Class related deadline dates may be found in Self-Service under section details or on your class rosters.
FERPA is a federal law that protects the privacy of students and their educational records. FERPA stands for Family Educational Rights and Privacy Act and is often called the Buckley Amendment. The law applies to all schools and colleges that receive funds administered by the U.S. Department of Education.
FERPA guarantees rights to any individual who attends a postsecondary institution, whether that student is 13 or 53.
As faculty, it is your responsibility to protect any educational record in your possession. An educational record is any record in your possession that can be directly related to a student and is maintained by a college or by a party acting on behalf of the college. Student educational records are considered confidential and may not be released without the written consent of the student.
The only information, under FERPA, that can be released without a student’s written consent is called “Directory information”.
Directory information at YCCD includes: student’s name, participation in officially recognized activities and sports, weight and height of members of athletic teams and high school of graduation for athletic team members, degrees and awards received, including honors, scholarship awards, athletic awards and President’s List recognition.
To comply with FERPA, faculty must NOT:
If you are ever in doubt, do not release any information until you contact the Director of Admissions & Records or the Dean of Enrollment Services.
References: Title 5, YCCD Board Policy 5040
The wait list is a priority list of students who attempted to enroll in your class only to find that it has already reached its capacity and is now "closed”. If you are able to add students, because there are additional seats or some students were ‘no shows’, please grant each student you have allowed an add authorization through your Self-Service under the Permission or waitlist tab. You should discuss your division’s add strategy with your division dean. Plan on being “at capacity “on census day.
You may grant Add Authorization to students in Self-Service under the “Permission” or “Wait list” tabs.
Once you have logged into Self-Service, click on the “Section Details” tab. Select the “Wait list” tab. Under your “Active Wait List” section you may sort students by wait list rank by clicking on the arrows in the rank column. To grant an “Add Authorization,” select the blue “add” button next to the student’s information. Once you click add you will see a green “Add authorization granted” notification in the upper right-hand corner of the screen. To view granted permissions, click on the “Permissions” tab. Select “Add Authorization.” On this screen you can grant “Add Authorization” to a student that is NOT on the wait list by entering the students ID number. You may also revoke a permission that you have previously granted. Students will still need to register for the class before they appear on your class roster. Students will have the ability to act on the granted "Add Authorization" on the 1st day of the term up to the last day to drop w/out a "W".
Access the download link at Self-Service for Faculty. Access your roster. When the section data appears, just click on the section number. When importing data into either Excel or Gradequick, be sure to refer to the specific download instructions.
If a faculty member drops a student by accident or students drop themselves then you will need to “reinstate” the student in your class. To reinstate a student in your class, please do the following:
Faculty may provide the student with the Request for Reinstatement. The students signature as well as the instructor and Dean’s signature are required. Be sure to write the student’s first day of attendance. This form is ONLY for students whom have previously been enrolled in the course prior to census.
Faculty should keep track of attendance up to census to assist with roster certification. Certain classes require that attendance be monitored. For example, if you teach a noncredit or tutoring course, an in-service training or supplemental instruction or apprenticeship course or a noncredit course, you must keep attendance for each student in each class meeting. The same goes for classes that are open entry/open exit, for classes that meet fewer than five times, and for any class that is scheduled irregularly with respect to the number of days of the week and number of hours the course meets on scheduled days.
To determine whether or not the class you are teaching is positive attendance, access your class roster in self-service. If you see a "Y" next to the Positive Attendance, then the section you are teaching is a positive attendance class and you MUST keep attendance for each student. If you can’t determine whether or not your class is a positive attendance class, contact your division admin.
If your class is a positive attendance class, within 72 hours of the section’s ending date, you will be expected to report the number of hours each student spent in your classroom. If your class is not a positive attendance section, it is up to you whether or not you monitor attendance after census. Please reach out to your division admin for assistance on how to calculate positive attendance hours.
Students can add on the web through myMJC or in-person at the Enrollment Services Office on East or West campus. All students must be officially enrolled in your class before the census day. It is your responsibility to ensure that all students who are attending your class are properly enrolled. Each time a student adds or drops your class (after the start day of the class), the system will automatically send you an email notice that an add or drop has occurred. Each time you receive a transaction notice, please update your roster with the student’s name, ID number, and date of the add or drop.
Drops must be done in a timely manner BEFORE CENSUS DATE. The date the drop is put in the system is the effective date of the drop. To drop students who have never attended the class, you may only mark the never attended option in self-service and drop the student. To drop students who originally attended the class but have stopped attending, you may drop the student in Self-service under the Drop Tab – and enter the last date of attendance. No notation of a 'W' shall be recorded on the academic record if the student withdraws or is withdrawn by the instructor within the first two weeks or at census point whichever comes first. Between this time and the 75% point of the class, a student will receive a ‘W’ for any classes dropped. After the 75% completion point, a student must be issued a letter grade or the "FW" symbol shall be used to denote that a student stopped attending after the final withdrawal date and failed the course due to non-attendance in accordance with Title 5 Section 55023.
Due to a nightly process, faculty are instructed to drop students who are not participating. To avoid students committing financial aid fraud, please monitor your online courses by ensuring students participation. Contact Michael Smedshammer, Distance Education Coordinator at x6490, for more information on how you can adopt syllabus language to enforce this policy.
The deadline to enter All grades for full-term or short-term courses is no later than the Wednesday after the last final. All grades are entered via self-service.
Letter grades must be entered for all students UNLESS the class is offered with the grading method of P/NP (Pass/No Pass) only. In this instance, you can issue a P or an NP grade.
If a student has elected to take a P/NP grading option instead of a letter grade, you must issue a letter grade – the letter grade will automatically be converted by the system to a P or NP grade.
If you teach a non-credit section, an audit section, or any section that has zero units, you must enter a grade of (P/NP).
Incomplete grades are an agreement made between the instructor and the student to allow the student to make-up course work, test, etc. Enter one of the following grades: IA, IB, IC, ID, IF, IP-INP. You must enter an expiration date. This date may be any date from the day after your class ends up to one year from the last date of the semester.
The form is available on the MJC website under Faculty Forms. Please submit the Incomplete Grade form to the division office for the dean’s signature. The initial form must be emailed to mjceseforms@yosemite.edu within 72 hours after the incomplete grade and expiration date are issued. Once the student completes the requirements, the form will need to be finalized with the grade the student will receive, signature and date. Please email the finalized form to mjceseforms@yosemite.edu.
Please note that the incomplete grade automatically reverts to the in lieu of grade on the expiration date. The student will need to be notified via their college issued student email outlining the work to be completed and timeline.
Incomplete grades should never be issued to students to "re-enroll" in your course to finish their work. This is not allowable. Contact Enrollment Services at ext. 6853 if you have any questions.
Enrollment Services understands that some courses have a shorter time period to complete the roster certification process. The Permission to Add After Census should be used if a student wants to register into a course that has already started and they were never enrolled. Complete the Permission to Add After Census as soon as possible.
Please clear your rosters of no shows and/or students who are no longer participating, then certify your roster via self-service one day before the census date. This form does NOT take place of roster certification.
Faculty may submit this form if the student never attended or is no longer participating and the faculty was not able to drop prior to the census deadline via self-service. The drop will require an administrative drop in order to drop the student without a “W". The last day of attendance or participation must be indicated on the form if the student is no longer participating prior to census. The form may be submitted up until the last day of the term.
Q: What is the timeline for students to add themselves to a course from the waitlist? When does the system stop prompting students to add from the waitlist?
A: Students can add from the waitlist prior to the start of the term. The system will stop notifying students on the waitlist 5 days prior to the start of the term.
Q: Once a student is notified that a seat has become available, how many days does the student have to add the course?
A: Students have 3 days to add the course before their permission expires. After 3 days the student is removed from the waitlist. If it’s prior to the start of the term, students may add themselves back to the waitlist, however, they may not receive the same rank.
Q: When is the last day a student can register for an open course?
A: Before the course starts. Once the course has started, the student will need a granted “add authorization” from the instructor. Students can register for the course via "add authorization" on the day the course begins.
Q: When can instructors begin granting “add authorization” to students?
A: Prior to the start of the term, however students will NOT be able to register into the course until the first day of the course.
Q: When can students add through self-service, once the “add authorization” has been granted by the instructor? Is that the same with late start classes?
A: Students can act on their “add authorization” permission in Self-Service on the 1st day of the course. Yes, it is the same process for late start courses.
Q: How can I grant “add authorization” to a student who is not on the waitlist?
A: In Self-Service under the permission tab, you can search students by their student ID number without the “w” and leading zero.
Q: Is there an automatic email that goes to students once faculty grant “add authorization” to a student?
A: Yes, the student will receive an email confirming that an “add authorization” has
been granted and they can now register for the class in their student portal. The
email does not include the course information.
Q: What is the exact window when faculty can begin to certify their rosters? Is the timeline the same for short-term classes or is it dependent on term length?
A: 5 days prior to census. Example: census is on 1/23/22 faculty have a 5-day window from 1/19-1/23 to certify their roster (20% of the length of the course).
Q: Can faculty certify their rosters more than once?
A: No. If you need to know if you have certified your roster, please check with the Division office.
Q: Can faculty drop students after they have certified their rosters, but before census?
A: Yes.
Q: Where should we properly drop a student from our rosters?
A: Under the drop roster tab in self-service. Note: for no show students you will mark the “never attended” option. Enter the last day of attendance for students who stopped attending, but participated in your course.
