Faculty Self Service

Faculty

My Rosters

Access current and prior course rosters within the current fiscal year, with options to view, manage, and export data.

Features include
• View current and prior rosters with export capability
• Course Details, including
• Bookstore links
• Course description and notes
• Syllabus attributes
• Enrollment limitations
• Meeting times, room, and instructor
• Enrollment and waitlist counts
• Corequisites, prerequisites, mutual exclusions
• Cross listed and linked sections
• Course fees
• Grade options
• Important academic dates
• Enrollment counts and waitlist status
• View students on your roster, including
• Program and major
• Phone number and email address
• Student H number
• Email individual students or your entire roster

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View or Assign Add Codes for My Course

Manage registration authorization codes and review key course level information.

Features include
• General course details
• Scheduled meeting times
• Enrollment counts, including enrollment, waitlist, and cross listed totals
• Registration authorization codes

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Census and Drop Rosters

Monitor census activity and manage student drops in accordance with academic deadlines.

Features include
• Current Drop Roster summary, including confirmation of Census 1 roster availability and submission status
• W roster availability date and most recent submission date
• Drop Students roster

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Faculty Resources for Admissions and Records

A centralized resource designed to support faculty with administrative processes related to enrollment and academic records.

Includes guidance on
• Census procedures
• Grade submission
• Registration processes
• Admissions and Records related workflows

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Scheduling and Administrative Tools

Class List

Provides access to all class rosters for a selected term, with full functionality available in My Rosters.

Features include
• View all class rosters in session for a term
• Access to roster details, enrollment data, and student information

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Search Class Rosters

Accessible only from the faculty and staff network.

Features include
• Search all class rosters in session for a term
• View rosters, critical dates, and authorization codes
• Access mass rosters with student phone numbers and email addresses

Step 1: Logging in

• Login to myHancock from the hancockcollege.edu webpage by selecting the blue myHancock botton on the top left banner, using your myHancock credentials.

• Click on the ‘Rosters and Attendance' on the left side bar, followed by 'My Rosters'.

This will take you to the new Self Service Banner 9 Faculty Services Page.

Step 2: Click on the Class/crn row (not on the links)

Step 3: Start Viewing your Rosters

You are now on the CRN Listing Page. From this page, you can select which term you would like to view or select “All Terms” to view all of your rosters available. Use the dropdown menu which defaults to All Terms to change the term.

In addition to selecting the terms you wish to view, you can also change the columns around or limit what is visible on your screen. To re-organize the columns, simply click on a column heading and drag it and drop it in the new location. In the example below, the “Enrollment Count” column has been moved to the left.

 

To remove or add columns, use the dropdown on the right-hand side of your screen next to the mini Parthenon. Note that CRN and Course Title cannot be removed from the view.

Step 4: View the Class List

Once you have clicked on the white space between columns, from the CRN Listing page, to select the CRN you wish to review, you will see your Class List/Roster. You can view your Class List in Summary View or Detail View.

***To navigate back to your CRN Listing, click on CRN Listing***

Summary View

To view a condensed version or summary of your Class List select the Summary View from the middle righthand of your screen.

For large classes, you have the option to search or filter the class list.

Detail View

To view additional details about the students registered for your course, the Detail View is recommended.

For large classes, you have the option to search or filter the class list.

To email students on your roster, there are a couple of options.

To email a single student: Hover over a single student name on the class list and a pop-up will appear with the student’s email address listed. You can then click on the email address to email the student.

To email the entire class: select all of the students by clicking the check box at the top of the class list to select all, then clicking on the email icon on the right hand of your screen. ***Please note that at this time you cannot select a partial list of students to email using this feature. You will need to select all, then remove students individually from your email server. The Registrar’s Office is working with Ellucian to make this available.

1. Faculty Tools
2. Rosters and Attendance
3. Under Scheduling/Administration Search Class Rosters (accessible only from faculty/staff network)
4. Fast Lane and Enter CRN
5. Select Phone Number Roster or Class Email Roster
6. Create Roster (XLSX file export)

Once you have opened a class roster, you can hover over a student's name to view their major, email, and phone number.

 

When viewing a class list, you can export or print the Class List. You can find the links to export or print in the upper righthand corner of your Class List.

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If you choose to export the class list, you will receive a pop-up. If you are using a version of excel older than 2007, choose .xlsx. If you are using a newer version of excel, choose .xlsxx. Make your selection and then click “Export” to receive the class list in an Excel spreadsheet format.

If you choose to print a copy, it will be a printable screenshot that will appear in a new window.

Example of Printable Copy under Summary View.

Example of a Printable Copy under Detail View

You may also adjust the viewable student information by clicking the mini Parthenon icon for options. Simply check or uncheck relative information or leave it set as “Select All”.

Step 1: Logging in

• Login to myHancock from the hancockcollege.edu webpage by selecting the blue myHancock botton on the top left banner, using your myHancock credentials.

• Click on the ‘Faculty Tools' on the left side bar followed by 'Rosters and Attendance' then 'View/Assign add Codes for my Course'.

This will take you to the new Self Service Banner 9 Faculty Services Page.

STEP 2: Select the term and course

Select the appropriate term from the drop-down menu and click Next. Then select the appropriate course from the drop-down menu and click Next.

 

You will be brought to the Faculty Detail Schedule page. You will need to scroll to the bottom of the page to view your Add Codes.

 Your add codes will display in the format below. Enter the student ID for the student you are assigning it to. Click save. Click refresh to view the student’s information on your screen.

Things to Remember

• If space becomes available before the first class meeting of the course, the system will attempt to register the next eligible student on the waitlist automatically.

Step 1: Navigate to the Class List Page

Use the steps outlined in this document for Logging in and Navigating Self Service Faculty Class List.

Step 2: Select the Appropriate CRN

Click on the white space in any column within the row for which you wish to pull up the roster.

Step 3: View Enrollment Counts

You are now on the Class List Page for the CRN selected. At the top of this page you will see a course information summary as well as the enrollment count summary. Within the Enrollment Counts, you will find your Maximum, Actual, and Remaining seat counts for the Wait List.

Under the Course Information you will find a tab to view your Wait List. Select the Wait List Tab to view students waitlisted for the course.

Step 4: View Wait List Positions & Notification Expirations

This page will show all students currently on the wait list for this section, their wait list position, and time of notification expiration. If a student has been notified that a seat is available, they will show a Notification Expires date and time. If the student does not register by this time, they will be dropped from the Wait List during automated processing. The next student on the Wait List will be notified within approximately 15 minutes after the Wait List Notification for the current student expires.

Overall Tips for a Successful Experience with Faculty Grade Entry

You can always find the grade submission due dates by checking the Academic Calendar webpage.

Navigate through your courses by clicking the page arrows or changing the number of records per page using the controls in the bottom right corner.

Click a course header once to sort the column. Click and hold the course header to drag and reposition the column.

Use the Search bar to find a specific term, course, title etc.

To view course details, including number of ungraded records, click a course and then click the left-facing arrow next to the Search bar to reveal the course details box.

Leave the Last Attend Date and Hours Attended fields blank. Hours attended/awarded are for Positive Attendance Classes only. If you are unsure if your class is positive attendance, look at your online class roster (from the portal). If your class is PA, the max hours will display.

Once the Grading Status for a course changes to the green Completed bar, your course is entirely graded. However, you can still make changes to grades that have not been ‘rolled’.

• The Admissions and Records Office ‘rolls’ grades to academic history (i.e. the student’s transcript) throughout the grading period.
• You can tell a grade was rolled by checking the Rolled column in the Enter Grades section. A rolled grade will display a green check ( ) for the student.
• The Rolled column in the My Courses section will tell you the status of the grade roll process for the entire course.
• If you need to make a grade change to a rolled grade, please complete the Instructor Grade Change form (pdf).

Do NOT bookmark the Faculty Grade Entry site in your browser! The URL must be entered each time you enter grades. You can, however, save the URL file on your desktop and copy and paste it into your in a text or Word browser window.

IT Service recommends that final grades be entered on a computer (preferably not a mobile device) with a browser and settings that the instructor has used successfully.

Grading Option 1: Enter Midterm/Final Grades Directly into Banner Faculty Grade Entry

1. Log into myHancock and select Faculty Grades/Positive Attendance.
2. Click the link at the top of the page corresponding to Midterm Grades or Final Grades.
3. Search for a course or term in the Search bar, or click through the pages to find your course.
4. Click the red Not Started or orange In Progress button in the Grading Status column for the course you wish to enter grades. Once the Grading Status for a course changes to green (Completed), your course is entirely graded. However, you can still make changes to grades that have not been ‘rolled’. (The Rolled column displays the status for an Admissions and Records process.)

5. Once you click the Grading Status button for the course you are going to grade, scroll down to the Enter Grades section to see the grading roster for this course.

6. Click a header once to sort the column. Click and hold a header to drag and reposition a column.

7. Choose the correct grade from the Midterm Grade or Final Grade drop-down. Repeat this step for each student for whom you wish to enter a grade.

8. Click Save

9. Remember, you can change a grade even after it is saved. However, once the grade is ‘rolled’ to academic history (the student’s transcript), you must complete the Instructor Grade Change form to change a student’s grade.

Grading Option 2: Import an Excel Spreadsheet Grade Roster

There are two ways to import your grades into Faculty Grade Entry:

• Export the Banner 9 grade roster, enter your grades and import.
• Import your own grade roster (from Canvas etc.) If importing your own roster, Term Code, CRN and Student ID (93#) are required.

 

If you plan to use the Banner 9 grade roster: Start with Step 1

If you plan to import your own roster: Complete Steps 1-5 and then skip to Step 11

 

1. Log into myHancock Banner 9 Self-Service and select Final Grades/Positive Attendance.
2. Click the link at the top of the page corresponding to Midterm Grades or Final Grades.
3. Search for a course or term in the Search bar, or click through the pages to find your course.
4. Click the red Not Started or orange In Progress button in the Grading Status column for the course you wish to enter grades. Once the Grading Status for a course changes to green (Completed), your course is entirely graded. However, you can still make changes to grades that have not been ‘rolled’. (The Rolled column displays the status for an Admissions and Records Office proces)
5. Click the Tools icon in the top right corner (looks like a gear).
   
6. To download the Banner 9 grade roster, click Export Template. Select the Microsoft Excel format you wish to use and click Export.
7. Open the downloaded spreadsheet (depending on your browser settings, you may see the downloaded file in the bottom left of your browser, saved to your computer’s downloads folder, or the file may open automatically). Enable editing in the downloaded file if required.
8. Scroll to the right to enter grades in the appropriate grades column. Some students may already have a grade of ‘W’ if they withdrew from the course.
9. Save the spreadsheet to your computer and exit the spreadsheet.
10. Go back to Faculty Grade Entry and click the Tools icon again.
11. Select Import from the drop down list.
12. Click in the Browse field to find the file you wish to import.
13. Select your file and click Open. In the Import Wizard click Upload and then Continue.
14. Preview the file you are importing. (Tip: if you click outside of the Preview File box or try to resize the box, you will have to re-import your file).
15. Click Continue if the file is correct, click Go Back if you need to correct and re-upload the file.
16. Review the column mapping to ensure data is imported into the correct fields. Term Code, CRN, and Student ID (H12345678) are required.
17. If correct, click Continue. If not, click Go Back to correct and re-upload the file.
18. Download the validation report to review errors. After you have reviewed the Validation Report, close it to return to the Import Wizard.

 

Step 1: Logging in

• Login to myHancock from the hancockcollege.edu webpage by selecting the blue myHancock botton on the top left banner, using your myHancock credentials.

• Click on the ‘Faculty Tools' on the left side bar followed by 'Rosters and Attendance' then 'Census and Drop Rosters’.

Step 2: Start Viewing your Rosters

You are now on the CRN Listing Page. From this page, you can select which term you would like to view or select “All Terms” to view all of your rosters available. Use the dropdown menu which defaults to All Terms to change the term.

In addition to selecting the terms you wish to view, you can also change the columns around or limit what is visible on your screen. To re-organize the columns, simply click on a column heading and drag it and drop it in the new location. In the example below, the “Enrollment Count” column has been moved to the left.

 

To remove or add columns, use the dropdown on the righthand side of your screen next to the mini Parthenon. Note that CRN and Course Title cannot be removed from the view.

Step 3: Selecting the CRN For Census Submission

The Drop Roster Summary Screen displays:

• Subject – Course abbreviation
• Title – Title of the course
• CRN – Course requisite number
• Rule ID – 1=Census period 2=Faculty drop period (Student receives a “W”)
• Roster Type – Census or “W” Roster
• Status – Now=submit drop roster “now” and Future= drop period opens soon
• Available – shows the timeframe you’re able to drop for census and the drop period
• Last Submitted – shows if you have submitted your census or drop roster

***You are ONLY able to submit your census if you are submitting within the available dates. The bold text in a course row illustrates you can submit your census or drop roster.***

Click on the white space in any column within the row for which you wish to pull up the roster. TIP: select the available dates for that CRN.

Step 4: Drop Roster Maintenance

You are now at the drop roster maintenance screen for the CRN you selected.

From here you will navigate to the “Action” column and select “Census Faculty Drop” for the student who was a “No Show”.

Once you have issued an “action” on students who need to be dropped, you will navigate to the Submit

button (in blue) at the bottom of the page.

Step 5: Confirmation

After selecting submit, you will arrive at the confirmation page. This page will allow you to review your selected “No Shows” or “Drops” before confirming. Once you have determined if your selections were accurate, navigate to the bottom corner and select “Confirm”.

To confirm, you have dropped the students, you’ll see green notification(s) at the top right of the screen. Please reference the image below.

To confirm you have submitted your census roster, please navigate to the top of the page and select “Drop Roster Status” near the banner.

Referencing the “Last Submitted” column, you can see date (timestamp) of when you have last submitted. If you determine additional “No Show” students after submitting, you can still utilize this process again until the last date listed in the “Available” within the Census Roster or W roster row***

 

You will use this process to conduct student drops after census

(These students will receive a W grade)

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)

Examples below (not all listed):