Faculty Services

Welcome Faculty

Please click the titles to read more about each section

• Census Date

  Please check the critical dates at the top of your attendance roster

  The last day to add these courses is the day prior to the Census Date. 8-week and other length courses will have a much shorter timeline. Please check the critical dates at the top of your attendance roster and make sure your rosters reflect the correct students by the census date.

  Note: 1^st 8 week, 2^nd 8 week, other length courses, Intersession and Summer sessions will have a much shorter timeline. 

• Class Conflicts are Not allowed
  District Board Policy 4226 prohibits multiple and overlapping enrollments. There are no exceptions!
• Add Codes & Add Permits (PDF)

  Add codes can be accessed when viewing your class roster in MyCoast. It is important to provide the students the Add Permit (PDF) when issuing add codes, as they contain important deadlines, instructions, and registration information for the student. Please do not issue add codes to any students wishing to add until the first class meeting.  Add codes are not valid until the first meeting of your class. If a student tries to use the add code prior to the first class meeting the computer will give them an error message which in turn causes a lot of confusion and unnecessary phone calls to the Answer Center.

  Our Add Codes consist of a six-digit, alpha numeric code (3XBT4D) and is case sensitive. Students can validate their add codes and proceed with registration online via their MyCoast portal. Be sure to look carefully at the add code. Sometimes some characters are mistaken for others, therefore, we recommend copying and pasting the add code from your roster.

  Common mistakes:
  

  • Letter O mistaken for zeros (0)
  • Letter I mistaken for # 1 or the letter L
  • Letter Z mistaken for # 2
  • Letter S mistaken for # 5
  • Letter B mistaken for # 8
  • Letter U and V

  If a student experiences any issues with the add codes, please have them submit a Request to Add with Add Code form. For the Enrollment Center to assist the student, the Add Permit must have the student’s information, first date of attendance, the instructor’s signature, and add code. If this information is missing, the student will be redirected to the instructor to obtain the required information.

  Please do not provide a student an add permit if they attended after the deadline. Deadlines are state mandated and the Enrollment Center will deny their request to add.

• Waitlisted Students

  The Coast Community College District utilizes a waitlist for closed classes. You are encouraged to utilize the waitlist when issuing Add Permits. The waitlist list is located on MyCoast > Faculty tab > Other Resources > Faculty Term Rosters.

  The waitlist roster will print from MyCoast after your regular attendance roster(s) and will show a registration code of WL. Once the course begins, the student will need an add permit to register. For the add code authorization box to appear, the student will need to drop themselves from the waitlist and register for the course with the CRN.

  If a student experiences any issues with the add codes, please have them go to the direct link: https://tinyurl.com/addpermit to submit a Request to Add with Add Code form.

  The student will need to attach a completed Add Permit with the student’s information, first date of attendance, the instructor’s signature, and add code. If this information is missing, the student will be redirected to the instructor to obtain the required information.

• Drop No-Shows Before Census & Inactive Enrollments

  Students who drop your class before the refund deadline will show on your Roster with a “DN” status (“Drop with a Refund”). If any of these students with the “DN” designation were “No-shows,” you must change their status to a “No-show” drop prior to your course census date. If the box is grayed out (this indicates that the Census date has passed), and you are unable to update the drop status, please submit the Instructor’s Request for No-Show Drop After Census form. This needs to be done as soon as possible and well in advance of end of the semester.

  It is YOUR RESPONSIBILITY to drop any student who attends your class and then stops attending prior to census by checking the box in the Drop column on the Drop Roster. Please also make note of the student’s Last Day of Attendance (LDA), as it will be requested of you at a future date.

  If a student was dropped as a no-show and then wants to re-enroll into the class, you may give the student an Add Permit only if it is prior to the deadline and seats are available. If a student experiences any issues with the add codes, please have them go to the direct link: https://tinyurl.com/addpermit to submit a Request to Add with Add Code form.

  Throughout the term, you must also drop students who are no longer participating in the course or have excessive unexcused absences.

• Reinstatement & Re-Enrollment

  Re-Instatement

  Please note that the Summer courses have varying dates. For exact deadlines, please check with Faculty Services: OCCfacultyservices@cccd.edu 

  Summer Reinstatement Form

  Reinstatements are for eligible students who attended. If you would like to reinstate a student who attended the course and dropped with the appropriate drop (DN, IN, II, DI, IC, DC), then please complete the  paperwork must be submitted to the Enrollment Center or via email to Faculty Services by the Reinstatement Deadline. The Reinstatement Form requires the student signature as well as your signature.

  Please note that we DO NOT reinstate NO-SHOWS!  If the deadline has not passed, please provide the student with an add permit. If the student has issues with registration, please have them complete the Request to Add with Add Code form before the add code expiration date.

   

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  Re-Enrollment

  If the deadline has not passed, please provide the student with an add permit to re-enroll. If the student has issues with registration, please have them complete the Request to Add with Add Code form before the add code expiration date.

  Re-enrollment are for students who were no-showed (NS) in error, but did attend. The NS drop indicates the student never attended, therefore, the re-enrollment process needs to be done.

  If you would like to re-enroll a student who attended the course, but was dropped in error, then please occfacultyservices@cccd.edu for the form. To verify the student attended prior to the deadline, you are required to submit proof of attendance or participation. We require these additional documentation for state audits.

  Re-enrollments must be done as soon as possible.

• Attendance Rosters/Record Keeping

  Accessing Your Rosters

  All critical dates (withdrawal deadlines, refund deadline, census date) for your courses are listed at the top of your attendance roster. These dates are determined by the state. Please be aware of the dates and follow the deadlines as they cannot be overridden.

  Attendance rosters printed from MyCoast allows you to mark attendance for four weeks. Please print a roster the day your class begins, daily during the first three weeks that your class meets, and as necessary through the semester. Please indicate calendar dates and mark attendance on your attendance roster by using black or blue ink. These rosters are scanned for federal and state auditing. You may submit attendance rosters to OCCfacultyservices@cccd.edu at the end of the semester. If you elect not to submit your attendance rosters, State Ed Code requires you keep them for 3 years and are able to provide them upon request.

  Attendance Codes to use on your roster:

   

  Attendance Legend

  E	The first day when students entered
  P or leave blank	Indicates presence
  / (Slash)	Indicates absence
  T	Tardy
  W	Withdrew - immediately following the last day of the student’s attendance.

  You will be required to enter the “last date of attendance (LDA)” for all non-passing grades (F & NP), Incompletes (I), and drops (DN, DC, DI, IN, IC, II) when submitting final grades.

  In online courses, attendance may include submission of assignments, quizzes, exams, or discussions. Logging into Canvas does not count as attendance or participation. Note: Our office does not accept attendance downloaded off Canvas or Zoom. Instead, you may enter the information onto an excel sheet

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  Submitting Your Rosters 

  Attendance rosters may be submitted via e-mail (as a clear PDF document) or in-person to Faculty Services office (located on 1^st floor of Watson Hall). Our office does not accept attendance downloaded from Canvas or Zoom. Instead, you may enter the information onto an excel sheet and later submit it as a PDF. Please include the term, course name, CRN, instructor’s name, student IDs, student’s first and last name, and dates of your course meetings/assignments.

  It is recommended that you turn in your attendance rosters. If you elect not to submit our attendance rosters, CA State Ed Code requires that you keep them for 3 years for auditing purposes. If you choose to keep the attendance rosters yourself, please be prepared to provide them upon request.  

  For guidance on attendance, please visit the CCCD Administrative Procedure 5070 Attendance.

• Positive Attendance Hours

   Grades cannot be posted until all positive attendance hours are entered.  Hours must be entered for each student listed.  If a student dropped, you must submit the hours they did attend.  If they did not attend enter 00.0 and submit the Instructor’s Request for No-Show Drop After Census form so our office can convert the drop accordingly.

  A number must be listed to every student on your roster by the due dates above.  Without these hours we will not receive state aid to support your educational program.

  If you have questions regarding the attendance hours for your course(s), please reach out to your Division Dean.

• Last Day To Drop with a W

   Please drop all students who have stopped attending or have excessive unexcused absences on or prior to the Last Date to Drop with a “W”.  You must list the last date the student attended.  Please verify your drops by printing your attendance roster.  All students remaining in your class must receive a grade (an incomplete grade cannot be issued for failing to drop someone.)

  For guidance on attendance, please visit the CCCD Administrative Procedure 5070 Attendance.

• Section Change

   A student may request a section change if they are moving from one class into another section of the same class and of the same length. If a student wants to do a section change during the first two weeks of the semester, please give the student an Add Permit instead of signing a section change form. No section changes will be honored until the 3rd week of the semester.

  The student will need to email the Section Change Slip (PDF) to OCCfacultyservices@cccd.edu from their CCCD email address.The student has one week from the date you signed the form to move into the other section. All section changes must be submitted on or prior to the last day to withdraw from the course. 

  Section Change Slip (PDF)

• Last Date of Attendance (Required for "I", "F", "NP" or "W" grades)

  ​Due to Federal Financial Aid rules we must verify the date of last attendance for all students who earn an "I", "F", "NP" or all "W"'s.  When you submit a grade "I", "F","NP" or if the student has a Withdrawal (DN, DC, DI, IN, IC, II), you will be prompted to enter the last date of attendance from your records.  Please note – the date that a student withdrew may not be the same as the last attendance date of the student.

  For guidance on determining the last date of attendance for students, please visit the CCCD Administrative Procedure 5070 Attendance.

• Incomplete Grade Forms

   An incomplete "I" grade can be assigned due to extenuating circumstances only (per CA State Ed Code). In order to assign an incomplete, submit written documentation (per CA State Ed Code) along with the Incomplete Form to Faculty Services by the end due dates above. The form can be signed electronically and emailed to Faculty Services (e-mail listed below) or, in-person at the Faculty Services office (located on 1^st floor of Watson Hall). Please note that in order to verify authenticity, the Incomplete Form (PDF) must be received from your CCCD e-mail address.

  Note: Forms must be signed by the student and faculty member, however, if the student is unavailable to sign the form due to extenuating circumstances, the faculty member may sign on behalf of the student, stating the student has been informed of the incomplete grade and the requirements necessary to complete the course.  Failing to drop a student is not an extenuating circumstance.

  Incomplete Form (PDF)

• Final Grades Due Dates

  Grades are due on MyCoast by the dates listed in the Dates to Remember table. It is imperative that every instructor meet the deadline for grade submission. Transcripts cannot be produced and prerequisites cannot be cleared, until all grades and positive attendance hours are submitted. Grades can be entered on MyCoast, but may also be submitted from Canvas.

  If the student has a preferred name, their legal name will only appear when you enter grades through MyCoast. The student's legal and preferred name can be verified on your attendance roster.

  Guide for Submitting Grades via MyCoast

  Guide for Submitting Grades via Canvas 

  If you are submitting grades through Canvas, please go into MyCoast to add the Date of Last Attendance for any non-passing grades, and do a final review of your grade submission. If you have any questions about your online class or using the Canvas Grade Connector, please visit the IIC website for more information or to submit a help desk ticket.

• Grade Changes

  There is a 1-year time limit to change a grade. Faculty can complete a grade change in-person or via email through their CCCD email. To ensure the security of our records, we may ask you for photo identification for in-person submissions.

  To request a Change of Grade form, please email OCCfacultyservices@cccd.edu from your CCCD email address. Our office will NOT accept requests from personal email addresses since we are unable to verify the legitimacy of the email.

  If you need to find the student's information, please view our  How to Find Previous Student's Information guide.

• CCCD Email Accounts

  Your CCCD email address is listed publicly on our district's website and this is likely where students or staff members will contact you. Additionally, all important communication from OCC will be sent to your CCCD email address, therefore, it is important that all instructors are familiar with this inbox and use it accordingly.

  We encourage instructors to establish electronic communication with students over student's CCCD email accounts. Students and instructors should use their CCCD email for school or academic purposes. The CCCD email is secured and allows instructors, students, and staff to identify the origin of the email it is associated with.

  Additionally, our office is able to verify any requests and/or forms are coming from the student or faculty member in lieu of a photo ID.
  In order to assist you in a timely manner, please include the student’s name, ID number, course name, and CRN of the class in all email correspondence.

• Learning Contracts and Audits

  If a student is seeking to petition for either a Learning Contract or an Audit, then please reach out to your Division Dean for approval. Forms will be available at your Division office.

  Approved and completed forms can be emailed to OCCfacultyservices@cccd.edu for processing.