Faculty Semester Overview from Office of the Registrar

Accessing Rosters

Access your rosters daily during the first two weeks of the semester, and then on a weekly basis to know who is, or is not, attending or participating in your class. It is your responsibility to monitor enrollment and attendance.

My Class List (Roster) in your portal shows current enrollment. Check your roster regularly throughout the semester to note which students are not attending, participating, or who have withdrawn themselves.

Monitor rosters for current enrollment through www.yc.edu, not Canvas.

Log into www.yc.edu with your username and password, click on Faculty, and choose a link:

• My Class Roster: use this link to verify current enrollment and to contact students.
• No Show Drop Reporting: use this link to drop students as no-shows.
• Submit Final Grades: use this link to submit final grades.

Registration is an online process for students. Your roster will change through the first week of the semester as students add classes, drop classes, and as faculty drop no-shows.

Monitor your YC email for updates from the Registrar’s Office regarding no-show drop deadlines, each semester’s FTSE date, and final grading due dates.

Check the academic calendar for other important semester dates →

FERPA Reminders for Faculty and Instructional Staff

All student information contained in Yavapai College education records is confidential.

“If in doubt, don’t give it out.”

Sharing student information with anyone other than the student is not appropriate in most situations.

Always use the YC scholar email in communication with students. Never use the student’s home email.

Questions regarding rosters, grades, FTSE, or FERPA?
leeann.walker@yc.edu

Login to yc.edu/login with your username and password; go to Faculty Tools.

Review important semester dates, deadlines, and academic calendar information.

Login to yc.edu/login with your username and password; go to Faculty Tools.

Login to yc.edu/login with your username and password; go to Faculty Tools.

To be eligible for an incomplete grade, a student must have experienced an extenuating circumstance and must have completed 75% of the class with a C average at the time the incomplete grade is posted.

Choose the Incomplete grade during the final grading window. When you choose the Incomplete grade option, a deadline date will load automatically. The instructor will then provide the default grade the student would earn if no more work is submitted. If the student leaves and never submits anything additional, this grade is usually a D, F, or U.

If the student submits the missing work, the instructor submits a Grade Change found under Faculty Tools.

FTSE means Full-Time Student Enrollment and is the method by which the State of Arizona determines how much funding to give Yavapai College. The FTSE project happens during every Fall and Spring semester.

• Faculty will be contacted a week prior as a reminder.
• Faculty receive an email when the FTSE project begins and will be given specific details on how to complete the FTSE roster for each class.

All student information contained in Yavapai College education records is confidential.

“If in doubt, don’t give it out.”

Sharing student information with anyone other than the student is not appropriate in most situations.

• Always use the YC scholar email in communication with students.
• Never use the student’s home email.

Posting Grades

It is inappropriate to post grades in a public setting or to share grades with anyone other than the student. Students have access to their grades in Canvas and via their portal unofficial transcript. Please refer them to these online sources. Students can call 928.717.7777 if they need assistance logging into their portal or accessing their information online.

Web-Based Tools to Support Classes

Instructors with courses supported by class websites and discussion groups must take extra precautions to not inadvertently release non-directory student information. It is recommended that Web-based tools employ a security layer so that only class members and instructors can access appropriate information.

Students Opting for “Confidential” in the Classroom Setting

Students cannot choose to be anonymous in the classroom setting. If a student has chosen confidential for directory information, that does not mean an instructor cannot call on the student by name in class or that the student’s email address cannot be displayed on an electronic classroom support tool such as a discussion board, blog, or chat feature.

“Confidential” means the instructor cannot refer to that person as a student to anyone outside of the classroom. It is best to assume all students have that flag, since a student can request that it be added to the record at any time.

Questions regarding rosters, grades, FTSE, or FERPA?
leeann.walker@yc.edu