Part-Time Faculty Handbook - Ventura College

intersession begins. All classes are closed as of that point, and students need an add code to
add any class.
Open Enrollment
To be eligible for state funding, every class for which apportionment funding (FTES) is claimed shall be
fully open to enrollment to any person who has been admitted to the college and who meets college
requirements and prerequisites.
Class Roster and Student Enrollment
Funding for the college is based upon student enrollment and attendance, so it is important that student
attendance accounting be complete and accurate. The college is required to report to the state on a
periodic basis the students actively enrolled in its classes. It is important that you complete these
census reports in a timely and accurate manner. It is also a contractual obligation (AFT 5.2.A1). Each
roster includes the census date and the drop and withdrawal deadlines that apply to the class.
Online rosters are created from live data, and represent students who are officially registered or
waitlisted in your class at the time of printing. It is recommended that you print your rosters no earlier
than one day prior to the first class meeting. Use this roster to take roll at the first class
meeting. Students who are on your waitlists and in attendance at the first class meeting should be given
first priority for open seats.
It is recommended that updated class rosters be printed frequently during the late enrollment/program
adjustment period and prior to the census date for all classes. Printed rosters used for keeping
attendance and grades must be retained by each instructor as a permanent record for a minimum of six
years after they were created. These rosters may be subject to an audit or may be subpoenaed as
official evidence in legal proceedings.
Census Rosters
All California community colleges are required to submit census student enrollment data to the state
once each semester. Each college and/or district is reimbursed by the state based on this census week
data, which is collected on Monday of the fourth week of each semester for full semester classes, and at
20% of class meetings for short term classes. You are responsible for knowing the census date for each
of your classes, and for reporting census drops in a timely manner in accordance with state law and the
AFT Contract. Every class roster includes the census date for that specific class. Census reporting is
done online through MyVCCCD.
Prior to the census date, you are required to review your class rosters to:
Ensure that all students in attendance are officially registered and showing up on the roster,
and;
Drop any students who were "no shows" or have quit attending class
See the Guideline to Faculty Web Services publication (distributed each fall semester and available at
the Registrar’s Office) for complete information and instructions for Census Procedures. The Office of
the Registrar will notify you of the census reporting period for full semester classes. During the census
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