Web Services - Faculty Accounts - Admissions and Records

Getting a WebAdvisor Account - Step by Step Guidelines

[The section is also available in a printable WebAdvisor Setup for Faculty document (PDF) (view with the free Adobe Reader software).]

A Web Services Account provides faculty with online access to various Ohlone College resources, such as class roster(s); grading—intermediate and final; online searchable schedule of classes; and your class schedule(s). All faculty are eligible to sign up for these services. The steps are very simple and can be completed in about five minutes via the Ohlone College Web page.

1. Go to the Ohlone College home page (http://www.ohlone.edu/).
2. Select the WebAdvisor link located in the top right corner.
3. Select Sign up for WebAdvisor access.
4. Go to step 2 on the displayed web page, select I need an Ohlone College web services account.
5. Complete all required fields to create your own password and hint. Select Submit to establish an ID for Web Services. Be sure to make a note of this information!
   1. You will receive an email confirmation of your request for WebAdvisor access, which will include your user name.
   2. Go back to Step 1 and select Access for Faculty to start using WebAdvisor.
   3. The options menu is displayed on the Main Menu.
   4. Use the Send Page option under the File menu to send the information to your personal email address.

Web Services Account Setup

Get an ID and password for access to Ohlone services by completing the information below on WebAdvisor. This information must be the same as your information in the Ohlone database.

Information needed to setup WebAdvisor account

Information Field	Description
Colleague ID or Faculty ID Number	This is a 7-digit number that can be found on your paycheck.
First Name	Enter your first name as it appears on your paycheck.
Last Name	Enter your last name, as it appears on your paycheck.
Birthdate	Enter your Date of Birth using the format displayed. Be sure to include all four digits of the year, two digits for the month, and two digits for the day YYYYMMDD (i.e. 19570408)
Zip Code	Enter the zip code that appears on your paycheck

After you have entered all the information above, select the Submit button to complete the sign-up process.

Managing Your Class Records Using WebAdvisor

(Updated July 25, 2005. Changes will be effective July 26, 2005)

[The section is also available in a printable WebAdvisor for Faculty document (PDF) (view with the free Adobe Reader software).]

A variety of screens are available to you to manage your course enrollments and grading. Listed below is a quick outline of these screens followed by detailed instructions for each screen.

WebAdvisor Screens and Purpose

Screen	What You Can Do With It
Class Roster	An alphabetical listing of all students registered for the section.
Grading (2 options)	A chronological listing of each student who has been added to your waitlist appears at the bottom of the class roster.
Mid-term / Intermediate	You can drop a student by placing a “W” in the first column. You can use this to report No Shows to clear space in your class, as well as report students who have stopped coming to class. The remaining columns allow you space to post grades that are visible but are not recorded in the academic record.
Final	At the end of term you submit final grades here for each student, as well as attendance hours for courses that have irregular or TBA schedules.
My Class Schedule	View your schedule, room assignments, and class meeting times
Search for Classes	This search engine allows you to view all your courses and enrollments on one page by searching by your last name. You may also detail on the course description and prerequisites. This search engine also allows students to search for classes.

Class Roster Screen

The Class Roster screen provides a list of active students in your courses, as well as their contact information (e-mail and phone number). The first group of students registered in the course are coded as Add or Register in the “Status” column on the class roster and these students appear on the class roster in alphabetical order. The next group of students on the class roster are those students who have waitlisted the section. These students are coded as Wait in the “Status” column on the class roster and they are listed in chronological order after the registered students. The class roster will have the students listed in the order that they added themselves to the waitlist.

Advantages of Waitlists

For Faculty: You now have a list of qualified students who have already passed prerequisite and other registration blocks, hopefully resulting in a more stable list of students on the first day of class.

For Students: Students can sign up once and be registered from the waitlist as vacancies open in first come, first served order, versus registering by using TeleReg or WebAdvisor and finding a space as another student has just dropped. Students are e-mailed when they are added into the class from the waitlist.

For Deans: Deans now have an accurate idea of the demand for specific sections; this information can be used to determine when to add additional sections.

Every section’s capacity has been adjusted to accurately represent the current number of seats in the classroom. Every class section has been given a waitlist of 10 students. This number can be controlled, increased, or decreased even to 0 by the Division Office. Students are only allowed to sign up on a waitlist for one section of any course. Students are free to add and remove themselves from waitlists at any time.

How Waitlists Work

If your section is full, students are asked on WebAdvisor or at the Admissions and Records Window if they wish to add themselves to the waitlist for the section. As long as students are on the waitlist, other students cannot register into the section; the only option is to add to the waitlist. Students are only able to add themselves to a waitlist if they meet all prerequisites and have no other holds. Students who waitlist appear in chronological order on your roster.

Each day a process is run in Admissions and Records that checks for any drops and then adds the appropriate students from the waitlist into those vacancies. The student is alerted via e-mail that this change has been made and is asked to check WebAdvisor for any payment due. If the student does not wish to accept the registration, the student must then drop from the class. In this way eligible students are able to “electronically stand in line” to get the next available space in a class.

Faculty Control

The waitlist process will be run through the end of the first week of classes, Friday, February 2, 2007, as after that time students need the instructor's signature to add. Through the first week students can add themselves to the waitlists and you will be able to see them on the waitlist section at the bottom of your roster. If you want more students admitted to your class from the waitlist you can accomplish this by:

• Signing next to the student’s name(s) on your class roster--like a giant add card--and submitting the class roster to Admissions and Records.
• Submitting an add card to Admissions and Records. However, remember that signing an add card for a student not on the waitlist does not ensure that the student has submitted an application, met prerequisites, or cleared other blocks to registration. It is advisable to inform students to first get on your waitlist!

Since students know their number on the waitlist, Deans and Student Services strongly suggest that you sign students into available space via your waitlist and not by any other method. If you sign an add card for a student not on the waitlist and/or over-enroll sections, be aware that you may not have enough seats available in the classroom.

Removing Waitlisted Students from your WebAdvisor Roster

1. Put a W in the Instr Drop column on your Roster for the waitlist students you want to remove from the waitlist.
2. Hit Submit and the student will automatically be removed from your waitlist and sent an e-mail informing the student s/he has been removed from the waitlist.

(enlarge image)

(enlarge image)

Grading Screens

1. Select the WebAdvisor link for Faculty. On the next screen, select Grading.
2. Enter your username and password.
3. Select the term and then select “Final” or “Intermediate” grading.
4. Select the section (you can only view or edit one section at a time).

Mid-term/Intermediate Grading Screen

Use the Mid-term/Intermediate Grading screen to enter up to six intermediate grades during the term. These entries are viewed by students but are not otherwise used. The first grading column “Instructor Drop” (Instr Drop) may be used to enter a “W” (Withdrawal) grade. Admissions and Records will process this grade as a drop.

Final Grading Screen

The Final Grading screen is used to enter final grades and, in the case of a positive attendance class, the positive attendance hours used for apportionment.

• Acceptable grades are A, B, C, D, F, and I (Incomplete).
• Incomplete grades also require an expiration date, no greater than 1 year, signifying the time that the “I” grade will convert to an “F”. If a student completes their work prior to the expiration date, a standard letter grade can replace the “I”.
• Intermediate grades are displayed, but cannot be modified from the Final Grade screen.
• Positive attendance hours must be entered along with final grades, or instructor drops, for non-census based classes. The total class hours are posted in the header information, for your reference.