To access a roster with DEV ENG History Report, you must be logged into MyVWCC and inside the Student Information System.
In the top right corner, click the Home link. This will take you to the VCCS College page.
In the Student Records box, scroll down until you find VWCC Placement Dev ENG and click the link.
If you have used the system before, enter your Run Control ID and select Search. If you have not used the system previously, click on the Add a New Value tab.
On the next screen, create a Run Control ID and select Search. Use a Run Control ID you can remember, such as “vw” followed by your department or initials.
Enter the specific course information you would like included in the report. You must enter information into the top three fields. The bottom fields are optional. Then click Run.
Required information:
Academic Institution: VW286
Term: Examples – For Spring 2017, use 2172; For Summer 2017, use 2173; For Fall 2017, use 2174
Subject: Enter the three letter subject code for the course you want to check the prerequisites for (such as PSY). This will show all developmental ENG prerequisites on the PSY courses you select.
Optional Information:
Catalog Number: The 3 digit catalog number (such as 200 for PSY 200)
Class Section: Enter the class section if you only want to pull one section of data
Make sure USERID is PSUNX and click OK.
Click on the Process Monitor link.
Click on Refresh until the Distribution Status says Posted. It may take several minutes depending on how many classes you run at one time.
Click on Details.
Click on View Log/Trace.
Click on the middle link that ends in .PDF.
A PDF file will open, or you will be prompted to download it. The first few lines will look like this:
This information outlines how to view and update students’ status with regards to completion of enrollment requirements (pre-requisites) for a class. Access to the Enrollment Requirement Roster is limited to faculty members that are designated as program heads. This information is NOT available via the Self Service/Faculty Center or Self Service/Advisor Center.
The Enrollment Requirement Roster can be used to identify and, if desired, drop students who have failed to meet the pre-requisites (requirements) for a course. By using the PERC functionality, the Enrollment Requirement Roster can be updated with the student’s most current status, thus allowing the user to determine if the student has met the necessary criteria for continuing enrollment in the course.
Enrollment Requirement Rosters are only available for those courses that have hard-coded pre-requisites within the Student Information System.
Note: Virginia Western will NOT use the delivered drop functionality provided with the PERC process.
Timeline
You may view an Enrollment Requirement Roster during the registration period for a course but it is generally recommended that the actual PERC process not be run until after grades have been posted for the current term.
Prior to running the PERC process, the following two columns/fields are not displayed on the Enrollment Requirement Roster. These columns/fields are only available after the PERC process has been completed.
There are two options available for running the PERC process.
Option 1
Post Enrollment Requirement Checking may be run via a batch process which updates multiple classes at the same time. This option is limited to specific staff and is NOT available to department personnel.
This process may be run as many times as needed and is necessary to determine the status of students that have enrolled since the previous run of the PERC process.
The batch process will be run at the end of each term after grades are posted for the current term. After grades are posted for the term, the batch process will be run by the Policy and Planning Specialist
If a student enrolls in the class after the post enrollment requisite checking process has run, the student will show on the roster with only a status within the “Enrollment Req Status” column.
Option 2
Post Enrollment Requirement Checking may be run from the Enrollment Requirement Roster by selecting students and using Run Post Enrollment Requirement Checking and the Run button. This process may be run as many times as needed. This process is available to faculty (program heads) that have the required security.
This process should be run by Program Heads after grades are posted for the current term and through the add period of the new term. This is necessary as new students who add the class after the batch process has been run will not show a PERC status on the roster.
If a student enrolls in the class after the post enrollment requisite checking process has run, the student will show on the roster with only a status within the “Enrollment Req Status” column.
To run Post Enrollment Requirement Checking, you must be logged into MyVWCC and inside the Student Information System.
Enrollment Requirement Roster Overview
To find the Enrollment Requirement Roster, go to Curriculum Management > Enrollment Requirements > Post Enroll Req Checking > Enrollment Requirement Roster. This will bring you to a search screen where you can search for the class you wish to evaluate. Note: Only the enrollment sections of classes which have enrollment requirements will be returned in the search results.
Enter as many search criteria as you would like and click Search. When searching for the class, if you see the text “No matching values were found”, one of the following may be the case:
The combination of criteria you entered do not match any existing classes.
You do not have security to access the class schedule for the department selected.
You entered a class number for a non-enrollment section of a course.
There are no enrollment requirements in the SIS for the selected course.
The resulting Enrollment Requirement Roster (Summary) looks like the following. Explanations for each section follow the image.
Number (see above)
Field/Box
Description
1
Course Information Group Box
Contains information about the course, including the Course title, class number, meeting days and times, etc. For additional information, click on the course title link (ex: MTH 151 - 16 (49617)). Use the green arrow to collapse the Course Information Group Box.
2
Enrollment Requirements Group Box
Contains the description from the enrollment requirement (pre-requisite). Use the green arrow to collapse the Enrollment Requirements Group Box.
3
Review Complete for Batch Drop Processing checkbox
This checkbox must be checked before the batch drop process can be run for the class. VWCC will not be using the batch drop process.
4
Select Display Option (Summary View or Detail View)
Summary View allows you to view the entire class roster. Detail View displays one student at a time. The Detail View allows you to access detailed information about how the status on the requirement was evaluated.
5
Set Filter Options Group Box (Enrollment Status and Most Recent Requirement Status)
This box is populated with default values. You may change the selections for the students you wish to view by checking or unchecking the boxes. By default, students that have satisfied the pre-requisite are not displayed. If you wish to view students that satisfied the enrollment requirement, under Most Recent Requirement Status, select the Satisfied checkbox. Note: The Enrollment Status of Enrolled should always remain checked.
6
Filter (green button)
If you make changes to the checkboxes in the Set Filter Options group box, click this button to update the roster.
7
Roster Tabs (Requirement Data and Audit/Information Links)
The roster tabs allow you to change from the Requirement Data to the Audit/Information Links. Use the blue arrow next to the tabs to display all of the fields at the same time.
8
Select checkbox and Select All link
Use these checkboxes to select students for the PERC processing or email notification. Note: Virginia Western will not select students for drop processing.
9
Drop/Approved Indicator
This field is only available after Post Enrollment Requisite Checking has been run. This field is only available for students with a Post Enroll Req Status of Conditional or Not Satisfied. Note: Virginia Western will not use this field.
10
Enrollment Req Status
Displays the enrollment requirement status of the student at the time of registration. Click the Enrollment Req Status value for the student to access the Enrollment Requirement Roster detail view with the enrollment requirement status information area expanded.
11
Post Enroll Req Status
Displays the enrollment requirement status at the time the PERC process was run for the stuent/class. The Post Enrollment Req Status only appears AFTER the PERC process has been run. Prior to running the PERC process, this field/column is not available. The PERC process can be run multiple times. It is recommended that the process be run multiple times after grades are posted for the prior term and through the last date to add for the current term. This allows the user to determine the status of newly enrolled students. Click the Post Enroll Req Status value for the student to access the Enrollment Requirement Roster detail view with the post enrollment requirement status information area expanded. If a student enrolls in the class after the post enrollment requisite checking process has run, the student will show on the roster with only a status within the "Enrollment Req Status" column.
12
Status
This column is only displayed if more than one enrollment status is checked in the Set Filters Option Group Box. When more than one status is selected, the student's enrollment status is displayed.
13
PERC Run button (green button)
Click this button to run the PERC process. VWCC will not select any of the checkboxes for drops that are found in the Run Post Enrollment Requirement Checking group box.
14
Process Drops for Non-Compliance button (green button)
VWCC will not sue the checkboxes in this group box. At this time, the College has not determined the process to be used for dropping students that are in non-compliance of the enrollment requirement. Until a specific policy is adopted, drops that need to be completed for non-compliance of the pre-requisite should be sent to the Enrollment Office for processing.
Note: After the PERC process is run, sometimes a Process Status column will appear between the Select and ID columns. The Process Status link can be used to access the Enrollment Message Log page. Examples include when PERC is run and the message displays information about the new status, for example, Enrollment Requirement is conditionally satisfied.
Understanding Enrollment Requirement Status
This table shows the values you may see in the Enrollment Req Status or Post Enroll Req Status fields on the Enrollment Requirement Roster page. Please note that the Post Enroll Req status column/field will only be displayed after the Post Enrollment Requisite Checking process has been completed.
Note: You may see these values in the Enrollment Req Status or Post Enroll Req Status fields. Some values will only appear in one column.
Status
Description
Not Satisfied
The student has not met the enrollment requirement for the class. This status will only appear after the PERC process has been run.
Conditionally Satisfied
The student has conditionally met the enrollment requirement using in-progress course work. After the course work is completed and grades have been posted, the PERC process should be run to determine if the student has satisfied the enrollment requirement. This status may appear in the Enrollment Req Status or Post Enroll Req Status field.
Enrollment Component
VWCC will not be using this status. This is used for students enrolled using the Enrollment Component where enrollment requirements are not enforced. VWCC does not use the Enrollment Component to enroll students.
Overridden
The enrollment requirements were administratively overridden in the Enrollment Office. Note: If the PERC process is run for students with this status, the override is not considered as part of the PERC process. The student is re-evaluated and the Post Enroll Req Status field is updated with the student's most current status. This status will appear in the Enrollment Req Status field.
Permitted
A permission number was used to bypass enrollment requirements. Permission numbers are not in use at this time.
Satisfied
The student has met the enrollment requirement for this class. Note: The status of Satisfied is only displayed when the Satisfied filter option is selected. This status may appear in the Enrollment Req Status or Post Enroll Req Status field.
Unknown
No requirement status exists. This value typically appears when the enrollment requirement is added to the class after the student was enrolled. This status will appear in the Enrollment Req Status field.
Running PERC from the Enrollment Requirement Roster
Navigate to the Enrollment Requirement Roster (Curriculum Management > Enrollment Requirements > Post Enroll Req Checking > Enrollment Requirement Roster).
Search for the class. Enter as many search criteria as you need and click Search.
Depending on your search criteria, you will either go directly to the Enrollment Requirement Roster or you will need to select the class from the Search Results. Note: Only the enrollment section of classes that have enrollment requirements (pre-requisites) will be displayed in the search results. Once you choose the class, the following Roster Summary will appear.
Check the desired boxes in the the Set Filter Options group box and click filter to display the statuses selected. Note: The selections in this group box appear by default based on the setup page. The Dropped and Enrollment Component boxes should not be checked.
Select students for the PERC processes by clicking the Select checkbox for the desired students. In some instances a student that previously had a status of Satisfied may change to Not Satisfied. To have the process run for all students, include Satisfied students in the options box and use the Select All Students option. Note: If the student does not have a value in the Post Enroll Req Status field or the field is not displayed, the student(s) must be selected to have the PERC process run.
Run the PERC process by either clicking the Run Post Enrollment Requirement Checking link or clicking the run button in the Run Post Enrollment Requirement Checking box. Do not check any of the checkboxes in the Post Enrollment Requirement Checking group box.
When the process is complete, the Post Enroll Req Status will be displayed or updated. As our filter is set to NOT display students who have satisfied the requirement, some students may no longer be on the roster. For example, if a student was Conditionally Satisfied and has now Satisfied the requirement, they will not longer appear on the Enrollment Requirement Roster.
It is also possible for a student who previously had a status of Satisfied to change to a status of Not Satisfied.
If a student enrolls in the class after the post enrollment requirement checking process has run, the student will show on the roster with only a status within the Enrollment Req Status column.
The PERC process may be run as many times as desired or needed.
Viewing Student Enrollment Requirement Detail
This section contains information on how to access detailed information for students found on the Enrollment Requirement Roster.
There are several options available for viewing additional student detail related to their enrollment and how they may or may not have satisfied the enrollment requirements for the class.
When accessing a detail view for the student or when expanding the Audit/information Links tabs, the following fields are available:
Click on the Go To My Rosters link. Rosters that have a “View Roster” link will not be available to submit until the date open for that roster. If the deadline to submit a roster has passed, click View Roster, print the roster from the IIWS system using the browser print option, and take it to your Division Office. Rosters that have been submitted will have the date of submission.
When you open the roster for a course, you will see a list of your students. This list of students matches enrollment information in the Student Information System (SIS), so this is an accurate record of the students enrolled in your class. If you have no students to report, simply click the submit button. If you have students you wish to report, select the box next to their name and then submit.
If you selected any students, you will see them listed on the next screen. If you did not select any students, you will not see any students listed. In either scenario, you must click the Submit Roster button to submit this roster.
Upon completion, you will see your list of rosters and the date submitted (if applicable).
If you would like to verify the information submitted, select Open Roster to verify the results. The date you submitted the report will be noted.
Important Things to Note
You have until the Roster Due Date to go back and add or remove students from the no-show list. This date is listed on your roster page.
If you miss a deadline you will need to print your rosters from IIWS, mark any no-shows, and submit the information to your Division Office.
If you have trouble logging into the system or any other issues, please contact jobrequest@virginiawestern.edu with the email subject line “IIWS”.
Because of issues we have identified with enrollment reporting, as of February 14, 2019 faculty will no longer submit withdrawal rosters.
Virginia Western’s Instructor Initiated Withdrawal System (IIWS) is an electronic system of validating student attendance/participation for purposes of complying with federal reporting guidelines. This system is designed for faculty to report non-attendance for two reporting periods: no-show reporting and withdrawal reporting.
Enter the Instructor Initiated Withdrawal System via https://apps.virginiawestern.edu/vwia/. This link is also available in the Faculty/Staff menu on the Virginia Western web site and on the Faculty & Staff Resources page.
On the login page, enter your MyVWCC username and password and click Login.
Instructors will enter grades via the grade roster found in the Faculty Center. Depending upon the grading basis of the class, grades of A, B, C, D, F, P, S, and U may be entered.
Under certain circumstances, instructors may also enter a grade of I. The I grade is to be used only for verifiable, unavoidable reasons when a student is unable to complete a course within the normal course time. When an I grade is awarded, a completed Incomplete Grade Contract (PDF) must be submitted to the Division Office or the Records Office. The form must include the following:
the reason for assigning the grade
the work to be completed and indicate its percentage in relation to the total work of the course
the date by which the work must be completed
the default grade based upon course work already completed. Completion dates may not be set beyond the subsequent semester (including the summer term).
A grade of W cannot be entered by faculty. Before entering grades, please review the Important Information found below.
Important Information
When entering a grade of F or U the Last Date of Attendance field must be populated. Failure to populate this field correctly will prevent you from completing the grade entry process. For information on populating the Last Date of Attendance field, please refer to instructions outlined below under Completing the Last Date of Attendance Field.
Please note that any student who does not attend even one class is considered a no-show student and must be reported to the Admissions Office on the no-show roster at the end of the add/drop period for the class. No-show students should not appear on the Grade Roster. For additional information on reporting no-show students, refer to the Faculty Handbook under Instructional/Registration Information.
Instructors are also required to report students who began attendance in a class and ceased attendance prior the withdrawal deadline for the class. If a student ceases attendance after the withdrawal deadline, a grade of F must be awarded on the grade roster. For additional information on reporting students who cease attendance prior to the withdrawal deadline, refer to the Faculty Handbook under Instructional/Registration Information. The withdrawal deadline for regular session classes can be found on theFaculty/Staff Resources page under Academic Calendar. Withdrawal deadlines for non-standard session classes are also found on the Faculty & Staff Resources page under Dynamic Class Dates.
Entering Grades
To enter grades for a class, you must be logged into MyVWCC and inside the Student Information System.
Click Faculty Center, then My Schedule.
Your schedule for the designated term will be displayed. If needed, click change term. Select the correct term and click CONTINUE.
Click the Grade Roster icon () located in the My Teaching Schedule area. The Grade Roster page will be displayed. Please note that that Grade Roster icon will not be available until the Records Office has generated the grade roster.
To enter grades, the Grade Roster Type must be Final Grade and the Approval Status of the grade roster must be Not Reviewed.
Use the drop-down menu in the Roster Grade column and select the Grade.
If a grade of I is found on the grade roster for a student, the I grade must not be changed or removed. In many cases, the I grade has been inserted by the Records Office.
When faculty select a grade of F or U, the Last Date of Attendance field appears. Instructions for populating the Last Date of Attendance field are outlined below under Completing the Last Date of Attendance Field.
When all grades have been selected, click Save.
Return to the top of the Grade Roster page to the Approval Status drop-down menu and select Approved.
Click Save a final time. To submit grades for another class, click the Faculty Center link and select another class.
Completing the Last Date of Attendance Field
After entering a grade of F or U in the Roster Grade field, the Last Date Attendance field will appear.
Click in the Last Date of Attendance field and enter the correct date as indicated below:
If the student completed the entire course and failed, earning a grade of F or U, the following scenarios detail the date to use in the Last Date of Attendance field:
For Regular Session Classes: For regular session classes, enter the end date of the semester in the Last Date of Attendance field. Refer to the Academic Calendar for help in determining the last date of the semester. DO NOT ENTER THE LAST CLASS MEETING DATE OR EXAM WEEK DATES.
For Short Session and Dynamic Classes: For short sessions and dynamically dated classes, use the end date of the session. The start and end dates for the class appear at the top of the Self-Service grade roster in SIS.
If the student stopped attending/participating before the course end date, receiving a grade of F or U, use the following guidelines to determine the date to enter in the Last Date of Attendance field:
Enter the student’s actual last date of attendance or participation in class, if known, OR,
Enter 01/01/1900 (Note: The placeholder date of 01/01/1900 must be used if the instructor cannot determine the last date of attendance.)
REMEMBER: Once all grades have been entered change the roster status to APPROVED and save.
The Wait List function allows students to place themselves on a Wait List for a class section that is full and be given a position number. If seats become available in the class section, the waitlist process will run to auto-enroll students according to their Wait List position number.
The Wait List function also:
Keeps a running list of students who want to enroll in a full class.
Automatically attempts to enroll students in request order as space becomes available, on a first-on first-off basis.
Requires no direct faculty effort.
The Wait List function is not currently available for all class sections. For those class sections where a Wait List is available, the instructor can view waitlisted students by accessing their class roster through the self-service Faculty Center.
To view the roster for a class, you must be logged into MyVWCC and inside the Student Information System.
Click Faculty Center, then My Schedule.
Your schedule for the designated term will be displayed. If needed, click change term. Select the correct term and click CONTINUE.
Click the Class Roster icon () in the My Teaching Schedule area of the page. The Class Roster page for the class will be displayed.
When the class roster is displayed, the Enrollment Status defaults to Enrolled. If students are on the Wait List for the class, the Enrollment Status drop-down will include a choice of All or Waiting. To view Wait List students, select Waiting.
Notice that the student’s position on the Wait List is displayed in the Status Note field.
To view the Faculty Center, you must be logged into MyVWCC and inside the Student Information System. Click the Faculty Center link.
Instructors use the Faculty Center to view their teaching schedule and to access instructor-related transactions. Instructors see only those terms for which they are assigned courses.
Use the change term button to change the term displayed.
Use the icons on the left-hand side of My Teaching Schedule to access your class and grade rosters.
Use the underlined class link to view class details.
Use the View Weekly Teaching Schedule link, located below your teaching schedule, to view your weekly calendar with your class schedule blocked in for the week.
Use the SIS Workload link, located below your teaching schedule, to view your workload for the semester.
To change your phone number(s), you must be logged into MyVWCC and inside the Student Information System.
Click on your Student Information tile.
Click on the dropdown menu in the Personal Information section to select Phone Numbers and click on the blue button (). You can also find it in Personal Information > Phone Numbers in the left-hand menu.
To change an existing phone number, click in the Telephone field, enter the new number, and click SAVE.
To add an additional number, click the Add a Phone Number button, choose a Phone Type from the dropdown box, enter the phone number without any dashes or other symbols (it will format the number correctly when saved), then click SAVE.
To change your address(es), you must be logged into MyVWCC and inside the Student Information System.
Click on your Student Information tile.
Click on the Mailing Addresses link in the Personal Information section, or select Personal Information > Addresses from the left-hand menu.
To edit your address, click on the pencil icon beside the entry. You can also click the button at the bottom to Add a new address.
When entering a new address or making changes, it will likely require the Residence/Jurisdiction field to be completed. The easiest way to do that is to click on the magnifying glass icon in that field, change the Search by dropdown to Jurisdiction-City/County, add the first few characters of your county in the Begins With box, then click Search. Once you click the county name it will populate that field and return to the previous screen where you can click OK to proceed.
On the next screen, you can select if the address type is Mail, Business, or Permanent, then click on Save.
) located in the My Teaching Schedule area. The Grade Roster page will be displayed. Please note that that Grade Roster icon will not be available until the Records Office has generated the grade roster.
) in the My Teaching Schedule area of the page. The Class Roster page for the class will be displayed.
). You can also find it in Personal Information > Phone Numbers in the left-hand menu.
