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Faculty Services

FALL 2020

Welcome, Faculty! For a quick start-of-term checklist and guidance on what to do before your first class, before census, and immediately after census, please see our Welcome Information document.

Add Codes & Add Permits 

Add codes for Fall 2020 have been generated. They 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 day 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.

Drop No-Shows 

Title 5 Code of Regulations Section 5800 et seq. mandates that faculty drop all no-show students from their roster.  Each year OCC undergoes an audit by the state to verify that no shows are dropped prior to census. 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.

Students who drop your class before the refund deadline will show on your Roster with a “DN” designation (“Drop with Refund”).  When submitting your drops please determine if any of these students with the “DN” designation were “No Shows”.  If so, you must change their status to a “No Show” drop prior to the Census date of your course.  If the box is grayed out (which is an indication that the Census date has passed) and you are unable to update the drop status, you should contact Faculty Services (email listed below) to complete and submit the appropriate form so that we can make the required changes.  You must provide your attendance roster, for auditing purposes, so we can verify that the student never attended the class. This needs to be done as soon as possible, preferably prior to the end of the semester.

If a student was dropped as a No-Show and wants to re-enroll into the class, you may give the student an add permit to register prior to the expiration date on the add permit if seats are available.

Dates to Remember

All critical dates (add/withdrawal deadlines, refund deadline, census date) 

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.

​Class Length​Session Begins the week of​Session Ends​Grades & Attendance Rosters Due​Positive Attendance Hours Due​Incomplete Forms Due​P/NP Deadline
​16 weekAug 24
​Dec 12
​No later than Thu, Dec 17
​No later than Thu, Dec 17​No later than Thu, Dec 17​Sat, Sep 12
​1st 8 weekAug 24
Oct 17
​Fri, Oct 23
Fri, Oct 23
​​Fri, Oct 23
​Refer to your roster's critical dates; Same as the Last Day to Withdraw to Avoid a "W"
​2nd 8 week​Oct 19
​Dec 12
​No later than Thu, Dec 17​No later than Thu, Dec 17​No later than Thu, Dec 17​Refer to your roster's critical dates; Same as the Last Day to Withdraw to Avoid a "W"
​Other Length Classes​Varied Start Dates​Varied End Dates​Check with Faculty Services​Check with Faculty Services​Check with Faculty Services​Refer to your roster's critical dates; Same as the Last Day to Withdraw to Avoid a "W"

Census Date

For 16 week courses: Monday, September 7, 2020
For 1st and 2nd 8-week courses: Please
 check with Faculty Services

The last day to add these courses is the day prior (Sunday, September 6, 2020). 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.

Last Day To Drop

For 16 week courses: Saturday, November 14, 2020
For 1st and 2nd 8-week courses: Please refer to your roster’s critical dates under "Last Date 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.)

Reinstatement Deadline

For 16 week courses: Monday, November 30, 2020
For 1st and 2nd 8-week courses: Please
check with Faculty Services

If you would like to reinstate a student all paperwork must be submitted to the Enrollment Center or Faculty Services by the Reinstatement Deadline.  The reinstatement form requires the student signature as well as your signature.

Important End-of-Term Information

Grades - Due on MyCoast by Thursday, December 17th

It is imperative that every instructor meet the deadline for grade submission.  Grades for 16 and 2nd 8 week courses cannot be posted, transcripts cannot be produced, and prerequisites cannot be cleared for Intersession/Spring courses which begins January 4, 2021, until all grades and positive attendance hours are submitted. 

Positive Attendance Hours - Due Thursday, December 17th

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

Last Date of Attendance Required for "I", "F", "NP" OR "W" grade

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, 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.

Incomplete Grade Forms - Due Thursday, December 17th

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 of the term. During the campus closure, the form can be signed electronically and emailed to Faculty Services (e-mail listed below). Please note that in order to verify authenticity, theIncomplete Form 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.

Attendance Rosters - Due Thursday, December 17th

Attendance rosters may be submitted via e-mail (as a clear PDF document) or USPS mail to Faculty Services.  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. 


REMINDER: For more Fall 2020 important information please see your Pete's Points for Professors.

Contact us:

Martha Muñoz-Sanchez                  Ivane Bui                       

(714) 432-0202 Ext. 26374                 (714) 432-0202 Ext. 25041                       

Faculty Services is located in:

Enrollment Center, 1st Floor, Watson Hall*

*For the safety and well-being of our community, the Enrollment Center is temporarily closed until further notice. During this time, we are still available to assist faculty, however, the best way to reach us is via email.