Opening Day Instructions

Class Rosters

Class Rosters: Opening Day Roster(s) may be accessed via the MyGav Portal under the Faculty tab in Self-Service Banner.

class rosters

You are encouraged to print out your class roster(s) immediately prior to the first day of class so that you know if you will have space to add additional students to your class. You may want to keep checking your roster everyday until the last day to add/drop classes. Check important dates and deadlines on the Admission and Records webpage.

Please check your MyGav Portal for up-to-date information.

Adding Students

Each course has several four-digit “add codes” which are available a few days prior to the starting day of the term and may be printed out in Self-Service Banner on the Gavilan website. These codes are unique to each section and are to be issued to students you wish to add to your course(s) once the semester has begun and your class is filled. The choice to add additional students through the add code process is entirely optional. An add code is required in order to enable the student to register on the web or in person at the Admissions and Records office. An instructor’s signature is not a substitute for an add code. Remind students that they must complete any add code enrollment by registering and paying for the course either on the web or at the Admissions and Records office.

Accessing & Printing Add Authorization Codes /"Add Codes"

Steps:

Log into your MyGav Portal.
Click on Faculty Tab.
On left side of the page click on Self-Service Banner (yellow box).
Click Faculty & Advisors
Click Add Authorization Codes. Select the Course Registration Number (CRN) and you will see the add codes that have been created. Print out your list of add codes. Please use the add code for the appropriate section. If your class is cross listed, there will be a separate set of add codes for each listing.

add codes

Online Census Rosters for Dropping/Withdrawing Students

Instructors are required to drop students as of the First Census date who never attended (“no shows”) or stopped attending without going through the official withdrawal process (Faculty Contract Article 22.2 and Title V, Section 58004(c)). Even if all students are in attendance as of the last class meeting prior to the First Census date, you are still required to submit the First Census Roster.

It is particularly important that this First Census be accurate because:

The submission of the Census Roster is mandated by the State
Apportionment is based on the number of students actively enrolled as of the census date
Students may receive financial aid funding they are not entitled to and then be expected to pay back any federal and state grants and loans they may have received
Students may end up with a non-passing grade in the class which may impact their academic standing

The First Census Rosters must be submitted online on the MyGav Portal. Census Rosters for full-term and short-term classes are available online through the My Gav Portal beginning the first class meeting until 7 days after the Last Day to Add (the Last Day to Add is the same as your Add Authorization Code Expiration Date)

To access the a Census Roster, you must be listed as the primary instructor AND your class must have already started. You will be able to make changes to your census roster until the deadline has passed. Refer to the Board Approved Academic Calendars for the First Census Deadline.

Log on to your MyGav Portal
Click on the Faculty Tab
Download the First-Census Step-by-Step Guide on the right side of the page

First Census

For any questions or assistance, contact the Admissions & Records Office at 408-848-4751 or 408-848-4754.

Instructors of Positive Attendance Classes

Student attendance reporting for graded and non-graded attendance is recorded hour by hour. The total number of positive attendance hours are collected on Self-Service Banner within three business days of the end of the class for courses requiring this form of attendance accounting. You may use these same procedures to clear their rosters of "no-show" students.

IMPORTANT: Please review your class rosters periodically during the first three weeks of instruction (add period) to determine if all students participating in your class(es) are officially registered. If you have students participating in your class(es) and they do not appear on your roster(s), do not allow the student to continue to participate. Send the student directly to the Admissions and Records Office officially enroll.

Showing drops on CANVAS

Students who have been officially dropped by their instructor (using the portal) will not have to do anything further to drop the course (in person or on Canvas). Please allow 24 hours from instructor drop on portal to sync with drop in Canvas.

Student Attendance

In order to attend class, all students should either be on your roster, or have received and Add Authorization Code from you and have a computer printout receipt from Admissions and Records or their MyGav Portal as proof of registration. If your class has prerequisites or co-requisites, please verify that the student is eligible to take your class. Gavilan does not have an auditing policy and non-registered students are not authorized to attend. To receive credit, everyone must be registered by the last day of the late registration period or, for late starting classes, by the first day of the class. Student attendance data are kept for three years after the completion of a semester.

Pre-requisite Enforcement

Enforcement of prerequisites takes place at the time of enrollment, no longer at the classroom level. Students enrolled in classes that appear on class rosters have met prerequisite requirements.

Co-Requisite Enforcement

Courses that require a co-requisite have been populated in BANNER. BANNER is enforcing co-requisite requirements at the time a student registers/enrolls for classes. If a student does not enroll in the required co-requisite course they will be blocked from enrolling.

Time Conflicts

As a general rule the State of California prohibits student’s attendance in two or more courses which meet at the same or overlapping time. However, it is recognized that without an occasional overlap in schedule, students could be denied the opportunity to complete their studies in a reasonable period of time. Gavilan College will permit a student to enroll in overlapping courses if (a) rationale justification (scheduling convenience is not one) on a student-by-student basis can be established. An example where a Time Conflict may be approved is when a student needs a course in order to graduate at the end of the term in which the time conflict exists and there is only one section of the course scheduled for that term, and the student cannot make any adjustments to his/her schedule. Signatures of both instructors are required on the Time Conflict form. Please do not sign a Time Conflict form unless the circumstances warrant the Time Conflict. Students are responsible for submitting the form to the Admissions and Records Office.

Grading Option Deadline

Students may change their grading option on-line through deadline.

Courses that have an option of a Letter Grade or Pass (P)/ No Pass (NP) will automatically default to the Letter Grade option. Students who would like Pass/No Pass grading must choose this grading option by the posted deadline for full-term length courses. This deadline is posted under Dates and Deadlines on the the Admissions and Records website. Students who wish to make the change in person may submit A “Request for Selecting Grading Option” form to Admissions and Records.

NOTE: A student may change his/her selection until the 30% deadline date. Once the deadline date has passed, the selection cannot be changed. Please remind students that they are responsible for making this choice and submitting the appropriate forms.

Courses that are graded only with Pass/No Pass as stated in the Course Outline will default to Pass/No Pass. Course syllabi should reflect this information.

Admissions and Records FAQs

IMPORTANT DATES ARE LISTED ON THE ADMISSIONS AND RECORDS WEBSITE UNDER DATES AND DEADLINES

When is the last day to drop or reduce coursework and still qualify for a refund of enrolment fees, nonresident tuition and international student tuition for full-term credit courses?
When is the last day to add full-term credit classes in-person?
When is the last day to add full-term credit classes on-line?
When is the last day to drop a regular full-term class without a "W" grade?
When is the last day to drop a short-term/nonstandard class? (Date equivalent to 30% of term for short-term/nonstandard classes.)
When is the last day to select a “Pass, No-Pass” or “Letter” grading option for full–term classes?
When is the last day to withdraw from full-term class(es) with a "W"?

Most student forms can be located on Admissions Forms for Students webpage or the Counseling Forms for Students webpage.