Grade Release Process

Additional reminders
  • If the only option you have is to REVOKE, you have completed the grade report.
  • Make sure to check that you are releasing your grades for the correct chapter.

It is important for every member of a chapter to complete the grade release process to ensure that your academic achievements are accurately recorded and shared. The grades provided by the registrar are the most precise and reliable, and by filling out the Grade Release Request Form, you allow us to receive these grades in compliance with FERPA regulations.

Please read the agreement below to understand where your grades will be sent. If you have any questions, don't hesitate to reach out to our office.

Release grades or revoke the release grades request:

Grade release agreementÌý

[Member Name], hereby give my permission to the University of Colorado Boulder to release my semester and cumulative grade point averages to the following organizations and persons:ÌýÌý

  • University of Colorado Boulder Office of Fraternity & Sorority Life
  • My local chapter office or equivalent
  • My organization’s (inter)national office or equivalent
  • My chapter advisor and/or the designated agents of the fraternity or sorority for which I am a memberÌý

This information may be released for the duration of my membership in a recognized fraternity or sorority while I am a student at the University of Colorado Boulder.ÌýÌý

I also give my permission for the above organizations and persons to see my semester and cumulative grade point averages for the duration of my membership in a recognized fraternity or sorority while I am a student at the university.Ìý

My semester and cumulative grade point averages will be released by the Office of the Registrar at the University of Colorado Boulder to the above organizations and persons for the purpose of determining eligibility for membership in the above-named organizations and/or ability to hold leadership positions within the fraternity or sorority.ÌýÌý

**By submitting this form by clicking on the submit button, you are giving your official legal permission for the University of Colorado Boulder to release your semester and cumulative grade point average to the above third parties.Ìý

FAQs: Individuals and chapter members

Who needs to complete a grade release? How do I complete my grade release?Ìý Do I have to do this every year? Where do my grades go to?Ìý When should I complete the grade release?Ìý
Who needs to complete a grade release?

Any member who wants their grades shared with their chapters.Ìý

Complete the , managed by the registrar, agreeing that you’d like to share your grades.Ìý

No, this form is a one and done process. The only time you’d need to come back to this form is if you are leaving the chapter and want to revoke your grades.Ìý

Per the agreement, they go to the following people/places:ÌýÌý

  • University of Colorado Boulder Office of Fraternity & Sorority Life
  • My local chapter office or equivalent
  • My organization’s (inter)national office or equivalent
  • My chapter advisor and/or the designated agents of the fraternity or sorority for which I am a memberÌý

Grade releases should be completed as soon as you join the community. This ensures that each year you are affiliated, your grades are shared with your chapter.Ìý

FAQs: Chapters

What’s the timeline and process? How can I get my members to fill out the grade release?Ìý When should I receive my chapter’s grade report? My organization’s headquarters has a specific grade deadline we must report by—how can we make sure we get grades in time?
What’s the timeline and process?
  1. Roster requests are sent out to chapters by the FSL office. Please ensure you follow the proper format per the request instructions, as we try to ask for one roster for multiple tasks.
  2. The FSL office conducts the roster vs. OnBase system comparison.
  3. Students who are not on the roster are removed from OnBase by FSL.
  4. Students who are not in OnBase (the registrar system where students are listed upon completing the grade release) are compiled in a list and sent to chapter leadership to address.
  5. Mid-February and mid-June, the registrar processes connect the OnBase lists to the grade system and compile reports. Unfortunately, the office doesn’t get a solid timeline for this, which is why we encourage students to complete grade releases as soon as they join. This is a moving target. There are other variables that may hold up this process that cannot be controlled by FSL or the Division of Student Life.
  6. In late February and late June, FSL receives a report for every student in the community. Once we have this data, we sort it out for all chapter grade reports and a community report. These reports are sent out to chapter presidents and advisors via large file transfer in early March and early July.
  7. Chapter reports include every member’s grades—cumulative and for the term, anyone with a 4.0 and anyone abroad (whose grades would not play in the term due to how grades are recorded).
  8. Community report includes every chapter’s (over five active members) average GPAs, the averages for individual councils, the average for all sororities and all fraternities, and the averages for all men and all women undergraduates for the term.
    • We are working on the best way to include new members' GPAs in this report.Ìý

Ideally, we’d love as close to a 100% reporting rate for each chapter as possible. Grades from the registrar are the most accurate grades you can get for your members. Ensuring chapter members complete the grade release is the task of the chapters, however, FSL is looking for more ways we can incorporate it into our processes we own. Here are some ideas to ensure members complete the grade release:Ìý

  • Include the grade release link anytime members are filling out other paperwork, including but not limited to:
  • Have anyone applying to be a big complete it
  • Have anyone applying for exec complete it
  • Have new members complete it in a new member meeting
  • Put a QR code of the link up at chapter meetings

Fall grades go out in early March. Spring grades go out in early July. For FSL to receive the most accurate grade report, we are required to wait until several internal university deadlines have passed. The final deadline, which is typically 30 days after the start of the next semester, is the last time faculty can change grades without going through an extensive grade change process. This also ensures that our reports are as accurate as possible. Additionally, the all-women’s and all-men’s GPA is not calculated until the deadline has passed.Ìý

Please communicate any grade deadlines for HQs with the office directly for support.Ìý