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Tips for Completing the Supplemental Grade Report Form (SGRF)

The SGRF is comprised of 3 sections:  Student Information, Course Information and Purpose of Report.  To ensure timely processing, please be sure to submit all required information and press firmly in ink since this is a 3-part form.

Student Information - Top Section

  • Date (Include month, day and year)
  • Student’s Name
  • College (Student’s college)
  • Dept (Student’s department)
  • UIN

Instructors can access the Student’s UIN, College and Dept in Web for Faculty – Class List Detail and in the DMI Consolidated Class Roster System.
Department and College staff can view this information in Banner on SGASTDN – General Student Form.

Course Information - Middle Section

  • Gradable CRN
  • Subject/Number
  • Section
  • Credit
  • Term – (Only one term can be selected)

Department and College staff can use SHACRSE – Course Summary form in Academic History to complete/verify the course information.

HINT:  To view details of the specific section on SHACRSE; be sure to highlight the course row, and then click on the Select icon.  You will then be taken to SHATCKN – Course Maintenance form.

  • CR/NC Basis – College Use only

Please confirm the student has continued to opt for the CR/NC grading.

  • Thesis 499/599 Terms

For graduate students, only one form is needed to change the thesis grades.  The DFR for thesis courses (499/599) stands indefinitely until a SGRF is submitted at the completion (successful or unsuccessful) of the thesis.  Select the Thesis 499/599 checkbox and list the term the student first enrolled in the course and the last term.

Purpose of Report - Third Section

Select one of the following 3 options when submitting the form:

Option 1 - Replace an outstanding grade

  • Not Reported (NR) grade
  • Incomplete (I) grade
  • Deferred (DFR) grade
  • 499/599 Thesis DFR grades
  • OTHER (ie:  Credit change, late added course)

SIGNATURE REQUIRED:  Instructor

Option 2 - Correct an original grade

SIGNATURES REQUIRED:  Instructor and the executive officer of the department in which the course is offered

Option 3 - Correct an ABS grade (Absent from the final examination without an acceptable excuse)

SIGNATURES REQUIRED:  Instructor, executive officer of the department in which the course is offered and the Dean of the Student’s College at the time the original grade was assigned

Important Notes:
the Office of the Registrar will accept the signature of the designated representative when the executive officer of the department or the instructor is unavailable to sign the SGRF.  For accountability, the department representative should not sign the form on behalf of both the instructor and executive officer of the department.

A SGRF may be returned to the department if there are problems with the form.  In most instances, the Office of the Registrar will call the department to confirm discrepancies.  Some common errors include:  missing signatures, incorrect term, incorrect “FROM” grade, invalid grade for the grade mode of the student’s course, missing or incorrect CRN, subject, number, section or credit.

Please be sure to initial any corrections to the form when submitting to the Office of the Registrar – Academic Records,
901 W. Illinois Street, Urbana, MC-061

To guard against misuse, secure all copies of this form in a LOCKED AREA.

For information on Grade Corrections, please refer to the Student Code:
http://www.admin.uiuc.edu/policy/code/article_3/a3_3-106.html

Grade Processing ScheduleDownload this page as a PDF.

Questions
Contact the Office of the Registrar-Records at record-info@uiuc.edu, 333-9774
http://registrar.illinois.edu/staff/records/grades_instructions.html