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.

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.

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.

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.

Access a Class Roster

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.

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.
To send email notifications to selected students, select the box next to each student’s name and click Notify Selected Students.
To send email notifications to all students in the class, click Notify All Students.
To zoom in on the class roster, click the 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.
To download a copy of the class roster to Excel, click the 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.
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.

View Your Weekly Teaching Schedule

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

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

Navigate the Faculty Center

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.

View Your To Do List

To view your To Do List, you must be logged into MyVWCC and inside the Student Information System.

Click on your Student Information tile.
On the right side of the window, locate the box titled To Do List. Any to dos will be listed in that area.

Change Your Phone Number(s)

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.

Change Your Address(es)

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.

Change Your User Preferences

To change your user preferences, you must be logged into MyVWCC and inside the Student Information System.

Click on your Student Information tile.
Click on the User Preferences link in the Personal Information section.
Select Va Western Community College as your Institution and any other values you would like to be saved as the current default information.
Once you have selected all of the preferences for your account, click Save.

View Your Advisement Report

To view your advisement report, you must be logged into MyVWCC and inside the Student Information System.

Click on your Student Information tile.
In the Academics section, click My Academics.
Click View my advisement report.
To print a copy, click View Report as PDF and print the PDF.