Lorraine Shoaf, Associate Dean, Admissions and Records: 222-8649

CONFIDENTIALITY
Student records (including names, addresses, and phone numbers) are not public information. To distribute these without written permission of the student is a violation of Board policy #5040 and The Family Educational Records and Privacy Act (FERPA). Information regarding a student's attendance, performance, grades, etc. is confidential and should not be discussed with parents, husbands/wives, or friends without the specific permission of the student. In addition, enrollment, attendance, grades, and other academic information are likewise confidential information and may be released only with written student consent. However, if a student is a minor child attending college classes, progress may be discussed with parents or guardians. Faculty may wish to consult 4faculty.org's module on Student Privacy Rights for more information.

ATTENDANCE COUNTING
RCC receives funding based on the number of Full Time Equivalent Students (FTES). It is critical that attendance reports be accurate and follow procedures mandated by Title 5 state regulations. Classes are either set up as census classes or positive attendance classes. Funding is based on how many students are present at census or in the case of Positive Attendance classes on the number of hours the student attends.

According to Section 58004 of Title 5 state regulations: No-shows must be dropped from the rolls and students shall be dropped if no longer participating in the course at census, (20% of the class meetings) unless there are extenuating circumstances. "No longer participating" includes but is not limited to excessive unexcused absences but must relate to nonattendance. Extenuating circumstances are verified case of accidents, illnesses, or other circumstances beyond the control of the student.

Census Classes: If you are teaching a census class, you will have a Census Drop Roster on the WebAdvisor menu. You can check My Class Schedule/Deadlines for census dates and other information. Census Drop Rosters should be submitted as soon as ossible on, or after census, but definitely within five (5) days of census day.

Positive Attendance Classes: Funding is based on the actual hours of attendance using the count of enrolled students present at each class meeting. It applies to the following types of courses:

• Short Term Credit Courses (meeting fewer than five days)
• Irregularly Scheduled Credit Courses
• Open Entry/Open Exit Courses
• In-Service Training Courses
• Noncredit Courses
• Apprenticeship Classes
• Tutoring Courses

ATTENDANCE ROSTERS
Faculty download class rosters on WebAdvisor the first day of each term along with authorization codes. Authroization codes can be printed out in advance of the class but do not become active until the first day of class. If you need more authorization codes for your class(es), you may request them from the Microcomputer Helpdesk at 222-8388 or email helpdesk@rcc.edu. WebAdvisor provides several formats to download attendance rosters.

Mark attendance according to the symbols in the top left hand corner of the attendance and grade form. Grades on quizzes, tests and assignments should be noted on the attendance forms. Attendance rosters are turned in to Instructional Department Specialists (IDS) at the end of the class.

ADDING STUDENTS TO A CLASS AFTER IT BEGINS
Students who want to add a class after it begins must obtain an authorization code from you. If your class has a waitlist, it is strongly suggested that you give students that have waitlisted students authorization codes first if they attend the first day of class.

Add and drop deadlines can be found on WebAdvisor at My Class Schedule/Deadlines. Please print out and calendar the dates.

Remind students that they must officially register within the Add deadline (see the Class Schedule or WebAdvisor for deadlines) or they will not be allowed to register for the class unless there are documented extenuating circumstances (Title 5 state regulations).

Add deadlines for Census classes: 3 days before census day

Add deadlines for Positive Attendance classes: 30% of the class meetings

Add deadlines for 96/97 Practicums: to the end fo the term (practicums are also Positive Attendance classes).

Faculty can view class rosters online in real time on WebAdvisor. Please note that students who have not met minimum levels on the RCC Placement Test, have not met prerequisites, or have a hold on their records for some reason, will not be able to register even if they have an authorization code.

PLACEMENT TEST: ASSESSMENT OF BASIC SKILLS
Preparation levels are required for placement in English and/or ESL, Mathematics, and Reading courses. Student placement levels are based on a combination of test scores and other (self-reported) academic experiences. The Accuplacer assessment/placement testing is available in alternative format for individuals with disabilities. Because RCC uses multiple measure placement criteria, placement levels are enforced as prerequisites to courses.

New students must take the Accuplacer Online assessment test for placement into English, Math and Reading courses or the PTESL (Proficiency Test in English as a Second Language) for placement into ESL courses. In most cases, there is no appointment necessary for the Accuplacer test. An appointment is required for the PTESL. Both tests are available at all campuses. Students should call to confirm hours of service: Moreno Valley 571-6492; Norco 372-7156; Riverside 222-8451—or check the Assessment website.

STUDENT ATTENDANCE
All students are expected to attend every session of every course in which they are enrolled. Failure to do so may indicate a lack of serious purpose.

A student may be dropped from a course up to 75% of the class meetings for excessive absences (including tardiness), regardless of cause, if the number of absences or tardies is having an adverse effect upon success in the course. Religious observations, however, are excused; the student should inform instructors prior to such an absence. Work missed for unavoidable cause may be made up with the instructor's approval. Under no circumstances will absences excuse the student from completing all the work assigned in a given course. Afer an absence, it is the responsibility of the student to check with the instructor about completing missed assignments.

INSTRUCTORS DROPPING STUDENTS FROM CLASS
Faculty may drop students before Census Day (20% of the class meetings) by submitting the Instructor Drop Report online on WebAdvisor at https://was02.rcc.edu/Faculty/WebAdvisor?&TYPE=M&PID=CORE-WBFAC&TOKENIDX=8753138277. You must submit the Census Drop Roster on census day or within five days. Failure to do so is a violation of Title 5 state regulations and may negatively impact reporting, financial aid awards and scholarships. Postive Attendance classes do not have census.

After the Census Drop Roster is submitted, you may continue to drop students who are excessively absent by using the Instructor Drop Report online. Instructors have the option of dropping students at any point in the term for poor attendance until the last date to drop with a "W" (75% of the class meetings).

If the class is a Positive Attendance class (and, therefore, not a census class), the instructor drops students who are no shows and can drop students inactively attending up until 75% of the class by going to WebAdvisor and using the Instructor Drop Report. It is important that faculty keep a record of all their drops. Be sure to state your policy on dropping students for poor attendance in your syllabus. If you are not going to drop students (except for no-shows), you need to let students know that it is their responsibility to drop a class; otherwise, they must receive a grade.

STUDENTS DROPPING A CLASS
A student may drop a class on WebAdvisor or Phone Reg or by submitting a completed ADD/DROP card to Admissions. It is not necessary to obtain instructor approval. The deadline to drop with a refund is 2 weeks for a full term class and 10% of the class meetings for a short term class. The deadline to drop without a "W" is 30% of the class meetings. The deadline to drop with a "W" is 75% of the class meetings.

If the student does not drop the class and the instructor has not dropped the student by the deadline to drop with a "W", the student must be assigned a grade.

REINSTATEMENT
Students who have dropped a course, or have been dropped by the instructor, may be reinstated with the instructor's signature on an ADD card. Please be aware that reinstatement may have implications for Admissions and Records accounting and financial aid awards. Check your online roster or ask the student to show you proof that he/she has been officially reinstated.

If the student is not officially reinstated, his/her name will not be on your Final Grade Roster. If reinstatement occurs after final grades have been submitted onine, you must fill out a Request for Final Grade After Term Has Ended form and turn it in to Admissions. Reinstatement after Final Grade Rosters have been submitted online is allowed but strongly discouraged. (Form is available from Admissions or the Dean of Instruction).

TRANSFERS
If a student transfers from one section to another during the semester, the original instructor should record all attendance up to that point and then enter on the attendance and grade form "Transferred to (code number of new class)" and the date. The student must submit an ADD/DROP card to the Admissions and Records office to complete the transfer. Only the instructor of the class into which the student transferred shall report the final grade of such students.

See section below on GRADES, ETC.

for more end of the class/term information

OTHER GENERAL INFORMATION

Athletic Eligibility
In order to be eligible in varsity athletics, a student athlete must be continuously and actively enrolled in a minimum of 12 units during the season of sport. To be eligible for a second season of a sport, the student athlete must complete and pass 24 units with a 2.0 grade point average. Each semester, instructors will complete and return to Information Services office a student progress form . Coaches will contact athletes experiencing academic difficulty and refer them to Tutorial Services or to a counselor.

Auditing Classes
Students must have taken the class previously in order to audit the class. Requests must be approved prior to 30% of the class meetings. No grade is assigned.

Course Repetitions
Students may repeat a course if they have received two substandard grades (D, F, N/C). A student may withdraw from a class a maximum of four times (4 Ws). Refer to the RCCD Administrative Procedure AP4227 for more information.

It is appropriate for students to submit a Request for Course Repetition to the Dean of Instruction for courses that have had substantial curriculum changes and/or courses that are mandated for training requirements as a condition of continued paid or volunteer employment. If classes were taken more than five years ago, a request may also be considered, as long as the student received a standard grade (A, B, C, P, CR).

Early Alert
Matriculation regulations require follow-up on all students. RCCD developed the Early Alert process to notify students of their progress. Instructors will receive an Early Alert form for each of their full-term courses during the fall and spring semesters. Students identified as experiencing difficulty in classes will be contacted by the Matriculation Office and referred to appropriate student support services.

High School Concurrent Enrollment of Minors
High school students who are 16 years of age or have completed the 10th grade, may attend RCC if they demonstrate that they are prepared for college level work. Special requirements and deadlines apply. The Dean of Student Services reviews exception requests.

Individual departments determine which of their courses are appropriate for minor students.

Concurrent students must complete requirements posted on the RCC website and must be approved before being allowed to register. Students may enroll for 8 units or less (fall and spring) and 5 units or less (winter and summer) with approval from parents and principal. They cannot enroll in PE classes.

Concurrent students may not register until the first day of classes and must present a special Registration Card (yellow) to you for your signature. Registered names appear on your Permanent Roster with an (H).

Students who are in Early College of Middle College High Schools have different requirements depending on their program. Check with your campus' Admissions manager if you would like more information.

GRADES, ETC.

Lorraine Anderson, Admissions and Records 951/222-8649

Attendance, Final Grade and Positive Attendance Rosters are official records; they may be subpoenaed by the courts and are subject to audit. Accepting an assignment to teach includes accepting the responsibility for accurate and timely grade and attendance records. All records are subject to audit.

GRADING STANDARDS
Board Policy 5050 - Grading Standards - Title 5 state regulations and RCCD Board of Trustees Policy 5050 addresses grading standards, incomplete grades, credit/no credit classes, credit by examination, grade changes, and a number of other related issues.

To ensure that students transferring to four-year universities and colleges are properly prepared, the College discourages grade inflation. The grade "A" is reserved for excellence. The "good" student who is doing better than average work is a "B" student. Average students receive a "C" and below average a "D;" the "F" reflects a failing grade. A class distribution will most likely show more "Cs" than "Bs" and more "Bs" than "As." The "W" is assigned to a student who drops a course or who is dropped by the instructor from 30% of the class meetings up to 75% of the class meetings. After this time a letter grade must be assigned.
If reinstatement of a student who dropped or was dropped from the class occurs after final grades have been submitted online you must fill out a Request for Final Grade After Term Has Ended and turn it in to Admissions. Reinstatement after Final Grade Rosters have been submitted is allowed but strongly discouraged. (Form is available from Admissions or the Dean of Instruction.

Final Grade, Positive Attendance Rosters, and any Incomplete Contracts must be submitted online at WebAdvisor no later than five (5) days after the course. Attendance rosters should be turned into the Instructional Department Specialist (IDS) who will forward the rosters to Admissions. Attendance rosters on file provide the college with additional documentation in cases where students appeal grades. Accepting an assignment to teach includes accepting the responsibility for accurate and timely records. Instructors should keep a photocopy of these records for reference. Instructors working online on WebAdvisor should print out a copy before clicking the "Submit" button.

Incomplete Grade Contract - The grading policy governing the Incomplete Contract is covered by Title 5 state regulations. It is also addressed in Board Policy 5050. The "I" is a non-evaluative symbol, and its use is highly restricted.

Title 5 state regulations define the symbol "I" as "Incomplete academic work for unforeseeable, emergency and justifiable reason at the end of the term." The "I" grade is given only in cases in which a student is doing passing work, but is unable to complete the requirements for the course during the semester due to an emergency in the last few weeks of school. It may be necessary for the instructor involved to indicate to an auditor the nature of the student emergency which prompted the incomplete grade.

Faculty choose either I/B, I/C,I/D, I/F,or I/NP on the WebAdvisor Grade Rosters. If the student does not complete the work in a year the "I" will automatically change to the grade the faculty has designated.

Faculty must also submit an Incomplete Contract online (see WebAdvisor menu). This contract shall contain the conditions for removal of the "I" and the alternate grade to be assigned if the conditions are not met. Adjunct instructors and instructors who swill be on leave the next term must turn in assignments, exams, and attendance forms with a copy of the contract to the Instructional Department Specialist (IDS). Students cannot repeat the course to make up hours missed, or to complete major portions of the course requirements.

An email will be sent to the student's RCC email address informing him/her that the contract can be viewed on WebAdvisor. Students have one year following the term end to make up the Incomplete.

If the student has completed the requirements specified in the contract, the instructor submits a Student Grade Change on WebAdvisor. This must be done no later than one year after the term ends.

Posting Grades - Grades must not be posted publicly. Faculty may use a self-addressed stamped envelope provided by the student to inform students of their grades. Grades are available to students on WebAdvisor and Phone Reg as soon as they are scanned or submitted online.

Pass No/Pass Classes (formerly Credit No/Credit)
Discipline faculty are responsible for determining the appropriate Pass No/Pass option for each course. All sections of the course must be offered in the same manner. Courses may be offered for Pass No/Pass in any of the following categories and will be specified in the catalog. These are:

o Courses in which all students are evaluated on a Pass No/Pass basis.

o Courses in which each student has the option to individually elect grade evaluation
or Pass No/Pass. Students electing this option must submit a Pass No/Pass form to
the Admissions office no later than 30% of the class meetings.

o All units earned on a Pass No/Pass basis in accredited California institutions of higher
education or equivalent out-of-state institutions shall be counted in satisfaction of community college curriculum and graduation requirements.

Units earned on a Pass No/Pass basis shall not be used to calculate grade point averages. However, units attempted for which NP is recorded shall be considered in probation and subject to dismissal procedures.

Credit-by-Examination - The credit by exam process is delineated by Board Policy on Grading Standards (Board Policy 5050). Credit by examination is approved on a very limited basis. Only students who have completed 12 units at Riverside Community College with an overall grade-point average of 2.0 or better and are actively enrolled in the term in which they wish to petition for crediting exam are eligible for credit by exam.

Students may request credit by examination by completing a Petition for Credit by Exam, available at the Admissions offices. This petition must be approved by the department chair and the campus Dean of Instruction prior to any examination arrangements. In general, the procedure involves multiple assessments of the student's knowledge and skill mastery. The credit by exam policy and procedure is included in the College catalog.

The Credit-By-Examination procedure is different for foreign languages.

Credit-By-Examination (Foreign Languages)

1. In order to apply for Credit-By-Examination in a foreign language, student must assess his/her level to determine the highest level class he/she can enroll in. For Spanish, student takes the assessment test offered at the Assessment Center to determine the highest level he/she can enroll in. [Call 222-8440 (Riverside), 571-6792 (MV), 372-7156 (Norco), 222-8832 (ASL) for dates and to sign up]. For other languages check with the foreign language department for testing procedures.

2. After enrolling in a higher level class, the student may apply for credit for a lower level course no later than mid-point of the term. Student must submit the Foreign Language Credit-By Examination form to the Student Services Specialist in Admissions who will check to be sure student meets criteria: (2.0 G.P.A., currently enrolled in a higher level course, 12 units completed).

3. If approved, student pays applicable fees and turns in the form. Fees are non-refundable and are good only for the current term.

4. Student Services Specialist retains the form until the end of the term.

5. After the student completes the class with a grade of "C" or better the Credit-By-Examination form is returned to the foreign language department along with an unofficial transcript to show proof of achievement.

6. The department completes the Credit-By-Examination form indicating that student may receive credit for the lower level course. Department returns form to Admissions.

7. Admissions and Records on the Riverside campus posts credit.

8. Admissions and Records sends a copy of the form to the student, the department and retains a copy of the form for the files.

9. Student must fill out a new request for each additional class in following semesters. Requests are limited to the three consecutive semesters following enrollment in the higher-level class.

Grade Changes

1. In any course for which grades are awarded, the instructor of the course shall determine the grade to be awarded to each student. The determination of the student's grade by the instructor shall be final in the absence of mistake, fraud, bad faith, or incompetency. Procedures for the correction of grades given in error shall exclude expunging the incorrect grade from the record.

2. The student has one year following the term in which the grade was recorded to request a change of grade. After the one year time limit, the grade is no longer subject to change. The student must file an Extenuating Circumstance Petition (ECP) with appropriate documentation at the Admissions office. Petitions that have grade appeals are sent to the instructor for approval or disapproval.

3. When grade changes are made in accordance with the District's policy on course repetition and academic renewal, appropriate annotations of any course repeated shall be entered on the student's permanent academic record in such a manner that it remains legible, ensuring a true and complete academic history.

4. Instructor submits a Student Grade Change on WebAdvisor.