Faculty Guide to mysandburg and WebAdvisor

Transcription

1 Faculty Guide to mysandburg and WebAdvisor Updated Jan 2014

2 What is mysandburg The Faculty portal, mysandburg, allows Faculty to access essential Carl Sandburg College information. mysandburg provides quick access to , online courses (Moodle), academic and Faculty support services. Important news and announcements are communicated to Faculty through mysandburg. mysandburg Login: go to Click on mysandburg link 1

3 To Log in click here To Login: Enter your username. Your username is a combination of the first letter of your first name and your last name. Example: Faculty member Jane Doe would use sandburg\jdoe. You must make an initial password. Click Forgot/Reset Password? (below Login) to make your initial password. Password instructions are located on-screen. If you experience difficulties logging in, please contact the Carl Sandburg College Help Desk at (309) or the Help Desk at help@sandburg.edu. 2

4 Once login is successful, the portal home page will be displayed as illustrated below. Your name here indicates log in successful. Also click here to log out of the portal My Week Calendar display: This calendar provides friendly reminders of your upcoming classes. The calendar is Read Only. Personal reminders (of appointments, meetings, etc.) cannot be added. My Moodle Courses Tab: The View My Moodle Courses link takes you to the Moodle Learning System for accessing current classes you are teaching. Your students will also go here for their on-line classes to take quizzes, submit homework assignments, etc. 3

5 Local Weather Info: Click for more weather related information. Announcements: Check here for important information on a variety of subjects, both routine and emergency. Check your incoming messages plus generate outgoing messages. 4

6 What is WebAdvisor WebAdvisor is a Web interface that allows you to access information contained in the administrative database used by Carl Sandburg College. Class rosters and other student information are available through WebAdvisor. WebAdvisor provides faculty members with real-time information about their class schedules, student rosters, advisees, grading, personal information, and more. It allows faculty members to view their class rosters, enter grades, search for open classes, view their scheduled classes, and view their students' college related information. WebAdvisor delivers secure, easy-to-use, extended customer service to faculty any time of the day or night. Procedures for utilizing the basic functions in WebAdvisor are outlined in the following pages. 5

7 WebAdvisor Links These links provide access to grading, class rosters, purchasing, employee leave, stipends, and submitting work orders if applicable. Instructions for accessing some of the features of these links are provided below. Clicking Personal Profile will make the below screen appear. Important Human Resources links are displayed here. Click each link to learn more. 6

8 Accessing Your Class Roster/Classlist: Click on Faculty Information. The following links will appear: Click Class Roster. A list of courses assigned to you for the current term will be displayed (as illustrated below). Or you can select a different term or date range. Click the class name to see the roster for the class. A list (roster) of the students enrolled in that class/section will appear as illustrated below. 7

9 Instructors can send an to the entire class at once by clicking These Students. Or Instructors can send an to each student individually. Class rosters can be used for attendance as well as for grading. These processes are described next. 8

10 Documenting Student Attendance using WebAdvisor: Class rosters on WebAdvisor are to be used by instructors for reporting attendance. While actual attendance policies are left to the discretion of individual instructors, the College is required by the U.S. Department of Education to document student attendance in order for students to receive financial aid. According to federal guidelines, a student receiving financial aid is required to attend the course at least one time. Financial Aid payment is directly tied to attendance as reported through WebAdvisor. To report attendance using WebAdvisor, instructors will use the grading system by selecting Grading from the Faculty Information Menu: Clicking Grading will make the below screen appear. Select the appropriate term from the drop down menu or enter a date range. 9

11 Clicking Submit will make the below screen appear. The instructor s list of assigned classes/sections will appear. Check this box next to whichever class you need Select Attendance from this drop-down menu Click Submit. The below screen will appear. A list showing all the students enrolled in that particular class/section will appear. Select Y or Z or ZH from this drop down for every student listed. 10

12 Enter a Y next to the name of each student who has attended the class at least one time. Enter a Z next to the name of each student who has never attended the class. OR OR Enter a ZH next to the name of each student who has not attended, but has prior approval for extraordinary circumstances. Example: Military training, hospitalization, etc. Every student on this list must have either a Y or a Z or a ZH next to his/her name. Only those students whose attendance has been documented with a Y will actually have financial aid monies dispersed to them. Be sure to click Submit when finished entering Y or Z or ZH.. A confirmation message will appear. You must click Submit again for the grades to be submitted. To enter attendance for another class/section, click the grading link on the Faculty Information menu and repeat the process outlined above. If a student attends class later in the semester, to allow financial aid funds to be disbursed, the instructor will need to change the Z non-attendance or ZH attendance hold to a Y for attended class. Students initially reported as ZH need to be updated to attended or never attended by the third week of the semester. Students Not Registered: It is strongly recommended that instructors take attendance at each class session. If students appear in class but are not on the class roster, they are not registered. Ask them to go immediately to the Records Office (Office at Carthage or Bushnell) to register so their names can be added to the roster. Make sure that such students, when they return to your class, show you proof that they have actually registered for your class (receipt or class schedule). 11

13 Midterm Process At the midterm date for every course or section, instructors are required to DROP all students who are no longer attending or who are not actively pursuing the course(s). This is a requirement of the Illinois Community College Board (ICCB). The Carl Sandburg College Academic Calendar shows the midterm dates for 4-week, 8-week, and 16-week classes. Instructors who are teaching courses that start at a time other than the beginning of one of the established sessions (4-week, 8-week, or 16-week), will need to determine the midterm date themselves. It is recommended that all instructors record on their personal calendars the midterm dates for each section of their classes. Once a midterm date has been determined for each section, instructors will have until 3 pm the next business day to record midterm drops and warnings. The process for recording drops and warnings is as follows: Clicking Grading from the Faculty Information menu will make the below screen appear. Select the appropriate term from the drop-down menu or enter a date range. Click Submit. Clicking Submit will make the below screen appear. Check this box next to whichever class you need Select Midterm/Intermediate from this drop-down menu 12

14 Click Submit. Clicking Submit will make the below screen appear. Select a W for each student that is to be dropped from the class, an M for each student who should receive a midterm warning (indication that he/she is not progressing as expected), or * for those students who are progressing ok. All students must have a M, W, or *. Once that is complete, click Submit. A confirmation message will appear. You must click Submit again for the grades to be submitted. The actual midterm drops and warnings will be processed by the Records Office. An will be sent to all students who have been dropped and/or warned. Grades of W will appear on student transcripts. The Ms are not actual grades and will not appear on transcripts. The Ms are just indicators that an is to be sent telling the students that improvements are needed. 13

15 General Information Concerning Grades: Entering Final Grades using WebAdvisor Faculty are required to submit grades via WebAdvisor on or before the date and time established by the CSC Academic Calendar (available on Docushare). Once grades have been submitted they cannot be changed by faculty. Any grade changes that need to be made will be processed through the Records Office in the following ways: Complete a Change of Grade form in person in the Records Office. The form is available in the Records Office or on Docushare. Fax a Change of Grade form to (309) , Attn: Nancy Randall. the grade change to nrandall@sandburg.edu. The Records Office verifies grades on a daily basis. Once grades are verified, they become official and are part of the students official academic record (transcript). CSC uses the following Grading System: Grade Honor Point Value Interpretation A 4.0 Superior work B 3.0 Good work C 2.0 Average work D 1.0 Poor work F 0.0 Failing work I 0.0 Incomplete work P 0.0 Satisfactory work. Credit granted. U 0.0 Unsatisfactory work. No credit granted. T 0.0 Audit W 0.0 Withdrawn Clicking Grading from the Faculty Information menu will make the below screen appear. Select the appropriate term from the drop-down menu or enter a date range. Click Submit. 14

16 Clicking Submit will make the below screen appear. Check this box next to whichever class you need Select Final from this drop-down menu Click Submit. Clicking Submit will make the below screen appear. Enter a final grade from this drop down menu for each student. Enter Last Date of Attendance if final grade is "F" Click Submit. 15

17 The below message will appear if a final grade of "F" was given and the Last Date of Attendance field is left blank. NOTE: The names of students who have officially withdrawn will not appear on the roster. If a student s name appears on the roster but the student has not been attending, the student has not officially withdrawn from the course. This means a grade must be assigned to that student. Final grades for the entire roster should be entered all at one time. However if necessary, the system will allow partial grading. NOTE: The grading process for that roster is not complete until all the grades have been entered. When all grades (either a partial list or an entire list) have been entered, click Submit. A confirmation message will appear. You have to click Submit again for the grades to be submitted. Maintaining Records: Departmental administrative assistants (secretaries) will provide grade books for each instructor within the department. While instructors are not required to turn in grade books at the end of terms, it is strongly suggested that grade books be maintained for at least a year after a term ends. Thus, any questions concerning grades, refunds, credit hours earned, and attendance can be resolved with a minimum of difficulty. 16

18 Using Retention Alert Do you have students who are: Falling behind in class? Having attendance problems? Who aren t taking their coursework seriously enough? You can refer these students for help through Retention Alert. Clicking Faculty Information will make the below screen appear. Retention Alert links My Contributions to Cases: Click on this link to see a list of the cases that you have submitted. Contribute Retention Info: If you want to refer a student through Retention Alert, click on the link and type in the name or the 7-digit ID number for the student of concern. Then supply the information required in the screens that follow. Retention Cases for Student: Click on this link to see if there are any cases that have already been submitted for a student. 17

19 To view a brief PowerPoint about Retention Alert, please try the following link: If you have questions, or would like help in using Retention Alert, please contact Jennifer Holmes at or jholmes@sandburg.edu. 18