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Faculty Resources: 4. Record Keeping

FACULTY RESOURCES

Record Keeping

This section is to provide semester/term information for what you will need to do for students records and documentation you will need to provide to A&R at the end of semester/term.

A&R Information To Start The Semester/Term

Census dates are the documented calendar times for determining the actual enrolled student population for the college. It is the census date enrollment numbers which are used by the State to determine college funding. Therefore; the State Education Code and Federal Title IV (Financial Aid) regulations requires that accurate records be maintained.  The census date is 20% of the class (for example 16 week classes the census date is typically the Monday of the third week).  Education Code and Title IV requires instructors to drop all students who are not actively participating the day before Census date.  It is important to keep accurate records and to be mindful of accurate enrollments at census date.

  • No Show Reporting has to be completed the day prior to the census date (please see Census Dates information).  No Shows Reporting begins when the class begins.  Once you submit the No Show Report 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 bottome of the roster and then click submit.  
  • If you accidently drop a student or a student drops themselves and you wish to reinstate them please submit the online Faculty Reinstatement Form
  • If you forget to drop a studnet once submitting the 'No Show' Report please contact A&R via the No Show Drop Request Form
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Once the class begins regardless if there are seats available or not a student will need an add code from the instructor to add the course.  The students must add the class no later than the day before census (or the last date to add the class).  Students should not be given add codes after the deadline to add the class.  At census and after it is too late to add a new studnet* to the class. 

If a student needs help adding the class with add code please have them use the online Add/Drop Form with A&R before the well before the deadline.  A&R will be able to communicate with the student if there are any issues with adding the class (a hold on their record, repeating, prerequisites, etc.) in a timely manner.  

*A student that may have been dropped for as a 'No Show' a student can be give a add code or you can fill out the reinstatement form.  

  • Waitlisted Students-must be added to the class in the order in which they appear on the waitlist before adding students that do not appear on the waitlist.  Once the class begins waitlisted students will not automatically be added to the class.  Please provide them with an add code.
  • If the class does not have a waitlist once the class begins students must be provide an add code if you letting them add the class. 
  • All students must use the add code by the last date to add for the course. If a student needs help adding the class with add code please have them use the online Add/Drop Form with A&R before the well before the deadline.  A&R will be able to communicate with the student if there are any issues with adding the class (a hold on their record, repeating, prerequisites, etc.) in a timely manner.  

 

Although we no longer print attendance you are still required to ensure you drop students by the deadline if they never attended a class.  You will need to know the last date of attendance if a student stops participating and/or attending class.  Because of Education Code and Title IV regulations the institituion is required to be able to demonstrate that accurate student records are kept.  A&R requires for you to turn the documentation in at the end of the term.  We keep the records in a central location to answer student inquires about their grade or attendance.  
Positive Attendance courses require documentation that needs to be maintained every class session.  Each student's hours need to be accounted for accurately every hour the student attends the class.  Documentation must be collected for every class session and submitted to the A&R at the end of the course.  

Important Dates

 

Faculty Forms

MORE INFORMATION COMING THROUGHOUT THE SEMESTER/TERM