GCC uses PeopleSoft to manage rosters, drop students, manage waitlists, contact students,
and enter grades. This page covers how to get into PeopleSoft and where each task
lives. For deadlines, and for anything that affects a student's record, follow the
links to the offices that own that information.
Accessing PeopleSoft
After HR processes your paperwork, your division chair can assign you a class in PeopleSoft.
Your class may not appear until about a week before classes start. If it has not appeared
by then, contact your division chair.
- Go to the GCC home page at www.glendale.edu.
- Open the "Info For" menu near the top right of the page.
- Select "Faculty and Staff".
- Select "PeopleSoft".
- At the login portal, sign in with your GCC single sign-on credentials. For details,
see Single Sign-on and MyGCC/PeopleSoft.
If you cannot sign in, contact the ITS Help Desk at helpdesk@glendale.edu or 818-240-1000, ext. 4357 (HELP).
Key Dates and Deadlines
Session Dates and Deadlines lists, for each session in the term, the start date, end date, add/drop deadline,
withdrawal deadline, and pass/no pass deadline. It covers the regular academic session
and the short-term sessions.
Census Roster and grade due dates are not on that page. Both are in PeopleSoft: sign
in and select the "Home" tab in the upper right-hand corner.
Watch your GCC email. Official notices about rosters and deadlines are sent there.
Rosters, Waitlists, and Emailing Students
Roster Update covers viewing your class schedule and class roster, how waitlists work, the drop
roster, and emailing your students.
To reach your rosters once you are signed in, use the tabs at the top of the page:
Main Menu, then Self Service, then Faculty Center, then Class Roster or My Schedule.
On the "My Schedule" screen, the icon showing two people opens that class roster.
On the "Class Roster" screen, the icon shaped like a small grid downloads the roster
to Excel. A downloaded roster does not include waitlisted students, so download the
waitlist separately if you need it.
Add Codes (Permission Numbers)
Add codes are called Permission Numbers in PeopleSoft. Once students can no longer
add your class themselves, they need an add code from you. Add and drop deadlines
for each session are on Session Dates and Deadlines.
To find your add codes, select the "drop / census roster" tab from the "Class Roster"
screen and scroll to "Permission Numbers (Add Class)" at the bottom of the page. Select
"View All" to see more than the first five, then use the download icon to save them
to Excel.
- If your class has a waitlist, add those students first, in the order they appear on
the waitlist.
- Keep a record of which add code you gave to which student. Students' names appear
in the "Permission Numbers (Add Class)" section as they use their codes, so you can
see which codes are still unused. If a student is attending but has not used their
code, remind them.
- Verify that students have met the prerequisites for your course before giving them
an add code. If you need help checking a student's prerequisite status, get the student's
name and Student ID and ask your division's administrative assistant.
Dropping Students
Drops are made from the "drop / census roster" tab on the "Class Roster" screen.
- Find the student. You may need to select "View All".
- Select the "Drop" checkbox next to the student's name.
- A dropdown menu appears. Select the reason: "No Show" for a student who never attended,
or "Instructor Drop" for a student who stopped attending.
- Select "Process Drops". No drop is official until you select this button.
Students who never attended, and students who stopped attending, should be dropped
before your Census Roster is due. For your division's procedures on dropping students
for non-attendance, consult your division chair. For how a drop affects a student's
record, contact Admissions and Records. Withdrawal and pass/no pass deadlines are
on Session Dates and Deadlines.
Make sure your own attendance policy is stated in your syllabus.
Census Rosters (Credit Only)
Your Census Roster tells the state how many students are officially enrolled in your
class, and the state funds GCC on that number. Submitting Census Rosters by the established
deadline is a contractual obligation. See the contract on Faculty Resources and talk to your division chair.
Your Census Roster due date is in PeopleSoft under the "Home" tab in the upper right-hand
corner. Set your own calendar reminder as well.
Before you submit, check that:
- Students who never attended have been dropped
- Students who attended once or twice and then stopped have been dropped
- Every add code you gave out has either been used, or the student who received it has
stopped attending
To submit, go to the "drop / census roster" tab and find the "Census Roster Status"
box. It is not available until your Census Roster window opens. Leave the box checked
that begins "I hereby refer all students...", change the Census Roster Status to "Approved",
and select "Save".
Positive Attendance (Noncredit Only)
(coming soon)
Entering Grades
Submitting Grade Rosters by the established deadline is a contractual obligation.
See the contract on Faculty Resources and talk to your division chair.
Your grade due date is in PeopleSoft under the "Home" tab in the upper right-hand
corner. Noncredit instructors, confirm your grade due date with your division chair.
To enter grades, select the "My Schedule" tab at the top of PeopleSoft. During the
grading window an additional icon appears, showing an instructor standing at a board;
it opens the Grade Roster. Enter each student's grade from the dropdown menu next
to their name. Nothing is final until you approve it: in the "Grade Roster Action"
box, change the Approval Status to "Approved" and select "Save".
Your division may ask for a copy of your grades, final exams, or other end-of-semester
materials. Watch your GCC email in the last weeks of the term.
Who to Contact
- Your division chair for questions about your classes, your rosters, and your division's procedures.
- Michelle Mora, Director of Admissions and Records for PeopleSoft questions your division chair cannot resolve: mmora@glendale.edu, 818-240-1000, ext. 5114. Watch your GCC email for messages from her.
- ITS Help Desk for sign-in and access problems: helpdesk@glendale.edu, 818-240-1000, ext. 4357 (HELP).
