• Access via www.santarosa.edu > LOGIN (upper right).
• View and print class rosters and waitlists. Waitlisted students will auto-enroll if space opens; automatic enrollment occurs after second day of class.
• Generate add codes (only use if waitlist is empty). Add codes bypass waitlisted students.
• See DSPS accommodations for students with approved support.
• Check Records Release to determine if you can share info with a third party.

Wait List Drops

• Remove waitlisted students who didn’t attend the first or second class.
• Link is active from Day 1 through 3rd class meeting.
• If not dropped, waitlisted students auto-enroll.

No-Show Drops

• Drop enrolled students who never showed up or didn’t contact you.
• Available from Day 1 until day before First Census.
• Purpose: Free up space for waitlisted students or others.
• Note: Not the same as certifying your census roster.

Certify Census Roster (REQUIRED for Census Courses)

• Required for all census-based courses (not Positive Attendance classes).
• Confirms official enrollment and final chance to drop no-shows before roster is locked.
• Link opens on class Census Date; must be certified within 3 business days.

Student Drops (After Census)

• Drop students who stopped attending after census.
• Link available until the last day to drop with a "W".

Midterm Progress Indicators

• Required for classes 8+ weeks long (or 6+ weeks in summer).
• Report students' current standing: S = Satisfactory (C or better), U = Unsatisfactory.
• Link activates at midpoint and stays open until final drop date with "W".
• Note: Not permanent grades; replaced with final grades.

Final Grades / Hours

• Submit final grades and (for Positive Attendance) total hours.
• Link opens on the last day of the class.
• Recommended submission: 3–5 business days after course ends. Final deadline listed at top of roster.

Incompletes

• Submit the grade the student has earned so far, then submit the Incomplete Request Form in your Faculty Portal under “myDocuments”.

Assigning an Incomplete

• Include the grade the student has earned so far on the form.

A Few Key Points to Keep in Mind

• Timeframe: The student has one full year to complete the remaining coursework.
• Grade Change: If the student finishes the work, submit a Grade Change Form (also in your Faculty Portal) to update their final grade.
• If Not Completed: If the student does not complete the work within the year, the grade listed on the Incomplete Form will be posted to their record.

Alternative Option

• The student can submit a Petition to Drop due to medical reasons. If approved, they would receive an Excused Withdrawal (EW), which does not impact their GPA and they could take the course again later.
• EW’s do not count toward the enrollment limit and do not affect GPA.

• FERPA affords students rights regarding their education records. Learn more →
• Do not release student information to any third party (including parents) without consent.
• Student records are confidential — even for minors.
• Do NOT post grades publicly or share details without written permission.
• Use secure methods to return or share graded materials.

1. Credit Courses

Grades from a grading scale shall be averaged on the basis of the point equivalencies to determine a student’s GPA using only the following evaluative symbols:

*P/NP replaced CR/NC in fall 2009

Non-Credit Courses

P/NP Unit Restrictions

A. For credit courses, the P/NP grade option is limited to one course or 3 units per semester, max 12 units for students with the following goals:

• Earn BA/BS after earning AA/AS
• Earn BA/BS without earning AA/AS
• Earn AA/AS without Transferring
• Earn a Vocational Degree
• Earn a Vocational Certificate
• Improve basic skills
• Undecided Goal

Courses in which only the P/NP option is available are exempt from the above restrictions.

B. No P/NP unit restriction for students with these goals:

• Personal interest
• Formulate career plans/goals
• Start a New Career
• Advance in Current Career
• Maintain certificate or license
• Complete HS credits or GED

2. Non-Evaluative Symbols

• I — Incomplete. Must be made up within one year; not used in GPA.
• IP — In progress. For courses extending beyond term; grade not calculated in GPA.
• RD — Report Delayed. Temporary notation; not used in GPA.
• W — Withdrawal. Not used in GPA; excessive W’s considered for probation/dismissal.
• EW — Excused Withdrawal. Extenuating circumstances; does not affect GPA or repetition limit.
• MW — Military Withdrawal. Does not affect GPA or repetition limit.

3. Degree Applicable GPA

Grades earned in non-degree applicable courses are excluded from degree applicable GPA.

4. Posting Grades

Final grade and positive attendance roster deadlines are set by the Academic Calendar Committee. Submission recommended ASAP; minimum 7 days from last exam.

5. Changing Grades

• Instructor determines final grade.
• Grade is final unless mistake, fraud, bad faith, or incompetence.
• Use Instructor Change of Grade form for corrections.
• Follow Student Complaint & Grievance Procedure for grade appeals.

6. Security of Grade Records

• Access restricted; only designated personnel may change grades.
• Unauthorized changes are investigated; notifications sent to student, instructor, institutions, accreditation agency, law enforcement.
• Discipline applied for unauthorized access or changes.

Policy 3.10P, Revised: August 13, 2019

• A&R receives petitions requiring faculty approval/denial, e.g., drop without a "W", late add, reinstatement.
• Faculty receives email notifications (check spam folder).
• Access petitions via Faculty Portal > SRJC Electronic Forms.

Q: What does "Drop Excused" mean, and do instructors need to approve an Excused Withdrawal (EW)?

Answer:

“Drop Excused” means the student submitted a petition to drop a course with an Excused Withdrawal due to a medical or extenuating circumstance. No refunds are permitted.

In accordance with Title 5, section 55024 (e), a student may request an EW at any time during the semester and no later than the date when the district/college policy allows a grade change. At SRJC, this period is currently 2 years.

Under current statewide and SRJC policy, students can petition for an EW directly through Admissions & Records without instructor approval for the current semester, as long as final grades have not been posted. The petition can be processed based solely on the student’s documentation and statement of extenuating circumstances.