TYPES OF ROSTERS

CLASS ATTENDANCE ROSTERS
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.

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 may print updated Class Rosters periodically.

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DROP ROSTERS
You will need to log on to WebAdvisor  to access your rosters.  The first is called the Census Drop Roster (see below).   The second is the Instructor Drop Roster. Use this roster to drop students who have not been attending your class.  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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CENSUS DROP ROSTER
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 Census Drop Rosters MUST be Submitted even if you are not dropping any students. Census Drop 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.”)

These rosters are checked by the auditors.  Your cooperation in complying with this regulation is greatly appreciated.

Division Deans are notified regarding the names of instructors who have not submitted their Census rosters by the deadline date since the submission of these rosters is an institutional requirement.

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PRIORITY WAIT LIST ROSTERS
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.

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TELEPHONE ROSTERS
You will only get one TELEPHONE roster per class. Use this roster to contact students at home when necessary. Contact me if you need phone numbers for students who have added your class after this roster was printed.

Student retention is important. Faculty members are asked to call students who have been absent two or more consecutive times. The funding for the district and college is based on enrollment at the first census date. Every student we can encourage to complete the course will benefit the district and the college. Also, the student will know that we care enough to call. Please use your Telephone Roster.

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ADD CODE LISTS
The Add Code is required for students wishing to add a class using WebAdvisor (Internet).  Add codes are required for closed classes and for all short-term classes once the class has started.  Add Codes are required for OPEN full-term classes beginning the second week of class.  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.) 

GRADE ROSTERS
Grade rosters will list every student officially enrolled in your class. Each student listed MUST receive a grade. All grade rosters MUST be submitted online by the date printed in the class schedule.

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DISTRIBUTION OF ROSTERS

Submit roster online required.

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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.

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.

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.

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.

Are there exceptions to the Drop Deadline date?
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 General Petition.

How long do I need to keep my rosters?
The Admissions and Records Office will not retain your original Class Attendance rosters and grade backup materials. You should keep your own copies of your rosters.

The following forms are available in the "forms rack" in the mail room:

• Instructor Reinstatement Form:  Use to reinstate a student into a class who was dropped in error (either by the instructor or by the student).
   

• 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.