Tag Archives: faculty

How to Classify Quarantined Email Messages

If you receive a Spam Quarantine Summary email from Barracuda, follow the directions below to decide if you want to Deliver, Delete, Whitelist, Classify as Spam, etc.

  • Deliver: Delivers the selected message to your standard email box. Note: If you want to classify a message or add it to your whitelist, make sure to do so before delivering the message to your inbox. Once the Barracuda Spam firewall delivers a message, it is removed from your quarantine list.
  • Whitelist: Adds the selected message to your whitelist, so all future emails from this sender are not quarantined unless the message contains a virus or banned attachment type. The Barracuda Spam Firewall adds the sending email address exactly as it appears in the message to your personal whitelist.
  • Whitelist/Not Spam: Performs the functions of both Whitelist and Classify as Not Spam at the same time.
  • Delete: Deletes the selected message from your quarantine list. The main reason to delete messages is to help you keep track of which quarantine messages you have reviewed.
  • Classify as Spam: Classifies the selected message as spam.
  • Classify as Not Spam: Classifies the selected message as not spam. Note: Some bulk commercial email may be considered useful by some users and spam by others. Instead of classifying bulk commercial email, it may be more effective to add it to your whitelist (if you wish to receive such messages) or blacklist (if you prefer not to receive them).

When you receive a Spam Quarantine Summary email from Barracuda:

  1. If you would like to just delete all the messages, click the DELETE ALL DISPLAYED EMAILS link in the email. This will open a browser window, where the messages will be deleted.
  2. If you wish to more thoroughly classify the messages or inspect them further, click the View your entire Quarantine Inbox or manage your preferences link at the bottom of your email.
  3. Use the checkboxes next to each message or the links (Deliver, Whitelist, Delete) following each message to classify each message. You can use the checkboxes to select more than one message at a time.
  4. When you are finished, click the Log Off link in the upper right corner.

You will receive an email from Barracuda whenever you have messages that have been quarantined.

Please contact the Help Desk if you have any questions.

About the Advisor Center

The Advisor Center presents advising faculty with a limited view of the advisee’s Student Center page. Additionally, advising faculty will have access to the student’s general information, transfer credit, and academics. Documentation on how to run an Advisement Report (ADV) and What If Report can be found on the Reports for Student Advisement  page.

Note: Adjunct faculty do not have access to the Advisor Center.

Advisor Center Pages

To view the Advisor Center, you must be logged into MyVWCC and inside the Student Information System. Click the Advisor Center link.

My Advisees Page

The my advisees page displays the advisees assigned to the advisor in SIS. Advisors may also use the View Data for Other Students button (view data for other students) to access data for students not assigned to the advisor.

advisee list

Field Descriptions

  • Notify: Check this box to send an email notification to the advisee.
  • Name: Advisee’s name from Bio-Demo data.
  • ID: Advisee’s Student ID.
  • View Student Details: Click this link to access the data available to advisors.
  • Notify selected advisees: Allows an email to be sent to the advisees with a check mark in the Notify column.
  • Notify all advisees: Allows an email to be sent to all advisees assigned to the advisor.
  • view data for other students: Click this button to search for the ID of an advisee that is not currently assigned to the advisor in SIS.

View Student Details

This link takes the advisor to a limited view of the advisee’s Student Center. Notice that tabs are also available for General Info, Transfer Credit, and Academics. This link is also used to access the page for creating a student’s ADV report. Each will be detailed below.

Note: The same student information is available when using view data for other students. If using this option, you will need the student’s ID number.

Student Center Page

advisee student center
Field Descriptions
  • Change Advisee: Allows the Advisor to quickly choose another advisee from the list of students assigned to the advisor. After choosing a new advisee, click the Change button.
  • Academics: This area allows the advisor to view the student’s class schedule, shopping cart, and planner. To view Academic Requirements (or Advising Report), course history, exam schedule, grades, unofficial transcript or transfer credit report, use the dropdown menu.
  • Personal Information: Allows the advisor to view the demographic data, emergency contact data, and contact data for the student.
  • Holds: Allows the advisor to view any holds (service indicators) on the student.
  • To Do List: Allows the advisor to view any checklists applied to the student.
  • Enrollment Dates: Allows the advisor to view the enrollment dates for the term if the student is term activated.
  • Advisor: Displays the Advisor(s) assigned to the student.

General Information Page

The default view for the General Information page is that all sections are expanded. Individual sections can be expanded or collapsed by clicking the green arrows, or all sections can be expanded or collapsed by clicking the Collapse All or Expand All buttons.

advisee general info
Field Descriptions
  • Service Indicators: Displays any service indicators active for the student.
  • Initiated Checklists: Displays any checklists that have been initiated for the student.
  • Student Groups: Displays any student groups assigned to the student.
  • Personal Data: Displays date of birth, gender, and marital status.
  • National ID: Displays the last four digits of the student’s social security number.
  • Names: Displays the Primary and Preferred names for the student.
  • Addresses: Displays any addresses for the student.
  • Phones: Displays any phone numbers for the student, with the preferred number marked.
  • Email Addresses: Displays any email addresses for the student with the preferred address marked.
  • Test Scores: Redirects the page to display test score results.

Transfer Credit Page

advisee transfer credit
Field Descriptions
  • Course Credits: Displays information about credits granted for courses taken at other institutions. Click this symbol (columns icon) to display all the columns available.
  • Test Credits: Displays information about credits granted for test scores. Click this symbol (columns icon) to display all the columns available.
  • Other Credits: Displays information about other credits granted to the student, such as advanced standing credits, etc. Click this symbol (columns icon) to display all the columns available.

Academics Page

advisee program
Field Descriptions
  • Institution/Career/Program: Displays the school, career, and program information for the student. Note that for students at multiple schools, each school is displayed.
  • Term Summary: Displays the term(s) that the student has been term activated for the given school. You may also view the student’s classes by term and term statistics.
  • Advisees - no access: This message is displayed for users that do not have security access to the pages from which the data is pulled.

Past Progress Report

To access a Past Progress Report, you must be logged into MyVWCC and inside the Student Information System.

  1. In the top right corner, click the Home link. This will take you to the VCCS College page.
  2. In the Student Records box, scroll down until you find VWCC Past Progress and click the link.
  3. 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.
    1. 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.
  4. 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.
    Past Progress - Run button
    • 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 MTH). This will show all MTH prerequisites on the MTH courses you select.
    • Optional Information:
      • Catalog Number: The 3 digit catalog number (such as 272 for MTH 272)
      • Class Section: Enter the class section if you only want to pull one section of data
      • Subject 2 and Subject 3: List additional 3 letter subject codes that are also prerequisites. For example, if a MTH class had a MTH prerequisite and an EGR prerequisite, adding EGR as subject 2 would pull the EGR and the MTH prerequisites for the MTH course.
  5. Make sure USERID is PSUNX and click OK.
    Past Progress - UserID
  6. Click on the Process Monitor link.
    Past Progress - Process Monitor
  7. Click on Refresh until the Distribution Status says Posted. It may take several minutes depending on how many classes you run at one time.
    Past Progress - Refresh button
  8. Click on Details.
    Past Progress - Success message
  9. Click on View Log/Trace.
    Past Progress - View Log/Trace
  10. Click on the middle link that ends in .PDF.
    Past Progress - pdf link
  11. A PDF file will open, or you will be prompted to download it. The first few lines will look like this:
    Past progress - pdf

Rosters with DEV ENG History Report

To access a roster with DEV ENG History Report, you must be logged into MyVWCC and inside the Student Information System.

  1. In the top right corner, click the Home link. This will take you to the VCCS College page.
  2. In the Student Records box, scroll down until you find VWCC Placement Dev ENG and click the link.
  3. 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.
    1. 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.
  4. 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.
    DEV ENG Roster Search
    • 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
  5. Make sure USERID is PSUNX and click OK.
    User ID Illustration
  6. Click on the Process Monitor link.
    Process Monitor Link
  7. Click on Refresh until the Distribution Status says Posted. It may take several minutes depending on how many classes you run at one time.
    Refresh button
  8. Click on Details.
    Dev Eng Details link
  9. Click on View Log/Trace.
    Dev Eng Log/Trace link
  10. Click on the middle link that ends in .PDF.
    Dev Eng PDF link
  11. A PDF file will open, or you will be prompted to download it. The first few lines will look like this:
    Dev Eng PDF file

No-Show Roster Reporting

To report your no-show, you must first be logged in to IIWS.

  1. 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.
    IIWS instructor roster list
  2. 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.
    iiws class roster list
  3. 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.
    iiws submit roster
  4. Upon completion, you will see your list of rosters and the date submitted (if applicable).
    iiws instructor roster list
  5. 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.
    iiws class roster list with submitted date

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.

Logging in to IIWS

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.

Due dates for no-show reporting and withdrawal reporting can be found here.

To log in to IIWS:

  1. 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.
  2. On the login page, enter your MyVWCC username and password and click Login.
    IIWS Login Page

Record Grades

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 the Faculty/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.

  1. Click Faculty Center, then My Schedule.
  2. Your schedule for the designated term will be displayed. If needed, click change term. Select the correct term and click CONTINUE.
  3. Click the Grade Roster icon (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.
    Teaching Schedule Grade Roster Icon
  4. To enter grades, the Grade Roster Type must be Final Grade and the Approval Status of the grade roster must be Not Reviewed.
  5. 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.
  6. When all grades have been selected, click Save.
  7. Return to the top of the Grade Roster page to the Approval Status drop-down menu and select Approved.
  8. 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.
    Class End Date

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.

Using the Class Roster to View Wait List Students

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.

  1. Click Faculty Center, then My Schedule.
  2. Your schedule for the designated term will be displayed. If needed, click change term. Select the correct term and click CONTINUE.
  3. Click the Class Roster icon (class roster icon) in the My Teaching Schedule area of the page. The Class Roster page for the class will be displayed.
    class roster screen
  4. 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.
    Enrollment Status Dropdown
  5. Notice that the student’s position on the Wait List is displayed in the Status Note field.
    Enrollment Status Note

Access a Class Roster

To view the roster for a class, you must be logged into MyVWCC and inside the Student Information System.

  1. Click Faculty Center, then My Schedule.
  2. Your schedule for the designated term will be displayed. If needed, click change term. Select the correct term and click CONTINUE.
  3. Click the Class Roster icon (class roster icon) in the My Teaching Schedule area of the page. The Class Roster page for the class will be displayed.
    class roster screen
    The class roster will display the students’ ID, name, VCCS email address, telephone numbers, grading basis, units, program and plan, advisor(s), and status notes.
  4. To send email notifications to selected students, select the box next to each student’s name and click Notify Selected Students.
  5. To send email notifications to all students in the class, click Notify All Students.
  6. To zoom in on the class roster, click the Zoom icon (zoom icon) in the blue title bar after the word Find. To exit zoom view, scroll down the class roaster and click the Return button.
  7. To download a copy of the class roster to Excel, click the Download icon (excel download icon) in the blue title bar after the word Find.
    • If you get a message box that says you have a pop-up blocker on, follow the directions to turn it off. Select always allow pop-ups from this site.
    • If you are still unable to download the spreadsheet, hold down the CTRL key while you click the Download icon, then click Save and Save to My Documents.
  8. To print a copy of the class roster you can click the Printer Friendly Version button on the bottom right of the screen. However, the print may be too small. If so, there is a way to use the browser to get a more printer-friendly version. Below are the steps using Internet Explorer (IE):
    1. Navigate to the class roster page.
    2. Right-click and select “Select All”.
    3. In IE, select File -> Print Preview
    4. In the print preview window, use the dropdown menus to select “As selected on screen” and “Shrink to Fit”.
    5. Click the Printer button, select the printer, and click Print.
      print class roster

View Your Weekly Teaching Schedule

To view your weekly teaching schedule, you must be logged into MyVWCC and inside the Student Information System.

  1. Click Faculty Center, then My Schedule.
  2. If needed, click change term. Select the correct term and click CONTINUE.
  3. To view your weekly schedule, click the View Weekly Teaching Schedule link.
  4. To print a copy of your schedule, click the Printer Friendly Page link at the bottom of the screen.
weekly teaching schedule