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

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

Implications for students: All students in class should be registered and all no-shows dropped by Census Day! (02/11) 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 (counts as a “take”)

WebAdvisor Gives you access to roster and add codes (only valid from first day of class through last day of registration; Feb. 10) Gives you student emails for communication Provides access to submit census drops, 75% withdrawal report, grades, and positive hours Access to eForms (for late adds, reinstatement form, incomplete grade contracts, grade changes, etc.)

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 don’t show up for any class meetings. 02/10 (Sat) is deadline to drop with refund and no W 02/11 (Sun) is deadline to drop with no W 02/12 (Mon) is deadline for census drops. W on transcript will count as one “take” for the course (limit of 3.) Practice Students go on WebAdvisor to drop You drop students and submit census on WebAdvisor

Adding Students Policies Practice Give add codes to students from the wait list before walk-ons (day 1) Add students up to the course limit (may exceed – check with dept. chair or division office for dept. policy) Students must register by Feb. 10 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 2/10. Deans watch enrollment and if a course is too low, it may be cancelled even if you have given out add codes.

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 www.etcentral.cabrillo.edu on or off campus

eForms IMPORTANT NOTE!!!! 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 email inbox), and approve the form immediately. (Students do receive an email 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.

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. 2/10) 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

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

Last Meeting before Census Confirm who is in class Remind students with add codes that they must register by 02/10 online or they will NOT receive credit or be allowed to attend

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!

Pass/No Pass Policies Practice May be arranged between instructor and student Not intended for courses in a student’s major Last day for student to request a Pass/No Pass: 03/02 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 Practice Declare P/NP option on final grade roster

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, 03/16 If student needs credits for financial aid, this will need to be processed before census, 02/12

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, 04/28 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: 04/28 After this date they must be assigned a grade.

Final Grades and Positive Hour Rosters Due 05/28: submit online through WebAdvisor Maintain backup documentation for 3 years. Leave documentation with division if you will be unavailable to contact. Timeliness is essential for Financial aid eligibility State reporting for apportionment Enrollment for next semester (meeting prerequisites)

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, exam scores, social security numbers, attendance history, enrollment 3rd party includes other students, parents, friends 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