Faculty Resources: 4. Record Keeping
MYECC CANVAS APPLY

FACULTY RESOURCES

4. Record Keeping

This section includes the procedures for Record Keeping.

Admissions & Records Memos

Here is a depository for current semester memos (PDF) emailed by the Admissions & Records office, and which are referenced or excerpted below.

 


 

4.1. Most Significant Dates

This calendar emphasizes the critical dates that impact students and faculty. With each of these functions and corresponding dates, the start date or deadline is critical and must be observed.

  PDF  Fall 2014 Most Significant Dates

 


 

4.2. Calendars

This calendar is a comprehensive calendar for faculty for the term for Admissions & Records issues.

  PDF  Fall 2014 Production Calendar (Abridged)

 


 

4.3. Attendance Accounting Instructions

This section includes important information about the start of every semester and lists some guidelines for attendance and student adds.

 students with hands raised   

Important information regarding the start of semester from Admissions and Records

Prior to the beginning of the semester, faculty will receive an email from Espe Nieto (Admissions & Records) that includes Attendance Accounting Instructions.

  PDF  Attendance Accounting Instructions for Fall 2014


When Adding Students...

  • Keep to the normal class cap for your course section. Please see division office if you do not know your maximum class capacity.
     
  • If you wish to add students, do so only if there are no shows on the first day. Remember that you cannot drop a student until the end of the first class meeting.
     
  • Students on the wait list have priority in the order they are listed. Wait listed students have priority over walk-in students.
     
  • It is your responsibility of the Instructor to turn away students if necessary.
     
  • Please remember to maintain accurate attendance on your class rosters.

 


 

4.4. Class Rosters

Instructors must access their class rosters online and print their rosters prior to their first class meeting.

  PDF  Instructions for Printing Class Rosters Online


Happy First Day of SchoolBefore First Class Meeting

You will need to access the MyECC Portal to print rosters for your courses. All paperwork (i.e. rosters, active enrollments, forecast reports, and final grades) can be accessed online through this site. To access the MyECC Portal, you will need a user ID and password. This information is provided by the Information Technology Systems department. You will receive a memo with this information on it, please keep this information in a secure place. Should you forget your password, you will need to contact the ITS Help Desk by calling extension 6571 or sending an email to helpdesk@elcamino.edu to request the information.


There are two links on the MyECC Portal that you can use to print your Class Roster

  • The Class Roster link allows you to view your rosters as a PDF file, as well as export them directly into an Excel spreadsheet. There is also an option to view Waitlisted students and section dates.

  • The Original Class Roster link displays the information on the screen similar to the printed class roster and must be copied and pasted into other files to print correctly.
 Source: Portal Help: What is the difference between the two class roster links?



4.4.1. How Do I Print My Class Roster?

Instructors must access their class rosters online prior to their first class meeting. Instructions on printing online class roster may be found are explained below. They may also be found in MyECC Portal under the Help menu.


Printing Class Rosters on MyECC

To print your rosters:

  1. Log on to the MyECC Portal.
  2. In the WebServices tab, click the Class Roster link.
  3. Select the appropriate term.
  4. Select the roster or rosters you want to print (you may select more than one at a time).
  5. Click the Get Roster button.
  6. Use the circle buttons at the top to select the view options you want.
  7. From the Select a Format drop-down menu, select "Acrobat (PDF) file".

    Acrobat (PDF) file

  8. Click the Export link.

    Export

  9. In Adobe Acrobat, open the downloaded roster and click the Print button.

    Print
  10. If the print button does not appear, click the File drop menu and click Print.

File Print

 

If you encounter any problems or need additional information on accessing the portal, please contact the El Camino College ITS Help Desk:

Phone: (310) 660-6571
Email: networkservices@elcamino.edu

Please be advised that the Help Desk is NOT available on the weekend. Assistance will be provided Monday through Friday, 8:00am to 4:30pm.
Source: Instructions for Printing Class Rosters Online



4.4.2. Viewing/Exporting Class Rosters

The following instructions can be used to view and export the class roster to an Excel spreadsheet or Adobe PDF file.


Viewing and Exporting Class Rosters

  1. Click the Class Roster link in the WebServices tab.
  2. Use the drop menu to select the term.
  3. Click the Get Roster button.
  4. Click the check box for the section or sections you wish to view or export (you may select more than one at the same time).
  5. Click the Get Roster button.
  6. The Class Roster(s) should appear:

    Basic Roster
     
  7. Use the circle buttons to select how the rosters are shown.
  8. Use the blue arrow buttons to move between pages.
  9. To export, use the Select a format pull-down menu (Acrobat PDF or Excel).
  10. Click the Export button to save the roster as an Excel spreadsheet or a PDF file.

Tip: Under Report View, selecting Advance will show students' email addresses and telephone numbers.

Tip: Waitlisted students are shown at the end of the roster or on the next page.

Source: Portal Help: Class Rosters

 

4.5. Process for Adding Students / Waitlist

The following instructions are sent out to faculty prior to the semester from Admissions and Records. The Online Add Process has instructions for faculty on how to add a student to a class.

 

Adding Students to a Class

Students must add the class online using the Add Codes provided to each instructor. Students that encounter difficulty adding should go to the admissions office for assistance. There will be no late adds.  A student who fails to officially add a course by the deadline will not be added and instructors should not allow the student to continue to attend. You will find the links to the appropriate forms below.

  PDF  Online Student Add Process - Fall 2014

  PDF  Online Student Add Instructions and Form - Fall 2014

 

Students want to add class


Waitlist

Instructors MUST add the student to the class in the order in which they appear on the waiting list before they add students that do not appear on the waiting list. Waitlisted students will not be automatically added to the class. Students added off the waitlist must be provided with an Add Code.

 

The Waiting List

 


 

4.6. Submitting Student No-Show Report

You may not process the No Show online rosters before the class section begins. Rosters MUST be processed before the deadline. The deadline is 10 days after the start date of the class section.

  PDF  Submitting the “No-Show” Report Online - Fall 2014

Attendance Counts


Submitting the Student No-Show Report Online

You may not process the No Show online rosters before the class section begins. Rosters MUST be processed before the deadline. The deadline is 10 days after the start date of the class section. The system will send you a confirmation email listing the students that were dropped. The drops are processed over night.

If there are no students to drop click the "No Student" button at the bottom of the roster and then click Submit.

You may only process the roster once.

  1. Log on to the MyECC portal using the same login ID and password as you use for ECC email.
  2. Click the Faculty Information link in the WebAdvisor tab.
  3. Click the No Show link.

    WebAdvisor View

  4. Select the term and click the submit button.

    No Show Term Prompt

  5. Select the section and click the Submit button.

    No Show Sections view

  6. When the screen appears, click the check box next to each student you wish to drop. When all students are checked click the Submit button.

You may only process the roster once.

* * * If you accidentally Drop a student, submit a Reinstatement Form to De Von Scott in the Admissions office.* * *

Submit No Show

Source: Portal Help: Submitting the Student No-Show Report Online


 

4.7. Census - Active Enrollment Report

The Active Enrollment Report (Census Report) is used to receive federal and state funding.


 Enrollment ends today


Submission of the active enrollment report online constitutes an official document. It is an audit document and must reflect the enrollment in the class.

Once instructors have submitted the Active Enrollment Report online, instructors may still drop students online after census day using the same Active Enrollment Report. Any student not dropped by the “W” deadline must receive a letter grade (“A” through “F”).


Please complete this report following these procedures:

  1. ADDS – Please verify that the students that were given permission to add appear on the roster (not on the waitlist, but as active students). If not, the students are NOT enrolled in the class, will not receive a grade, and should not continue to attend the class. After census, late adds* will have to petitioned with the Admissions office.

    * Late Add Petitions-Forms can be picked up from the Admissions office only. Please note: the student must obtain your signature before bringing it to the division office. Dr. Miranda will not sign petitions without instructor’s signature on it first. Also, your approval does not guarantee the student approval from the dean and admissions.
     
  2. REINSTATEMENTS – Please use the Reinstatement form found in your division office to reinstate students. Reinstatement forms must be turned in by faculty to the Admissions and Records office.
     
  3. DROPS – Please drop students that no longer participate in the course. When submitting the form online, on the corresponding line, click on that student’s name and input the date that reflects the last date of attendance.

The last day of attendance is critical for Financial Aid, EOPS, veterans, international students and many other student cohorts. The drop date is frequently examined in audits or sought after in subpoenas.  Reports submitted on-line will contain an electronic signature. 

After census, the online Active Enrollment Report should be used to drop students that no longer attend and can be used until the “W” deadline.

Instructors need to complete the Active Enrollment Report online. Instructions for submitting the Active Enrollment Report can be found in the next section: “Submitting the Active Enrollment Report Online.”

 



4.7.1. Submit Active Enrollment Report

Procedure for submitting the Active Enrollment Report online:

  1. Log on to the MyECC Portal.
     
  2. Click the Faculty Information link in the WebAdvisor box.
     
  3. Click the Active Enrollment link.

    WebAdvisor
     
  4. Select the term and click the Submit button.

    Select term pic
     
  5. Select the section and click the Submit button.

 Active enrollment pic
 

  1. When the screen appears, click the Drop checkbox next to the student you wish to drop, and next to it enter the date of the drop.

    Active Enrollment with Drop box
     
  2. Click the Submit button when done.

Note: Be sure to click the submit button within twenty minutes time to avoid time outs and loss of data.


Assistance

Instructors that encounter any problems or need additional information on accessing the Portal should contact the El Camino College Help Desk at (310) 660-6571 or helpdesk@elcamino.edu. (Please be advised that the Help Desk is NOT available over the weekend.) If you have any questions concerning these instructions, please contact De Von Scott in Admissions at dscott@elcamino.edu or (310) 660-3593 x6161.


Source: Portal Help: Submitting the Active Enrollment Report Online


 

4.8. Forecast Grades - Mid-Semester

If you are an instructor for a course that is a prerequisite for other courses, you will need to complete grade forecast.

 abc on chalkboard


Who Must Complete Forecast Grades at Mid-Semester?

If you are an instructor for a course that is a prerequisite for other courses, you will need to complete grade forecast. These forecast reports identify students who are unlikely to receive a satisfactory grade; therefore aiding students, counselors and the Admissions Office during registration.

Portal Help: Instructions for Entering Forecast Grades via the Web

Procedures for Grade Forecast - Fall 2014

 


 

4.9. Final Grading

Grades can only be submitted online through the ECC Portal; they will not be entered manually by Admissions.

 

Finals

El Camino College does not have a “finals week” and therefore class schedules do not change the last week of the semester. Each scheduled class meeting is a day of instruction. Last day of class is the final day. Regardless of what day you choose to give your final please know that you must physically be in your classroom during your scheduled class period that week whether you have students present or not.

 


Final Exam


Grades

All students enrolled in class after the “W” deadline must receive a letter grade (“A” through “F”).  In extenuating circumstances, a student may petition for assignment of an “I” incomplete. Extenuating circumstances are verified cases of accidents, illnesses, or other circumstances beyond the control of the student.

DEADLINE TO ENTER GRADES IS TEN DAYS AFTER YOUR CLASS SECTION END DATE.

Grades can only be submitted online through the ECC Portal; they will not be entered manually by Admissions.

Grades can be submitted online through the ECC Portal using the “Grading” link OR “Gradebook Select Section” link.  The following sections will include instructions for each method of submitting Final Grades.

 

 


Record Keeping and the Grade Petition Process

El Camino College’s Grade Petition and Grade Appeal Process require instructors to maintain complete and accurate records on grades and attendance for every student for at least two years.

Source: Attendance Accounting Instructions for Fall 2014 memo



4.9.1. Submitting Grades Using the Grading Link

These step-by-step instructions will guide through submitting your grades at the end of the semester.

 
MyECC logo     


Portal Help Demo

For a screen-by-screen demonstration of how to enter and submit grades online through the "Grading" link, click here:

Portal Help: Final Grades - How to enter them  


Instructions for Submitting Final Grades using MyECC Portal “Grading” Link

  1. Log on to the MyECC Portal.
     
  2. Click the “Grading” link in the WebServices box.
     
  3. Select the term.
     
  4. Select the section.
     
  5. Enter the student grades in the Grade box.
    • Please do not attempt to enter a “+” or a “-“ after the letter grade.  This can cause an error in the grade submission.
       
    • For incomplete grades, enter the letter I before the default grade (for example “IF” for a default grade of F or “ID” for a default grade of D.  Instructors may also enter default grades of C or B.  Instructors may not enter a default grade of A).  Instructors must also select a reason for assigning an incomplete grade.  Note: a default grade is the grade earned by the student if he/she were not to complete the terms of the incomplete agreement.
       
  6. Click the Submit button to finalize the grades.
    • Be sure to click the Submit button within twenty minutes time to avoid a time-out and loss of data.
       
    • You may only enter grades once. You cannot go back and change them.
       
  7. Turn in your “paper copy” Supplemental Documentation by Friday, December 19, 2014, either by:

a.  Dropping them off in Admissions in the “On Line Grade Check” box;

b.  Sending them via office mail; or

c.  Mailing them directly to Admissions via U.S. mail.  Please note that we must receive your supplemental material by Friday, December 19, 2014.  Please send the package to:

El Camino College
Admissions and Records Office – SSC 101
De Von Scott
16007 Crenshaw Boulevard
Torrance, CA  90506


Supplemental Documentation

You are required to turn in to Admissions the following paper copy materials:

  1. Permanent Grade Record (white)
  2. Attendance Roster (yellow)
  3. Attendance Roster (green)
  4. Positive Attendance Reports for classes designated as positive attendance


Assistance in Submitting Grades

For technical assistance (login problems), please contact ITS at (310) 660-6571 or helpdesk@elcamino.edu.  For assistance submitting your supporting documentation, please contact De Von Scott in the Admissions Office at 310 660-3593 extension 6161.


Delinquent Grades

Due to the MIS reporting requirements of the Chancellor’s Office, we need to be diligent in the collection of grades.  Therefore, a delinquent grade report will be submitted to all academic deans and the vice-presidents after the deadline to submit grades has expired.  All delinquent (blank) grades for the semester will be changed to RD (report delayed).  Subsequently, the instructor of record will need to submit an individual grade change for each student with an RD.


Policy Regarding Retroactive Drops

Grades of “W” assigned by the instructor after the deadline to drop with a “W” will not be honored.  Instead, “W”s assigned after the deadline to drop will be recorded as “F”s in the system.  El Camino College Board Policy 6130 prohibits dropping students after the withdrawal date of the session. 


Pass/No Pass

Assign only if course grading method is designated as Pass/No Pass (Credit/No Credit).


Positive Attendance Sheets

Positive attendance sheets must be turned in to the Admissions office within ten days after the end of your class section end date.  Instructors with questions regarding positive attendance should contact De Von Scott in the Admissions Office at 310 660-3593 extension 6161.


Information Required in Grade Records

By Agreement between the Academic Senate and the Office of Instruction, it is requested that all faculty observe certain rules so that the records (a) are fairly uniform, (b) can be electronically stored and (c) can be easily interpreted years later.  Specifically, we ask that grade records:

  1. Include a complete record of grades used to determine semester grades for each student.  The policy has been to require at least three supporting grades, in addition to the final grade.
     
  2. List incomplete grades and "I-(letter grade)", according to the grading policy – “IB,” “IC,” “ID,” or “IF”.  Instructors must also select a reason for assigning an incomplete grade.

Exceptions to these rules should be approved by your division dean before submitting supporting documentation to the Admissions office.


Technical Problems

If you encounter any problems or need additional information on accessing the portal, please contact the El Camino College Information Technology Services Help Line at: (310) 660-6571 or helpdesk@elcamino.edu.


Emergencies

Please call De Von Scott in the Admissions and Records Office at (310) 660-3593 extension 3420 if an emergency prevents you from meeting the submission due dates.

Source:  Admissions & Records official memo



4.9.2. Submitting Final Grades Using ECC Gradebook

Use the step by step instructions below when submitting Final Grades using the ECC Gradebook.

 
Select Section   

Instructions for Submitting Final Grades using ECC Gradebook “Gradebook Select Section” link

  1. Log on to the MyECC Portal.

  2. Click the “Gradebook Select Section” link in the WebServices box.

  3. Select your course.

  4. Select “Final Grading” link.

  5. Click “Submit” button.  You will receive an email confirmation after your grades have been properly submitted.

  6. Print out “Score Overview” view AND “Final Grading” view as your Supplemental Documentation for grades and documentation.

  7. Print out “Attendance Report” as your Supplemental Documentation for attendance documentation.

  8. Turn in your “paper copy” Supplemental Documentation by Friday, December 19, 2014, either by:

a.  Dropping them off in Admissions in the “On Line Grade Check” box;
b.  Sending them via office mail; or
c.  Mailing them directly to Admissions via U.S. mail.  Please note that we must receive your supplemental material by Friday, December 19, 2014.  Please send the package to:

El Camino College
Admissions and Records Office – SSC 101
De Von Scott
16007 Crenshaw Boulevard
Torrance, CA  90506


Supplemental Documentation

You are required to turn in to Admissions the following paper copy materials:

  1. Permanent Grade Record (white)
  2. Attendance Roster (yellow)
  3. Attendance Roster (green)
  4. Positive Attendance Reports for classes designated as positive attendance


Assistance in Submitting Grades

For technical assistance (login problems), please contact ITS at (310) 660-6571 or helpdesk@elcamino.edu.  For assistance submitting your supporting documentation, please contact De Von Scott in the Admissions Office at 310 660-3593 extension 6161.


Delinquent Grades

Due to the MIS reporting requirements of the Chancellor’s Office, we need to be diligent in the collection of grades.  Therefore, a delinquent grade report will be submitted to all academic deans and the vice-presidents after the deadline to submit grades has expired.  All delinquent (blank) grades for the semester will be changed to RD (report delayed).  Subsequently, the instructor of record will need to submit an individual grade change for each student with an RD.


Policy Regarding Retroactive Drops

Grades of “W” assigned by the instructor after the deadline to drop with a “W” will not be honored.  Instead, “W”s assigned after the deadline to drop will be recorded as “F”s in the system.  El Camino College Board Policy 6130 prohibits dropping students after the withdrawal date of the session. 


Pass / No Pass

Assign only if course grading method is designated as Pass/No Pass (Credit/No Credit).


Positive Attendance Sheets

Positive attendance sheets must be turned in to the Admissions office within ten days after the end of your class section end date.  Instructors with questions regarding positive attendance should contact De Von Scott in the Admissions Office at 310 660-3593 extension 6161.


Information Required in Grade Records

By Agreement between the Academic Senate and the Office of Instruction, it is requested that all faculty observe certain rules so that the records (a) are fairly uniform, (b) can be electronically stored and (c) can be easily interpreted years later.  Specifically, we ask that grade records:

  1. Include a complete record of grades used to determine semester grades for each student.  The policy has been to require at least three supporting grades, in addition to the final grade.

  2. List incomplete grades and "I-(letter grade)", according to the grading policy – “IB,” “IC,” “ID,” or “IF”.  Instructors must also select a reason for assigning an incomplete grade.

Exceptions to these rules should be approved by your division dean before submitting supporting documentation to the Admissions office.


Technical Problems

If you encounter any problems or need additional information on accessing the portal, please contact the El Camino College Information Technology Services Help Line at: (310) 660-6571 or helpdesk@elcamino.edu.

Emergencies

Please call De Von Scott in the Admissions and Records Office at (310) 660-3593 extension 6161 if an emergency prevents you from meeting the submission due dates.


Click this link to view detailed instructions for using the MyECC Gradebook (PDF).

Source: Admissions & Records official memo



4.10. Reinstatements

Reinstatements should be recorded on the paper forms available in the division office or faculty mailroom.

return arrow
Reinstatement Form

Reinstatement of a student into a course will occur if a student or the instructor erroneously drops the student from the course.  Reinstatement is subject to the approval of the instructor and is a manual process.  For questions regarding the Reinstatement process, please contact your division/department office or Admissions & Records.

 
Reinstatement Form

 


 

< Back      Next >