster is updated upon final approval.
To submit the Add WN Grade request, select the Add WN Grade/Update VOE option. The form requires the following information:
- Course & Student Information: Course details and student ID.
- Reason for Adding the WN Grade: A detailed reason for adding the WN grading.
- Acknowledgement: Complete the attestation.
WN Additions are not submitted in bulk. One request must be submitted per student.
Instructions
To add a WN, follow the instructions below.
- Log into CUNYfirst.
- Click on the Faculty Center tile.
- Select the Grade Change Forms tile.
Landing Page
The landing page below appears to everyone accessing this feature. It is important to note that this is a CUNY-wide system, so messaging will not be Brooklyn College-specific.
- Select Add WN Grade/Update VOE from the left-hand side menu to continue.
Course Selection
- Choose the appropriate options:
- Academic Institution: Select the institution where the class is taught.
- Term: Select the current term.
- Class: Select the class. Once a class is selected, the associated subject details display for the class.
WN Additions can only be submitted for the current term.
Student Information
- In the Student ID field, click the magnifying glass to display the class roster of students. Select a row from the roster to populate the Student ID field.
Students who have been assigned an official grade are not permitted to be updated to a WN grade using this feature.
- Select the reason for the WN Reversal. The available reasons include:
- Clerical Error
- Other (a brief description is required)
- Section Enrollment Error
- Enter a brief description regarding this request. This is required for all submissions.
Acknowledgement
- Each request requires the faculty to complete of the Acknowledgment at the bottom of the request form. Toggle the response to Yes to complete the attestation.
- Then, click Submit to complete the process.
Add WN Grade Result
The Add WN Results page displays upon submitting a request. A confirmation message displays and provides the name of the next approver reviewing the form. Additionally, the approval route may be viewed to identify approvers able to review the request.
Click the View Approval Route button. A pop-up window displays the approvers for the
process. Click Done to exit the window and return to the WN Reversal Results page.
Submission Logs
The Transaction/Signature and Action Item Log, located at the bottom of the Add WN Grade Results page, provides a summary of the completed request actions and acknowledgment information. The Transaction Log includes the date and time, and the status of the request.
This log provides real-time updates for the request and may be updated by selecting the Refresh Log button. The Action Item Log displays the acknowledgment response, requester details, and time stamp of the request.
Notificaitons
During the workflow process, a notification is sent to all stakeholders involved in the request. Upon submission of a Add WN Grade request, the requester, approver, and student are notified about the request by e-mail.
Notifications will be sent to the preferred e-mail address in CUNYfirst. Please verify your e-mail to ensure the correct address is displayed.
Requester & Student Notification
The requester and student will receive a confirmation e-mail of the request. The do-not-reply email contains the following language.
Approver Notification
The approver receives an e-mail containing a link that directs them to the CUNYfirst approval page.
Login is required to access the approval page.
