Opening Day Instructions

• Class Rosters
• Opening Day Instructions
• Adding Students
• Online Census Rosters for Dropping/Withdrawing Students
• Student Attendance
• Pre-Requisite Enforcement
• Co-Requisite Enforcement
• Time Conflicts
• Independent Study
• Positive Attendance Classes Drops
• Grading Option Deadline
• Admissions and Records Questions
• Important Dates to Know

Class Rosters

Class Rosters: Opening Day Roster(s) may be accessed via the MyCOM Portal at http://mycom.marin.edu.

  Faculty should definitely print out their rosters and waitlists immediately prior to the first day of class so that you know who was trying to get into class in case you have room or want to give priority in order of their names on your wait list. 

Opening Day Instructions - Spring 2013:   UPDATED ON January 10th, 2013

Please check your Mycom Portal for up-to-date information.

Adding Students

Adding Students Commencing With the First Day of Instruction:

Add Authorization Codes: are available on the Faculty Portal.

Here’s a screen shot of where they are located. (see bottom right corner)

Accessing & printing Add Authorization Codes.

Steps:

• Log into the portal.
• Click on Faculty Tab.
• Click on the Authorization Code Link in the Faculty Registration Tools
• Channel Box. (On right side of the page below Faculty Schedule Box)
• Select the current Term by scrolling down.
• NOTE: Credit & Noncredit Instructors choose Spring 2013 Credit/Noncredit, not the current default term: Winter 2013 Community Ed
• Submit

Scroll through the list of classes. (If any of your classes do not appear in the pull down list, try clicking on [Enter CRN Directly] & enter the CRN)

Click on a class & print out the list.    

To print out a list for another class:

1. Click on the Faculty Services Tab at the top of the page.
2. Click on CRN SELECTION
3. Select the Term
4. Click on ADD AUTHORIZATION CODES & you will get a new list.

Give the four digit Add Authorization code to students who wish to add. Write down the student’s name on your list & keep the list for your records. It is not necessary to write the number on an enrollment card.

Students may use the authorization codes beginning Monday, January 14, 2013 (First Day of the Spring term).

NOTE: Add Authorization Codes will no longer function after the last day to add classes; therefore, do not distribute add codes after the last day to add. The last day to add a full-term course is February 1, 2013. The last day to add short-term courses can be located on pages 15-16 in the Schedule of Classes.

Adding Students on the First Day of Instruction: Faculty who have space available in their class may issue a student an Add Authorization Code and instruct the student to log into the MyCOM Student Portal and follow the instructions for adding a class. NOTE: If a student wishes to process his/her add in person; the signature of the instructor on an Enrollment Card will not be accepted in lieu of the Add Authorization Code.

Automated Waitlist Function

Here is how it works:

• When a class is at capacity, the students may choose to place themselves on the class waitlist.
• If a space becomes available during the registration period, students will be notified by e-mail to their MyCOM Portal e-mail account.
• Students will then have 72 hours from when the e-mail notification is sent to enroll themselves in the class.

Important things to know regarding the automated waitlist:

• Students must meet the course pre-requisite prior to placing themselves in a waitlist.
• Students can only put themselves on one section of the same course.
• Automated wait listing will be turned off on the first day of instruction Monday, January 14, 2013. It will be turned on again in two weeks for Late-Starting classes.
• Once the semester begins students will need an Add Authorization Code to enroll in classes even if they’re on the waitlist.
• Students need to check their MyCOM e-mail inbox daily if they have put themselves on a waitlist.

The most important thing to know about automated waitlist:

If the student doesn’t enroll within 72 hours from when the space availability notification email was SENT, the system automatically removes them from the waitlist.

Add Students from the Waitlist

Faculty may access their waitlist(s) through the MyCOM Portal on the “Faculty Dashboard” Channel. NOTE: Faculty are advised to print out their waitlist(s) prior to the first day of instruction, January 14, 2013 (Opening Day). If you need assistance in printing your waitlist(s) or did not print a copy, please contact your departmental assistant. Faculty wishing to add students from the waitlist must give the student an Add Authorization Code.  

Please remind Students that were on a waitlist in order to use the add codes on the MyCOM portal they must:

• Select “Web Registered” from the Action pull down menu & Submit Changes
• Submit Add Code & Submit Changes

Students that were not on a waitlist simply enter the CRN and get the prompt to enter the add code & click submit.

Waitlists for full-term, early start & short-term classes that begin at the start of the term, will be purged after the first week of the term. Waitlists will be saved & posted on the intranet prior to purging.

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ONLINE CENSUS ROSTERS for Dropping/Withdrawing Students

Dropping or Withdrawing Students:  Census Rosters are available online for full-term and short-term courses beginning with the first day of instruction for the class.

Census Rosters for Spring 2013 classes are available through the MyCOM Faculty Portal beginning the first day of instruction until 7 days after the Last Day to Add (the Last Day to Add is the same as your Add Authorization Code Expiration Date)

To access the a Census Roster, you must be listed as the primary instructor AND your class must have already started.  You will be able to make changes to your census roster until the deadline has passed.

1. Go to the Faculty Tab. On the Faculty Dashboard, select the class and click on the class list (people icon).

1. On the Summary Class List, follow the "Drop/No Show/Reinstate/Census Roster" link.

1. To flag a student as a "No Show", use the drop down "Action" menu box, and select "No Show".  You also have the option to select "Drop" and provide a drop date (MM/DD/YYYY) in the next column to the right.  If you do not provide a date, "today's date" will be automatically populated.  A "No Show" student will display the Registration Status, "Dropped before First Day”.  A student, who was dropped with a date, will display the Registration Status, "Dropped after First Day".  If you need to re-add a student, use the drop down "Action" menu box, and select "Reinstate".

1. Save your changes using the button located at the bottom of the roster page to apply your changes, or your changes to your roster will be lost.

INSTRUCTORS OF POSITIVE ATTENDANCE CLASSES MAY USE THESE SAME PROCEDURES TO CLEAR THEIR ROSTERS OF "NO SHOW" STUDENTS.

IMPORTANT: Please review your class rosters periodically during the first three weeks of instruction (add period) to determine if all students participating in your class(es) are officially registered. If you have students participating in your class(es) and they do not appear on your roster(s) do not allow the student to continue to participate. Send the student directly to the office of Admissions and Records to reconcile the situation. The "Drop/No Show/Reinstate/Census Roster” link will disappear from your faculty dashboard 7 days after census. Drops will need to be processed through Admissions & Records.

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Positive Attendance Classes Drops

Dropping Students Enrolled in Positive Attendance Classes:

Faculty teaching the types of courses listed below will receive “Opening Day Roster for Positive Attendance Classes”.

Positive Attendance Classes:  Are any of the following:

• Short-term credit courses scheduled to meet fewer than 5 days.
• Credit courses scheduled irregularly with respect to the number of days of the week and the number of hours the course meets on the scheduled days.
• Open-entry/open exit credit courses.
• In-service training courses such as credit courses, regardless of length, for police, fire, corrections and other criminal justice system occupations.
• All noncredit courses.

Please see above "Online Census Rosters"  and under Dropping/Withdrawing for more information.

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Student Attendance

In order to attend class, all students should either be on your roster, or have received and Add Authorization Code from you and have a computer printout receipt from A&R or their MyCOM Portal as proof of registration.  If your class has prerequisites or co-requisites, please verify that the student is eligible to take your class.

Pre-requisite Enforcement

Enforcement of prerequisites takes place at the time of enrollment, no longer at the classroom level. Students enrolled in classes that appear on class rosters or waitlists have met prerequisite requirements.

Co-Requisite Enforcement

Courses that require a co-requisite have been populated in BANNER. BANNER is enforcing co-requisite requirements at the time a student registers/enrolls for classes. If a student does not enroll in the required co-requisite course they will be block from enrolling.

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Time Conflicts

As a general rule the State of California prohibits student’s attendance in two or more courses which meet at the same or overlapping time. However, it is recognized that without an occasional overlap in schedule, students could be denied the opportunity to complete their studies in a reasonable period of time. The College of Marin will permit a student to enroll in overlapping courses if (a) rationale justification (scheduling convenience is not one) on a student-by-student basis can be established. An example where a Time Conflict may be approved is where a student needs a course in order to graduate at the end of the term in which the time conflict exists and there is only one section of the course scheduled for that semester, and the student cannot make any adjustments to his/her schedule. Signatures of both instructors are required on the Time Conflict form. Please do not sign a Time Conflict form unless the circumstances warrant the Time Conflict.

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Independent Study (formerly Directed Study) Requirements:

• Students must have completed 12 degree applicable units.
• Students must be in good academic standing and progress standing and have  
• earned a cumulative GPA of 2.0.
• The Independent Study Contract must be completed by the student, approved by the instructor and signed by the department chairperson.
• Independent Study Contracts must be submitted to the Office of Admissions and Records by the last day to add.

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Grading Option Deadline  Pass/No Pass Grading Option

Students may change their grading option on-line through deadline.

Courses that have an option of a Letter Grade or Pass (P)/ No Pass (NP) will automatically default to the Letter Grade option. Students who would like Pass/No Pass grading must choose this grading option by February 19th, 2013 for full-term length courses. The deadline date for short-term courses is located in the Schedule of Classes on pages 18 and 19. Students who wish to make the change in person may submit A “Change of Grading Option Request” form to the Office of Admissions and Records.

NOTE: A student may change his/her selection until the 30% deadline date. Once the deadline date has passed, the selection cannot be changed. Please remind students that they are responsible for making this choice and submitting the appropriate forms.

Courses that are graded only with Pass/No Pass as stated in the Course Outline will default to Pass/No Pass. Course syllabi should be revised to reflect this information.

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ADMISSIONS AND RECORDS QUESTIONS

When are the Offices of Admissions open at Kentfield and IVC?

http://www.marin.edu/admissions/index.htm

Important Dates to Know

IMPORTANT DATES ARE LISTED IN THE CLASS SCHEDULES AND ON THE FOLLOWING PAGE OF THE COLLEGE WEBSITE:

http://www.marin.edu/AcademicCalendar/index.htm

• When is the last day to drop or reduce coursework and still qualify for a refund of enrolment fees, nonresident tuition and international student tuition for full-term credit courses?
• When is the last day to add full-term credit classes in-person?
• When is the last day to add full-term credit classes on-line?
• When is the last day to drop a regular full-term class without a "W" grade? 
• When is the last day to drop a short-term/nonstandard class?  (Date equivalent to 30% of term for short-term/nonstandard classes.)
• When is the last day to select a “Pass, No-Pass” or “Letter” grading option for full–term classes?
• When is the last day to withdraw from full-term class(es) with a "W"?

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Online Faculty Handbook web pages
Technical Contact: Sara McKinnon, Academic Senate President, 415-485-9411 ext. 7924
Content Responsible: Cari Torres , Interim Dean of Instruction, 415-485-9505