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.
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 please do so within in the week of the 'No Show' don't wait unitl the end of the
semester.
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.
More information coming throughout the semester/term.