Instructor Drop Rosters T. J. Baugus, California Solutions Center, SungardHE Dottie Marron, Principal Consultant, SungardHE

Why do Faculty Need Drop Rosters? CCCs are required to clear class rolls prior to census dates to ensure that students who never attended or who have stopped attending a class are not counted in census enrollment. The CALB Drop Roster functionality allows faculty members to maintain their drop rosters in Faculty and Advisor Self-Service.

Setting Up the Drop Rosters Set up the Class Schedule and Registration Rules – Set the Part of Term Default dates on SOATERM – Set up the calendar rules on SSAACRL – Set up the excluded calendar dates on SSAEXCL – Set up the drop codes on SVADROP Set up the Drop Roster Rules – Set up the Drop Roster rules on SVARORL

Set up the Part of term Default dates on SOATERM The default dates are used if no calendar type is assigned to a section on SSAACCL

Set up the Calendar Rules on SSAACRL Set up calendar rules for at least 2 types of calendars—date-based and percentage-based

Set up the Excluded Calendar Dates on SSAEXCL Days when classes are not meeting are entered on SSAEXCL

Set up the Drop Codes on SVADROP Enter codes for Student drops and Faculty drops. The same codes can be used for both, but you may want two sets of codes

Set up the Drop Roster Rules on SVARORL Build at least one rule here. If colleges distribute multiple rosters, multiple roster rules will be necessary.

Types of Drop Rosters Total Roster Rule – If the CRN is using a Total Roster, there is no need for any of the other roster types, as the Total Roster covers the entire range of the CRN. For a traditional CRN, its starting available date is based on the CALB calculated start date. For an open learning CRN, its starting available date is based on the CRN’s First Start Date on SSASECT – The last available date is based on the end date of the CRN. If the CRN is a traditional CRN, this is the end date specified in the Part of Term End field of SSASECT. If the CRN is an open learning CRN this is the calculated last permitted end date a student can enter in registration or the last possible day of instruction allowed

Types of Drop Rosters Opening Day Roster – This roster type would generally cover the date range near the start of the CRN. For a traditional CRN, its available dates are based on the CALB calculated start date. For an open learning CRN, its available dates are based on the CRN’s First Start Date found on SSASECT

Types of Drop Rosters Census Roster – will create one or two Census Rosters. This roster type would generally cover the date range near the census-1 date of the CRN, and its available dates are based on that date. – If the CRN is a two-census-average CRN by the regulations, the CRN will have two census rosters available to it. However, only one census roster rule will be defined for and matched to the CRN. That one rule will be used to create a census-1 roster based on the census-1 date and a census-2 roster based upon the census-2 date. In this situation, you could have four rosters for the CRN, but the CRN is still using only three roster rules.

Types of Drop Rosters W-Grade Roster – This roster type would generally cover the date range near the “Last Date to Drop Without a Penalty” date of the CRN, and its available dates are based on that date.

Other Drop Roster Actions Disable a drop roster for a section on SSAWSEC

View Roster Rules for a section Drop roster rules for a section can be viewed on SVISECH

Run the Drop Roster Status List Report Drop roster rules for sections can be viewed on the Drop Roster Status List Report (SVRROST)

Using Drop Rosters

View Roster Status on the Web Access Faculty and Advisor Self-Service. 1.Select Drop Roster Status on the Faculty and Advisor menu. 2.When the Term Selection page is displayed, select the desired term in the Select a Term field. 3.Click Submit. 4.The Drop Roster Status page is displayed.

Drops Submitted on the Web

View Roster Status on the Web

Drop Students on the Web Access Faculty and Advisor Self-Service. 1.Select Drop Roster Status on the Faculty and Advisor menu. 2.Select a term 3.Select a CRN 4.When the Drop Roster Maintenance page is displayed, change the value in the Action field to a drop status for each student you want to drop. There will be at least one drop status available; if an optional “no show” status is available for the roster, this will also be displayed. 5.Click Submit. 6.When the Drop Roster Maintenance Confirmation page is displayed, review the records and Submit or Cancel.

Drop Students on the Web Select the drop from the drop-down list. Only one option should display in the drop-down list.

Drop Students on the Web Confirm students being dropped by clicking the Submit Changes button

Drop Students on the Web

The drop is immediately recorded on SFAREGS

Confirm Without Dropping Students If no students are being dropped, the faculty member must still confirm that the roster has been reviewed and there are no drops Access Faculty and Advisor Self-Service. 1.Select Drop Roster Status on the Faculty and Advisor menu. 2.Select a term 3.Select a CRN 4.When the Drop Roster Maintenance page is displayed, click Submit without changing the value in the Action field for any records. 5.When the Drop Roster Maintenance Confirmation page is displayed, click Submit Changes.

Summary Drop rosters are set up as part of the start of term processes Forms used in setting up drop rosters are: SOATERM SSAACRL SSAEXCL STVRSTS/SFARSTS SVADROP SVARORL SSAWSEC Multiple roster rules can be built on SVARORL Drop dates can be viewed on SVISECH or SVRROST Instructors enter drops on the Web and confirm drops If no students need to be dropped, instructors confirm rosters

Questions