from the Admissions, Registration & Records Office
A roster of all students registered for each of your courses will be available to you on the web beginning the first day of registration or as soon as a student registers for the class. Rosters are accessed via the web under Faculty Resources in the My Valley (VIP) Workplace section. Step-by-step instructions are available.
Each student's status will be updated throughout the semester. When a student requests a change, the roster is immediately updated to reflect their new status (registered, auditing, or withdrawn). If the student drops the course they will no longer appear on your class roster. Current addresses and telephone numbers are also provided for each student.
Once your course has begun and the class roster is stable, it is an excellent time to make sure all students attending your course are officially registered. If a student has been attending without having registered or paid, they should not be allowed to return to class until they appear on your class roster. Students registering after the designated drop/add period should be provided with a Authorization for Registration Exception authorizing the late registration.
Family Educational Rights and Privacy Act (FERPA)
This Federal Law regulates what information can and cannot be released to and about students. Most student information, such as grades, class schedules and attendance records is, by law, confidential. Our office regularly handles such requests from parents, friends, schools, legal professionals, insurance companies, and many others.
If you receive a request for information regarding one of your students, please refer them to the Admissions, Registration and Records Office. By releasing information only from our office, we can ensure continued compliance with all legal requirements.
Grade Change Forms
When making a change to a student's grade, please submit a completed grade change form to your academic dean. After signing, the dean will forward the grade change to the Admissions, Registration and Records Office for posting to the student's transcript. To assign a grade for a finished incomplete contract, submit a grade change form directly to the Admissions, Registration and Records Office. A change from an "I" to a numeric grade does not require the dean's signature. After the change is processed, an updated transcript is sent to the student.
The Grade Change form is available online under the Faculty Forms quick link on the My Valley Workplace section. It is also available in the Faculty Reception Area, in the front office at AWH, and in the Admissions, Registration and Records Office (9140-TTC).
Grades must be submitted at the completion of each class. Grade rosters are made available to you approximately one week prior to the end of the course. They are accessed via the web under Faculty Resources in the My Valley (VIP) Workplace section. Step-by-step instructions are available. For every "I" grade assigned to a student, a Incomplete Contract form is to be submitted with all required signatures. The web grade option will be removed after the deadline date provided on the Semester Action Dates schedule.
At their discretion, instructors may extend the course completion date upon request of a student experiencing extenuating circumstances if the following conditions are met: two-thirds of the course work has been completed, the student’s current grade is at least 1.0, and the remaining work can be completed independently. Participation in laboratories to complete incomplete requirements must be approved in advance by the dean.
Fill out an Incomplete Contract form and assign a temporary "I" grade to the student when submitting grades. The Incomplete Contract form is available online under the Faculty Forms quick link in the My Valley Workplace section, and as a link on the Grade Roster entry screen. It is also available in the Faculty Reception Area, in the front office at AWH, and in the Admissions, Registration and Records Office (9140-TTC).
On the Incomplete Contract, you must provide the student with a definite outline of the work to be accomplished before the “I” can be converted to a final grade. The work must be completed within the time limit set by the instructor; however, such limit may not extend beyond the last day of classes a year hence.
Both the instructor and the student should sign the Incomplete Contract form as it constitutes an agreement between the instructor and the student. If the student is unable to sign, if the work will be done in a laboratory, or if the instructor is a part-time faculty member, a dean must countersign the form. The contract, with signatures, is to be completed prior to the date grades are due, and submitted to your Dean’s office or to the Admissions, Registration and Records Office (9140-TTC).
To assign a grade for a finished Incomplete Contract, submit a grade change form directly to the Admissions, Registration and Records Office . A change from an “I” to a numeric grade does not require the dean’s signature. If the work is not completed satisfactorily before the contract expires, the grade will revert to the expiration grade noted on the contract, unless the instructor submits a Grade Change form assigning a grade earned for the portion of work completed.
Permission to Enter a Class
Students are not allowed to register for a closed/full class (CRN) without your permission. If you agree to permit a student to register for your class, you need to sign a Authorization for Registration Exception form. Late registrations, processed after the scheduled drop/add period ends and until the semester ends, will also require a signed Authorization for Registration Exception form. The student then submits the form in person when registering for the class.
The Authorization for Registration Exception form is only available online under Faculty Resources in the My Valley (VIP) Workplace section. It cannot be handed out by offices for students to bring to class for a signature. The form is made available for faculty to print on the first day of the semester. Permission must be granted on this form - written notes will not be accepted. If you know you will likely grant permission to a few students and will not have printer access in the classroom, you may want to print copies of the form in advance to carry with you.
Post Semester Registration and Grade Submission Form
After the course module drop/add period ends, students are not allowed to register without your permission. Registrations should always be taken care of immediately; however, if you have a student who has not registered before a semester ends, a Post Semester Registration and Grade Submission form needs to be signed by you and your Dean. You must include the final grade earned on this form so that it can be hand posted to the student's transcript. The student then submits this form when registering. Students registering after the end of the semester will not be counted.
This form is available in the Faculty Reception Area, in the front office at AWH and in the Admissions, Registration and Records Office (9140-TTC).
Course withdrawal period dates are printed in each semester class schedule and provided on the Semester Action Dates schedule. These dates apply to both student-initiated and instructor-directed withdrawals, and are processed only during this period. Withdrawal forms must be submitted to the Admissions, Registration and Records Office prior to this date.
Instructor-directed withdrawals can be submitted on the web inside My Valley under Faculty Resources in the Workplace section. Instructor-directed withdrawal forms are also available in the Faculty Reception Area, in the front office at AWH, and in the Admissions, Registration and Records Office (9140-TTC). Instructor-directed withdrawals must be approved by the appropriate Academic Dean and the Director of Admissions, Registration and Records.
Withdrawal forms for students to submit on their own are available in the Admissions, Registration and Records Office and at the front office at Arcadia. They may also submit their withdrawals online using the Register or Drop Classes link inside My Valley. Non-attendance, or verbal notice, does not constitute a withdrawal from class.
Director of Admissions, Registration and Records
Student Service Center and Admissions, Registration and Records Office Manager
Student Records Manager
Office Specialist - Registration
Office Specialist - Records
Email addresses: firstname.lastname@example.org, email@example.com
Office Phone: (269) 488-4281
Fax: (269) 488-4161
Address: PO Box 4070, Kalamazoo, MI 49003-4070
Location: Room 9140 of the Texas Township Campus
Note: No evening hours when classes are not in session.
Check registration dates & times for registration hours.