Types of Rosters
You may wish to have the names and ID numbers
of officially enrolled students emailed to you, in an ASCII file, if
you use grading software* such as Blackboard. The standard
ASCII format is SSN, last name, first name, delimited by commas.
There are several other format options; contact me for
details. To initiate
the process, email your request, including your section numbers, to
me at laura.murphey@gcccd.edu. Your roster files will be
emailed to your COLLEGE EMAIL ADDRESS. If you do not have an
address that ends in “gcccd.edu,” contact Hsiu-Chih
Jennings at the ICS Help Desk(644-7742) for assistance.
For security reasons, roster files cannot be mailed to any other
personal email address.
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Names listed on this roster are those
students who are officially registered in your class. Call roll to
determine those in attendance. Students who indicate that they
are officially registered but are not listed should be sent to the
Admissions and Records Office, or you may request to see the
student's Student Class and Fee Statement and check the section
number to verify that they are in the correct class.
Save all Class Attendance rosters. You will be
asked to turn them in at the end of your class.
Registration in your class(es) may occur after your rosters
are printed. Therefore, you may have some students who are
officially enrolled but not listed on your Class Roster. You
will receive updated Class Rosters periodically. In the
meantime, you'll receive Add/Drop Activity Lists which can be
used to manually update your Class Rosters.
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You may receive
as many as three types of drop rosters during the time your class is
in session. The first is called the NO-SHOW rosters (see
below). The second is the MID-SEMESTER DROP roster. Use
this roster to drop students who have not been attending your class.
Returning this roster to the Admissions and Records Office is
optional but we encourage you to use it to clean up your attendance
roster. The FINAL DROP roster MUST be returned by the date
indicated on the roster. A grade will be required for students
not attending your class but still appearing on this roster if they
are not dropped.
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The instructor may drop students who are listed on the
attendance roster, and who are NOT in attendance for the first class
meeting. The instructor may choose not to drop students who give
advance notice that they will be unable to attend the first class
meeting. Specific instructions are included on the memo
attached to your initial set of class rosters.
ALL No-Show rosters
MUST be turned in even if you are not dropping any students. No-Show rosters are a
requirement for the college to be in compliance with Title V,
Section 58004, as stated below:
“Districts shall,
according to procedures adopted by the governing board, clear
the rolls of inactive enrollment.” (Inactive enrollment is
defined as a “no show” or a “student no longer participating in
the course.”)
The
submission due date is printed at the top of each roster.
These rosters are checked by the auditors and must be on hand when
they are requested. Your cooperation in complying with this
regulation is greatly appreciated.
Because submission of these forms is an
institutional requirement, Division Deans are notified regarding the
names of instructors that have not submitted their rosters by the
deadline date.
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After No-Show students have been determined and dropped,
students will be permitted to add the class beginning with the first
name on the Priority Wait List. Students listed on the Priority Wait
List who are NOT in attendance are to be skipped over in favor of
the next student listed who is in attendance. Continue this process
until all spaces are filled.
Instructors may, at
their discretion, allow students not listed on the Priority Wait
List to add their class AFTER students who are on the Priority Wait
List are given the opportunity to add.
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Available upon request. Contact
Laura Murphey at 619-7173 or e-mail me at
laura.murphey@gcccd.edu.
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The Add Code is required for
students wishing to add a class, using either WebConnect (Internet)
or College Connection (phone), once the class has started. The
add code label is to be assigned to students who are approved to add
your class. (Assigning an add code should be considered the same as
signing an Add/Drop Card.)
Students must use their add code by the "Use by"
date printed on each label. Once the "Use by" date has passed,
the add code is expired. Students should be strongly
encouraged to use the add code feature. However, regular add
procedures (signed Add/Drop Card) are still in effect.
Refer to the back of the Add Code List for more
details.
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Grade rosters will list every
student officially enrolled in your class. Each student MUST receive
a grade. All grade rosters MUST be returned to the Admissions and
Records Office by the date printed on the cover memo attached to the
grade roster. Do not try to add students by writing names at the end
of the printed list unless it has been cleared by Laura.
Special paperwork will be required.
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|
|
|
Type of Roster |
Distribution Timetable
(In general, scantron drop/grade
rosters are typically sent two weeks before the return
deadline.) |
Return Required |
| No-show
rosters |
Before class
begins |
X* |
|
Priority Wait Lists |
Before class begins |
|
|
Add Code List |
Before class begins |
|
| Class Attendance rosters |
Before class
begins --for first two weeks of class |
X |
| Beginning
third week, every six weeks until the end of the semester
|
X |
|
Drop rosters |
After the seventh week of classes (Mid-Semester Drop
roster) |
|
One weeks before final drop date
(Final Drop roster)
|
X* |
| Grade rosters |
The day
before Finals |
X |
|
Positive Attendance rosters |
With Grade Rosters
(if required) |
X |
|
|
* The
deadline date for returning these drop rosters is printed at the top
of each roster. Make sure your roster is signed!
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|
(The information for short-term rosters will vary
depending on the length of the classes. Distribution dates
given are estimates.) |
|
Type of Roster |
Distribution Timetable
(In general, scantron drop/grade rosters are typically sent
two weeks before the return deadline.) |
Return Required
(Unless otherwise indicated, return
the rosters when you submit your grades.) |
| No-show rosters |
Before class begins
|
X* |
|
Priority Wait Lists
|
Before class
begins |
|
|
Add Code List |
Before class
begins |
|
|
Class Attendance rosters |
Before class begins--for
first week or two of the class, depending on the length of the
class |
X |
|
As needed, depending on the
length of the class |
X |
|
Grade rosters |
Last week of class
|
X |
|
Positive Attendance rosters |
With
Grade Rosters (if required) |
X |
|
|
* The deadline date for returning
these drop rosters is printed at the top of each roster.
Make sure your roster is signed!
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|
Q |
How do
I handle Veteran students differently?
Veteran students may receive money
from the federal government for attending classes. It is important
that correct dates of attendance are recorded for these students.
When dropping a Veteran student, you are required to enter the last
date of attendance on the drop form or roster. |
|
A |
If a veteran stops attending after
the Drop Deadline, please report this to Admissions and Records. The
VA Regional Office will be notified that the student is not
attending, but the student will remain on your roster and must
receive a final grade. |
| |
|
|
Q |
When
can I give a student an incomplete grade, and how?
The incomplete
grade is a contract between the instructor and the student and
should be assigned only for unforeseeable emergencies that occur at
the end of a semester. The student must request the
incomplete. The instructor, if in agreement, should sign the
contract and stipulate what the student must do to complete the
class. The student will have until the end of the following semester
(summer intersession does not count) to complete the contract.
The student MAY NOT re-enroll in the class when an incomplete grade
is assigned. |
|
A |
The
Incomplete Grade form must be submitted when the grade roster is
submitted for the class. The grade to be automatically issued
in the event that the incomplete contract is not fulfilled is
assigned in the contract. If the contract is not fulfilled,
the class will be automatically graded. If the student does
complete the contract, the earned grade should be turned in to
Admissions and Records immediately. |
| |
|
|
Q |
Are there exceptions to the
Drop Deadline date? |
|
A |
Certain medical reasons are the only exception
to dropping a class after the drop deadline. Refer the student to
the Admissions and Records Office for a petition. |
| |
|
|
Q |
How
long do I need to keep my rosters? |
|
A |
The Admissions and Records Office will retain
your original Class Attendance rosters and grade backup materials
for three years. Grade rosters will be kept "forever." You may keep
your own copies of your rosters if you wish. |
| |
|
|
Q |
How can I get replacement
rosters? |
|
A |
Contact Laura Murphey at (619) 644-7173 or
e-mail me at
laura.murphey@gcccd.edu. Replacement rosters can normally be
printed and distributed by the next business day. |
| |
|
|
Q |
Besides rosters, what special forms might I need? |
|
A |
The
following forms are available in the Admission and Records Office:
- Instructor Drop Form: Use until the drop deadline to drop students
who have not been attending class.
- Instructor Reinstatement Form: Use
to reinstate a student that you dropped in error.
- Level or Section Change Authorization: Use to allow a student to either swap sections of
a particular class or to advance or retreat to a different level
in a certain course if the class is too easy or too hard.
|
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