Admissions &
Records
Proper registration: Credit for your students
and $ for the college
Adding Students
Positive Hours
Dropping Students
FERPA
Final Grades
Last Day to Withdraw 75%
Last Day to file Special
(Independent) Studies
WebAdvisor
Census Report
Managing Wait Lists
Last Day to Declare Pass/No Pass
Census
Last Day to Add with Add Code
and Withdraw without W and w/
refund
Classes Begin
TOPICS
Late Reg
Registration
Goal: All students taking class: registered
No shows: dropped
By Census Day!
Please note: All of the deadlines in this
presentation apply to semester length classes.
Short-term classes will have much shorter
deadlines.
Dropping Students
Policies
● You may drop students who don’t show up for the first class meeting.
● You must drop students at first census who don’t show up for any class
meetings.
● Students who drop by 9/12 online (9/11 in person) will receive a refund and
the course will not appear on their transcript.
● Students you drop at census will not have the course on their transcript,
but the first census date is AFTER the refund deadline.
● After census, a student who drops will receive a W on their transcript, and
it will count as one of the three maximum repeats allowed.
Practice
● Students go on WebAdvisor to drop
● You drop students on WebAdvisor
Adding Students
Policies
●
●
●
●
Give add codes to students from the wait list before walk-ons
Students who don’t attend the first class may be dropped
Add students up to the course limit on the first day
Add codes may be given up to last day of late registration, but
students must register by last day of late registration
● May exceed course limit, but check with dept for dept policy
Practice
● Give unique add code to each student you wish to add
○ Students must register with add code on WebAdvisor by 9/12
to get in course (9/11 in person)
○ Students with problems registering with add codes should go to
A&R for help
Financial Aid Implications
Financial Aid award is based on # of units that
students are registered for at First Census
● Students must add or drop by last day of late
registration or they may not be eligible for all of the
financial aid they qualify for or may be awarded more
than they qualify for
● If you have a student taking Special Studies who needs
the credit for Financial Aid, you must notify Division
Assistant and submit forms within late add period so
registration is processed in time for Fin Aid calculation
Census
SUBMIT ON TIME!
Purpose
● Certifies who is in your class
● Enables your students to earn credit
● Establishes basis for FTES your class will generate
Practice
● Monitor roster during late reg to ensure roster reflects
actual enrollment
● Drop students who are no-shows or who have stopped
attending
● Submit roster (via WebAdvisor) on time! Don’t wait to
resolve issues with students who aren’t on roster
Before first day
Consider
● How late into the first two weeks will you allow
students to add?
● If your class is likely to fill, do you want to add
beyond the section cap? (check with program
chair or dean)
Do
● Log in to WebAdvisor
● Communicate with students via email
● Print out roster and add codes
● Figure out how you will distribute add codes
First Day
Announce how you will handle adds/drops
● Will you take additional students?
● When will you decide how many?
● Remind students they must drop by 9/12
online (9/11 in person) to receive a refund.
Give out add codes
● Valid only until last day of registration at 11:59:59pm
(Not valid before semester starts)
● Short-term classes may have earlier deadlines than
9/12
Last Meeting before Census
● Confirm who is in class
● Remind students with add codes that they
must register by 9/12 online (9/11 in person)
or they will NOT receive credit or be allowed
to attend
Week after Census
Review roster on WebAdvisor to be sure all
students in your classroom are on the roster and
that students who have dropped are not on your
roster.
If you have a student who has been attending
class and doesn’t show up on roster, use Late Add
Slip from Division Office, Faculty Lounge, or A&R
to add student.
Check periodically through semester!
Pass/No Pass
Policies
May be arranged between instructor and student
● Not intended for courses in a student’s major
● Last day for student to request a Pass/No Pass: 10/3
● Not counted in calculating GPA
● No more than 12 units P/NP may count towards AA/AS
(not counting courses that may only be taken P/NP)
● Pass = C or better. No Pass = D or F
● P/NP may not be acceptable for transfer
Practice
● Declare P/NP option on final grade roster
Special Studies
Special studies is carried out under supervision
of an instructor
● See catalog for more details
● Check with your division dean if considering
sponsoring special studies
● Deadline for submitting petition: 10/22
● If student needs credits for financial aid, this
will need to be processed before census
75% Withdrawal Date
Policy for administrative drops
● You can drop students who have missed one week of
class. Common practice is two weeks, at your discretion
● You must drop inactive students by the 75% withdrawal
date, 11/21
Practice
● Drop students who have stopped coming to class.
● Consider advising students who are in danger of failing,
they should either increase efforts or withdraw if they
wish to avoid receiving an F.
● Last day for students to withdraw with a W: 11/21
After this date they must be assigned a letter grade.
Final Grades and Positive Hour Rosters
Due 12/21: submit online through WebAdvisor
● Maintain backup documentation for 3 years.
● Leave documentation with division if you will
be unavailable to contact.
Timeliness is essential for
● Financial aid eligibility
● State Reporting
● Enrollment for next semester (meeting
prerequisites)
FERPA
Family Education Rights & Privacy Act
Policy
Prohibits disclosure of a student’s protected
information to a 3rd party without consent of student
● Protected information includes grades, exam scores,
social security numbers, attendance history, enrollment
● 3rd party includes other students, parents, friends
Practice
● Don’t post grades using any identifiers that can be used
to identify individuals
● Don’t leave exams out for students to pick up