Admissions
Faculty Resources

Please verify your attendance rosters online against the students attending your class. Students must enroll AND pay their fees before the deadline, as failure to register by the deadline does not result in late admission to class. It is the only roster that you have access to, that's updated in real-time. Student drops should be monitored here.

• Please log onto myHancock and view your class rosters and deadlines via Faculty Tools then My Rosters.
  • Students officially registered have the RW, RE, or RA in the REG status column of your roster
    • Students without an RW, RE, or RA are NOT permitted to be in your classroom. (BP 4070/Education Code Section 76370 Auditing of classes is not permitted. No person is allowed to attend a class unless registered and enrolled in that class.)
  • Students with a "D()" code have been dropped.
  • Students with a WL code are on the waitlist and need an add code to register.

In My Rosters, the class-specific deadlines below are displayed under the“Class Roster Dates and Deadlines” header:

• Start Date
• Last Day to Drop with a Refund
• Last Date to Drop without a "W"
• Last Date to Add Class
• Census Roster Due Date
• Last Date to Choose Pass/No Pass
• Last Date to Drop with a "W"
• End Date

These deadlines are also available to students on myHancock, the student portal.

Student profile information is available for each student in the class.

Just click on the student’s name on the online class roster.

• A photo may be available — along with their, degree program, major, and math and English/ESL placement history.

Students must be officially enrolled to attend the class.

Students are officially enrolled if their name appears on the class roster and are marked as “Active.”

• The online roster will always be current.

Drop any student on your online roster if they are a “no show,” stop attending, or are not actively participating (for hybrid/online classes).

• Consider granting an add code to a student on the class Wait List.

 

Students authorized to add your class with an Authorization Code (an add code) must enroll online on myHancock, prior to the next class. Verify students have enrolled and do not permit them to attend until they do. Auditing is not permitted (BP 4070).

When granting Authorization Codes, please adhere to the order shown on the Wait Lists. in myHancock, click on “Online Class Roster Tasks” then on “View Class Waiting Lists” to get the updated Wait List for your class(es).

Add codes can be issued from the first day of the course until the last day to add with an add code.  Although you may issue them prior to the start of the course,however, students cannot use them until the first day of the course. 

• https://www.hancockcollege.edu/admissions/addcodes.php?locale=en

If your issue adds codes and the student registers, your roster is "real-time."  Please review your roster frequently; if you have issued add codes, verify that all students attending your course are enrolled.    Remember to provide the correct add code to students. 

• When issuing add codes to students, remind them of the deadline to add your specific course with an add code. Additionally, add codes are only valid for 24 hours. Students must pay the day they register, and failure to pay within the allotted time frame may result in an administrative drop.  

Instructors are not required to provide Authorization Codes to students. 

Semester and class specific deadlines may be found on your myHancock account. 

1. Faculty Tools
2. View Class Rosters
3. Select Term
4. Select CRN
5. Select "Create Roster"

Once your roster is generated, the class-specific deadlines below are displayed under the“Critical Dates” header:

• Start Date 
• Last Date to drop with a refund
• Last Date to drop without a "W"
• Last Date to add class
• Census Roster Due Date
• Last date to choose Pass/No Pass
• Last Date to drop with a "W"
• End Date

The faculty grade submission deadline can be found on the Academic & Events Calendar webpage.

To view students on your wait list, login to myHancock, click on “Faculty Tools” then on “My Rosters.”

To view students AND add codes on your waitlist, login to myHancock, click on “Faculty Tools” then on View Class Rosters.

• Select 'Summary Wait List'
• Select CRN
• Select "Create Roster"

Resort to the wait list when considering granting add codes. 

Faculty should give priority to wait list students when issuing approval codes.

• The wait list is primarily capped at 20% of the class seat capacity.
• The wait list is updated as students enroll in the class or remove themselves from it.
• Students who put themselves on a wait list will receive notification if a seat opens in that section but will not be automatically added to the section. Students have 24 hours to add themselves to the course or their spot will be lost.
• Students may place themselves on the wait list for only one section of each course, and may not place themselves on the wait list for a section if they are already enrolled in another section of the same course.
• Students are able to join any wait list, subject to course/section eligibility requirements (e.g., prerequisites, time conflicts).

Once the semester or term class begins, students remaining on the waitlist must attend the class on the first day in order to be considered for enrollment into the class. The waitlist does not guarantee that a student will be given an add authorization code.   

Authorization Codes are generated are generated the week prior prior to the start of the term (Week -1). They will be available on myHancock.(opens in new window).

Issue codes based on Wait List priority, and then to other students. Faculty may not conduct any type of assessment/test in order to grant an add code.

Each CRN will receive twenty add codes. Requests for additional add codes must be approved by the appropriate Dean. Please contact your dean’s secretary for assistance. Add authorization codes are not issued by Admissions and Records.

• To access your Authorization (Add) Codes, go to your myHancock account. 
  1. Faculty Tools
  2. View Class Rosters
  3. Select Term
  4. Select CRN
  5. Select "Create Roster"
• Safeguard and check who uses the codes you give as sometimes they end up with the wrong student or are sold to a different student.
• Wait-listed students should be encouraged to continue checking their AHC student email in case space becomes available for them to enroll or their wait-list number changes before the start of class. If a student does not receive email notification of space availability prior to the first day of class, they should attend the first class session/orientation to obtain an add authorization code from the instructor to enroll in the class. Add authorization codes are valid until the census roster due date for each specific CRN. If you issue add codes, it is your responsibility to verify that those students are actually registered before submitting your census rosters.  If they are not enrolled by the census roster due date, they may not attend or participate in your course.

Waitlist Information (For Students)

There are three authorized add types that occur after the start of a course:

• Regular Add/Add Code/Waitlist - valid until the "last day to add" a course
• Late Add - petition approved by faculty and Director of Admissions
• Reinstate - can be used to reinstate a student you dropped and sent to the Director of Admissions for approval.

Auditing of classes is not permitted.  No person is allowed to attend a class unless registered and enrolled in that class. BP 4070

Census verifications are mandated by Education Code and have a major impact on funding for the College and must be completed by faculty.

Verify which students are actively attending or actively participating (in hybrid and online classes) in your classes. Drop any students who are not.

Census drops must be completed before the  date for the class.

If you submit your census rosters correctly, you will receive an email confirmation sent to your myHancock email account – save the email as proof that your rosters were submitted.  If you do not receive a confirmation email, your rosters were not submitted correctly, and you will need to try again.

• IT Service recommends that Census rosters and grades be entered on a computer (preferably not a mobile device) with a browser and settings that the instructor has used successfully.  Always ensure students are enrolled. Direct students to Admissions if they tell you they are having problems enrolling.

The Census date for your course(s) may be found on your myHancock account. 

• 1. Faculty Tools
  2. View Class Rosters
  3. Select Term
  4. Select CRN
  5. Select "Create Roster"
• Once your roster is generated, the class-specific deadlines below are displayed under the“Critical Dates” header:
  • Census Roster Due Date
• You will use the census drop process for normal drops (drow with a "W").

 

You will also use this roster for drops AFTER census. Students will receive a "W" grade.

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Drop Roster Errors

In certain instances, specific error codes may impede the ability to make modifications to student accounts, necessitating Admissions and Records overrides. These safeguards are implemented for various scenarios, including accounts with existing holds, students who have withdrawn from all classes in the preceding term, triggering a new application requirement due to a lapse of two primary terms, those on academic probation, and individuals registered in an attached corequisite course. Adherence to these provisions is essential to maintain the integrity of the registration process.

Instructor Drop Form (Admissions Override)

It is critical that any fraud prevention or mitigation approach aim to prevent harm to real students. With this in mind, we recommend engaging with students in authentic, meaningful, and diverse ways. A multi-layered and varied approach to student engagement is an important strategy that facilitates support for real students while establishing multiple data points for identifying inactive or suspicious student participation. A short list of recommended strategies developed by the Statewide Academic Senate and the Chancellor's Office  include the following:

• Proactively reach out to students that have not engaged prior to dropping them from the course
• Hold and encourage early attendance in virtual office hours
• Review, at least briefly, any work submitted prior to Census to ensure it matches the subject matter being taught, or relates in other ways to the assignment the student was to complete.
• Be aware of oddities in enrollment, such as multiple students with the same phone number.
• Review student engagement and login frequency data in Canvas for online courses.
• Include real-time or near real-time interaction with students either during or outside of class
• For larger online classes, consider activities that are harder to automate responses to, including those that are separate from the course delivery platform, e.g., incorporating polling questions in Poll Everywhere or iClicker or using options within your local Learning Management System, such as a Canvas quiz.