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
WebAdvisor
Positive Hours
FERPA
TOPICS

3. Implications for students:
All students in class should be registered and all no-shows dropped by Census Day! (9/12)
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.
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”)

4. WebAdvisor
Gives you access to roster and add codes (only valid from first day of class through last day of registration; Sept 10)
Gives you student s for communication
Provides access to submit census drops, 75% withdrawal report, grades, and positive hours

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 don’t show up for any class meetings.
9/10 (Sat) is deadline to drop with refund (9/2 in person) and no W
9/11 (Sun) is deadline to drop with no W
9/12 (Mon) is deadline for administrative drops. No refund, and W on transcript will count as one “take” for the course (limit of 3)
Practice
Students go on WebAdvisor to drop
You drop students on WebAdvisor

6. 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 Sept 10 (9/9 in person)
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 should register as soon as possible. Deans watch enrollment and if a course is too low, it may be cancelled even if you have given out add codes.

7. 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. 9/10) 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

8. 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
Submit roster (via WebAdvisor) on time! Don’t wait to resolve issues with students who aren’t on roster

9. Last Meeting before Census
Confirm who is in class
Remind students with add codes that they must register by 9/10 online or they will NOT receive credit or be allowed to attend

10. 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 online to add student. (eFroms delayed to spring, paper forms still available at the division office and Admissions and Records
Check periodically through semester!

11. 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: 10/1
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

12. 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 petition: 5 pm, 10/21
If student needs credits for financial aid, this will need to be processed before census, 9/12

13. 75% Withdrawal Date Policy for administrative drops Practice
You can drop students who have missed one week of class. Common practice is two weeks, at your discretion
You must drop inactive students by the 75% withdrawal date, 11/19
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: 11/19 After this date they must be assigned a grade.

14. Final Grades and Positive Hour Rosters
Due 12/19: 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)

15. 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
Don’t leave exams out for students to pick up