Admissions Information for Faculty FAQ

 

Below are some common questions the admissions office receives:

 

 

Waitlists

 

Waitlist information can be found at this link.

 

 Add Authorization

 

Add authorizations are generated 2-3 days before the start of the term for the convenience of faculty. HOWEVER, they cannot be used by students until the first day of the class. Add authorizations expire on the last day to add. The last day to add for each class is located on the faculty roster in InSite.

 

Late Add Petitions

 

Students have until the last day to add to use their add authorization. If they do not register by that date, they can complete a Late Add Petition submit the form to the instructor. The instructor completes the form and indicates the student's first day of attendance. The first day of attendance MUST BE prior to census or the form will not be approved. The student has 5 business days to return the form to Admissions & Records. If the student does not return this form to register within 5 business days of census day, the form will be denied and the student must stop attending the class.

 

No Show Drops

 

Faculty are required by state regulation to drop students who do not show up to the class. Faculty should use the InSite multi-purpose roster to drop students by clicking the Grading tab, then selecting the box under the Never Attended column next to the student's name and ID number. Once the last day for a refund has passed, the "no show" feature is no longer applicable and will not be available. In this situation, faculty will need to drop no show students on the printed census roster.

 

Census Rosters

 

Census rosters are printed on census day, distributed to faculty on the same day and are due one week later. On the census roster faculty must drop students who have never appeared in the classroom (NS or no shows), or students who have stopped attending prior to census. Census rosters are mandatory documents, faculty are certifying the roster is a true and correct representation of which students are attending the class.

 

Dropping Students

 

Faculty should use the InSite multi-purpose roster to drop students. This option is available up to 75% or the course and coincides with the last day to drop with a W. After the last day to drop , neither faculty nor students can drop. The student must then receive a grade in the class.

 

Reinstates

 

If faculty drop students and the student returns, or the student accidentally drops themselves, the instructor can issue a reinstate slip to Admissions & Records. The reinstate is at the instructor's discretion. The reinstate form can be accepted up to the final grade process.

Instructor Reinstate Form

 

Final Grades

 

Faculty have 3 business days from the end of the class or term to submit grades. All grades are submitted on InSite through the multi-purpose roster.  Each student registered in the class must receive a grade.

 

Positive Attendance

 

Instructors who have positive attendance classes must post the student's actual hours of attendance at the end of the term in InSite. After posting hours, faculty need to print out a positive attendance roster from InSite, sign and date it, and turn it into Admissions & Records.

 

Incompletes

 

If a student has an unforeseeable emergency at the end of the term, he/she may request an incomplete from the instructor. The instructor will post the grade the student would receive if no additional work was completed. The grade to be posted in InSite is IB, IC, ID, IF or IN (for No Pass). The instructor will post an expiration date for the incomplete grade. On the expiration date, the grade will automatically convert to the grade that was entered on InSite.

 

Faculty will need to fill out an Incomplete Grade Contract (available in Admissions & Records) and submit the form to your dean. Instructors need to indicate the grade the student was receiving going into the final and the percentage of work completed on the Incomplete Grade Contract. The form requires the student signature or an email attached from the student requesting the incomplete. The student may not re-enroll in the course while the incomplete grade remains on the student record.

 

Once the student has completed the work, the instructor will change the grade on a regular Grade Change Form.

 

Grade changes

 

If faculty find they made a mistake on grading, they can issue a grade change to correct the grade. Faculty can obtain a Grade Change Form from Admissions & Records. The only legal reason for a grade change is instructor error. This along with the reason for the error must be listed on the grade change form. The instructor takes the form to the dean for signature.