There are three rolls distributed by the Registrar’s Office during the course of the semester. Listed below is the order in which they are distributed:

1. Temporary roll;
2. Permanent roll;
3. Final roll

An instruction sheet from the registrar is attached to the rolls. Faculty should follow the instructions carefully as they will save time and frustrating complications during the semester.

The temporary roll is a record of all students who have registered for a class during early and regular registration. It is printed after the close of regular registration and is distributed to faculty on or before the first class day. Students who enrolled during late registration will not be listed; however, they will have a copy of their paid fee receipt. They are to present this receipt to verify their enrollment. With that verification, the student’s name should be added to the roll. Students not listed on the roll who cannot prove enrollment at late registration should be instructed to proceed to the Registrar’s Office immediately. Please refer to the instruction sheet with the roll for additional information.

The permanent roll is a record of all students who have registered for the class. This roll is printed after the certification date of the semester (the 12th class day of Fall and Spring, and the 4th class day of Summer I and II). It will NOT list the names of students who have dropped the class up through the certification date (see Operational Memorandum VI-D: Attendance Documentation, “Dropping a Course”).

Only the students listed on the permanent roll are allowed to attend the class. Faculty should BE AWARE that a student not on this roll will not be on the final roll. Students not listed on the permanent roll may not have completed registration (i.e., may not have paid for their course/s) and MUST be instructed to proceed to the Registrar’s Office immediately.

The permanent roll is the official record of the class and is maintained permanently as a legal part of College records. For this reason, it is imperative that each instructor maintain this record as accurately and clearly as possible.

The permanent roll will include the following information when it is submitted to the division secretary at the end of each semester:

1. An accurate account of all student grades or scores. The scores should be identified, i.e., test score, research paper, etc.;
2. An accurate account of any excused absences (see Operational Memorandum VI-D: Attendance Documentation, “Absences”);
3. A grade scale that is clearly defined and will permit interpretation of the grading procedure;
4. All class action notices, lateral change forms, incomplete contracts, and WX contracts pertinent to students on this roll (see Operational Memorandum VI-D: Attendance Documentation, “Class Action Notice” and “Lateral Changes”);
5. If a sign-in sheet or other monitoring charts are used these are also submitted with this roll.

For further information, refer to an accompanying instruction sheet included with the roll.

The final roll is printed approximately one (1) week prior to the end of the semester and is forwarded to the instructor/instructional associate. The roll will list the names of all students enrolled in the class. If this is not the case, the instructor should immediately call the Registrar’s Office.

Students who have dropped a class, and for whom the instructor has a class action notice, will have a pre-printed “W” by their names. If this is not the case, the instructor should immediately call the Registrar’s Office (see “W Grades”).

All other students listed on this roll must be given a letter grade (see “Grades”). The grade is written in ink in the appropriate column and the roll signed in ink in the upper right hand corner.

The final roll must be submitted by the instructor to the division secretary no later than 36 hours after the completion of the final exam for the respective class. The correct copy of all I Contract and WX Contracts should be attached (see “Incomplete Grades” and “WX Grades”).

Instructors are to inform students of the manner in which grades in the course are assessed. Grading should be as objective as possible, and a student should be able to determine his/her standing in class at any time.

Final grades are reported for each student, for every course undertaken, according to the following grading system:

In addition, the following grades are used to award Honors grades in designated courses:

An incomplete “I” grade is given when an unforeseen emergency prevents a student from completing the work in a course.

Below are the procedures for implementing an “Incomplete Contract”.

1. The instructor completes an Incomplete Contract form stating the requirements for the satisfactory completion of the course and the grade which is assigned if such work is not completed. The Incomplete Contract is submitted with the final roll.
2. The contract must be agreed upon and signed by the instructor, the student and the Division Dean. (In certain cases, the contract is submitted without the signature of the student. In those cases, the instructor must include a statement indicating that the student is aware of and in agreement with the contract.)
3. All “I” grades are converted to a performance grade within 90 days after the beginning of the next long semester. This is done by completing a Grade Change Request form. These are available from the division secretary or the Registrar’s Office.
4. All “I” grades not completed within 90 days are converted by the Registrar’s Office to the grade assigned on the Incomplete Contract.

When a student drops a course PRIOR to the last drop day of the semester, he/she will receive a “W” grade in that course. The “W” is pre-printed on the final grade roll.

The last drop date for regular semester courses is published in the College catalog and in the class schedule. The last drop date for short semester courses may be different and will vary, depending on the length of the course. (See Operational Memorandum VI-D: Attendance Documentation, “Dropping a Course”)

The “WX” grade is given only in self-paced courses. It is given to students who have not completed course requirements but who have made sufficient progress to complete the course in the following semester. The “WX” is given at the discretion of the instructor under a contractual agreement with the student. The WX Contract form is available from the division secretary or the Registrar’s Office.

Below are the procedures for implementing a WX Contract:

1. The instructor completes a WX Contract form stating the work to be completed in the following semester. The WX Contract is submitted with the final roll.
2. The contract must be agreed upon and signed by the instructor, the student, and the Division Dean. (In certain cases, the contract is submitted without the signature of the student. In those cases, the instructor must include a statement indicating that the student is aware of and in agreement with the contract.)
3. All students receiving “WX” grades MUST re-enroll and complete their specified course work in the following semester.
4. The “WX” grade of students who do not re-enroll (and the grade of those who re-enroll and drop without completing) are converted to the performance grade indicated on the contract. This is usually an “F”.
5. Students who re-enroll and complete their course work receive the appropriate performance grade for their second enrollment. The “WX” grade remains on their transcript for their first enrollment.

An "E" grade may be given when an instructor wishes to indicate that a student has made progress in a developmental studies course. An "E" grade is non-punitive and is not computed. The "E" grade provides more flexibility for re-enrollment, particularly for students who do not achieve a C-level grade in a course. An "E" grade indicates a student participated in a course according to TASP guidelines, but was unable to do C-level or passing work that would qualify for enrollment in transfer-level courses. The "E" grade indicates below college skill level work, but shows that the student attended the class and attempted to do the work in the course.

A grade report is issued to each student at the close of each semester. Grade reports may not legally be withheld from a student, even if the student is “blocked.” Grade reports include current grade information as well as all previous course work within the district.

See Operational Memorandum VI-K regarding grade change procedures.