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ELECTRONIC CLASS
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 Black Board.
The basic ASCII format contains last name, first name, and student
ID—delimited by commas.
There are several other formats, including an EMAIL format with
students personal email addresses as well as a special MicroGrade
format; contact me for details on the various options.
To initiate the process, email your request,
including your section numbers,
to me at
olivia.krausie@gcccd.edu.
Your roster files can only be emailed to your COLLEGE EMAIL ADDRESS.
If you do not have an address that ends in gcccd.edu, contact
Steve To (660-4467) for assistance.
For security reasons, roster files cannot be mailed to any other
personal email address.
*Software
used to track and compute grades; grade posting is done on scantron
grade forms issued just prior to the end of the semester.
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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. Save all Class
Attendance rosters. You will be asked to turn them in at
the end of your class.
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DROP ROSTERS
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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NO-SHOW ROSTERS
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.
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“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.”)
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Division Deans are notified regarding the names of instructors who have
not submitted their No-Show rosters by the deadline date since the
submission of these forms 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.
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The Add Code is required for
students wishing to add a class using either WebConnect (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.)
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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 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
Nancy. Special paperwork will be required.
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DISTRIBUTION OF ROSTERS
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TYPE OF ROSTER
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DISTRIBUTION
TIMETABLE (Scantron drop/grade rosters are typically sent two weeks
before the return deadline.)
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RETURN REQUIRED
(Unless otherwise indicated, return the rosters when you submit your
grades.)
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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.
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.
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 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.
How can I get replacement rosters?
Contact
Olivia Krausie at
olivia.krausie@gcccd.edu or (619) 660-4282.
Replacement rosters can normally be printed and distributed by the next
business day.
Besides rosters, what special forms
might I need?
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Instructor Drop Form:
Use until the drop deadline to drop students who have not been attending
class.
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Instructor Reinstatement Form: Use to reinstate a
student into a class who was dropped in error (either by the instructor or
by the student).
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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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El
Cajon, California 92019 