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Faculty Services


SUMMER 2021

June 14 – August 20, 2021

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 Summer 2021 Welcome Information.pdf document.

 

Add Codes & Add Permits 

Add codes for Summer 2021 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 student confusion and frustration.


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. Due to the short and varied nature of the Summer course sessions, these dates may differ depending on your class meeting pattern. Please be aware of the dates and follow the deadlines as they cannot be overridden.

 

Summer 2021 Deadlines


 Class Length

Sessions Begin the week of 

Session Ends

Last Day to Drop and Receive a Refund

Last Day to Drop to Avoid a "W"

Deadline to select Pass/No Pass grading option

Last Day to Drop with a "W"

1st Summer Sessions Start

 

2nd Summer Sessions

Start

 

3rd Summer

Session

Starts

​June 14

 

 

 

June 28

 

 

 

July 26

 

 

​Refer to your roster's critical dates

 

 

 

 

 

 

​ Refer to your roster's critical dates

 

 

 

 

 

Same as last day to drop to avoid a "W"

 

 

 

 

 

 

 

 Refer to your roster's critical dates

 

 

 

 

 

 

Please refer to the Grade Information Chart for the Session end date.


Census Date

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.  The last day to add these courses is the day prior to the Census Date.  Summer Sessions will have a much shorter timeline.


Last Day To Drop

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

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.pdf requires the student signature as well as your signature.

 

 

Important Grade Information

​Class Length

​Session Begins the week of

​Session Ends

​Grades & Attendance Rosters Due

​Positive Attendance Hours Due

​Incomplete Forms Due

 

​1st 4wk

Session

​June 14

​July 10

No later than Wed., July 15

​No later than Wed., July 15

​No later than Wed., July 15

 

​1st 6wk Session

June 14

July 24

No later than Wed., July 29

​​ No later than Wed., July 29

​​No later than Wed., July 29

 

​1st 8wk

Session

​June 14

August 7

No later than Wed., Aug 12

No later than Wed., Aug 12

No later than Wed., Aug 12

 

​2nd 4wk

Session

​June 28

July 24

​ No later than Wed., July 29

​No later than Wed., July 29

​No later than Wed., July 29

 

2nd 6wk

Session

​June 28

​August 7

​ No later than Wed., Aug 12

​No later than Wed., Aug 12

​No later than Wed., Aug 12

 

2nd 8wk

Session

​June 28

August 20

No later than Wed., Aug 26

No later than Wed., Aug 26

​​No later than

Wed., Aug 26

 

​3rd 4wk

Session

​July 26

August 20

No later than Wed., Aug 26

​No later than Wed., Aug 26

​No later than Wed., Aug 26

 

​Other Length Classes

​Varied Start Dates

​Varied End Dates

​Check with Faculty Services

​Check with Faculty Services

​Check with Faculty Services

 


Grades - Due on MyCoast (MyOCC)

It is imperative that every instructor meet the deadline for grade submission. Transcripts cannot be produced and prerequisites cannot be cleared for Fall courses which begin August 30, 2021, until all grades and positive attendance hours are submitted. Grades can be entered on MyCoast, but may also be submitted from Canvas. Please click here to see a step-by-step guide and video on how to submit grades from Canvas created by the Instructional Innovation Center.


Positive Attendance Hours - Please see the Important Grade Information Chart

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 - Please see the Important Grade Information Chart

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, the Incomplete 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 - Please see the Important Grade Information Chart

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

 

Contact us: OCCFacultyServices@occ.cccd.edu


Faculty Handbook

 

Martha Muñoz-Sanchez                  Ivane Bui                       

(714) 432-0202 Ext. 26374                 (714) 432-5041                       

 

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.