Rosters and Documentation

Stanly Community College is an equal opportunity educational institution and employer. The College does not practice or condone discrimination in any form against students, employees, or applicants on the grounds of race, color, national origin, religion, gender, age, or disability consistent with the Assurance of Compliance with Title VI and VII of the Civil Rights Act of 1964, Executive Order 11246, Title IX of the Education Amendments of 1972, the Rehabilitation Act of 1973, and the Americans With Disabilities Act of 1992.

ROSTERS AND DOCUMENTATION Rule

  Executive Leadership Team 05-20-2019
  ICORE 04-17-2019

Follow these steps to accurately enter grades and attendance in WebAdvisor.

Online Courses

Steps taken when a course begins (Online)

  • Access the Census Report in WebAdvisor.
  • Access the census report in Canvas.
  • Compare students listed on Class Roster and Census Report. Contact registrar regarding any discrepancies.
  • Access the Web Attendance Tracking in WebAdvisor and select Attendance Tracking. Select the course to enter the Attendance Entry page.
  • Enter an “E” in Attendance Entry in WebAdvisor when students complete their first academic activity as defined as First Participation (Curr. E Date) in the Census Report. The first academic activity should be based on the common census activity within Canvas.
    • Select “No Show” in Attendance Entry in WebAdvisor if students do not complete an activity on or by the census date.
    • Once a “No Show” is indicated in Attendance Entry, the Registration Office will drop the student from the class.
    • Select the “I hereby certify…” box before submitting.
  • Check Class Roster daily during drop/add period for drops/adds and compare with Census Report in Canvas.
  • Compare Class Roster and Census Report again after deletes for non-payment are completed.
  • Entry dates are due within 24 hours of the census date.

Steps taken during course when student withdraws (Online)

  • Access Census Report in Canvas.
  • Access the Web Attendance Tracking in WebAdvisor and select Attendance Tracking. Select the course to enter the Attendance Entry page.
  • Enter an “L” in Attendance Entry in WebAdvisor for when students complete their last academic activity as defined as Last Participation (Curr. L Date) in the Census Report.
  • For online courses, a student’s last academic activity may be housed within a third-party software or website. Faculty should save documentation of student’s last academic activity dates in third-party sites through a screenshot or downloaded data.
  • Select the “I hereby certify…” box before submitting.

Access Grading in WebAdvisor, select the correct semester, and under Final Grading enter “W” under Grade for the student (Last Date of Attendance should already be there from where L was put in Attendance Entry; if no date is present, go back into Attendance Entry to enter the Last Date of Attendance) and click submit.

  • Do not enter a date on the Final Grading screen.
  • Do not check the certify box before submitting on the Final Grading screen.

Steps Taken when course ends (Online)

  • Access the Web Attendance Tracking in WebAdvisor and select Attendance Tracking. Select the course to enter the Attendance Entry page.
  • For any student that is withdrawing or has failed the course, enter an “L” in Attendance Entry for when students complete their last academic activity as defined as Last Participation (Curr. L Date) in the Census Report.
    • For online courses, a student’s last academic activity may be housed within a third-party software or website. Faculty should save documentation of student’s last academic activity dates in third-party sites through a screenshot or downloaded data.
    • Select the “I hereby certify…” box and the final submission box before submitting.
  • Access Grading in WebAdvisor, select the correct semester, and under Final Grading and enter all grades.
    • Select the “I hereby certify…” box and submit.
    • Grades are due within 24 hours of the class end date.

 

Hybrid/Web-Assisted Courses

Steps taken when a course begins (Hybrid/Web-Assisted)

Hybrid, Web-Assisted Courses have both seated attendance and online attendance. Both need to be entered into Web Attendance. This information also applies to classes that have multiple seated components but no online portion.

  • Seated component:
  • The component of the course that includes the specific meeting dates needs to have attendance noted based on the students attending the seated portion.
  • There may be more than one different component containing meeting dates. If so, all components need “E” dates in each individual one.
  • An “A” should be entered when a student is absent from the scheduled meeting date. It is assumed that the student is present when the date is blank.
  • When a student is withdrawn, an “L” needs to be put into each component of the class representing the last attendance date (of each component).
  • Online component (the room should be ONL):
  • Access the course Class Roster in WebAdvisor.
    • Access the Census Report in Canvas.
    • Compare students listed on Class Roster and Census Report. Contact registrar regarding any discrepancies.
  • Access the Web Attendance Tracking in WebAdvisor and select Attendance Tracking. Select the course to enter the Attendance Entry page.
    • Enter an “E” in Attendance Entry in WebAdvisor when students complete their first academic activity as defined as First Participation (Curr. E Date) in the Census Report. The first academic activity should be based on the common census activity within Canvas.
    • Select “No Show” in Attendance Entry in WebAdvisor if students do not complete an activity on or by the census date.
    • For hybrid or web-based classes, if the student attends either or both components (online/seated), he/she should NOT be marked “No Show”. He/she should only be marked “No Show” if the student has not participated in both components.
    • Once a “No Show” is indicated in Attendance Entry, the Registration Office will drop the student from the class.
    • Select the “I hereby certify…” box before submitting.
  • Check Class Roster daily during drop/add period for drops/adds and compare with Census Report in Canvas.
  • Compare Class Roster and Census Report again after deletes for non-payment are completed.
  • Entry dates are due within 24 hours of the census date.
  • Enter “E” dates based on the first access date into the online component (the room should be ONL).
  • Absences are not needed for online components unless the instructor just wants to track some type of attendance.

Steps taken during course when student withdraws (Hybrid/Web-Assisted)

  • If a student who needs to be withdrawn from a hybrid/web-assisted class, an “L” needs to be entered in the students last date of each component (both seated and online) within Attendance Entry in WebAdvisor and a “W” grade issued in the Final Grading. “L’s” must be entered in reverse chronological order. Enter the course component (seated or online) which is the later last date of academic activity/attendance first, and then enter the course component (seated or online) which was the earlier last date of academic activity/attendance second.
  • Seated component:
  • Access the Web Attendance Tracking in WebAdvisor and select Attendance Tracking. Select the course to enter the Attendance Entry page.
  • Enter an “L” in Attendance Entry in WebAdvisor for when students last attended the seated portion.
  • Select the “I hereby certify…” box before submitting.

*Online component (the room should be ONL):

  • Access Census Report in Canvas.
  • Access the Web Attendance Tracking in WebAdvisor and select Attendance Tracking.

Select the course to enter the Attendance Entry page.

  • Enter and “L” in Attendance Entry in WebAdvisor for when students complete their last academic activity as defined as Last Participation (Curr. L Date) in the Census Report.
  • For online components, a student’s last academic activity may be housed within a third-party software or website. Faculty should save documentation of student’s academic activity dates in third-party sites through a screenshot or downloaded data.
  • Access Grading in WebAdvisor, select the correct semester, and under Final Grading enter “W” under the Grade for the student (Last Date of Attendance should already be there from where L was put in Attendance Entry; if no date is present, go back into Attendance Entry to enter the Last Date of Attendance) and click submit.
    • Do not enter a date on the Final Grading screen.
    • Do not check the certify box before submitting on the Final Grading screen.

 

Steps Taken when course ends (Hybrid/Web-Advisor)

  • Seated Component:
    • Access the Web Attendance Tracking in WebAdvisor and select Attendance Tracking.

Select the course to enter the Attendance Entry page.

  • For any student that is withdrawing or has failed the course, enter an “L” in Attendance Entry in WebAdvisor for when students last attended the seated portion.
  • Select the “I hereby certify…” box and the final submission box before submitting.
  • Online component (the room should be ONL):
    • Access Census Report in Canvas.
    • Access the Web Attendance Tracking in WebAdvisor and select Attendance Tracking.

Select the course to enter the Attendance Entry page.

  • For any student that is withdrawing or has failed the course, enter an “L” in Attendance Entry for when students complete their last academic activity as defined as Last Participation (Curr. L Date) in the Census Report.
  • For online components, a student’s last academic activity may be housed within a third-party software or website. Faculty should save documentation of student’s last academic activity dates in third-party sites through a screenshot or downloaded data.
  • Select the “I hereby certify…” box and the final submission box before submitting.
  • Access Grading in WebAdvisor, select the correct semester, and under Final Grading and enter all grades.
    • Select the “I hereby certify…” box and submit.
    • Grades are due within 24 hours of the class end date.

 

Traditional Seated Courses

Steps taken when a course begins (Traditional)

  • Access the course Class Roster in WebAdvisor, Contact registrar regarding any discrepancies.
  • Access the Web Attendance Tracking in WebAdvisor and select Attendance Tracking. Select the course to enter Attendance Entry page.
  • Enter an “E” in Attendance Entry in WebAdvisor for when students last attended the seated portion.
  • There may be more than one different component containing meeting dates. If so, all components need “E” dates in each individual one.
  • An “A” should be entered when a student is absent from the scheduled meeting date. It is assumed that the student is present when the date is blank.
  • Select “No Show” in Attendance Entry in WebAdvisor if students do not attend on or by the census date.
  • Once “No Show” is indicated in Attendance Entry, the Registration Office will drop the student from the class.
  • Select the “I hereby certify…” box before submitting.
  • Check Class Roster daily during drop/add period for drops/adds.
  • Compare Class Roster again after deletes for non-payment are completed.
  • Entry dates are due within 24 hours of the census date.

 

Steps taken during course when student withdraws (Traditional)

  • Access the Web Attendance Tracking in WebAdvisor and select Attendance Tracking. Select the course to enter the Attendance Entry page.
    • Enter an “L” in Attendance Entry in WebAdvisor for when students last attended the seated portion.
    • Select the “I hereby certify…” box before submitting.
  • Access Grading in WebAdvisor, select the correct semester, and under Final Grading enter “W” under Grade for the student (Last Date of Attendance should already be there from where L was put in Attendance Entry; if no date is present, go back into Attendance Entry to enter the Last Date of Attendance) and click submit.
  • Do not enter a date on the Final Grading screen.
  • Do not check the certify box before submitting on the Final Grading screen.

 

Steps taken when course ends (Traditional)

  • Access the Web Attendance Tacking in WebAdvisor and select Attendance Tracking. Select the course to enter the Attendance Entry page.
    • For any student that is withdrawing or has failed the course, enter an “L” in Attendance Entry in WebAdvisor for when students last attended the seated portion.
    • Select the “I hereby certify…” box and the final submission box before submitting.
  • Access Grading in WebAdvisor, select the correct semester, and under Final Grading and enter all grades.
    • Select the “I hereby certify…” box and submit.
    • Grades are due within 24 hours of the class end date.