Faculty Roster User Guide

My Class List - User Guide for Faculty

(Print Roster & Attendance Sheet, E-mail, Export to Excel, Drops, Census, and Add Codes)

Display Class List (Roster)

Navigate to the  Faculty Channel and click on Faculty Online Services Tile

1. Click on My Class List (Active Roster) which is listed under Faculty Online Services.

2. This will display a list of terms by campus.  Highlight term and click  Go.

3. A list of your classes for quarter selected will display.

4. Note that this screen displays the basic information about the class such as CRN (Course Registration Number), Day & Time, Status, Units, Maximum enrollment, and number of students by status (Enrolled, Withdrawn, Dropped & Waitlisted).

5. Click on the class link (the name of the class displayed in blue)  and the class roster will display.

6. You can also select a different term and college from the drop-down list  and click “ Go” to display your classes for a different term or college.

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Note:

• The ETUDES column only displays for Foothill distance learn- ing classes.  Green indicates and ETUDES class, red is not one.

• Census Signed column now confirms that you census was signed and submitted.  No more guessing.

• You will also see a lot of the information that use to be only on the Essentials page.

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To return to the faculty tab, click on the button in the upper left- hand corner of the screen.

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ActiveRoster Display

A couple of things to pay attention to:

1. Both the Active Roster and My Class List open in separate tabs or windows (depending on how your browser is configured).

2. The various roster functions are initiated by icon buttons or drop-down menus on the top of the list of students.

3. If a student is dropped or withdraws, the date of the action displays.

4. When grades are entered they appear on the roster.

5. Students on the Waitlist will have a Status of “Waitlisted” and a number under Wait #.  That number is assigned once and does not change.  Before the first day of the class, the student with the lowest waitlist number will be contacted by e-mail if a seat becomes available.  The student has twenty-four hours to register for the class.  If they do not register, they will continue to be listed as Waitlisted, but their number will be removed.  Students who are given an Add Code and register for the class will have their status changed to Registered.

6. Waitlist numbers will not always be sequential.  If you have two students with the same number, please contact Admissions and Records.

Essentials – a Menu Option

To view the essential information about the class, select Essentials from the Menu drop-down list on the far left of the tool bar.

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The Essentials is divided into three tabs:

1. Attributes Tab: lists all of the important dates.

   • Last day to add the class.  (See page 7 for Add Code instructions.)

   • Drop days: The last day a student can be dropped and still get a refund, without a “W” grade

   • The Census Date – see more about Census on page X.

   • For Positive Attendance classes, the maximum number of hours you can give to a student.

     This line will not display report Positive Attendance for the class being viewed.
     

2. Enrollment – the same information that displays on your list of classes.

Schedule – When and where the class meets.

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SortIng the Roster

There are three options for sorting the roster:

1. Click the  top of column you want sorted. Select Ascending or Descending.  If you select Columns (the bottom option on the drop-down), you will be able to select which columns you want displayed on your roster.
   Note: You can add a column for first and last name if you wish.

2. The  Fi lter b ut to n (on the tool bar between Select All and Multi-Sort) allows you to filter the list, or limit the list to the items in the filter you have selected.

3. Clicking the  Mul ti -So rt button will cause a popup window to appear.

   • Use your mouse to drag the fields you want to sort on to the right-hand window.

   • Use your mouse to place the fields in order.

   • Click  A pp ly.

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Print Button

The Print button is used to print rosters, attendance sheets and Add Codes.

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• Print Roster will print it exactly as it is displayed.

• Print Custom Roster will all to select which of the column you want to print.

• Print Photo Rooster will display student information and photo for all registered students.  If the student has not obtained a student ID card, there will not be a photo.  All information on this roster is confidential and should not be shared with students.

• Print Add Codes will be available on the first of school and not before.  You can also view your Add Codes

• Attendance Sheets can be printed with or without the student’s IDs listed and in either landscape or portrait orientation.

Attendance Sheet

1. Attendance reporting is one of the ways that the State of California evaluates how well we are serving our students.  To make the process easier, instructors can print a pre-formatted attendance sheet for every class from Active Roster.  If you will be distributing the sheet to students to sign-in on, please make use the version without student IDS.

2. Click the Print button and select the Attendance Sheet from the drop-down.

3. Large classes may take several pages to list the registered student.  Using the portrait orientation will list more students per page.  The portrait version will list nine class meetings and 36 students per page.

4. Regular weekly classes will list the dates the class will meet starting with the date that the form is printed.

5. Distance Learning/Online/TBA classes will not have the dates included.

6. Classes that meet every day, Monday through Friday, will not have all of the meeting dates on the form the first time you print it.  You will need to go back and print the form again on the day that you need a new attendance form.  You can print the form as often as you wish.  A landscape version of the form is available.  It will provide room for fourteen class meetings and twenty-two students per page.

7. You can print the form as often as you want to.

How to Use the Attendance Form

• Instructors of  P ositiv e A tten d-a n ce classes should record the number of hours (rounded to the nearest quarter hour) that each student attends each scheduled class.  This can then serve as your input when you enter your grades and hours at the end of the quarter.

• Instructors can also use the form for recording grades, assignments and attendance.

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The Completed Form

• At the end of the quarter, en- ter all totals.

• Sign the form on the last page and initial each additional page.

• Turn the form into Admissions and Records where it will be scanned and stored as a digital image.