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1 Mott Community College WEB ADVISOR FOR FACULTY On-Line Absence Reporting IMPORTANT! Before Beginning the Absence Reporting Process: Sign on to Web Advisor before Absence Reporting is due and make sure you can get on the system and that all of your classes are listed in the computer. Use your office or home computer and go to the Mott web site: *It is recommended that you use Internet Explorer as your web browser* 1. Click on Faculty & Staff link on the top left side of the home page screen. 2. Click on the button for WebAdvisor for Faculty on the left side of the screen. 1

2 On the WebAdvisor for Faculty menu screen, select Absence Reporting. 3. You will need to log in to the WebAdvisor system to report absences. (If you get to this security warning screen, just press the OK button.) 4. Your Web ID is your Staff ID# in this format: mott (mott plus seven numbers) 2

3 5. If you do not know your ID number, go back to the Main Menu, click on What s my Web ID and enter your last name and social security number. Your Web ID will appear on the next screen. Your ID number is also on your staff ID card. 6. Your password the first time you sign on is your birth date (mmddyy). The system will then require you to change your password. Your new password must be 6 to 9 characters using both letters and numbers. 7. Use the password hint feature to help you remember what you used for your password. If you get an invalid password message, create a different string of characters - mix it up! Make a note of your Web ID and your new password. You will need it each time you sign on to WebAdvisor. Do not share your password or leave it in plain sight. If you forget your password, use your password hint or call for help. 3

4 Federal Absence Reporting Summary Background To participate in Title IV funding, the US Department of Education (USDOE) requires colleges to have a mechanism to ensure that students establish initial eligibility for their financial aid and to determine when students unofficially withdraw from all their classes before 60% of the semester is over. The mechanism used by Mott Community College to meet these requirements is reporting all absences for all students. Using this information, Financial Aid checks the data to ensure that students are in compliance with Federal regulations. By implementing On-Line Absence Reporting using WebAdvisor, this process will become webbased, and will increase the reliability of the data. Mott Community College faculty will be required to record absences throughout each semester as outlined below. Fall Week 3, Week 6, Week 9 and Week 12 Winter Week 3, Week 6, Week 9 and Week 12 Spring Week 3 and Week 7 Summer Week 3 and Week 7 Spring & Summer Week 3, Week 7 and Week 12 MCC Absence Reporting - Rules Federal Family Educational Rights Privacy Act (FERPA), faculty are prohibited from sharing their WebAdvisor account with any other person for the purpose of having them enter absences on their behalf. Each faculty member will be required to enter his/her own absences and will be held accountable for their accuracy. All absences are to be entered, verified, and submitted according to the Absence Reporting Memo distributed by the Office of Registrar. If a student s name is not on the absence reporting screen, contact the Dean in the division office. Students who are not on your absence reporting screen are not registered in the class. For sections taught by more than one Faculty member (team-teaching) - each of the teachers will have the same access rights to the absence reporting screens, so they will need to agree who will enter absences online. To eliminate the possibility of missing deadlines, faculty may go in to the absence reporting screen weekly for their particular section. If the absence deadlines are missed, the faculty member must contact their Division Office to obtain directions for late submission of absences. 4

5 ENTERING STUDENTS ABSENCES Have your absences ready to input when you log on. The system has an automatic log out after 10 minutes of inactivity. Just checking the absence boxes does not count as activity - you need to Submit (send the data) within the 10 minutes to avoid being timed out. If you find yourself getting timed out, you may Submit partway through the absence screen, but then you will have to re-enter the absence screen from the Absence Reporting option on the Faculty menu to complete the attendance. If you get timed out, and you want to end your session, be sure to close the browser window. 1. First, you must select the appropriate Term, then single click the SUBMIT button only once. 5

6 2. Then you will select one class at a time that you wish to report absences for by checking the appropriate box, then single click the SUBMIT button only once If any of your classes are not listed, please contact your Dean as soon as possible! 3. You will be presented with a screen that looks like the one to the left. Remember you are marking absences by week. If the student attended at any time that week then you would not check the box. If all of your students were present at least once during the week you may click the No Absences to Report box and then single click the submit button, only once. If you have students that do not appear on the roster, please contact your dean. 6

7 4. After you hit the submit button you will be presented with a summary of what you have submitted. Remember we are reporting weekly absences and you are only marking students who do not attend. Print a copy of this screen for your records by clicking the printer icon at the top of your screen on your browser toolbar. After you have printed the screen, click on the Return to Faculty Menu button and continue until all absences have been reported. For help, call your Division Office, or Tracy Miller ( ) during regular college business hours. Note: WebAdvisor will operate effectively with the Netscape Navigator or Microsoft Internet Explorer browsers on PCs or Macintosh computers. For best results the browsers should be Release 4.x level or later. While Internet Explorer Release 4.x functions satisfactorily on Macintosh platforms, you will achieve a more aesthetic appearance with Release 5. WebAdvisor has been installed on other platforms, such as X Windows, but it has not been rigorously tested on these platforms and the results may be problematic. If you are using a dial-up connection to the Internet, you should expect a slower response time between screens - be patient! 7

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