Faculty Resources

General Information

To alleviate the additional burden on students to pay for classes right away, the District has suspended the drop for nonpayment process beginning with the Spring 2023 semester. What does this mean?  Students will no longer be dropped for not paying their fees. It will be the student’s responsibility to drop their class(es) through the MyVCCCD portal by the deadline to avoid being charged fees. This is a significant change, as it now places the responsibility on the student to drop their class(es).  Faculty will play a crucial role in ensuring students are not negatively impacted.

Faculty are strongly encouraged to drop no-shows by the refund deadline, so the students are not assessed any fees but no later than the census deadline.  

Enrollment fees are set by the State and are subject to change without notice and may be retroactive. All other fees are set by Ventura County Community College District Board of Trustees and are subject to change by Board Action.

General Information

Print and view your class rosters regularly to ensure all students attending classes are officially registered. It is critical that all students are officially registered prior to census. 

Please be sure there are no students on your roster who have not been attending your class regularly.

The printable roster from the MyVCCCD roster is the official record of students registered in your course. Canvas is not the official record.

Most registration issues can be resolved early when dealt with prior to the deadline. If students are having issues registering for classes, please refer the student to Admissions & Records for assistance. We are available remotely via email, phone, or video chat. 

California Virtual Campus (CVC)

Ventura College will be going live on January 18th (tentatively) as a teaching campus for CVC. This will allow any student enrolled at any community college in CA to enroll in online classes at VC seamlessly. No application for admission is required for the student to enroll in up to two classes. To accommodate and easily identify CVC students, they will appear on your roster with an enrollment status of RX. 

Preferred Name

New students who included a preferred name on their application for admission will now have the preferred name included on your class roster. Continuing Students who have a preferred name that is different than their legal name can now have the preferred name added to their college records, by completing a form on 59shoushen.com/forms. The preferred name will appear on all rosters, schedules, Canvas and the portal. 

Minor Designation on Roster

Effective Spring 2021, there is a notation on class rosters to indicate if an enrolled student is minor. The only indication is a small "t" sign. 

General Information

The waitlist process functions different for semester length classes versus short term classes. Please consult the start and end dates of your course carefully to determine which process applies. 

Semester Length Classes

The waitlist process extends through the end of census and applies to both semester length and short term classes, which means students can still add their names onto waitlists for the 1st week of the semester. Add authorization numbers will not be needed until the beginning of the 2nd week of the semester. 

As students drop classes and adjust their schedules during the first week and as you drop no-show enrolled students, their movement out of a class will open up a seat and the 1st waitlisted student will automatically be enrolled. This will then allow all other students on the waitlist to move up a position and create space for a new student to add their name to the waitlist.

Short Term Classes 

Waitlists for short term classes close on the census date. 

Canvas Access

Students that are waitlisted will have access to Canvas. When a student is waitlisted, they will show up on your roster as waitlisted. 

They will only have access to Canvas as a waitlisted student until census is recorded for both semester length and short term classes.

This means if the student is not officially registered after the time allotted was a waitlist student, they will be automatically dropped from the waitlist and lose access to Canvas. 

Please be advised the list of students in Canvas is not the official class roster. Waitlisted students will show up on your Canvas list, but this does not mean they are officially registered in the course. 

Students that are waitlisted in your class will show up in Canvas as waitlisted. 

Add Authorization Code Deadlines

Semester Length Classes

Short Term Classes

General Information

Add authorization codes are faculty permissions for a student to enroll in a class. They will not work if a student has time conflicts, is attempting to exceed their maximum number of units, has taken the class the maximum number of times allowed, or has not met the enforced prerequisites.

Add authorization codes are created the first Friday of the semester. Five (5) codes are created for each scheduled CRN and posted to the official roster. The codes are unique to each CRN, non transferrable, and can only be used once. The add authorization codes are valid up until the day before census. 

Add authorization codes, if given, must be given to students in order of their priority on the waitlist. If you have no waitlist or if you have codes left after accommodating all waitlisted students, you are free to give the remaining codes to any student who requests one. 

Students are not required to be on the waitlist to add a course with an add authorization code, but priority must be given to those students on the waitlist. 

Requests for additional add authorization codes must be submitted through the division dean.

Student Registration and Payment

Students registering for a course with an add authorization code must pay the same day to finalize registration. If a student fails to pay the same day they register, they will be dropped from the class. Payment plan options may be available.

If students are waitlisted in a class and are now registering with an add authorization code, they must first drop the waitlisted course and re-add the same class. They will be prompted to enter the code. If students neglect to drop the class first, they will receive an error message saying they are trying to enroll in a duplicate course. 

• How to Guide - Registering for a Course with an Add Authorization Code

Preparation for Census

Click HERE to access a tutorial video

Census for full length, semester long, classes is the fourth Monday of the semester. Specific census dates are always listed in the academic calendar, online schedule of classes, and the official class roster in the MyVCCCD portal under the faculty tab. Reporting is due the day before census. All enrollment is "locked" as of census. Drops and certification of the roster must be done before the census date on your roster. The reporting deadline is also listed in red on the roster.

Each semester, the college is required to report an accurate count of it's students. Only those students who are officially enrolled and actively attending/participating in classes are eligible to included in the census count. Students not participating must be dropped. The college's funding for the entire semester is based on this census. Your role in this process is to certify that the enrollment in each of your classes is accurate.

The certify census button in the drop roster will be available until the day before census. The census certification button is not available until 10 days prior the census date of the class.

Note: In accordance with section 5.2.A.(1) of the faculty contract, census reporting requires a timely submission of census. In order to ensure no additional follow up is needed with the division dean, please make sure census reporting is complete before the deadline.

How to Certify Census

The three steps below MUST be completed to certify your course(s):
1. Review and confirm your class roster for each class.
2. Drop any "no show" or inactive students, if you have any.
3. Click on the “Certify Census” button at the bottom of the drop roster. Once you click on it, the button will then be replaced by the date/time you certified your
roster. This box will disappear as of the census date as the census reporting deadline will have passed.
NOTE: The Certify Census button must be clicked to certify and comply with census reporting requirements.
After you click on the “No Drops to Report” button, your census certification will be replaced with the date/time you certified your course.
You will receive a confirmation email with a list of the courses you certified for census.
Beginning on the census date, students will no longer be able to add a semester length class. This includes any students that have been attending your class since the beginning of the semester.
Please refer any students that are having difficulty adding the class to the Admissions & Records. Most registration problems can be resolved if they are dealt with prior to the add deadline. We are available remotely to assist students via email at vcadmissions@vcccd.edu, by phone at (805) 289-6457, or through Video Chat.
Remember that census dates differ for short-term classes. Check your roster or Instructor’s Detailed Schedule in Faculty Web for the census date of each short-term class you teach. The same rules apply as above, all enrollments must be finalized prior to the census date.

Automated Census Submission Reminders

If the deadline to certify census for any class is missed, an automated, daily reminder to submit documentation to the Admissions & Records Office will be sent through email. This is a district wide practice with each college providing the messaging and process for faculty submitting census documentation after the deadline.

General Student Information

It is the student's responsibility to drop class(es) by the appropriate deadline as shown on their Schedule/Bill, Online Schedule of Classes, and Academic Calendar. Students who remain enrolled after the refund deadline are not eligible for a refund and remain financially responsible for payment of fees even if they drop the class or are dropped by their instructor.

Census Drops

Each semester, the college is required to report an accurate count of it's students. Only those students who are officially enrolled and actively attending/participating in classes are eligible to included in the census count. Students not participating must be dropped by the faculty through the drop roster in the MyVCCCD portal under the Faculty Tab.

Drop in Error

Students who have been dropped in error may be eligible for a reinstatement with faculty approval, provided they have been in attendance prior to the census date. To reinstate a student, the faculty member will complete the Reinstatement Request in the MyVCCCD portal under the Faculty tab, by clicking on Faculty Forms - VC.

General Information

The final exam schedule is posted by the Office of Institutional Effectiveness, and is available on the Academic Calendar page.

Final Exam Conflicts

If a student needs to make alternate arrangements for their final exam schedule, they must talk to the faculty member. 

Shorter Than Semester Length Classes | Late Start Classes

Late start or short classes that are scheduled to end before the last day of the semester will have final exams during the last scheduled class meeting.

Saturday | Sunday Classes

Final examinations for Saturday/Sunday courses will be held on the last day of class at the time the class normally meets.

Student Request for Early or Late Examination

Students requesting early or late exams may obtain a petition from the instructor or Division Office. Approved petitions are to be filed in the office of the Division Dean prior to the exam date.

Students should always refer to the class syllabus to confirm day/time of final examination, as the schedule may be subject to change without notice.

General Information

Final grades are due two working days after administering the final. 

Grading Confirmation

When all your grades are successfully submitted for a CRN you will receive an email to confirm.

Last Date of Attendance

When entering grades, faculty must note a last date of attendance for any student assigned an "F"  or "NP" grade. The online grade roster will return an error if an "F" or "NP" is awarded without the attendance date. Please note that an error will prevent all grades from being submitted until the required date is provided. If a student attended all semester and earned an "F", then the last date of attendance should be the last day of the term.

• The last date of attendance box for any "F" or "NP" grade issued will not appear until the "Submit"  button is clicked. When the grade of "F" or "NP" is initially selected, the last date of attendance will say "None" until the "Submit" button is clicked.
• The date must be entered in the following format: mm/dd/yyyy (i.e. 05/19/2021).
• A last date of attendance is not required for "W"s. Please ignore the last date of attendance field for "W"s.

Changing a Grade

• If a students letter grade grade was entered incorrectly, you must submit an Grade Change Petition to adjust the grade. 
  • To change Incomplete Grades, see the Incomplete Grade Change section below.
• The Grade Change form is available in the MyVCCCD portal by clicking on the link Faculty Forms - VC.

  • The form is completely electronically routed. You will receive a few emails along the way. One when you submit the form and another when A&R is done processing the form.

"SP" Grade for Noncredit

Effective Fall 2020, all noncredit courses are graded. 

• There is a new "SP" grading option to all noncredit classes. The "SP" evaluative symbol is defined as "Satisfactory Progress towards completion of the course (used for noncredit courses only and is not supplanted by any other symbol)."
• The "SP" designation shows that students are progressing and have acquired some of the skills and knowledge needed to achieve course outcomes but still have work to do. This "SP" grade is intended for students who came to class and learned something but didn't gain the competencies of that class. "SP" is considered a non-passing grade.
• All noncredit classes will have the option of an "SP" grade regardless of the grading mode of the noncredit class. The "SP" grade can be assigned to letter graded noncredit courses and Pass/No Pass graded noncredit courses.
• The "SP" grade is available in the final grade roster.
• An "SP" grade will not count towards a noncredit certificate until the student has registered for the course and achieved a "P" or letter grade (C or better).

Incomplete Grades

Incomplete Grade can be issued by faculty if the student has extenuating circumstances for not being able to complete the course.

• It is up to faculty to determine if an Incomplete Grade is appropriate. 

  • If students would like to request an Incomplete Grade, they contact the instructor of the course to discuss this option.

  • The instructor MUST complete an Incomplete Grade Agreement, available in Faculty Forms - VC, for every incomplete grade assigned. 

  • Faculty must note in the agreement description, if Canvas work is required or if the student needs to access Canvas from a previous term.

  • Additionally, students might need to complete the Audit for Incomplete Make Up Work Petition on 59shoushen.com/forms.

    • The petition is needed if a student will need access to a class scheduled in an upcoming term as part of their Incomplete make up work. 

  • Admissions & Records will coordinate with the Distance Education team to ensure the student is given the proper access.

Changing an Incomplete Grade

• When the student completes their Incomplete make up work, you must submit an Incomplete Grade Change to change the Incomplete default grade to the grade earned with the make up work factored in. 
• The Incomplete Grade Change form is available in the MyVCCCD portal by clicking on the link Faculty Forms - VC.

  • The form is completely electronically routed. You will receive a few emails along the way. One when you submit the form and another when A&R is done processing the form.

• Students who do not complete the make up work within the one year allotted time, will be automatically assigned the default grade.

Determine if your class is Positive Attendance

When you view your roster in the MyVCCCD portal, it will say on the roster if the class is positive attendance.

Entering Hours and Submitting Rosters for Positive Attendance Classes

Detailed backup outlining DAILY Positive Attendance records are required for the annual audit. Detailed backup is no longer collected by division offices. Please upload your PDF or Excel or .CSV file via Positive Attendance Record Submission in addition to entering your per student total hours on the grade roster based on the following guidance:

• For positive attendance-type classes, enter the positive attendance hours on the final grade roster at the same time you submit your grades. Most classes are not positive attendance, so the HOURS column will say N/A.
• All students that enrolled in your course will appear on your final grade roster, even if they dropped the course. Please record all hours for all students, as apportionment is based on total posted hours. This includes any students that dropped with a “W” or “EW”.

The funding for positive attendance courses is solely based on the number of hours you collect and report, so it is very important that you keep a detailed record of the student’s attendance.

Setting up your Positive Attendance Roster

If you are teaching a positive attendance classes you need to:

• Keep a detailed, daily log of attendance in their classes for every student
• Report the cumulative hours attended for every student (even those who take a W) at the end of the semester when grading.
• Submit your detailed, daily log of attendance to Admissions & Records through the Positive Attendance Roster Submission link available in VC Faculty Forms.

Keeping a detailed, daily log of attendance can be accomplished through 1 of 2 methods.

1. By keeping an excel spreadsheet generate from their excel roster. It is easier to understand and with some simple formulas, it can calculate automatically how many hours each student earned in the semester. I’ve attached two examples of faculty who keep attendance on the spreadsheet.
2. Or, if the courses is a lab using Accudemia or CI Track for the student to check in and check out, IT can help the faculty export the attendance record from Accudemia or CI Track at the end of the term, and we will accept this file.

Hybrid Classes and Positive Attendance

If you are teaching a positive attendance class that is a mix of synchronous and asynchronous, you track both types of student activity. The asynchronous components can be tracked by assigning a reasonable number of contact hours to each assignment, and if the student submitted the assignment they earn the hours. A system for tracking the hours is at your discretion, but it must be reasonable and clearly noted on the roster.

Sample Positive Attendance Rosters

Registration and Fees

Effective Summer 2020, noncredit students will register themselves for the course through their MyVCCCD portal. 

View the How to Register Online pdf guide or How to Register Video for step by step instructions.

Noncredit students are not charged tuition on general fees when they register.

Census

Every faculty member, credit or noncredit, must complete census reporting.

Grading

Effective Fall 2020, all noncredit courses are graded. Noncredit courses do appear on a noncredit transcript and can be used towards state approved certificates of completion. 

• There is a new "SP" grading option to all noncredit classes. The "SP" evaluative symbol is defined as "Satisfactory Progress towards completion of the course (used for noncredit courses only and is not supplanted by any other symbol)."
• The "SP" designation shows that students are progressing and have acquired some of the skills and knowledge needed to achieve course outcomes but still have work to do. This "SP" grade is intended for students who came to class and learned something but didn't gain the competencies of that class. "SP" is considered a non-passing grade.
• All noncredit classes will have the option of an "SP" grade regardless of the grading mode of the noncredit class. The "SP" grade can be assigned to letter graded noncredit courses and Pass/No Pass graded noncredit courses.
• The "SP" grade is available in the final grade roster.
• An "SP" grade will not count towards a noncredit certificate until the student has registered for the course and achieved a "P" or letter grade (C or better).

Positive Attendance

Most noncredit courses use the positive attendance accounting method. Faculty need to track detailed, daily attendance. At the end of the semester you will enter hours when you grade and submit the positive attendance roster through Faculty Forms - VC.

The new Registration Planner has been implemented. Students can use this new scheduling tool to select courses, list their availability, compare potential schedules, register for classes, drop courses and plan courses in advance.  

View the How to Register Video for more information.  

Electronic faculty forms are available to you in the MyVCCCD portal. To access the forms follow these steps:

1. Log into your MyVCCCD Portal
2. Click on the Faculty Tab
3. Find the first box, Faculty Self-Service
4. About halfway down is a link, Faculty Forms - VC
5. Click the link
6. The link opens in a new tab with all the forms
7. Click on the link of the form you want to fill out
8. The form opens in a new tab. 
9. Fill out the form
10. Click submit
11. The form is electronically routed to all parties
12. You receive an email confirmation for submission and when the form is approved by A&R

How-to-Guide: Accessing Faculty Forms - VC

If the census for a CRN is not certified by the reporting deadline on the roster, the district sends automated email reminders to complete census. To certify the census after the deadline, click the link in the email or the Census Certification Deadline Exception Form in Faculty Forms - VC.

How to Guide: Submitting the Census Certification Deadline Exception Form

Late Add Requests are for students who were never registered in the course, but have been attending since before census. Students dropped for nonpayment were never officially registered and would need a Late Add Request.

How to Guide: Submitting the Late Add Request Form

Reinstatement Requests are for students who were officially registered and paid, but were dropped by accident - either by themselves or faculty. 

How to Guide: Submitting the Reinstatement Request Form

Positive Attendance Rosters are now submitted directly into our document retention software, OnBase. Submit your roster through the link in Faculty Forms - VC. Submitting through the link also provides you with confirmation emails when the roster is accepted.

How to Guide: Positive Attendance Roster Submission