IMPORTANT INFORMATION
Drop no-shows prior to census
Grade changes can be done in-person or via email (if sent from CCCD email address)

Welcome Faculty

Below are guidelines to remember every semester including important dates and deadlines. If you have further questions, we can be reached by emailing OCCfacultyservices@cccd.edu 

 

Spring Term Dates: January 30 - May 27, 2023

Add codes are located on your Attendance roster and Blank Add Permit are emailed to your CCCD email. Please note that add codes are not valid until the first class meeting.

Welcome Letter from Office of Instruction

Welcome Letter from Faculty Services

Pete's Points - A reminder for you throughout the term

Title 5 Code of Regulations Section 5800 et se. 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 Show".  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, please submit the Instructor’s Request for No-Show Drop After Census form. 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.

Instructor’s Request for No-Show Drop After Census form

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.

If a student experiences any issues with the add codes, please have them submit a Request to Add with Add Code form. If the deadline has passed, 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.

Please do not provide a student an add permit if they attended after the deadline. Our office is unable to add the student and will deny their request.

 

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.

DATES & DEADLINES
Class Length Session Begins the week of Session Ends Section Change Deadline Reinstatement Deadline Grades & Attendance Rosters Due Positive Attendance Hours Due Incomplete Forms Due P/NP Deadline
Intersession Jan. 3 Jan. 28 Same as last day to drop to with a "W" Check with Faculty Services No later than Wed, Feb. 1 No later than Wed, Feb. 1 No later than Wed, Feb. 1 Same as the Last Day to Withdraw to Avoid a "W
16 week Jan. 30 May 27 Sat, April 29 Mon, May 15

No later than Friday, June 2

No later than Friday, June 2

No later than Friday, June 2

Sat, Feb. 18
1st 8 week Jan. 30 March 26 Same as last day to drop to with a "W" Check with Faculty Services No later than Wed, March 29 No later than Wed, March 29 No later than Wed, March 29 Same as the Last Day to Withdraw to Avoid a "W"
2nd 8 week April 3 May 27 Same as last day to drop with a "W" Check with Faculty Services

No later than Friday,

June 2

No later than Friday,

June 2

No later than Friday,

June 2

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 Check with Faculty Services Check with Faculty Services Same as the Last Day to Withdraw to Avoid a "W"

 

fall 2022 Important Information

Please navigate through Fall 2022 information by selecting the tabs below

Grades:

16 & 2nd 8 Week: Friday, January 6th

Due to new Federal Financial Aid regulations, it is imperative that you submit your grades and positive attendance hours (if applicable) on or before the due date (above) in order avoid financial sanctions against the College. OCC is a top transfer College in CA, and we have multitudes of students that need transcripts sent to 4-year Colleges and Universities by stated deadlines. Your assistance is greatly appreciated. Please understand that transcripts cannot be generated or sent to universities until all grades from all faculty members are submitted.

Please view our Submitting Final Course Grades sheet for instructions on ways to submit your grades at the end of the term.

If you are submitting grades through Canvas, please go into MyCoast to add the Date of Last Attendance for any non-passing grades, drops, 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.


Students Who Never Attended Prior to Census:

It is critical to drop and report no-shows prior to census. We understand that students can be overlooked during the first two weeks of school. If you find any students that never attended your course and should have been dropped or converted to a "No-Show (NS)," then please submit the Instructor’s Request for No-Show Drop After Census form. Title 5 Code of Regulations Section 5800 et se. mandates that faculty drop all no-show students from their roster and each year OCC undergoes an audit by the state to verify that this has occurred.

This also includes any students who drop your class before the refund deadline and shows on your Roster with a "DN" designation ("Drop with Refund").  The "DN" designation will need to be converted to "No-Shows (NS)" if they never attended, otherwise you will be required to enter a last date of attendance. 


Positive Attendance Hours:

Not all courses require instructors to enter positive hours. Instructors who require to enter this information was notified by Faculty Services in the beginning of the term.

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 by the grades due dates.  Without these hours we will not receive state aid to support your educational program.

You can contact your dean or Faculty Services (occfacultyservices@cccd.edu) if you need to verify if your course requires this.


Last Date of Attendance:

​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 Grades: 

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 (occfacultyservices@cccd.edu) or, in-person at the Faculty Services office (located on 1st 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.


 Attendance Rosters:

Attendance rosters may be submitted via e-mail to occfacultyservices@cccd.edu (as a clear PDF document) or in-person at the Faculty Services office (located on 1st 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.  

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.

DATES & DEADLINES
Class Length Session Begins the week of Session Ends Section Change Deadline Reinstatement Deadline Grades & Attendance Rosters Due Positive Attendance Hours Due Incomplete Forms Due P/NP Deadline
16 week Aug. 26 Dec. 17 Sat, Nov. 19 Mon, Dec. 5 No later than Friday, Jan. 6 No later than Friday, Jan. 6 No later than Friday, Jan. 6

Sat, Sept. 17

Extended to Dec. 3*

1st 8 week Aug. 26 Oct. 22 Same as last day to drop to with a "W" Check with Faculty Services No later than Wed, Oct. 26 No later than Wed, Oct. 26 No later than Wed, Oct. 26

Same as the Last Day to Withdraw to Avoid a "W"

Extended to Oct 1*

2nd 8 week Oct. 24 Dec. 17 Same as last day to drop with a "W" Check with Faculty Services No later than Friday, Jan. 6 No later than Friday, Jan. 6 No later than Friday, Jan. 6

Same as the Last Day to Withdraw to Avoid a "W"

Extended to Dec 3*

Other Length Classes Varied Start Dates Varied End Dates Check with Faculty Services Check with Faculty Services Check with Faculty Services Check with Faculty Services Check with Faculty Services

Same as the Last Day to Withdraw to Avoid a "W"

Please contact Faculty Services for updated deadline*

 *Per California Community Colleges Executive Order 2022-02 The Coast Colleges (Coastline, Golden West College, Orange Coast College) has extended the deadline to select a Pass/No Pass grade option, due to the ongoing nature of the COVID-19 pandemic.

Need Help?

Contact us at:  
Martha Muñoz-Sanchez
(714) 432-0202 Ext. 26374
Ivane Bui
(714) 432-5041

Faculty Services is located in: Enrollment Center, 1st Floor, Watson Hall*

*To view the most up-to-date Enrollment Center hours of operation, please visit our Enrollment Center home page.  Our office is also available to assist faculty and students via email during normal business hours.

 


 

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