Banner Attendance and Grade Submissions

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General Guidelines for Class Rosters, Attendance and Grade Reports

General Information

Faculty will submit attendance data (for credit and non-credit courses), instructor withdrawals, mid- term grades, and final grades (for credit and non-credit courses) using Banner Self Service for Faculty. The Office of Student Records and Registration shall be responsible to determine the time periods in which faculty will be able to submit attendance data and grades.

Class Rosters

When registration begins for a term, faculty may review their respective class rosters online using Banner Self Service for Faculty that is accessed via the MyCCP portal. You may print a class roster (Summary Class List) using the print function on your Web browser. The Summary Class List will only display students who are registered in the class. Students, who do not appear on your class list, should be directed to any of the registration counters for assistance.

Submission Period Email Notifications

All faculty teaching credit and noncredit courses  will receive email notifications to inform them when attendance and grade information may  be entered.

* For credit courses (see Attachment A):

1st notification – Sent one (1) day before the first day of the submission period for the part-of-term assigned to the course.
2nd notification – Sent one (1) day before the last day of the submission period as a reminder if the
faculty member has not submitted her/his attendance and grades by this date.
3rd notification – Sent one (1) day after the submission period ends if the faculty member has not submitted her/his attendance and grades by this date.

* For noncredit courses (see Attachment B):

1st notification – Sent five (5) days before the 20% census date for the course.
2nd notification – Sent five (5) days before the last day of the 20% census period if the faculty member has not submitted her/his attendance by this date.
3rd notification – Sent the last day of the 20% census period if the faculty member has not submitted her/his attendance by this date.
4th notification – Sent the day after the 20% census period if the faculty member has not submitted her/his attendance by this date.

Guidelines for Proper Credit Attendance and Grade Reporting

These guidelines shall be used when recording attendance and grades on the 20% Mark Attendance Reports (formerly referred to as 3rd Week), the 50% Mark Attendance and Mid-Semester Grade Reports (formerly referred to as 7th Week), Final Grade Reports, and College Policies & Procedures Memorandum No. 5 Drops.

A student’s name will appear on the attendance and grade report based on the course registration status code associated with the course (see Attachment C). Attendance must be entered for ALL students who appear on the report, even where the student has dropped the course. This is a financial aid requirement.

For the 50% mark attendance and mid-term grade reporting, attendance information should be entered for ALL students. However, mid-term grades are not reported for students whose records indicate withdrawal.

Attendance StatusDefinition
SATISFACTORY

A student has regular and consistent class attendance.

UNSATISFACTORY

A student has neither been consistent in attendance based on College attendance policies, or has not met the faculty member’s class attendance guidelines. This category should be used if a student stopped attending during the term without explanation, if a student attended only one class session, or if a student dropped the course.

Reminder: You must record the Last Date of Attendance for students in this category.


NOTE: When a student is reported as having Unsatisfactory attendance, the student is not dropped from the course. The Office of Student Records and Registration is responsible for sending the student a written notification of her/his attendance status. If the faculty member determines that the student should be withdrawn from the course because of continued poor attendance, a College Policies & Procedures Memorandum No. 5 Drop should be processed via MyCCP from the Faculty and Advising Services Channel, Faculty Menu.

NEVER ATTENDED

A student is on the class roster who has never attended your section. The student has not participated in any class related activity.

NOTE: When a student is reported as Never Attended, the Office of Student Records and Registration will run a process to drop the student from the course. The student will receive a written notification about her/his attendance status and the withdrawal from the course.

LAST DATE OF ATTENDANCE

The College is required to capture this information to be in compliance with federal financial aid regulations.

The date must be recorded for any student who has stopped attending class.

* Distance Education Course Guidelines:
Attendance reporting for distance education should follow similar guidelines to those used for students attending a class on campus. For example, if a student has not attended the orientation session or any required class meetings, and has not turned in any assignments or participated in any on-line discussions, you may consider this student as non-attending. Therefore, you would record attendance as “never attended.”

Guidelines for Proper Noncredit Attendance Reporting

These guidelines shall be used when recording attendance on Noncredit Attendance Reports.

Attendance StatusDefinition
YES

A student appears on the attendance report who attended on the 20% date indicated on the report.

YES

A student attended before and after the 20% date, but not on the 20% date indicated on your report.

NO

A student appears on the attendance report who attended only before or only after the 20% date and not on the 20% date indicated on your report.

NEVER ATTENDED

A student is on the class roster who has never attended your section. The student has not participated in any class related activity.

LAST DATE OF ATTENDANCE This information is not used in noncredit.

Attendance and Grade Report Omissions

A student who does not appear on your attendance or grade report is not officially enrolled. If a student is attending class and is not listed on an attendance and/or grade roster, the faculty member should have the student contact the Office of Student Records and Registration immediately to resolve the enrollment issue. If the student’s enrollment situation is satisfactorily resolved (i.e., student is now registered and paid) during the submission period, the faculty member will be contacted and given permission to record attendance or grade.

If the resolution occurs after the 20% attendance-reporting period or the 50% attendance and mid-term grade reporting submission period, the faculty member must complete a Supplementary Attendance and Grade Report Form. This form provides the Office of Student Records and Registration with documentation to enter the attendance and mid-term grade information in Internet Native Banner manually should the student’s situation be resolved at a later time. A copy of this form is attached (see Attachment D & E). You may obtain a form from the academic division office or from the Office of Student Records and Registration.

Regarding final grade submissions, if the student’s enrollment situation is satisfactorily resolved during the submission period, the faculty member will be contacted and given permission to record the final grade. However, if resolution occurs after the final grade submission period, the faculty member will need to submit a Final Grade Change form. This form may be obtained from the academic division office.

Guidelines for Proper College Policies & Procedures Memorandum No. 5 Drop

If the faculty member determines that a student should be removed from his/her class because of poor attendance, he/she may withdraw the student during the submission period (after the 20% attendance has been submitted, but before the last day of the 11th week of class, or its equivalent, via MyCCP, Faculty & Advising Services Channel, Faculty Menu, Instructor Withdrawal (P&P 5) link. (see Attachment F for detailed instructions). A withdrawn student will receive an email message notifying him/her of the processed withdrawal. If a student is withdrawn in error, the instructor must contact the Office of Student Records and Registration to reinstate the student. (email messages may be sent to for assistance.

Submission Entry Problems

When a faculty member experiences difficulty while entering attendance and grades, she/he should determine if the problem is technical or operational. For example, a technical problem might be that you are unable to access MyCCP because of a network connection problem. In the case of a technical problem, contact the College’s Help Desk via email (4itsupport@ccp.edu) or via phone (215-496-6000).

If you believe the problem you are experiencing is operational, you should contact your respective department head. An example of an operational problem might be that you are in Banner Self Service but cannot access the attendance or grade report worksheet for your course. In this example, before you contact the department head, you may want to verify the start and end dates of the submission period for the course. You may not be able to access the worksheet because you are trying to do so before the submission period starts or after the submission period has ended.

Late Submission Procedure

The late submission of attendance and/or grade information has detrimental consequences for students as well as the College. For some students, the reporting of attendance directly impacts the timely processing and receipt of financial aid balance checks. For the College, timely reporting is essential to meet state and federal requirements.

Once the online attendance and/or grade submission period has ended, the Faculty Course Attendance Worksheet will no longer be available. Therefore, after each submission period has ended, the Office of Student Records and Registration will provide copies of Late Attendance and Grade Rosters to each academic division office supervisor.

The Office of Student Records and Registration will run a report for missing attendance and grade reports after the submission deadline to monitor which attendance and grade reports are outstanding. Late submissions will be reported to the Division Deans and Department Heads.

To report late submissions, the faculty member must follow these steps.

  1. Obtain a copy of the Late Attendance and Grade Roster from the division office supervisor.
  2. In black or blue ink, record attendance and/or grade information for all students. Refer to Guidelines for Proper Credit Attendance Reporting or Guidelines for Proper Non-Credit Attendance Reporting.

NOTE: Attendance information must be recorded for all students including those students who are dropped.

  1. Sign and date the Late Attendance and Grade Roster.
  2. Submit the Late Attendance and Grade Roster to the Department Head for signature and date.
  3. The Department office should maintain a file copy and submit the original copy to the Office of Student Records and Registration, located in Room MG-20.

Posting Attendance and Grade to Academic History

Attendance and mid-term grades are not maintained permanently on a student’s record. This information is recorded and held in temporary files. However, final grades are permanent information that become part of the student’s academic record.

The “roll” process (done in the Office of Student Records and Registration) posts final grades to the student’s academic history record. The final grade is then available to the student via MyCCP. Once grades are rolled they cannot be changed via the Web by faculty. After the roll process, any grade change for a student must be handled by submitting a Final Grade Change form.

The Office of Student Records and Registration will turn on the indicator to display mid-term and final grades on the day after the submission period ends for part-of-term 15A for Fall and Spring Terms and part-of-term 7A for Summer Terms.

Attendance and Grade Data Storage

After attendance and grade data have been reported, the Office of Student Records and Registration will run the necessary Banner process for all CRNs and save a copy as a file to the College’s data warehouse archives where authorized College staff as well as internal and external auditors may retrieve this data.

Attachments
Attachment A – Credit Course Email Notifications
Attachment B – Non-credit Course Email Notifications
Attachment C – Credit Course Registration Status Codes
Attachment D – Supplementary Attendance and Grade Report Form (Credit only)
Attachment E - Supplementary Attendance and Grade Report Form (Non- Credit only)
Attachment F – Instructor Withdrawal Policy and Procedure #5 Instructions

 

 

 

 

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