Admissions and Records Office Author: Jane Craven, Dean of Educational Programs Responsibilities of Admissions & Records Admit and register students Impart information about the college and college policies Prepare funding report for the college Support faculty Maintain records Prepare the college calendar What is available to faculty? Enrollment Information Student Withdrawals/Reinstatement -Nancy Thomas Reporting Information Student Information Semester Rosters Grade and Attendance Rosters Grade Changes information for prospective students What is required of faculty? Careful record keeping Meet deadlines Census drops Submit all rosters/record Enrolled/Approved audits only (allowed to attend class) Timely responses to requests Check mail What is available to students? Requests for Special Consideration Enrollment Verifications/CalGrants BioDemo Changes Credit/NoCredit Grading Grades Certificates and diplomas Audit forms/appeals Official/Unofficial Transcripts Photo ID's Scantrons Things we do not do…. Create/open new or standby sections of a class Add more seats to a class or wait list Determine class size/TLU breakdowns Determine if a class "makes" Cancel classes Make changes to class information in the catalog or schedule However, we can always direct you… Staffing Betty Pazich, Coordinator Allison Curtis, Supervisor (ext. 2351) Nancy Thomas, Principal Clerk (ext. 2534) Aida Whitham, A & R Clerk Senior (ext. 2535) Blanca Waaler, A & R Clerk (ext. 2532) Jamie Richardson, A & R Clerk (ext. 2530) Sandra Flores, A & R Clerk (ext. 2250) Aileen Campbell, A & R Clerk Senior (ext. 2531) Other good stuff….. Location: Student Services Building SS110 Office Hours: Monday through Thursday 8:00 a.m. to 7:45 p.m.; 4:15 on Friday (First two weeks of the Fall and Spring semesters, the office opens at 7:30 A.M.) The Saturday prior and the first two Saturdays of the Fall and Spring semesters, Admissions is open from 9 a.m. to 1 p.m. Drop box available East Entrance       Student and Parents looking at majors information The nitty-gritty Rosters! Temporary Rosters: These are in your mailbox the first day of the semester. If your class filled during registration, you will also find a Wait-List Roster. Temporary Rosters should be used to keep attendance at least for the first few weeks of the semester. Why?? Attendance is important for several reasons If your class is what is called a positive attendance class, you will need to keep track of the actual hours each student spends in your class for the entire semester. These hours are reported at the end of the semester and the college receives funding based on these hours! (A positive attendance class is one that meets less than 5 times OR is not regularly scheduled with respect to the number of hours it meets per day (classes that are less than full term) OR the number of hours per week it meets (full term classes) OR it is an open entry/open exit or self-paced class. At the end of the third week of the semester (full term classes) or prior to the 20% length of the class(classes that are less than full term) you will be required to drop any student who never attended or appears to have stopped attending. This is a legal requirement! Keeping attendance is a good way to retain students in your class. Many faculty use attendance to determine final grades; some classes will lower grades if a student has a certain number of absences. Each faculty member determines their own attendance policy. However, there are some departments, like physical education, that have a department policy. It is extremely important that each faculty member indicate his/her attendance policy at the top of the classroom syllabus. Doing this may save you a lot of headaches in the future!! Wait list Rosters: Most classes have a wait list assigned. The wait lists are a reasonable number and are based on (loosely) the number of no-shows we expect in the class. The students on the waitlist roster are listed chronologically based on the day/time they tried to register for the course. These students have paid fees and have priority over any student who you may want to add to the class. Any wait list student that you do not drop at first census, becomes a permanent part of your class. Census or No-Show Rosters: These are optical scan rosters that are sent at the end of the second week of the semester and are due back to the Admissions Office by Friday of the third week of the semester. Submitting these is a legal requirement. You are required to drop any student who never attended or who appeared to have stopped attending at this time. (For courses less than full term, we send these out during the semester with an appropriate due date.) The college is funded, for the most part, based on the number of students enrolled at census. We have to drop these students as we cannot claim funding for anyone who never attended or appears to have stopped attending! Permanent Rosters: Your official grade roster is produced the fourth week of the semester, after the No-Show rosters are processed. We hold these rosters for those faculty who do not turn in the no-show rosters. And, if you are very late in turning these in, you will have to provide us with last date of attendance for anyone you desire to drop. We want to make sure we only drop students who were truly no-shows as no-shows. Everyone else, we want to claim for funding! ü Grade Rosters: Grade rosters are available the day prior to the final exam period for the Fall and Spring semesters and on Monday of the 6th week of the summer session. Any student who appears on your grade roster must be given a grade (A-F or CR/NC if the student has applied for this grading option). No one can be dropped at this time. You may give a student an incomplete (I) but must also fill out an Incomplete contract for the student and turn this in with grades as well. Attendance Rosters: These are not required in all courses, but they are required for courses that meets less than 5 times OR is not regularly scheduled with respect to the number of hours it meets per day (classes that are less than full term) OR the number of hours per week it meets (full term classes) OR it is an open entry/open exit or self-paced class. Attendance rosters are important as the college receives funding based on the actual hours the student attends class! Other Drop Rosters: The Admissions Office will periodically send out additional drop rosters. It is not required that you complete these and send them back. Only the census or no-show rosters are required. However, it is an opportunity to clear your roster of students who are no longer attending. In addition, if you fail to drop the student…and the student has not dropped him/herself, you will have to give the student a grade! The first few weeks of the semester! These are trying times…No matter how seasoned an instructor is, these are still trying times. Adds: There are many students who did not register before the start of the semester, or who came to register and found your class (and waitlist) full. What can you do? During the first two weeks of the semester (first week in summer) you may add students to your (full term) course by signing a blue add/drop card. Remind the student that these must be submitted and fees paid before he/she is considered officially enrolled. It is important to add students in a fair and equitable manner. First come, first served, or a lottery of all those desiring to add is a generally acceptable way to determine who you will give an add card to. It is extremely important to give out add cards in a timely manner. Be sure to provide students with the add card prior to the add deadline!!! It is a good idea to monitor the add cards you pass out to ensure the student's really turn them in. Whenever a student adds, he/she receives a registration receipt. You could ask to see this. Also, the Admissions Office sends out activity sheets frequently during the first two weeks of schools. Any student who added (or dropped) will be on this sheet. Remember, the add card does not mean the student is officially enrolled. Before that happens, the student must bring the card to Admissions and pay fees! There are a few exceptions to the two week deadline. These are listed on a memo provided to you when you pick up your temporary rosters the first week of school. For example, if you teach a Monday only class and classes began on Wednesday, Monday only classes would have additional time to submit add cards. Do not allow a student who is not listed on your roster or for whom you do not have proof of enrollment to attend class. (Exception: A student approved to audit. Audit is described later.) Should a student who is not enrolled or not approved to audit be injured while in class, this becomes a liability issue for the college. Withdrawal from classes Some very important facts that are often forgotten regarding withdrawals: You may not withhold a withdrawal from a student. This is a state regulation. If you do not drop a student from a class by the withdrawal deadline (Friday of the tenth week of the semester for full term classes; 60% of the length of the class for classes less than full term and in summer.) you must give that student a grade on your final grade roster. You may drop a student at any time for nonattendance through the withdrawal deadline. (email thomasn@sbcc.net) BE SURE TO LIST YOUR "DROP" PRACTICE ON YOUR SYLLABUS AND APPLY IT TO ALL STUDENTS. Nonattendance is the only reason you may drop a student from your class. The Withdrawal (W) Notation Students receive a withdrawal (W) notation on their permanent record if they drop or are dropped after the census date for the class. For full term classes, students do not receive a W if they are dropped prior to Monday of the fourth week of the semester. For courses less than full term and in summer, the W will not appear on the academic record if the withdrawal occurs prior to the 20% length of the class. You may not drop a student form class after Friday of the 10th week of the semester (full term classes) or after the 60% length of the class for summer and short term classes. Exceptions will not be made. (However, in the case of a family or medical emergency, the student may petition the Office of Admissions and Records for consideration of a late withdrawal.) Reinstating a student in your class You may reinstate a student dropped in error by contacting the Admissions Office (thomasn@sbcc.net) or by sending the student with a blue add card with your signature and the word Reinstate written on it. Please do not wait until final grade rosters are available to reinstate a student whom you have dropped in error! For audit purposes, we want these students' names on the final grade roster. Other Stuff… Credit/No Credit Grading A student may request credit/no credit grading through Friday of the fifth week of the semester (first week in summer) for full term courses; through the 30% length of the course for short term courses. It is a good idea to give students feed back prior to this deadline so they may make a good decision regarding their grading schema. If the student decides to change from credit/no credit back to the traditional grading schema, the student may do so through the deadline. Students may not take courses in the major on a credit/no credit basis. You may refuse to allow a student credit/no credit grading. At this time, your signature on the credit/no credit card is required for this grading option. The graded option is NOT allowed in any course that is designated credit/no credit grading for all students. Incomplete Grades You may grant a student an incomplete grade at the end of the semester if the student has circumstances beyond their control (unforeseeable, justifiable, emergency circumstances) and you think the student can reasonably make up the work by the end of the following semester. A student who receives an Incomplete may not reenroll in the class. The incomplete contract should outline the work the student is required to complete and should bear both the faculty and student signature. Sometimes the student signature is not possible as the student may be ill or have had to leave suddenly for a family emergency. In such a case, confirmation that you have conversed regarding this option needs to be stated. If you do not indicate the date by which you desire the work to be done, the end of the following semester is noted as the due date. Student Petitions Students petition for a variety of reasons…some good, some not. You are likely to be approached by a student with one of the following: Time conflict: Students try to maximize their time on campus and often desire to take two classes that overlap in time. While this is sometimes necessary, you are strongly urged not to allow this practice due to the disruptive nature of students leaving early or coming late to your class. However, if you do agree to a time conflict, you must indicate when the student will be making up that time with you, preferably in another section of the same class. Course repetition: The State of California has provided strict guidelines for course repetition. If a student passes a class, the student may not retake that class unless extenuating circumstances exist or there has been a significant lapse of time. If a student receives a D or F, the student is allowed to retake the class one time. (This is one reason why the college provides so many opportunities for you to clear the roster of students who have stopped attending.) Some classes, most notably skills, performance and activity classes are considered repeatable classes. These may be taken a certain number of times as noted in the course catalog. Audit: A student may audit the class if they have maximized the repeat options as noted above. This is the only time audit is permitted. You may refuse to allow a student to audit your class. A student who audits your class is not counted as part of your official roster. All petitions require administrative approval even if you have agreed to the student request.

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