Enrollment Services Admissions and Records

Transcription

1 Enrollment Services Admissions and Records LaDonna Trimble, Dean Enrollment Services, ext LaTara Edmondson, Administrative Assistant, Enrollment Services, ext Anet Youkhana, Attendance Accounting Technician ext Mary Skipper, Attendance Accounting Technician, ext Ryan Azimianaraki, Clerk III, ext Gwennette Preston, Clerk II, ext Kimberly Covell, Technical Analyst, Enrollment Services, ext

2 Semester Cycle (Full Term) First two weeks of term Late add (crash) period, drop with refund, drop without W Run rosters using myavc through the census date. Drop non-attending students immediately after the 1 st class using myavc. Students have until the day before census (same as last day to add) to drop a course without a W. 3rd week Census week Census sheets arrive in mail box. Identify non-attending students and return sheet to Admissions and Records. 12th week Last day to drop with a W Drop non-attending students. No drops occur after the 12th week. End of term Grade submission Grades are entered online through myavc. Hard copy documentation (grades and attendance) are submitted to Admissions and Records.

3 Instructor No Show & Drop Form Instructor drop forms are available through myavc. Used throughout the entire semester to drop non-attending students. It is important to note in the course syllabus. The attendance policy is in the AVC Catalog.

4 Census Rosters Census Rosters Placed in your mail box on 3rd week of term by A&R. Identify no-show and nonattending students. Return to A&R mail box by deadline date. Late Census are reported to directly to all Division Deans and VP of Academic Affairs.

5 Using myavc to Access Course Information and Grades myavc is a powerful communication tool that puts the best of AVC on your desktop!

6 Logging into myavc To Access myavc you need your USERNAME and your PASSWORD. Your USERNAME is the same as your name for AVC . For example, if your name is John Smith, your user name would be JSMITH. Your password is your current password. If you encounter problems logging in, please call ext during regular office hours.

7 Login Screen for myavc This is the login screen for myavc found on the AVC homepage. Enter your Username and Password and click the Login button.

8 myavc Home Tab

9 Registration and Student Records Channel The Registration & Student Records Channel is where you access course information and grades.

10 Main Menu This is the main menu. From here you may access your course, personal, or student (if you are taking a course) information.

11 Faculty & Advisor Menu From this menu you can print rosters for each of your courses. You can also submit your drops online. You can also enter grades online when your course ends.

12 Accessing Rosters To view or print class rosters, you need to select the Term and the CRN first. Select the Term and the CRN using the first two menu options. Each time you will be returned to the main menu. Print Attendance and Grade Rosters. Use the printable attendance roster and printable grade roster menu options to print up-to-date lists for your courses. Remember to change the CRN from the menu to view information for another course.

13 Waitlists view on the printable attendance roster Waitlist facts: Many courses have waitlists. Most courses have a waitlist maximum of 7. Online and hybrid courses have a maximum of 15. Short term courses and courses with labs do not have waitlists. Waitlisted students may be viewed at the end of the Printable Attendance Roster available through myavc. Students are required to meet all course requirements (prerequisites, co-requisites, etc.) before being able to waitlist a course. Waitlists are only used during registration. Waitlists DO NOT replace the need for AAC codes. Waitlists expire on midnight before the course start date. During registration, while waitlists are active, AAC will not be able to be used. AAC will be used starting the first day of the course until the last day to add for the course.

14 Add Authorization Codes (AAC) view on the printable attendance roster Course dates Last day to ADD the class is displayed on the roster. AAC codes can be used until the last day to add the class. AAC column on the roster displays AAC used by students. Last page of the roster lists AAC. As students use the AAC, the code will be automatically removed from the list. You will see the code in the AAC# column on the roster. Additional codes (if needed) need to be brought to the attention of your division office. As students use the AAC to add your class, a counter informs you of the number of codes generated, codes used, and codes available. Remember, codes will show as Available until the student uses it to add the class. Students with holds or who encounter other registration restrictions (prerequisites, corequisites, time conflicts, maximum units, etc.) must resolve them with the appropriate office before registration can continue. Students cannot use AAC to bypass these restrictions.

15 Instructor No-show & Drop Online Instructor No-show & Drop form. Submit drops online and you will receive an confirming the students you have requested to be dropped. Form

16 Final Grades Menu Option Select Final Grades from the menu option. Remember to set the Term and CRN before entering grades.

17 Entering Grades Enter grades for each of your students by selecting the appropriate grade from the drop-down box. For Actual Hours of Attendance courses (Positive Attendance), enter the total attendance hours in addition to the grades. Remember to submit your grades often. Print the screen for your records.

18 Attendance Records Faculty must submit hard copy attendance records to the Admissions and Records Office by the grade deadline. For Actual Hours of Attendance courses (Positive Attendance), attendance records must include the number of hours each student attended for each course meeting and the total number of hours completed for the course.

19 Entering Incompletes Incomplete Contracts must be signed by the instructor, student, and the division dean. Grade of I is entered into myavc when submitting grades. Contracts must be turned in with grades.

20 Changing Grades Available in A&R Office and in Division Dean s Office. Needs to be signed by the instructor and the Division Dean. Students are notified electronically through myavc..

21 Tips and Resources Make copies of information submitted through myavc. Make copies of grades submitted through myavc. Submit all hard copy attendance to the Admissions and Records Office or the Admissions and Records Office mail box. Keeping records of your transactions makes it easier to resolve issues if they arise. Getting help. The Office phone number is ext The office is The Help desk number is ext Hours are subject to change.

22 Start of Class Tips All students deemed a NO SHOW must be dropped on the first day of class (unless previously arranged). In order to have the most up-to-date enrollment data, it is necessary to print your class roster just before each class meeting at least through the census date.

23 Start of Class Tips At the end of the first class, faculty MUST send an to drop no shows. Enrolled students who have contacted you and made arrangements about missing the first class are not considered no shows. Do not wait for the census report to drop students.

24 Start of Class Tips Reminders: AAC expire on the last day to add and should not be provided after that date. Students should be reminded to enroll online using AAC immediately.