End of Spring 2017
May 11, 2017
Faculty Bulletin
Office of Admissions and Records
http://www.saddleback.edu/admissions/faculty-resources
Dear Faculty,
As we come to the end of the Spring semester, we are
sending you important information for your reference
regarding grades and positive attendance. Please note the
deadline date for Spring 2017 grades and other important
dates. We have also included our contact information. Please
do not hesitate to contact us if you have questions.
Upcoming Events
May 30
Summer session begins
May 26
Commencement
Grades and Positive Attendance Deadline
June 2
The submission deadline for Grades and Positive Attendance (PA)
hours is Friday, June 2, 2017.
Grade Submission Deadline
After entering your grades online (see page 3), grades will automatically
download to the system and be available to students when you certify
them online. You should receive an e-mail confirming your submission. If
you do not receive an e-mail message, please contact Admissions and
Records.
Exception: Your electronic submission will not be processed until you have
submitted 1) Your Positive Attendance Roster, if your class is designated
as Positive Attendance or 2) Incomplete Grade Forms, if you have issued
an Incomplete to any students.
Positive Attendance Rosters, Incomplete Grade Forms, Grade
Change Forms
Submit your grades and PA hours electronically through MySite. Using
your Saddleback College email account, you may submit any PA Rosters
or Incomplete Grade Forms by scanning and emailing them to:
[email protected] and copy [email protected].
Questions?
If you have questions
regarding your enrollments,
grades, positive attendance,
please contact:
Alicia Olvera, A&R Specialist
582-4353
[email protected]
Joyce Semanik, Registrar
582-4342
[email protected]
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You may also submit the above documents by the following methods:
1) In person at the Office of Admissions and Records (SSC102). Please
bring your faculty ID card to identify you.
2) By interoffice campus mail
3) by USPS, FedEx, etc. to:
Office of Admissions and Records
Saddleback College
28000 Marguerite Pkwy
Mission Viejo, CA 92692
Forms that are not complete, legible, or correct, will not be processed
and you may be asked to redo the submission.
Grade Forms in Mysite
These forms may be accessed in MySite by choosing the Grade Forms link
at the top of the Grade Submission page:
A&R Hours of
Operation
May 2225
MonThurs
9:006:00
Special Commencement Day
hours:
May 26
Fri
11:301:30
May 29
Mon
CLOSED
May 30June 1
Tues-Th
9:006:00
Jun 2
Fri
9:0012:00
Incomplete Grade Form
Grade Change Form
Need Technical Help?
If you need technical
assistance accessing
MySite, please contact
the Faculty Center for
Student Success in the
BGS 249.
Computers are available
for grade submission if
needed in the Faculty
Center.
Did you know. . .



You have completed the grades submission successfully when your
Grade Status is listed as PROCESSED on your class listing page?
You will receive an email notification when your grades have been
successfully processed?
Your students will receive an email notification when your grades are
available online?
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Instructions for MySite Online Grades/Hours Submission
At the Saddleback College home page (www.saddleback.edu)
 Select MYSITE 2.0
 Select FACULTY/STAFF LOGIN
 Enter user name Ex. (jsmith)
 Enter password (last four digits of SS# + 00) unless you have changed your password. If you are
unable to login to MYSITE, contact ITC User Services at x4397.
 Select WORK
 Select FACULTY SERVICES
 Select GRADE SUBMISSION

At this point, you will see a list of classes that you are teaching. The last column contains a link that also displays
the grade collection status of each class. Click on the READY link and the system will create a grade roster using
up-to-the minute enrollment data. The Grade Submission status may show “Unavailable.” Grade submission
only becomes available after the Last Day to Withdraw from a class.

Use the radio buttons that are provided on the form to set the grade for each student in your class. If you are
assigning any incomplete grades, a checkbox is available for that purpose. The default grade must be marked
in addition to the “I.” If the class is Positive Attendance or variable unit, columns are added to collect the total
hours or number of units for each student.

For each student issued a grade of incomplete (“I”), you must submit an Incomplete Grade Report Form (paper or
electronically). The forms are available online through MySite. There is a link to Grade Forms at the top of the
Grade Submission page. Be sure to include the student’s requirements for completing the course. Students may
not re-enroll or audit the class to make up the work to be completed.

The deadline for No Show and instructor drops has passed. Please assign a grade to all students listed on your
rosters.

When you have finished entering all of the information, select “Submit Grades” from the action menu at the top of
the page and click on the “Go” button.

The system will check for any errors and highlight them for correction. If it checks out OK, then a Grade
Confirmation will be displayed. You will be asked to certify the grades by clicking the button on the page.
Important: Do not press the Back button in your browser.

One of two steps will follow:
1) If your class is not Positive Attendance and you did not issue any Incomplete Grades, the grades will
download into the system and you will be taken back to the page that lists all your classes after you click on the
certify button. You will note that the Grade Status is changed to “Processed” and you will be notified by e-mail.
2) If your class is Positive Attendance or if you have issued any Incomplete grades, the Grade
Certification form will appear. Your grades will be pending until we received the Positive Attendance Roster
containing your daily attendance records and/or Incomplete Grade Forms.


You may view the status of your grades by returning to the page listing your class ticket numbers.
Your class status will be marked as “Processed” when all steps have been completed.
Revised 12/5/2016
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Positive Attendance Accounting Procedures
If your class is listed as a Positive Attendance class at the top of your roster, you need to report the number
of daily attendance hours for each student on the roster. The Positive Attendance course accounting method
is listed on the top of your online roster. Please ensure that your records are legible or they may be returned.
The positive attendance roster must be maintained and submitted to the Office of Admissions and Records.
It is important that accurate positive attendance be recorded on your roster for each student.
1. The date of each class session should be written at the top of each column of the roster, and actual hours
attended by the student should be recorded for each day your class meets. For example, if your class
meets from 7:00-10:00pm, Monday and Wednesday, you would record “3” hours for each date the student
is present and “0” on the where the student was absent. Use numbers only. Do not use symbols, such
as X or  to designate attendance.
2. In the top right hand corner of your grade submission roster, the maximum number of attendance hours
for each course is listed. No hours over that maximum should be recorded, since they cannot be counted
toward FTES.
3. Hours may be counted for students who attended part of the semester and then dropped the class. Do
not include hours for students dropped as “No Shows.”
4. Please sign your form.
5. At the end of the semester, total all hours of attendance for each student in the far right hand total column
of the roster. This roster or a spreadsheet with the daily breakdown of hours and all other pertinent
information is required.
If you have any questions regarding the maintenance of your positive attendance roster, please contact the
Office of Admissions and Records at (949) 582-4353 ([email protected]) Alicia Olvera or (949) 5824342 (Joyce Semanik).
Please review the sample Positive Attendance Hours Roster on the next page.
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Signature: Tom Smith
Sample Positive Attendance Roster
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