Faculty Orientation: Course Admin and MYCSUDH CALIFORNIA STATE - - PowerPoint PPT Presentation

Faculty Orientation:

Course Admin and MYCSUDH

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS

• FERPA
• MYCSUDH.EDU
• Add/Drop through Census
• Petitions

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS

AGENDA

• What Is FERPA?
• What Records Are Protected?
• Compliance
• Directory Information
• School Official
• Legitimate Educational Interest
• Disclosure Of Information

– Parents – Other Organizations

• More Information Regarding FERPA

– See FERPA Fact sheet – A FERPA PowerPoint presentation for CSUDH employees can be found at: http://www3.csudh.edu/student‐affairs/admissions‐and‐records/docs/2011‐10‐12‐ ferpa‐presentation.pdf – US Department of Education Family Compliance Office at http://www2.ed.gov/policy/gen/guid/fpco/index.html

FERPA

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS

• Student’s parent is calling you to find out why

their son/daughter failed your class. How do you respond?

• Employer is calling to verify student is enrolled

in your class. How do you respond?

• You receive a reference call for a

current/former student. How do you respond?

FERPA Case Studies

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS

• Registration Memo
• Instructor Drops
• Add/Drop Timeline
• Add/Drop (Fact Sheet)
• Withdrawal (Fact sheet)
• More Information

– http://www3.csudh.edu/student‐ affairs/admissions‐and‐records/faculty‐ resources/default.html

Add/Drop through Census

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS

• Student wants to add your class but your class

is full and your meeting room is also at the room cap. What do you do?

• Student identifies themselves as a graduating

senior in need of your class. What do you do?

• Student attends your class the first day but

you don’t see them after that, can you use an instructor drop to drop them from your class?

Add/Drop Case Studies

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS

• Class Roster

– Student must be on class roster to attend – Non‐Payment will drop students through CENSUS

• Waitlist Roster (Fact Sheet)
• Permissions Numbers (Fact Sheet)
• Degree Audit (Fact Sheet)
• More Information

– http://www3.csudh.edu/student‐ affairs/sis/bpd/default.html#faculty – http://www3.csudh.edu/student‐affairs/sis/fact‐ sheets/default.html

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS

MYCSUDH

• Student’s name disappears off your class

roster during the second week of class but student is still attending. What do you do?

• You have three students who want to add your

class after the first day of classes. What must you do to enable them to add?

MYCSUDH Case Studies

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS

• Late Add petitions
• Withdrawal prior to add/drop
• Withdrawal after add/drop

– Serious and Compelling reason – Serious Accident or Injury

Petitions

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS

• Student comes to you and tells you they can’t

afford to pay tuition until next month. Can they just sit in your class until then and then late petition to add your class?

• Student isn’t doing well in your class. Is this a

viable reason to drop/withdrawal prior to the end of add drop? Serious and compelling reasons? Serious accident or injury?

Petition Case Studies

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS

What is the navigation to access a new applicant’s admission status?

CAMPUS COMMUNITY > STUDENT SERVICES CENTER

What is the “TO DO LIST”?

A “TO DO LIST” is a list of any items outstanding to complete an admissions file or admissions requirements. (i.e. high school transcripts, test scores, college transcripts, etc.)

Where do you find the “TO DO LIST”?

Once you have navigated to the Student Services Center, you will find the TO DO LIST on the Student Center tab (1st tab).

What is Admit Term?

This is the term for which the applicant applied or is admitted to. This data is found in the Admissions tab.

What is an Academic Career?

An academic career is a code used to determine an applicant’s academic plan association. There are 3 Academic Careers set up in the system. This data is found in the Admissions tab. UGRD—Undergrad and Ext Ed Credit PBAC—Postbacc and Ext Ed Credit EXED—Extended Ed Non-Credit Courses only

What is an Academic Program?

An academic program is what the applicant is applying to (degree-seeking program or a non-degree seeking program). This data is found in the Admissions tab.

What is an Academic Plan?

An academic plan is the major the applicant is applying

• to. This data is found in the Admissions tab.

What is Application Nbr?

This is a number assigned to an application. If the person applied more than once, each application is associated with a unique Application Nbr.

What is Admit Type?

The admit type is a code defining an admission category. (First time, Transfer, Returning, etc.)

What is Action Date?

The action date is the date of the most recent application status.

What is External Education?

The External Education area will display all the schools the applicant has attended.

Admission Information

This is an information document which will provide CMS/PeopleSoft Admissions terminology to help better understand Admissions data using the Student Self Service Module. The tabs applicable to Admissions data are the Student Center tab and the Admissions tab.

This information can be found at: http://www3.csudh.edu/student-affairs/sis/fact-sheets/default.html

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS WHAT IS FERPA?  The Family Educational Rights and Privacy Act of 1974 is a Federal Law designed to:

• Protect the privacy of education records,
• Establish the right of students to inspect and

review their education records, and

• Provide guidelines for the correction of

inaccurate and misleading data through informal and formal hearings. WHAT RECORDS ARE PROTECTED UNDER FERPA?  Educational Records that are maintained by an institution that contains personally identifiable information that is not in an excluded category

• An educational record is any record maintained

by an institution that is directly related to a student or students.

• Personally identifiable information refers to data

within a record that would make a student’s identity knows with a reasonable certainty.

• Some excluded categories are: sole possession

notes, law enforcement records, employment records, medical and treatment records, alumni records

• These records can contain items that

are protected by FERPA such as a transcript or other educational records.

• Sole Possession notes are records

created by one person as an individual

• bservation or recollection. These

records are kept in the possession of the maker and may only be shared with a temporary substitute. E-Mail is never considered a sole possession note. WHAT DO WE NEED TO DO TO BE IN COMPLIANCE?  Provide annual notification to students of their FERPA Rights  Provide students access to their education records  Allow students to request amendment to their education records  Allow students to request that the institution not disclose directory information about them.  Notify students regarding who is a school official and what constitutes a legitimate educational interest. WHAT IS DIRECTORY INFORMATION?  Directory information is information that if provided is not normally considered a violation of person’s privacy.  Students must be informed of the items that are considered directory information. At CSUDH these items are:

• Student’s Name
• Local and permanent address/telephone number
• Major field of study
• Participation in officially recognized

activities/sports

• Weight/height of members of athletic teams
• Dates of attendance
• Degrees and awards received and dates
• Most recent previous educational institution

attended  Students must be notified of the items of directory information  Students must be given the opportunity to request that directory information not be released. This right of non- disclosure applies to directory information only.  If a data element isn’t defined as directory information it isn’t directory information and can only be released if the student’s written permission is obtained or the release meets the requirements under one of the exceptions to student’s written permission found in FERPA. WHO IS CONSIDERED A SCHOOL OFFICIAL?  A school official is a person that has responsibilities in the campus’ academic, administrative or service functions and have reason for using student records associated with their campus or other related academic responsibilities. This includes:

• A person employed by the college in an

administrative, supervisory, academic, research,

• r support staff position (including law

enforcement and health staff personnel),

• A person elected to the Board of Trustees,
• A person or a company employed by or under

contract to the college to perform a specific task,

FERPA Reference Guide

This information can be found at: http://www3.csudh.edu/student-affairs/sis/fact-sheets/default.html

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS

• such as, an agent, an attorney, an auditor, or an
• utsourced service provider.
• A student representative on an official

committee, such as a disciplinary or grievance committee, or

• A student assisting another school official in

performing his or her tasks.  A school official within the institution with a legitimate educational interest may obtain information from education records without obtaining prior written consent. WHAT CONSTITUTES A LEGITIMATE EDUCATIONAL INTEREST?  A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility. WHEN CAN INFORMATION FROM EDUCATIONAL RECORDS BE DISCLOSED?  Institutions must disclose educational records to students who request to see information from their own records.  To disclose information from educational records CSUDH can obtain a written consent from the student. This written consent is a part of the educational record and must be maintained as long as the educational records to which they refer are maintained by the institution. This consent must:

• Specify the records to be released,
• State the purpose of the disclosure,
• Identify the party or parties to whom the

disclosure may be made, and

• Be signed and dated by the student.

 Some exceptions that allow institutions may disclose educational records with written consent are as follows:

• Directory information provided that a current

student has not requested that directory information not be released,

• Officials of other institutions in which the

student seeks to enroll, on condition that the issuing institution makes a reasonable attempt to inform the student of the disclosure, Persons or organizations providing to the student financial aid, or determining financial aid decisions

• Organizations conducting studies to develop

validate, and administer predictive tests, to administer student aid programs, or to improve instruction,

• Persons in compliance with a judicial order or a

lawfully issued subpoena, provided that the institution first make a reasonable attempt to notify the student, or

• Persons in an emergency, if it is determined that

there is a rational basis to believe there is a significant threat to a student or other persons WHEN CAN EDUCATIONAL RECORDS BE RELEASED TO A PARENT?  Information from educational records may be released to a parent in the following circumstances:

• The parent obtains the student’s written consent,
• The parent establishes the student’s dependency

as defined by Internal Revenue Code,

• The parent may exercising the disclosure option
• n a student under age 21 regarding a violation of

an institutional rule or federal, state, or local law regarding the use of alcohol or controlled substance as long as state law permits, or

• In a health or safety emergency.

WHERE CAN I GET MORE INFORMATION REGARDING FERPA?  CSUDH Admissions & Records Office, or visit the US Department of Education Family Compliance Office at http://www2.ed.gov/policy/gen/guid/fpco/index.html

FERPA Reference Guide

This information can be found at: http://www3.csudh.edu/student-affairs/sis/fact-sheets/default.html

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS

WAIT LISTS Waitlists are created during registration when a class reaches its enrollment cap. Once a waitlist has formed, students cannot add into the class, they can only be added to the waitlist. Students are not officially enrolled in the class until they have been moved from the waitlist into the class. If students are moved from the waitlist into a class, it is the student’s responsibility to drop the class (as with any other class) if they decide not to

• attend. Failure to do so will result in a "WU" grade on

their record which will lower there grade point average. Students will be allowed to place themselves on waitlists until the first day of classes. Waitlists will be updated nightly during this time. Students who are not added to classes from the waitlist before the first day of classes will be purged from the waitlist and will need to obtain a Late Registration Permission Number from the instructor in order to add the class. PERMISSION NUMBERS & LATE REGISTRATION PERMISSION NUMBERS During registration instructors may issue a Permission Number to a student to override common registration errors such as pre-requisite and co-requisite errors and also to allow students to register for courses that require department consent. In order to register during late registration, students must request a Late Registration Permission Number from the instructor. Late Registration Permission Numbers override the same common registration errors Permission Numbers override but also allow students to register for courses that are closed. Students can add a course using Permission Numbers and Late Registration Permission Numbers via My.CSUDH.edu. Students who have a time conflict or course enrollment limit will need to use the Change of Program form and

• btain the appropriate signatures in addition to the Late

Registration Permission Number. Students are to bring all documentation to the Office of Admissions and Records, Welch Hall C290 for processing. NEGATIVE SERVICE INDICATORS Certain service indicators restrict a student’s ability to add or drop courses. Students with negative Service Indicators must remove the negative Service Indicators before they can use a permission number. If a student is assigned a permission number before a negative Service Indicator is removed, they will be able to use the same permission number once the service indicator is resolved. Adds Drops Waitlist Permission Numbers Registration (Before the first day of classes) Without Permission Without Permission Yes For Pre-Requisite, Co-Requistes, and Department Consent Late Registration (Weeks 1-3) With Permission With Permission No For Pre-Requisite, Co-Requistes, Department Consent, and Course Closed Serious & Compelling Reason (Weeks 4-12) Petition Required Petition Required No No Serious Accident & Injury (Weeks 13-15) Petition Required Petition Required No No

Waiting and Permission Number Information

This information can be found at: http://www3.csudh.edu/student-affairs/sis/fact-sheets/default.html

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS

STUDENT ADVISING INFORMATION

The Student Services Center displays most of the information that students will need throughout their academic career all in

• ne place. One of the main features is the “Academic

Requirements Report” which displays requirements for graduation. WHAT IS THE NAVIGATION TO ACCESS THE ACADEMIC REQUIREMENTS REPORT (CAAR) AND WHAT KIND OF INFORMATION IS DISPLAYED ON THE CAAR? Go to Campus Community > Student Services Center > Enter student’s EMPLID or whatever other field you prefer and click search > When the student center is displayed click on “Academic Requirements” in drop-down box. Click on double blue arrows. Go to Self Service > Advisor Center > Advisee Student Center. Enter student’s EMPLID (Or whatever information you would like to search by) > Select the correct student on the blue line > Under Other Academics drop-down box, select Academic Requirements and click the double blue arrows. CURRENT ACADEMIC OBJECTIVE: Career, Program, Plan (primary academic plan) and additional Plan (if completing minor(s) or second major). REQUIREMENT (CATALOG) TERM: Normally the term of admission, but student can select catalog term with the assistance of an advisor. EXPECTED GRAD TERM: Projected graduation date or term that student selected. GRADUATION STATUS: Student’s graduation status (applied, not applied, pending, in review, or denied graduation). CURRENT ACADEMIC SUMMARY CONTAINS THE FOLLOWING: Report Date: The date the report was produced. Last Term Registered: Displays the term and year of last enrollment. Academic Standing: Tells us student’s standing, whether it is good standing, probation, disqualified. Overall GPA: Includes transfer and CSUDH grade point averages. CSUDH GPA: Is the current CSUDH grade point average. After an explanation of what the CAAR contains, the following information displays: Academic Requirements Report Icons: green = met, red = not met, yellow = in progress, star = exception Course Enrollment Codes are identified with the following icons: REMEDIATION: English and Math - Has student met Remediation? It will display whether the student has met remediation or not. UNDERGRADUATE GENERAL EDUCATION: Five lower division general education areas are displayed. Also included are Upper Division, General Studies, Statutory Requirements, and Upper Division General Education residence requirements. OVERALL GRADUATION REQUIREMENTS: This area includes the Graduation Writing Assessment Requirement, minimum units for graduation, residency requirements and grade point averages. ACADEMIC PLAN REQUIREMENTS: This area will display if the student is in an active major and/or minor. All academic plans are currently in production. This does not include “undeclared” majors. COURSES NOT USED: This section lists all courses not used by the CAAR for general education, major and/or minor

• requirements. Students and advisors can use this section to

determine if an exception or substitution can be made in student’s plan. COURSE HISTORY TAB INFORMATION This contains both CSUDH courses and transfer coursework. In progress courses for current term will also display. These are displayed in alphabetic order and may be sorted in a variety of ways: TRANSFER CREDIT REPORT INFORMATION Summary of External Units: Transfer institution(s), units and grade point average will display for each transfer institution. Test Credit: If there are any test credit (AP, CLEP, etc), it will be displayed here with the units transferred to CSUDH. Details of External Units: Transfer course detail and articulation are listed here. Units and grades per course are also listed. Test Credit: Test credit articulation will be listed in this section, if any.

Student Advising Information

This information can be found at: http://www3.csudh.edu/student-affairs/sis/fact-sheets/default.html

CALIFORNIA STATE UNIVERSITY, DOMINGUEZ HILLS

WITHDRAWALS

WHEN TO ALLOW A STUDENT TO WITHDRAW Students can be assigned a “W” grade when they withdraw from a course after Late Registration. Students must submit a Petition for Exception with the appropriate signatures and documentation to qualify for a “W” grade. WITHDRAWAL LIMITS  Starting in the Fall 2009 semester, students can now withdraw from only 18 units during the course of their studies at CSUDH.  After that, any courses not completed will result in a failing grade.  Any withdrawals taken before the Fall 2009 term do not count toward the 18-unit limit. EXCEPTIONS TO THE LIMIT  Students who encounter serious medical conditions or

• ther extenuating circumstances during the last 20% of

the term may qualify for withdrawal that will not count against 18-unit limit.

INCOMPLETES

WHEN TO GIVE AN INCOMPLETE  You may assign a grade of “Incomplete” (“I”) to students who are unable to complete course work due to unforeseen but fully justifiable reasons.  These students will need to demonstrate why they should receive an “I.”  You and the student must also agree, in a written contract, on how and when the uncompleted course requirements will be fulfilled within one academic year from receiving the “I.”  Faculty must assign an “I” grade and input the contract

• nline in the faculty center.

INCOMPLETES AND REGISTRATION  Students who have received an “I” may not enroll for that course again until the “I” grade has been fulfilled.  Students who have already registered for a course for which they have received an “I” will be dropped from that course. LIMITS ON REPEATS AND CANCELS  Starting in the Fall 2009 semester, undergraduate students who get a grade of C- or lower in a course taken at CSUDH may repeat that course for grade forgiveness.  Only the most recent grade will be calculated into the GPA for undergraduate or credential course; the first course will automatically be canceled unless otherwise requested by the student.  Undergraduate students may repeat and cancel no more than 16 units over the course of their undergraduate studies at CSUDH. Students can repeat an individual course no more than two times.  Any courses repeated and canceled before the Fall 2009 semester do not count toward the 16-unit limit.

ACADEMIC PROBATION AND DISQUALIFICATION

WHAT IS ACADEMIC PROBATION? The University expects all students to maintain good academic standing (at least a 2.0 grade point average (GPA) or higher) in all classes taken at CSUDH, and in all transferable courses from

• ther colleges and universities.

Academic probation at CSUDH results when students receive deficient grade points and their grades fall below the 2.0 GPA in either the overall cumulative GPA (all transferable college courses, including CSUDH work) and/or their CSUDH cumulative GPA (all courses at CSUDH). WHAT IS ACADEMIC DISQULAIFICATION? Undergraduate students on academic probation are subject to disqualification if they have CSUDH or overall GPAs below the four minimum GPAs listed as follows:  Freshmen (0 – 29 units completed) with a CSUDH or

• verall GPA below 1.5

 Sophomores (30 – 59 units completed) with a CSUDH

• r overall GPA below 1.7

 Juniors (60 – 89 units completed) with a CSUDH or

• verall GPA below 1.85

 Seniors (90+ units completed) with a CSUDH or overall GPA below 1.95 The Registrar's office will notify students who are on probation. Probationary students who then fall below their safe class level minimums will be notified of disqualification. Undergraduate students will be removed from academic probation when their cumulative GPA(s) in all college work attempted and CSUDH coursework are 2.0 (“C” average) or higher. HAVE QUESTIONS? If you or your students have questions about these policy changes, please contact the Records and Registration office at admit@csudh.edu or call (310) 243-3645.

Advise Your Students on Important Withdrawal and Grading Information

This information can be found at: http://www3.csudh.edu/student-affairs/sis/fact-sheets/default.html