Faculty Bulletin
End of Term
Office of Admissions and Records
Summer 2013
August 1, 2013
Dear Faculty,
As we end the summer semester, we would like to provide important information regarding your final grades and
positive attendance hours submission, if you have not already submitted your grades and hours.
Please follow the instructions on page 3 to submit the grades/hours on-line through MySite.
Grades must be submitted no later than Friday, August 16, 2013.
Positive attendance and Incomplete Grade forms must be received by 5:00pm on Aug 16, 2013 in the
Office of Admissions and Records
Grades will automatically download to the system and be available to students when you certify them online. You
should receive an e-mail confirming your submission. If you do not receive an e-mail message, please contact
Admissions and Records.
EXCEPTIONS: Your electronic submission will not be processed until we have received the following paper
documents:
1) Positive attendance classes only: Paper daily attendance records must be submitted to Admissions and
Records.
2) Grades of “Incomplete”: a paper Incomplete Grade Form must be submitted to Admissions and Records
Once these documents have been received, the grades will be processed and available to students.
NEW!!! Positive Attendance, Incomplete Grade Forms, Grade Change Forms:
Now Accepting Paper or Electronic Submission (using your Saddleback email account ONLY!)
In the past we would only accepted the following documents in a paper format. Now we will accept them also as
an attachment if you use your Saddleback email account. You must still submit the grades and/or total PA hours
online in MySite.
 Daily attendance records for positive attendance classes (See instructions on page 4).
 Incomplete Grade Forms (If you are issuing an “Incomplete” grade to a student).
 Grade Change Forms
Please ensure your daily attendance is legible if submitting paper or scanned documents. If you assign a grade of
“Incomplete,” please submit an Incomplete Grade Report Form available in your division office or online in MySite.
Grades will not be processed or available to students until all positive attendance and Incomplete forms
have been received either in paper form or electronically.
Positive attendance records, Incomplete grade forms and Grade Change Forms must be submitted by the
deadline:
1) In person at the Office of Admissions, Records(SSC 102) or
2) By email
3) By interoffice campus mail or
4) By USPS, FedEx, etc.to:
Office of Admissions and Records
Saddleback College
28000 Marguerite Parkway
Mission Viejo, CA 92692
The same deadline applies if the forms are mailed. Forms that are not complete, legible, or correct, will not be
processed and you may be asked to redo the submission.
Issuing an Incomplete? Know the procedures
If you are issuing a grade of Incomplete, please read the information on the Faculty Resources section of the
Admissions and Records website at the following link: Incomplete grade record procedures.
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Grade Forms on Line in MySite
The Incomplete Grade Form and the Grade Change Form are available in MySite> Work>Faculty
Services>Grade Submission. There is a link on that page to the forms.
Hours of Operation: The Office of Admissions and Records
Our office will be open to receive grade forms during the following hours:
Aug 5-8
Mon-Thurs
9:00am-6:00pm
Aug 9
Fri
9:00am-5:00pm
August 12-15
August 16
Mon-Thurs
Friday
9:00am-6:00pm
9:00am-5:00pm
IMPORTANT: It is very important to meet the deadline date for grade submission. Students are waiting for their
official grades and we begin to print official transcripts shortly thereafter. Your missing grades will be designated
as “RD” on the transcripts and cannot be sent out to receiving institutions.
Need Help?
 If you need technical assistance accessing MySite, please contact the CIDDE (Center for Instructional
Design and Distance Education) in the BGS 249. Computers are available for grade submission if
needed in the CIDDE.
 If you have questions concerning the grade collection process, please call the Office of Admissions and
Records at (949) 582-4352 mtruong@saddleback.edu (My Truong)or jsemanik@saddleback.edu.
Student Access to View Grades
Grades become available to students through MySite immediately after you submit them on line provided no other
documents are required as stated above.
Thank you.
Joyce Semanik x4342
Registrar
Office of Admissions and Records
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Instructions for MySite Online Grades/Hours Submission
At the Saddleback College home page (www.saddleback.edu)
 Select MYSITE 2.0
 Select FACULTY/STAFF LOGIN
 Enter user name Ex. (jsmith)
 Enter password (last four digits of SS# + 00) unless you have changed your password. If you
are unable to login to MYSITE, contact ITC User Services at x4397.
 Select WORK
 Select FACULTY SERVICES
 Select GRADE SUBMISSION

At this point, you will see a list of classes that you are teaching. The last column contains a link that also
displays the grade collection status of each class. Click on the READY link and the system will create a
grade roster using up-to-the minute enrollment data.

Use the radio buttons that are provided on the form to set the grade for each student in your class. If you
are assigning any incomplete grades, a checkbox is available for that purpose. The default grade must
be marked in addition to the “I.” If the class is Positive Attendance or variable unit, columns are added
to collect the total hours or number of units for each student.

For each student issued a grade of incomplete (“I”), you must submit an Incomplete Grade Report Form
(paper or electronically). The forms are available in your division office or online through MySite. Be sure
to include the student’s requirements for completing the course. Students may not re-enroll or audit the
class to make up the work to be completed.

The deadline for No Show and instructor drops has passed. Please assign a grade to all students listed
on your rosters.

When you have finished entering all of the information, select “Submit Grades” from the action menu at
the top of the page and click on the “Go” button.

The system will check for any errors and highlight them for correction. If it checks out OK, then a Grade
Confirmation will be displayed. You will be asked to certify the grades by clicking the button on the page.
Important: Do not press the Back button in your browser.

One of two steps will follow:
1) If your class is not Positive Attendance and you did not issue any Incomplete Grades,
the grades will download into the system and you will be taken back to the page that lists all your
classes after you click on the certify button. You will note that the Grade Status is changed to
“Processed” and you will be notified by e-mail.
2) If your class is Positive Attendance or if you have issued any Incomplete grades, the
Grade Certification form will appear. Your grades will be pending until we received the Positive
Attendance daily attendance records and/or Incomplete Grade Forms.


You may view the status of your grades by returning to the page listing your class ticket numbers.
Your class status will be marked as “Processed” when all steps have been completed.
Further information can be obtained by reading the Grade Collection FAQ’s when you log into MySite.
Revised 8/1/2013
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Positive Attendance Accounting Procedures
If your class is listed as a Positive Attendance class at the top of your roster, you need to report the
number of daily attendance hours for each student on the roster. The Positive Attendance course
accounting method is listed on the top of your online roster. Please ensure that your records are legible
or they may be returned.
The positive attendance roster must be maintained and submitted to the Office of Admissions and
Records. It is important that accurate positive attendance be recorded on your roster for each student.
1. The date of each class session should be written at the top of each column of the roster, and
actual hours attended by the student should be recorded for each day your class meets. For
example, if your class meets from 7:00-10:00pm, Monday and Wednesday, you would record
“3” hours for each date the student is present and “0” on the where the student was absent.
Use numbers only. Do not use symbols, such as X or  to designate attendance.
2. In the top right hand corner of your grade submission roster, the maximum number of
attendance hours for each course is listed. No hours over that maximum should be recorded,
since they cannot be counted toward FTES.
3. Hours may be counted for students who attended part of the semester and then dropped the
class. Do not include hours for students dropped as “No Shows.”
4. Please sign your form.
5. At the end of the semester, total all hours of attendance for each student in the far right hand
total column of the roster. This roster or a spreadsheet with the daily breakdown of hours and all
other pertinent information is required.
If you have any questions regarding the maintenance of your positive attendance roster, please contact
the Office of Admissions and Records at (949) 582-4352 (MyTruong) or (949) 582-4342 (Joyce
Semanik).
Please review the sample Positive Attendance Hours Roster on the next page.
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Signature: Tom Smith
Signature: Tom Smith
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