Faculty Bulletin
Office of Admissions and Records
http://www.saddleback.edu/admissions/faculty-resources
Dear Faculty,As we come to the end of the Spring semester, we are sending you important information for your reference regarding grades and positive attendance. Please note the deadline date for Spring 2017 grades and other important dates. We have also included our contact information. Please do not hesitate to contact us if you have questions.
Grades and Positive Attendance Deadline
The submission deadline for Grades and Positive Attendance (PA) hours is Friday, June 2, 2017.
After entering your grades online (see page 3), grades will automatically download to the system and be available to students when you certify them online. You should receive an e-mail confirming your submission. If you do not receive an e-mail message, please contact Admissions and Records.
Exception: Your electronic submission will not be processed until you have submitted 1) Your Positive Attendance Roster, if your class is designated as Positive Attendance or 2) Incomplete Grade Forms, if you have issued an Incomplete to any students.
Positive Attendance Rosters, Incomplete Grade Forms, Grade Change Forms
Submit your grades and PA hours electronically through MySite. Using your Saddleback College email account, you may submit any PA Rosters or Incomplete Grade Forms by scanning and emailing them to: and copy .
You may also submit the above documents by the following methods:
1) In person at the Office of Admissions and Records (SSC102). Please bring your faculty ID card to identify you.
2) By interoffice campus mail
3) by USPS, FedEx, etc. to: Office of Admissions and Records
Saddleback College
28000 Marguerite Pkwy
Mission Viejo, CA 92692
Forms that are not complete, legible, or correct, will not be processed and you may be asked to redo the submission.
Grade Forms in Mysite
These forms may be accessed in MySite by choosing the Grade Forms link at the top of the Grade Submission page:
Incomplete Grade Form
Grade Change Form
Did you know. . .
· You have completed the grades submission successfully when your Grade Status is listed as PROCESSED on your class listing page?
· You will receive an email notification when your grades have been successfully processed?
· Your students will receive an email notification when your grades are available online?
Instructions for MySite Online Grades/Hours Submission
At the Saddleback College home page (www.saddleback.edu)
Ø Select MYSITE 2.0
Ø Select FACULTY/STAFF LOGIN
Ø Enter user name Ex. (jsmith)
Ø Enter password (last four digits of SS# + 00) unless you have changed your password. If you are unable to login to MYSITE, contact ITC User Services at x4397.
Ø Select WORK
Ø Select FACULTY SERVICES
Ø Select GRADE SUBMISSION
Ø At this point, you will see a list of classes that you are teaching. The last column contains a link that also displays the grade collection status of each class. Click on the READY link and the system will create a grade roster using up-to-the minute enrollment data. The Grade Submission status may show “Unavailable.” Grade submission only becomes available after the Last Day to Withdraw from a class.
Ø Use the radio buttons that are provided on the form to set the grade for each student in your class. If you are assigning any incomplete grades, a checkbox is available for that purpose. The default grade must be marked in addition to the “I.” If the class is Positive Attendance or variable unit, columns are added to collect the total hours or number of units for each student.
Ø For each student issued a grade of incomplete (“I”), you must submit an Incomplete Grade Report Form (paper or electronically). The forms are available online through MySite. There is a link to Grade Forms at the top of the Grade Submission page. Be sure to include the student’s requirements for completing the course. Students may not re-enroll or audit the class to make up the work to be completed.
Ø The deadline for No Show and instructor drops has passed. Please assign a grade to all students listed on your rosters.
Ø When you have finished entering all of the information, select “Submit Grades” from the action menu at the top of the page and click on the “Go” button.
Ø The system will check for any errors and highlight them for correction. If it checks out OK, then a Grade Confirmation will be displayed. You will be asked to certify the grades by clicking the button on the page. Important: Do not press the Back button in your browser.
Ø One of two steps will follow:
1) If your class is not Positive Attendance and you did not issue any Incomplete Grades, the grades will download into the system and you will be taken back to the page that lists all your classes after you click on the certify button. You will note that the Grade Status is changed to “Processed” and you will be notified by e-mail.
2) If your class is Positive Attendance or if you have issued any Incomplete grades, the Grade Certification form will appear. Your grades will be pending until we received the Positive Attendance Roster containing your daily attendance records and/or Incomplete Grade Forms.
Ø You may view the status of your grades by returning to the page listing your class ticket numbers.
Ø Your class status will be marked as “Processed” when all steps have been completed.
Revised 12/5/2016
Positive Attendance Accounting Procedures
If your class is listed as a Positive Attendance class at the top of your roster, you need to report the number of daily attendance hours for each student on the roster. The Positive Attendance course accounting method is listed on the top of your online roster. Please ensure that your records are legible or they may be returned.
The positive attendance roster must be maintained and submitted to the Office of Admissions and Records. It is important that accurate positive attendance be recorded on your roster for each student.
1. The date of each class session should be written at the top of each column of the roster, and actual hours attended by the student should be recorded for each day your class meets. For example, if your class meets from 7:00-10:00pm, Monday and Wednesday, you would record “3” hours for each date the student is present and “0” on the where the student was absent. Use numbers only. Do not use symbols, such as X or P to designate attendance.
2. In the top right hand corner of your grade submission roster, the maximum number of attendance hours for each course is listed. No hours over that maximum should be recorded, since they cannot be counted toward FTES.
3. Hours may be counted for students who attended part of the semester and then dropped the class. Do not include hours for students dropped as “No Shows.”
4. Please sign your form.
5. At the end of the semester, total all hours of attendance for each student in the far right hand total column of the roster. This roster or a spreadsheet with the daily breakdown of hours and all other pertinent information is required.
If you have any questions regarding the maintenance of your positive attendance roster, please contact the Office of Admissions and Records at (949) 582-4353 () Alicia Olvera or (949) 582-4342 (Joyce Semanik).
Please review the sample Positive Attendance Hours Roster on the next page.
Sample Positive Attendance Roster
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