Faculty Information
Faculty information from the Admissions, Registration & Records Office
Class Rosters
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 MyValley 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a student requests a change, the roster is immediately updated to reflect their new status (registered, auditing, or withdrawn).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 allowed to register after the designated drop/add period should be provided with a Authorization for Registration Exception form 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. After the change is processed, the student will be able to view it on their transcript in My Valley. The Grade Change form is available online under Student Related Resources on the Faculty Information tab of the Employee Portal and under Faculty Resources in My Valley.
Grade Rosters
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 My Valley under Final Grade Submission in the Faculty Resources 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.
Incomplete Contract
Information on incomplete contracts can be found in the incomplete contract guidelines.
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 Classroom Resources on the Faculty Information tab of the Employee Portal or the Faculty Resources section of My Valley. It cannot be handed out by offices for students to bring to class for a signature. The form is made available to faculty on the first day of the semester. 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 Directed Withdrawals
Course directed withdrawals are for approved routine instructional reasons or extenuating situations when students are unable to withdraw from the course themselves. If you have a student with an exceptional situation, please consult your dean about the appropriateness of an administrative withdrawal. Course directed withdrawals must be submitted by the withdrawal deadline. Submitted course directed withdrawal forms will be routed for approval by the appropriate Academic Dean and the Director of Admissions, Registration and Records. The course directed withdrawal form can be found in the Classroom Resources section of the Faculty Information menu on the Employee Portal.
You may also direct students to the Dropping or Withdrawing from Classes web page for additional guidance. Students may submit their own withdrawals online using the Register or Drop Classes link inside MyValley. Withdrawal forms are also available in the Admissions, Registration and Records Office on the Texas Township Campus, and at the front office of Anna Whitten Hall at the Arcadia Commons Campus. Non-attendance, or verbal notice, does not constitute a withdrawal from class.
Contact Information
Admissions, Registration and Records
Email address:
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
Office Hours
Note: No evening hours when classes are not in session.
Check registration dates & times for registration hours.