Faculty Training

Faculty play an important role in helping students understand registration options and deadlines. The information below summarizes key policies instructors should be aware of when advising students.

Adds

• Students are responsible for adding their own classes through the MySLCC Student Portal during scheduled registration periods.
• If a class is closed, students may monitor seat availability and use the waitlist option when available.
• Faculty cannot override registration caps or add students directly to closed sections; students must follow established registration procedures.

Drops

• Students may drop classes through the published drop deadline listed in the Academic Calendar.
• Classes dropped by the deadline:
  • Do not appear on the student’s transcript
  • Result in a tuition refund or adjustment, as applicable
• Faculty should administratively drop students who do not attend or engage within the first week of the term. See Faculty Drop for Non-Attendance for details.

Withdrawals

• After the drop deadline, students may withdraw from classes during the first 60% of the term, per the Academic Calendar.
• A withdrawal:
  • Appears on the transcript as a “W”
  • Does not affect GPA
  • Does not generate a tuition refund
• Exceptions may be considered only through the Registration Appeals process and require documentation of extenuating circumstances.

Waitlists

• When a seat opens in a closed class, the first eligible student on the waitlist receives notification via SLCC BruinMail.
• Students have 24 hours to register once notified.
• If the student does not register within that window, the seat is offered to the next student on the waitlist.
• Students on a waitlist are not officially enrolled and should be reminded to monitor email closely.

Faculty Drops for Non-Attendance

During the designated drop period, faculty should drop students who do not attend or demonstrate engagement in the class.

Administratively dropping students for non attendance:

• Opens seats for other students during the add and waitlist period, and
• Avoids the need for faculty to submit failing grades for students who never attended.

Students who never attend a course and receive a failing grade may experience significant financial and academic consequences, which can negatively impact student success and progression.

Drop Guidelines

• Face to face and synchronous classes:
  Students who do not attend class or contact the instructor by the second class meeting (or the first meeting for classes that meet once per week) may be administratively dropped by the instructor. The final opportunity to drop a course is the published drop deadline.
• Online asynchronous classes:
  Students who do not submit any required coursework by the first published assignment deadline may be administratively dropped by the instructor. The final opportunity to drop a course is the published drop deadline.

DROP INSTRUCTIONS:

1. Log into MySLCC
2. Go to Faculty Classroom Management card
3. Select Registration Status Page
   Download roster and confirm registration date to ensure the student didn't recently add the course and so didn't have a chance yet to attend
4. Return to Faculty Classroom Management card and select Faculty Services
5. Select Drop Roster
6. Locate section
7. To open the class roster, Click anything but the Title and CRN link (See image below)
8. Change the Action from ‘None’ to ‘Faculty Administrative Drop’
9. Scroll to the bottom of the screen and click ‘Submit’

• Faculty work with their Academic Departments to issue overrides for prerequisites, co-requisites, time conflicts, duplicate courses, and department approvals.
• Students proceed to register themselves after the override is entered.

The Student Advisor Profile allows students to have an overall view of their academic information, and Advisors and Faculty Advisors to see a similar view of the academic information for their advisees, or potential advisees. The types of information available are:

• Student biographical information – Name, Email, Phone number, and Vandal Number
• General information – Academic Level, Class, Active Status, Student Type, Campus, and the First and Last Terms Attended
• Graduation Application Status
• A list of all the advisors assigned to the student
• Their current curriculum, Institutional, Transfer and Overall Earned Hours and GPA
• Prior Schools Attended and Test Scores
• A list of the student’s current classes
• Notes
• Registration status
• Current Holds and the ability for a student’s advisor to remove the Advisor Hold
• More information can be found here:
  • Advisor Student Profile
  • Attendance Tracking

What does it mean to audit a course?

Traditional Students

• The audit option is no longer available for students to select during registration
• If a traditional student wants to audit a course, they will need to complete the Audit Registration Request

Senior Citizen Waiver Students

• Assigned an SRC student attribute and fee assessment code upon admission.
• Students can no longer select the audit option from the registration portal.
• Registration status is updated from an RW to AU audit status from a nightly database report (processed by the Records and Data Management group)

• Canvas Login
• SLCC Online and Canvas Support
• Canvas Resources
• Canvas Grading Scheme instructions: Enter My Final Grades
• How to change Grading Scheme

Faculty and Advisor – search for course description, class list, waitlist, and enrollment count

Step 1

Find the Faculty Classroom Management card in MySLCC and click on class list

Step 2

From the class list choose a term (it should go back several years)

Step 3

With the term in place, refine your search by inserting the Subject code and Course number (must be capitalized)

Step 4

Click on the correct row, hover your cursor over the Subject/Course Number/Section (example below outlined in red) and then click. This will open the complete roster for this particular section

Step 5

The complete class roster will appear for the selected course. You can also see waitlist and total enrollment numbers here

Academic Concerns = Concerns that have to do with the delivery of the course from the academic side. This would include issues with the professor, issues with content, delivery of content, long-term technology issues etc. Anything that happens in the classroom that could impede a student’s ability to be successful.

Types of Enrollment Exceptions

• Adding Course to Student Registration
• Section Change
• Credit Change
  • Credit changes can be made anytime during the semester.
  • A credit change for a previous semester can be granted only if the request is for the immediate previous semester
• Withdrawal
• Administrative Drop
• Last Date of Attendance (LDA) is required when dropping or withdrawing students.
• If a student was awarded financial aid (see TSAAREV for term activity), make sure you notify the student before making the change.

Instructions for Students (Current)

1. Student submits Enrollment Exception form found in the Student Forms card in MySLCC
2. Instructor approves the request.
3. Then, the Academic department (Dean/Chair/Coordinator/Admin) approves the request.
4. Finally, the request form is sent to the Office of the Registrar and Academic Records for processing.

It is recommended that students contact their instructor before submitting the Enrollment Exception request. For questions regarding the process, contact Registration@slcc.edu

Rules

• Enrollment Exceptions are only requested/processed outside an active add/drop/withdrawal period for the current term. Students requesting audit (AU) to credit (RX) may submit in the current or prior term.
• SLCC, as an institution, does not drop students for non-attendance, however, faculty should drop their students for non-attendance/non-engagement. See Faculty Drop for Non-Attendance/Engagement.
• For personal issues outside of the classroom, please see the Registration Appeals for a list of extenuating circumstance and instructions.

Frequently Asked Questions:

• What if the student has an issue/problem with the instructor?
  • Have them go straight to the Academic Department.
• What if the student is an athlete requesting an enrollment exception?
  • There is a separate form for the student athletes. Contact the Assistant Coach to submit.
• What if the student was awarded financial aid and is requesting a drop, withdrawal, or credit change?
  • Students are encouraged to first meet with a Financial Aid Advisor to discuss potential changes in registration.

• FERPA for faculty

• Entering Final Grades
  • Canvas – Submitting Final Grades through Canvas
• Grading Scheme
  • Sign into Canvas > Course you would like to grade
  • “Enable Course Grading Scheme” should be checked, otherwise continue
  • Settings > Course Details > View Grading Scheme (if the scheme does not match your syllabus, click on “Select Another Scheme” to change it)
  • Update Course Details to save.

Additional Resources/Contacts

MySLCC Contact Information

1. Login/Technical Issues
   • Technical Support Help Desk website (with Live Chat)
   • Phone: 801-957-5555
2. Grade Submission Issues
   • Academic Department
   • The Office of the Registrar
     • Phone: 801-957-4288

Canvas Contact Information 

24/7 Canvas Support:

• Faculty: 801-957-5125, Option 2
• Email: support@instructure.com

• Grade change requests may be completed through the MySLCC
  1. Log into MySLCC > Faculty Forms card > Faculty Grade Change link
  2. Under Faculty Forms card
     • Click Faculty Grade Change
  3. Select Class to Display the Class Roster
     • Class Roster will open below
       • NOTE: Only class rosters within one year after the course was offered will show.
  4. Select a student in Class Roster
     • Grade Change Request form will open below.
  5. Select New Grade from drop down
     • • NOTE: To post an Incomplete grade contact your department to fill out the incomplete form.
       • NOTE: E grades require the last date of attendance (LDA). Format for LDA = MM/DD/YYYY. See LDA information below.
     • Hit Submit
  6. Confirmation window will appear
     • Hit confirm
     • Allow for 1-3 business days for processing
  7. The Faculty and the Dean for the subject will receive an email notification once processed.

Grade Change Guidelines:

• If a student has not graduated, a grade can be changed by a course instructor within 12 months of the end of the semester in which the grade was given.
• If a student has graduated, or if more than 12 months have elapsed, a grade can only be changed with the approval of the Registrar. The instructor or department submitting the request must provide a rationale for the request.
  
  • Email student/course information along with a detailed explanation for the change request to FacultyGradeChange@slcc.edu.
  • Please note: If more than 24 months have elapsed, these requests must have significant evidence of institutional error.
• If a course instructor is not available, course change requests may be initiated by the department or college that offers the course.

Note: These guidelines are established to ensure compliance with state and federal enrollment reporting and auditing guidelines and standards.

Additional Resources/Contacts

Faculty Support Centers

Faculty Center Support Line: 801-957-4004

• For Taylorsville Redwood Campus, press 1
• For Jordan Campus, press 2
• For South City Campus, press 3
• For International Aviation Education (Airport) Center, press 4
• For Herriman Campus, press 5
• For Miller Campus, press 6
• For Westpointe Campus, press 7
• For the West Valley Center, press 8

Locations and Center Hours
Resources

MySLCC Contact Information

1. Login/Technical Issues
   • Technical Support Help Desk website (with Live Chat)
   • Phone: 801-957-5555
2. Grade Submission Issues
   • Academic Department
   • The Office of the Registrar
     • Phone: 801-957-4288

Canvas Contact Information 

24/7 Canvas Support:

• Faculty: 801-957-5125, Option 2
• Email: support@instructure.com

The Incomplete Grade Contract may be requested by students who cannot continue in class because of extenuating circumstances beyond their control (such as serious illness, death in the family, or change of employment) with proper documentation. The following are some of the guidelines to be followed:

• The student must be passing the course at the time of the Incomplete grade request.
• A substantial portion of a course must be completed before an Incomplete is given. A substantial portion of a course is generally defined as 70%; however, the final decision is based on the instructor's discretion.
• • The student must submit an Incomplete Grade Contract request form via MySLCC > Student Form Card > Incomplete Grade Contract Form.
  • The last day that a student can initiate the Incomplete Grade Contract is the same day that grades are due for the term. *see Academic Calendar for dates
• The student does not re-register for the class, students should work directly with the instructor to complete the contract.
• The student who fails to fulfill the contract by the determined completion date or within one year of when the Incomplete was received will (a) have their 'I' grade changed to the grade of 'E' (failing), and (b) be required to retake the class in order to receive credit.
• Faculty must submit a grade change request (MySLCC > Faculty Forms > Faculty Grade Change) when the student has completed the requirements of the course.

Incomplete Grade Contract instructions and steps

1. The student must submit an Incomplete Grade Contract request form via MySLCC > Student Form Card > Incomplete Grade Contract Form. Send supporting documentation for the extenuating circumstance directly to instructor/academic department.
2. Instructors will receive an email notification of the request, or they can check the Faculty Forms card under Incomplete Grade Contracts.
3. Instructors will review the contract request to approve or deny. If approved, they will list the remaining coursework for completion and set a deadline for the course work to be finished.

   • 

     • Suggested time period is six months, however the time may not exceed one year from the end of the requested term.
4. Student is notified via email that the instructor has approved their request and instructions for the remaining coursework and time limits for completion. The student will then need to accept or deny the terms of the Incomplete Grade Contract.
5. Signed requests by both student and instructor will then be sent to the Office of the Registrar who will add the “I” grade to the students record. A copy of the contract will be sent via to student, instructor, and academic department.
   
   • One month prior to the time limit date, a reminder will be sent to both student and instructor.
   • If the student fails to fulfill the contract by the determined completion date or within one year of the requested term, the Incomplete grade will be changed to the grade of "E" (failing).
     
6. Once the coursework is completed and submitted, the instructor will then go through the Faculty Grade Change request form in MySLCC to update the ‘I’ grade to a final grade.

For more information, contact your department or the Office of the Registrar at 801-957-4288.

Last Dates of Attendance-Format: mm/dd/yyyy

Last dates of attendance (LDA) must be submitted for students receiving a grade of "E" (failing). If a student never attended the class, please submit the LDA as the first day of the semester.

Last Day of Attendance for Registration Appeals

Last dates of attendance (LDA) are also required for all students submitting Registration Appeals for the current semester. When a student contacts you to submit their last date of attendance, please follow the steps below to submit the form. Appeals will be denied if the LDA has not been received by the time it is under review.

To find the form login to your MySLCC > ORAR Internal Forms card > Last Dates of Attendance.

Before submitting the form, please check the “This request is for a Registration Appeal” box to ensure it will be sent to the correct office.

MySuccess prompts faculty to give regular feedback to students along with the tools to improve and an easy way for the student and advisor to close the loop with faculty once the feedback has been implemented.

• MySuccess for Faculty

• Student Forms

What do I do if a Student Fails a Class?

Please contact the student Academic Advisor via MySuccess (on MySLCC) for students who are not performing well in your course to discuss options and other available resources.

If a student earns a failing grade (E), assign a failing grade on the college grading website. Last dates of attendance (LDA) must be submitted for students receiving a grade of "E" (failing). If a student never attended the class, please submit the LDA as the first day of the semester. Format: mm/dd/yyyy

For more information see also "Entering Final Grades"