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Admissions & Records: Instructor Roster Information

 
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Contact Information
Contact: Laura Murphey, Admissions and Records System Specialist
E-mail: laura.murphey@gcccd.edu
Phone: (619) 644-7173
Office: Admissions and Records -- Administration Building -- Building 100
Hours: Monday - Friday, 8:00am - 4:30pm
Notes: Please refer to the Admissions and Records web site
for special office hours.

Types of Rosters

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 Blackboard.  The standard ASCII format is SSN, last name, first name, delimited by commas.  There are several other format options; contact me for details.  To initiate the process, email your request, including your section numbers, to me at laura.murphey@gcccd.edu.  Your roster files will be emailed to your COLLEGE EMAIL ADDRESS.  If you do not have an address that ends in “gcccd.edu,” contact Sang Bai at the ICS Help Desk(644-7742) for assistance.  For security reasons, roster files cannot be mailed to any other personal email address.

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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.

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 will receive updated Class Rosters periodically.  In the meantime, you'll receive Add/Drop Activity Lists which can be used to manually update your Class Rosters.

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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.

ALL No-Show rosters MUST be turned in even if you are not dropping any students. No-Show 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.”)

The submission due date is printed at the top of each roster.  These rosters are checked by the auditors and must be on hand when they are requested.  Your cooperation in complying with this regulation is greatly appreciated.  

Because submission of these forms is an institutional requirement, Division Deans are notified regarding the names of instructors that have not submitted their rosters by the deadline date.

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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.

Instructors may, at their discretion, allow students not listed on the Priority Wait List to add their class AFTER students who are on the Priority Wait List are given the opportunity to add.

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Telephone Rosters

Available upon request. Contact Laura Murphey at 619-7173 or e-mail me at laura.murphey@gcccd.edu.

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Add Code Lists

The Add Code is required for students wishing to add a class, using either WebConnect (Internet) or College Connection (phone), once the class has started.  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.) 

Students must use their add code by the "Use by" date printed on each label.  Once the "Use by" date has passed, the add code is expired.  Students should be strongly encouraged to use the add code feature.  However, regular add procedures (signed Add/Drop Card) are still in effect.

Refer to the back of the Add Code List for more details.

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Grade Rosters

Grade rosters will list every student officially enrolled in your class. Each student 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 Laura.  Special paperwork will be required.

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Distribution of Rosters

SEMESTER LENGTH CLASSES

Type of Roster Distribution Timetable
(In general, scantron drop/grade rosters are typically sent two weeks before the return deadline.)

Return Required

No-show rosters Before class begins

X*

Priority Wait Lists Before class begins  
Add Code List Before class begins  
Class Attendance rosters Before class begins --for first two weeks of class

X

Beginning third week, every six weeks until the end of the semester

X

Drop rosters After the seventh week of classes (Mid-Semester Drop roster)

 

One weeks before final drop date
(Final Drop roster)

 X*

Grade rosters The day before Finals

X

Positive Attendance rosters With Grade Rosters (if required)

X

* The deadline date for returning these drop rosters is printed at the top of each roster.  Make sure your roster is signed!

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SHORT-TERM CLASSES

(The information for short-term rosters will vary depending on the length of the classes. Distribution dates given are estimates.)

Type of Roster Distribution Timetable
(In general, scantron drop/grade rosters are typically sent two weeks before the return deadline.)

Return Required
(Unless otherwise  indicated, return the rosters when you submit your grades.)

No-show rosters Before class begins

X*

Priority Wait Lists Before class begins    
Add Code List Before class begins  
Class Attendance rosters Before class begins--for first week or two of the class, depending on the length of the class

X

As needed, depending on the length of the class

X

Grade rosters Last week of class

X

Positive Attendance rosters With Grade Rosters (if required)

X

* The deadline date for returning these drop rosters is printed at the top of each roster.  Make sure your roster is signed!

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FAQs

Q 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.
A 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.
   
Q 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.
A 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.
   
Q Are there exceptions to the Drop Deadline date?
A 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 petition.
   
Q How long do I need to keep my rosters?
A 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.
   
Q How can I get replacement rosters?
A Contact Laura Murphey at (619) 644-7173 or e-mail me at laura.murphey@gcccd.edu.  Replacement rosters can normally be printed and distributed by the next business day.
   
Q Besides rosters, what special forms might I need?
A The following forms are available in the Admission and Records Office:

 

  • Instructor Drop Form:  Use until the drop deadline to drop students who have not been attending class.
     
  • Instructor Reinstatement Form:  Use to reinstate a student that you dropped in error.
     
  • 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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