page 1 rev 02-25-15 - faculty central · 2015-02-26 · page 14 rev 02-25-15 the grade change...

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STEP-BY-STEP PROCESS

TO PROCESS AN ONLINE GRADE CHANGE:

→ Go to PASSPORT; log in under Faculty/Staff Access using your network ID. → Go to the Faculty tab on the lower right side. → Choose the term in which the grade was originally given. → Click the Change button for the class in which you want to enter a grade change.

The Grade Change Roster for that class now appears with live links on the names of students who are eligible to receive Web Grade Changes. Click on the student’s name to initiate the grade change.

Online Grade Changes - Faculty Guide This is a quick guide on how to properly report grade changes.

This process allows the primary instructor to process grade changes online within 365 days of the initial grade entry. Any grade change older than 365 days must be submitted by paper to the supervising Academic Dean. Instructors who miss the initial grading window will submit grades through the grade change feature. Grades must be submitted individually for students. Grades cannot be changed at all for students who graduate after the initial grading period has passed and graduation has been posted.

PROBLEMS? LET US HELP YOU. Roster Discrepancies: WH Josh Plazak x5226 [email protected] LK/AIR Karen Walfall x6106 [email protected] JDA Martha Smith x4302 [email protected] ANY E-mail: [email protected] PASSPORT Problems: ANY Sue Candia x5534 [email protected]

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The Grade Change Request form will appear. Only registered and paid students are listed. Certain students may not have live links on their names. Possible reasons are as follows: • The student has already graduated, and this class is prior (or equal) to the graduation term. • The current grade was student-initiated (i.e., the student has withdrawn or audited the class). • The student was previously withdrawn or has an Audit grade (even if instructor-initiated). • The student currently has a Web Grade Change in pending status for this class.

New Grade: Select the new grade from the drop-down. Last Date of Attendance: Some grades require a last date of attendance. Grade Change Reason: Select the appropriate reason. Instructor Comments: Grade Change Reasons require a comment. Academic Manager: Instructors select their Academic Manager from the drop-down. By clicking the Agree. Process Change button, the new grade will display on the previous roster page in a pending status (with the hourglass). It will remain in pending status until it is either rejected or rolled to the student’s academic history. Once the Grade Change form has been completed and submitted, one of the icons below will indicate the current status of the requested change.

See Grade Change icons.

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This is a quick guide about how to properly report students who never attend class.

Polk State is required by the federal government to report students who never attend within a very limited timeframe after the posted Drop deadline. Errors can cause the College to be liable for audit violations, fines, and even suspension of the right to disburse financial aid. This is why your role in reporting never-attended students on time is so critical to Polk State’s compliance with federal regulations.

EVERY class must be reported, even if all students attend.

ATTENDANCE CONFIRMATION PERIOD:

Opens the day after the Drop Deadline

Stays open 3 Days after the Drop Deadline (Count all days including weekends and holidays)

STEP-BY-STEP PROCESS Each class’s attendance confirmation deadline is found in PASSPORT

TO REPORT STUDENTS WHO NEVER ATTEND

1. Please report by the deadline. You will receive an email notification. (Each class’s deadline displays on the Attendance Confirmation page.)

2. Confirm identity with photos on Class Roster when photos are available. 3. In the [Instructor Schedule] in PASSPORT, click the [Open] button under Attendance

Confirmation. (See the back of this guide for more details.) 4. If everyone has attended, click the red All Students Have Attended. 5. If not everyone has attended, click by each student who has not attended. 6. Click Save Changes. 7. If you have students who have never attend and have not paid, they will show on the class roster

but not the attendance roster. E-mail this information to [email protected] or your campus registrar contact. (See #1 below for email contact)

TO REINSTATE A STUDENT THAT HAS RETURNED TO CLASS

1. E-mail [email protected] or the campus contact

WH: [email protected] LK/Airside: [email protected] LW: [email protected]

2. E-mail changes are accepted until the Attendance Confirmation Deadline. 3. Send all changes from a Polk State College e-mail address only. Include:

a. Course code, course name, and reference number b. Student name and ID #

4. After the Attendance Confirmation Deadline, you must complete a reinstatement form. E-mails will no longer be accepted.

Never Attended - Faculty Guide

NEW: Never attended report results in a DROP not a Withdrawal. Students do not owe. When reinstating students, if Fin. Aid has been disbursed already, they will need to pay for the class. They were refunded for any held fees and tuitions when the class was dropped at the time never attended was reported.

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PROBLEMS? LET US HELP YOU. Roster Discrepancies: WH Josh Plazak Ext. 5226 [email protected] LK/AIR Karen Walfall Ext. 6106 [email protected] JDA Martha Smith Ext. 4302 [email protected] ANY E-mail: [email protected] PASSPORT Problems: ANY Sue Candia Ext.5534 [email protected]

There are three rosters/lists available in PASSPORT for each of your classes. They serve different purposes. If you need help getting to your roster page, review the faculty help online at the PASSPORT link on the polk.edu website. Class Roster

• Lists all students who are allowed to attend a class. • Displays each student name whether or not a student has an outstanding balance. • Displays grades already given, including withdrawal grades and audit grades.

Grade Roster

• Lists only students who are allowed to get a grade. • Students with an outstanding balance will not be displayed, so we collect the grade differently.

Attendance Confirmation List

• Lists all students in the class (except those with an outstanding balance). • This option is open between the Drop deadline for the class and the Attendance Confirmation Deadline

for the class. If you miss the Attendance Confirmation Deadline: (We hope this does not happen)

• Do not give an F at the end of the term. • Upon discovery, immediately contact the Assistant Registrar with the student information.

Click [Open] on the Reference Number line when you are ready to report Attended and Never-Attended students for the class.

Click the checkbox by students who never attended. Be sure to click Save Changes!

Every class requires reporting. Press All Students Have Attended for classes where appropriate. REPORT EVERY CLASS BY THE POSTED DEADLINE!

Deadline for entering attendance.

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Retention (At-Risk) Early Warning System Guide

This is a quick guide about how to report at-risk students using the Retention Tracking roster.

Students that are at the risk of failure in class should be reported. Do not report conduct issues through RetentionTracking. Use the Disruption Discipline form. There are three reasons the Retention Tracking would be activated on your class:

1. You have a collegiate high school student in your class. 2. Your class is part of Polk State’s QEP. 3. You are teaching a developmental class in English, reading, or mathematics.

The Advising Office works with QEP and Developmental; then, if able, additionally reported students. The collegiate high schools work with collegiate students reported.

STEP-BY-STEP PROCESS

The reporting is done by the professor in PASSPORT.

You may report at any time between Drop/Add deadline and the end of class. We recommend that you report students early enough that intervention can help the student complete the class successfully. Click the Report button to enter the Retention Tracking roster.

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Listed in the screen below are several performance indicators that can be selected to describe the performance of the student(s) enrolled in your class.

Select the Retention Tracking number on the student row that best corresponds with the reason for reporting. Press the Save Changes button to complete reporting.

Need help with students? Contact the Advising office at any campus or center.

Student needs to drop-down in Math or English sequence

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FERPA Quick Facts

(FERPA TRAINING AVAILABLE –Contact your Assistant Registrar) PARENTS

• Do not share grades with parents or even hint about grades to parents. • Do not tell parents a student’s specific attendance in your class. • Do not tell a parent which class of yours a student is in or what days the class meets. • If parents call and ask you about their children, you may feel free to share any observable

information. Examples of observable information are: o I have not seen your son for a while around campus. o Your daughter is tearful every time I see her. o I saw him leave about 4:00 in a black Toyota Camry with several others.

• Parents are eligible to have student information if they have claimed their child on their taxes. Send a parent to the Registrar, who will make the determination and e-mail instructions to you.

STUDENTS • Don’t ask students to sign permission to talk to parents while the parents are in the room. • You are not obligated to share your personal notes about a student or his performance. • Do not provide a detailed written reference without a signed consent. Do not provide

information about student’s graduation status; instead, refer that request to the Registrar. • Do not transport FERPA-protected data in an unsecure manner (in an unlocked car or on

a jump drive or CD.) • Do not publically post grades using IDs, part of the SS#, names, or other identifiable

FERPA-protected information. You may post by a random number that you assign students for the class.

• Do not post a list of students who are exempt from a final, or who are not exempt from a final, or any other reason that would indicate the student’s grade or class standing.

• Be aware of students who are Non-disclosure. Their name or identifying information cannot be listed outside a door (for students to sign) or in any place you publically leave information for students.

• Do not leave graded tests in a stack for students to sort through. • Do not circulate a printed class list with the Student SS# or Student ID. • Do not return graded items in order of grade (e.g. highest to lowest). • Do not send group e-mails that indicate grade situations where the student e-mails are

visible such as: “You are in danger of receiving a failing grade.” You may send group e-mails if you put the e-mail addresses in the Blind Copy line.

• Do not provide anyone with student schedules or lists of students enrolled in your classes.

• Do not give information about the student’s progress in your class over the phone—except to the student after proper identification has been established or to a Polk State College employee with a legitimate right to know.

• Do not respond to students with FERPA protected information in e-mail without validating that you are interacting with the student.

• You may sign or add a student grade to any progress report the student asks you to sign as long as you return it to the student. General rule of thumb: If you sign it and give it to the student, you do not need a release.

OTHERS • Do not share student grades or progress with others unless it directly relates to the

person’s job. • Use the FERPA release form found in the Public [P] drive if you share information, and

submit it to the Admission and Registrar’s office to keep in the student’s record.

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NON-DISCLOSURE STUDENTS

• A non-disclosure student will not be identified as non-disclosure on your class roster in PASSPORT. You will be notified by the District Registrar’s office when a non-disclosure student is in your class.

• Do not speak to anyone, not even the student over the phone, when the student is non-disclosure. When you see the student in class, inform him/her in person that due to non-disclosure, you must follow that rule.

• Ask the student to provide ID the first time you speak to him/her so that you are sure of the student’s identity.

• Do not put that student’s name on a roster or list such as for field trips or bus rides, on displays for class projects, or reported outside the classroom in any way other than to a college employee for official college business or, if the student specifically asks you, to sign a form or sheet which you hand back to the student.

• Do not respond to a parent or other person’s inquiry about the student. Your answer should be “I have no information available to share with you on a student by that name. You may feel free to contact the Registrar.”

ONLINE NON-DISCLOSURE TIPS • If the student is in an online class, only communicate with the student through his or

her PAL or my.polk.edu email. • Communicate class information only using the PAL email. You may receive

communication from the student using my.polk.edu, for example, the student writes to you and tells you he has questions about careers in the field. You can respond to him or her with answers about careers in the field. Do not copy his Student ID or other identifying information, even if he included it in the subject or body of the email.

• Do not send group emails including this person in the TO field, only in the BCC field. • The student’s work in the class, participation in the class, responses in the class are

treated the same as any other student. • Do not serve the student by phone.

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