PeopleSoft

GCC uses PeopleSoft to manage rosters, drop students, manage waitlists, contact students, input grades, and more.  If there's one thing to know before the first day of class, it's how to use PeopleSoft.  It helps to open your own PeopleSoft account and follow along as you go through this overview.  

Accessing PeopleSoft

Once you are processed by HR and officially in the system, your division chair can assign you a class in PeopleSoft.  Once that happens, you can log in to PeopleSoft.  Sometimes your class won't show up in PeopleSoft until a week before classes start.  If it doesn't show up by then, contact your division chair.  Here are the steps to access PeopleSoft:

1. Navigate to www.glendale.edu
2. Scroll to the bottom of the page and select "Faculty & Staff"   
3. Select the "PeopleSoft Faculty" button 
4. Log in using email username in ALL CAPS  
5. Use your PeopleSoft password, which is different from your email password (make sure you turn off caps).  If it's your first time logging on, the temporary password is GCC#mmddyy, where mmddyy is your date of birth.

For questions, contact ITS (help@glendale.edu, 818-240-1000 xHELP)

Accessing Rosters

Before your class starts and throughout the semester, it's important to pay attention to your rosters.   To access your rosters once inside PeopleSoft:

• From the tabs at the top of the page, navigate to Main Menu tab -> Self Service -> Faculty Center -> Class Roster OR My Schedule. 
• If you're on the "My Schedule" screen, select the icon with the people on it:  
• From the "Class Roster" screen, you can see all the students currently enrolled in your class.  
• Select the "My Schedule" tab to navigate to a different class

Waitlists

After your class is full, students get added to the waitlist.  As space opens up in your class, students will automatically move from the waitlist to being enrolled in the class up until midnight of the night before classes start.  After that, all students need an add code (see below) to be added to the course regardless of their position on the waitlist.  Monitor your waitlists closely  during the first two weeks of class.   

• From the "Class Roster" screen, find the "Enrollment Status" box:  
• From the dropdown menu, change "Enrolled" to "Waiting"

 

Downloading an Excel Version of the Roster

It's often helpful to download a copy of the class roster into Excel for taking attendance, recording grades, etc.  

• Once in the "Class Roster" screen, select the icon that looks like a little grid:  
• This will download to an Excel file, which you can then rename and save
• Note that if you only download the main roster, the Excel spreadsheet will not include any waitlisted students.  If your class has a waitlist, make sure you access the waitlist roster and repeat the download process 

Add Codes (Permission Numbers)

Students can enroll into classes until midnight the night before the course starts.  Similarly, students will automatically roll from the waitlist into the course until midnight the night before the course starts.   After that, all students wishing to add the class will need an add code, which is provided by the instructor.  Here are the steps to access the add codes for your class:

1. From the "Class Roster" screen, select the "drop / census roster" tab:   
2. Scroll to the bottom of the page to find "Permission Numbers (Add Class)"
3. Select "View All" to see more than just the first five add codes
4. Since you may need to provide add codes to students, it's a good idea to download them as an Excel file:   

The first day of class is especially challenging.  Students not on the roster show up as a "late add" asking for an add code.  At the same time, students from the waitlist may also be asking for add codes.  It can get overwhelming!  These next points are important:

• If your class has a waitlist, add those students first, and add them in the order they appear on the waitlist.  
• It's helpful to have a list of the add codes printed out with space next to each one for student names.  You can do this by printing the first few rows from the downloaded Excel file.  As you give out an add code, write the student's name next to the add code.  This will help to keep track of which add codes were given to which students.
• Verify that students have met the prerequisites for your course before giving them an add code.  The prerequisites for your course should have been given to you in the course materials and should be clearly listed on your syllabus.  In some cases, students can simply bring up MyGCC in their phone and show you they have passed the prerequisite.  In more complicated cases, get the student's name and Student ID and ask your division's administrative assistant to check on the student's prerequisite status. 
• If a student shows up a few days into the course as a "late add" asking for an add code, go ahead and check prerequisites and give the student an add code if you think they can catch up and be successful in the course.  If the student has already missed too much material, it's ok to withhold the add code and tell the student to come back next semester.

Once you've given out an add code, pay attention to whether or not a student has used the code.  As students use add codes, their names will show up in the "Permission Numbers (Add Class)" section described above.  If an add code continues to go unused but the student is still attending class, remind them to use the add code.  Don't let students slip by without using their add codes.

Dropping No Shows

It's especially important to drop students who never showed up to your class, and this needs to be done before Census Rosters (see below), which means during the first two weeks in a normal 16-week semester.  You can decide whether you want to drop No Shows on the first day or wait a couple days to see if they attend.  Here are the steps to drop No Shows:

1. From the "Class Roster" screen, select the "drop / census roster" tab:   
2. Find the student who needs to be dropped (you may need to select "View All") and select the "Drop" checkbox next to the name.   
3. Once you check the "Drop" box, a dropdown menu will appear.   Select "No Show".   
4. When you are finished selecting students to drop, select the "Process Drops" button.  None of the drops will be official until you press this button.  

 

Dropping Students for Non-Attendance after the First Day

• If a student attended one or two classes but then stopped showing up, drop the student before the Census Roster (after the first two weeks of class in the regular semester, one week in intersession).  
• GCC policy says that students may be dropped after missing a cumulative total of two weeks of class during a 16-week semester.  For a class that meets 4 times per week, this means dropping after 8 total absences.  For a class that meets twice per week, this means dropping after 4 total absences.  Make sure your attendance policy is in your syllabus, and consult your division for division-specific procedures on dropping students. 
• Adjust the two weeks to be proportionately less if your class is meets for less than 16 weeks.  For example, the equivalent of two weeks during the regular semester might only be 4 days during a 5-week summer course.
• To drop a student for non-attendance, follow the same steps as above, but select the "Instructor Drop" option.   
• Remember to select the "Process Drops" button to finalize.

Census Rosters (Credit Only)

Submitting a Census Roster for your class is how you tell the state how many students are officially enrolled in your class.  It's extremely important that your Census Rosters are accurate and on time because the state funds GCC based on the number of enrolled students,

• After the first two weeks of a 16-week class (first week in 5 or 6-week course), a three-day window to submit your Census Rosters will open starting on Monday of the third week (second week for intersession).
• An email will be sent to you reminding you to submit your Census Rosters, but you may want to go ahead and set a calendar reminder to be certain you don't forget.  Neglecting to submit your Census Rosters may result in not being rehired at GCC.
• You can see exactly when Census Rosters are due for your course by logging into PeopleSoft and then selecting the "Home" tab in the upper right-hand corner: 
• Before submitting your Census Roster, go through your rosters on PeopleSoft and verify all the following:
  • All of the No-Show students have been dropped
  • All of the students who attended once or twice but stopped attending have been dropped 
  • All of the add codes you distributed have either been used or the students who have not used them have stopped attending 
• Once your rosters accurately reflect the students attending your class, you are ready to submit your Census Rosters.  From the "drop / census roster" tab, find the box with "Census Roster Status".  Note that this option won't be available until the three-day Census Roster window begins.  Leave the box checked: "I hereby refer all students..." 
• Switch the Census Roster Status to "Approved" and select "Save".  This will finalize your Census Roster submission for the semester.

Note that students who drop or are dropped by the instructor during the first two weeks of class for a 16-week class (first week in the intersession) will have no marks on their transcripts and will not pay any tuition or fees for the class.  It will be as if they never enrolled at all.  After the first two weeks (first week in the intersession),  students who remain in the course will receive a mark of some kind (W, P/NP, or letter grade).  

Positive Attendance (Noncredit Only)

(coming soon)

Emailing Students

PeopleSoft is useful to email the entire class at once.  Note that you can also use Canvas for this purpose. 

• From the "Class Roster" screen, select the students you want to contact by checking the boxes.  You can also scroll all the way to the bottom and select "notify all students".   
• If you have specific students you'd like to contact, select the "notify selected students" box.
• Note that if students have dropped the class after the Census Roster, they will still show up on your PeopleSoft roster.  Most of the time, you do not want such individuals receiving emails about the class.  A quick way to email the only the students enrolled in the class is to "Select All".  Next, go back an unselect students who have dropped, which can be made easier by sorting by "Grade Basis" at the top of the roster (dropped students will show ADMIN).  Finally, use "notify selected students" to email just the students still in the class.
• You cannot sent attachments when emailing multiple students in PeopleSoft, so use Canvas if you need to send attachments.
• If you want to email an individual student, select the student's name from the "Class Roster" screen.  This method uses your default email program to email the student, so you are able to send attachments.
• All correspondence with students should be done using the their official GCC email address.

Entering Grades

At the end of the semester, students need their grades entered into the system quickly so that they can enroll in the appropriate classes next semester.  Credit instructors must enter grades by 11:59 pm on the Tuesday after the last final exam day of the term.  This is a hard deadline, and there may be consequences for missing it such as not being rehired.  

In Noncredit, grades are due on the date outlined in your Division Chairs beginning of the semester memo.  Look for this in your email or contact your division chair for details.

• When you are ready to enter final grades, select the "My Schedule" tab at the top of PeopleSoft.  
• From there, you will see a new icon that only shows up during the window to enter grades.  It looks like an instructor standing at the board:  
• Once in the Grade Rosters screen, you will see a drop-down menu next to each student's name.  Carefully enter each student's grade from your records.  Note that none of the grades are final until you approve them at the end.
• When you've entered and double checked all the grades, find the drop-down menu in the "Grade Roster Action" box and change the Approval Status to "Approved" and hit the "Save" button.  This finalizes your grades for the semester.   
• Your division may want a copy of your semester grades, final exams, etc., so be on the lookout for emails with end-of-semester instructions coming the last week or two of class.  
• You can see exactly when final grades are due for your course by logging into PeopleSoft and then selecting the "Home" tab in the upper right-hand corner: 
• Neglecting to submit final grades on time may result in not being rehired at GCC.