1. Proper registration: Credit for your students and $ for the college
Admissions & Records
Proper registration: Credit for your students
and $ for the college

2. Managing Wait Lists Adding Students Dropping Students Census Report
Last Day to Add with Add Code and Withdraw without W and w/ refund
Last Day to Declare Pass/No Pass
Classes Begin
Last Day to file Special (Independent) Studies
Last Day to Withdraw 75%
Final Grades
Census
Registration
Late Reg
Managing Wait Lists
Adding Students
Dropping Students
Census Report
eForms
WebAdvisor
Positive Hours
FERPA
TOPICS

3. Implications for students:
All students in class should be registered and all no-shows must be dropped by Census Day! (09/10)
Please note: All of the deadlines in this presentation apply to semester length classes.
Short-term classes will have much shorter deadlines since they are based on % of course. Check WebAdvisor for your sections dates.
For short term classes the last day for students to drop without a “W” is the day BEFORE the class census date.
Implications for students:
Registration by deadline impacts financial aid
Dropping by deadline impacts transcript (W) and repeatability (W counts as a “take”)
Accurate census in the instructor’s responsibility. You must drop non-attending students by, or at, census.

4. WebAdvisor and Faculty Self-Service
Gives you access to roster and add codes (only valid starting on the first day of class through last day of registration; Sept. 8. Add codes will not work prior to the first day of class)
Gives you student s for communication
Provides access to submit census drops, 75% withdrawal report, grades, and positive hours
Access to eForms to submit and receive (late adds, reinstatement form, incomplete grade contracts, grade changes, etc.)

5. Dropping Students Policies & Deadlines Practice
You may drop students who don’t show up for the first class meeting.
You must drop students at first census who are not attending.
09/08 (Sat) is deadline to drop with refund and no W
09/09 (Sun) is deadline to drop with no W on transcript will count as one “take” for the course (limit of 3.)
09/11 (Mon) is deadline for census drops.
Practice
Students go on WebAdvisor to drop
You must drop students and submit census on WebAdvisor

6. Adding Students Policies Practice
Give add codes to students from the wait list before walk-ons (day 1) Make sure students know that add codes should be used immediately. They all expire completely on Sept 8.
Add students up to the course limit (may exceed – check with dept. chair or division office for dept. policy)
Students must register by Sept. 8
Add codes are only valid once class starts. Before the first day, students should register online or get on the wait list.
Practice
Give unique add code (from your roster in WebAdvisor) to each student you wish to add
The Welcome Center can help students with registration problems using add codes
Students must register as soon as possible, and before 09/08. Deans watch enrollment and if a course is too low, it may be cancelled even if you have given out add codes.

7. eForms Admissions and Records and Financial Aid are paperless
Link to eForms is in WebAdvisor
Same log-in and password as WebAdvisor
Can also be accessed directly at on or off campus

8. eForms
IMPORTANT NOTE!!!!
Some eForms that originate from the instructor: grade change, incomplete contract, 80S special studies request etc, are routed to the student for approval before they go to A&R.
PLEASE make sure to tell students to go into eForms, check their eForms inbox (not inbox), and approve the form immediately. (Students do receive an that a form is waiting their approval, but they rarely react to them.)
When the student fails to approve the form, A&R never receives it and the transaction isn’t completed.

9. eForms
Also…
Some eForms that originate from the student, (ex. P/NP requests, overlap requests, prerequisite overrides) are routed to the instructor for approval before they go to A&R.
PLEASE check your eForms inbox (not inbox), and approve or deny the form immediately. You will receive an that a form is waiting for your approval.
When the instructor fails to approve the form, A&R never receives it and the transaction isn’t completed.

10. Financial Aid Implications
Financial Aid award is based on # of units that students are registered for at First Census
Students must add or drop by last day of late registration (Sat. 09/08) or they may not be eligible for all of the financial aid they qualify for, or may be awarded more than they qualify for (and have to return funds)
If you have a student taking Special Studies who needs the credit for Financial Aid, you must notify the Division Office and submit forms within late add period so that registration is processed in time for Fin Aid calculation

11. Census SUBMIT ON TIME! Purpose Certifies who is in your class
Enables your students to earn credit
Establishes basis for FTES your class will generate
Practice
Monitor roster during registration period to ensure it reflects actual enrollment
Drop students who are no-shows or who have stopped attending, make sure attending students have registered.
Submit roster (via WebAdvisor) on time! Don’t wait to resolve issues with students who aren’t on roster

12. Last Meeting before Census
Confirm who is in class
Remind students with add codes that they must register by 09/08 online or they will NOT receive credit or be allowed to attend

13. Week after Census
Review roster on WebAdvisor to be sure all students in your classroom are on the roster and that students who have dropped are not on your roster.
If you have a student who has been attending class and doesn’t show up on roster, access Late Add Slip in eForms to add student.
Check periodically through semester!

14. Pass/No Pass
Policies
Must be arranged via eForms. (Student submits request, instructor approves/denys.)
Please note that per Title V the choice is irrevocable. The student should be made aware of this.
Not intended for courses in a student’s major
Last day for student to request a Pass/No Pass: 10/06
Not counted in calculating GPA
No more than 12 units P/NP may count towards AA/AS
(not counting courses that may only be taken P/NP)
Pass = C or better. No Pass = D or F
P/NP may not be acceptable for transfer

15. Special Studies
Special studies is carried out under supervision of an instructor
See catalog for more details
Check with your division dean if considering sponsoring special studies
Deadline for submitting eForm: 5 pm, 10/19
If student needs credits for financial aid, this will need to be processed before census, 09/11

16. 75% Withdrawal Date Policy for administrative drops Practice
You can drop students who have missed one week of class. Common practice is two weeks.
You must drop inactive students by the 75% withdrawal date, 11/17
Practice
Drop students who have stopped coming to class.
Consider advising students who are in danger of failing, they should either increase efforts or withdraw if they wish to avoid receiving an F.
Last day for students to withdraw with a W: 11/17 After this date they must be assigned a grade.

17. Final Grades and Positive Hour Rosters
Due Monday, 12/17: submit online through WebAdvisor or Faculty Self Service
(grades are always due the Monday following your last class)
Maintain backup documentation for 3 years.
Leave documentation with division if you will be unavailable to contact.
Timeliness is essential for
Financial aid eligibility
Academic Standing
State reporting for apportionment
Enrollment for next semester (meeting prerequisites)

18. FERPA Family Education Rights & Privacy Act
Policy
Prohibits disclosure of a student’s protected information to a 3rd party without consent of student
Protected information includes grades, any personal info, attendance history, enrollment status
3rd party includes other students, friends & family
Practice
Don’t post grades using any identifiers that can be used to identify individuals, (including student ID numbers.)
Don’t leave exams out for students to pick up
Don’t distribute class lists with s or phone numbers
Call Kip, the Director of A&R, at #6213 if you have any questions.