Skip to content

Instructor Change Forms

Unit Changes

Prior to Grades Assigned

RGN:

  1. Enter Student ID.
  2. Find the course.
  3. Change the units.
  4. Click Save All.

Laserfiche: Scan to Laserfiche if physical card.

Note

No need to request a rebill — bill will run automatically overnight.

Screenshot Placeholder

RGN unit change screenshot is in the original Word manual.

After Grades Assigned

STAC:

  1. Enter Student ID.
  2. Detail into the section.
  3. Update units.
  4. Click Save All.
  5. Reach out to Cashier's for rebill.

Laserfiche: Scan to Laserfiche if physical card.

Screenshot Placeholder

STAC unit change screenshot is in the original Word manual.

Reinstatement

RGCS:

  1. Enter Student ID and detail into the course.
  2. Copy or write down the original drop date.
  3. Enter the following fields:
Field Value
Status A (Active)
Date Original drop date (if weekend, use Monday)
Status Reason RE
Drop Grade Delete the W or any grade
Last Attended Date Delete anything in this field
Never Attended Delete anything in this field
  1. Click Save All.

STAC:

  1. Enter Student ID and detail into the course.
  2. Go to Line 2 of Status/Dt/Time/Reason to see the drop time.
  3. Go back to Line 1 and update the add time to at least one minute after the drop time.
  4. Delete grade if any.
  5. Click Save All.

RGN: Verify the student is now registered in the class.

Laserfiche: Scan to Laserfiche if physical card.

Screenshot Placeholders

RGCS and STAC reinstatement screenshots are in the original Word manual.

Excessive Absence Drops

When EA Drops Occur

EA Drops occur between the Census date and the last day to drop with a "W".

For faculty requesting late EA drops: email them that the deadline has passed, inform them we cannot accept or backdate such drops, and remind them that per the catalog, dropping is ultimately the student's responsibility. Faculty must get Division Dean permission before requesting a late EA or Drop.

RGN: Enter Student ID and detail into the course.

SRGC: 1. Enter the following fields:

Field Value
Status D (Dropped) — date defaults to today
Status Reason EA (Excessive Absence)
Drop Grade W
Last Attended Date Request Date of the form (if already filled, leave alone)
  1. Click Save All.
    • If the course is tied to a higher-level course or has a corequisite:
      • Check XSRWS for a waiver. If none, drop the higher-level/corequisite course as well using reason PD.

STAC:

  1. Enter Student ID and detail into the course.
  2. With an EA drop, sometimes an empty drop line is added. Click on a Status/Dt/Time/Reason field.
  3. Click the ">" arrow to check through multiple lines for empty drop lines.
  4. Click Delete to remove any empty drop lines.
  5. Update Grade to W.
  6. Add Comments with timestamp.
  7. Click Save All.

Possible Error — Class is active in STAC but does not show on RGN:

  1. Check in STAC if the program is CC or CE.
  2. If CC, check RGCS to see if a grade was already entered in error.

Screenshot Placeholders

RGN, SRGC, and STAC EA drop screenshots are in the original Word manual.

No Show Drops

On Time No Show Drops

Verify before processing:

  • Card was submitted by instructor (ideally from instructor or division email) or on Dynamic Forms.
  • Was submitted prior to class drop deadline (check SRGD).
  • Form is complete (including section number).

NS vs N1

  • NS = No Show submitted late by faculty.
  • N1 = Special circumstances (VP of Academic Affairs, Dean, student, A&G, etc.).
  • NS is considered late if submitted on or after census. Late NS requires Division Dean and VP signature (auto-routed with Dynamic Forms).

RGSD: Backdate to first day of class. (If student added after first day, backdate to the day the student added the course.)

RGN: Enter Student ID and detail into the course.

SRGC:

Field Value
Status D (Dropped) — date defaults to RGSD date
Status Reason NS
Drop Grade Delete anything
Last Attended Date Delete anything
Never Attended Y

Click Save All. (Drop corequisite/higher-level course with PD if applicable.)

STAC:

  1. Enter Student ID and detail into the course.
  2. Remove any empty drop lines using the ">" arrow and Delete.
  3. Go to Line 2 to see add time.
  4. Update drop time on Line 1 to at least one minute after add time.
  5. Add Comments with timestamp.
  6. Click Save All.

Laserfiche: Scan to Laserfiche if physical form.

If Student Dropped Before You Can Process

STAC:

  1. Update Drop date to first day of class.
  2. Update Reason to NS.
  3. Remove W or any grade.
  4. Click Save All.

RGCS:

  1. Update Status Reason to NS if not already.
  2. Remove W or grade.
  3. Update Never Attended to Y.
  4. Click Save All.

Late NS/N1 Drops When Grade Is on File

STAC (skip if grade has not yet been assigned):

  1. Enter Student ID and detail into the course.
  2. Delete grade if any.
  3. Detail into Notes/Comments → Comments.
  4. Add comment about which grade was removed and the reason (Late No Show/N1 drop).
  5. Save out of Comments, STNC, SACD, and STAC.

RGCS (skip if grade has not yet been assigned):

  1. Enter Student ID and detail into the course.
  2. Delete grade.
  3. Click Save All.

RGSD: Backdate to first day of class.

RGN/SRGC: Follow the same fields as On Time No Show — use NS or N1 as Status Reason.

STAC:

  1. Remove any empty drop lines.
  2. Update drop time to at least one minute after add time.
  3. Leave a comment: Timestamp + "Late No Show".
  4. Click Save All.

Laserfiche: Scan to Laserfiche if physical form.

Fire Tech Note

For Fire Tech late NS drops after end of course, only William Reardon's signature is needed (per Hung).

Grade Changes

What Instructors Cannot Request

Instructors cannot request F, D, or NP to W grade changes. The student must submit an EW or A&G request.

EA Drops After W Deadline

Instructors requesting an EA drop after the withdrawal deadline need a Division Dean's signature before processing.

Grade Changes One Year After the End of the Section

Instructors requesting a grade change one year after the end of section have their requests forwarded to the VP of Academic Affairs for approval before being routed to Admissions & Records to process.

STAC:

  1. Enter Student ID and detail into the course.
  2. Delete grade.
  3. Detail into Notes/Comments.
  4. Enter IGC into Notes/Dates.
  5. Detail into Comments.
  6. Make a detailed comment + timestamp and save twice to get back to SACD.
  7. Click Save All.

RGCS:

  1. Enter Student ID and detail into the course.
  2. Delete grade.
  3. Click Save All.

STAC:

  1. Enter Student ID and detail into the course.
  2. Enter the new grade.
  3. Click Save All.

Laserfiche: Scan to Laserfiche if physical form.

Class Transfer

Requirements

  • Must be same length to same length (e.g., 8-week to 8-week; 16-week to 16-week — NOT 16 to 8).
  • Same Start and End Dates.
  • Student signature is needed after census date. If still in Add Authorization period, student does not need to sign.
  • If transferring to a new instructor, the new instructor must initiate the class transfer.
  • A student can transfer from a short-term class to a full-term class (per Hung).
  • Can move a student from an honors class to a non-honors class. Cannot move from non-honors to honors.

Before Census

RGN:

  1. Enter Student ID and detail into the old course.
  2. Set Status to D (Dropped), Status Reason to TR (Transfer).
  3. Click Save.
  4. Go to an empty line and type in the new section.
  5. Detail into new section → set Status Reason to TR.
  6. Click Save All.

STAC:

  1. Detail into the dropped section.
  2. Add TR code to dropped section if needed — note the time.
  3. Click Save.
  4. Detail into new section.
  5. Add TR code to added section — change add time to 1 minute after the class drop.

If online course — email instructor:

"Hello [Instructor], your class transfer request has been completed for [student name] from [old section] to [new section]. Please be sure to enter grades from the student's old section to your section. For assistance, please reach out to DistanceEd@sac.edu."

Instructor resource for viewing grades from a previous section: How do I view grades for inactive or concluded students? (Canvas)

After Census

RGSD: Backdate system to the Friday before Census date, then follow the same steps as Before Census.

Danger

Don't forget to return RGSD to current date after processing!