A&R Faculty Support

Important A&R Information for Faculty – Fall 2026

Please use the information below to help you and your students navigate the Admissions and Records processes.

If you have any trouble navigating these processes, please contact A&R at 707-256-7201 or ANRMail@napavalley.edu.

Registration Calendars can be found on the NVC website under Admissions and Aid/Calendars and Deadlines. Here you will find important term dates and calendars. Individual section registration dates can be found in Self-Service by clicking the “Deadline Dates” link.
You can access MyNVC Self-Service through the MyNVC link at the top of the homepage of the NVC website. Use your network credentials to log in to Self-Service.
Self-Service is where you will access class rosters, waitlists, grading, drop rosters, census roster certification, and provide add authorization to students.
Faculty are required to drop all students who did not non-attend by census day. Once you have dropped non-attending students in Self-Service on the Drop Roster in Self-Service, you are required to certify your rosters by the census date of each section. Once you have certified your roster, you will no longer be able to drop students, so we recommend certifying the day before census day so you have your final roster ready on census day.
Assigning Add Authorization for a student does not add them to your section. It provides the necessary authorization for students to add your section through Self-Service. Please remind students that they need to go to "Plan and Schedule" to select your section and add it to their education plan before they will be able to add it. They must see the words, “Add Authorized” to add themselves.
Add authorization will begin on the first day of the fall term and on the first day of the section for any late start sections. Again, these dates can be found in Self-Service by clicking the “Deadline Dates” link.

Videos to guide you through Self-Service:

Rosters and Waitlists

Positive Attendance

Drop and Roster Certification

Grading

Add Code Authorization

Class Rosters and Waitlist Rosters (ROSTER and WAITLIST tabs)

In Self-Service, class rosters and waitlist rosters are separate. Your waitlist will be inactive once the add period begins. A&R must close your waitlist (make them inactive) for the add authorization process to function and students are able to add your classes. We encourage you to print a copy of your waitlisted students before the waitlist is closed so you can see the waitlist order. Once your waitlist is closed, the order is no longer visible.
We recommend checking Self-Service rosters on the first day of class to ensure that all enrolled students appear in your Canvas shell. Enrollment continues until midnight the night before the term (or late start class) begins.

Add Authorization (PERMISSIONS tab)

Students are automatically registered into classes from the waitlist before the add period begins, but once the add period begins, students will need add authorization from you to add the class.
The Late Add Period for Fall 2026 is August 24 – September 4; however, section add dates vary and are determined by the way the section was scheduled. Section add dates can be found in Self-Service by clicking the “Deadline Dates” link.
Add authorization is active on the first day the section begins. Add authorization is effective for the section add period only.
Add authorization can only be assigned by the instructor. Add codes are no longer needed or used. Once authorized to add, the student needs to log in to Self-Service, go to the Student Planning tab, and select the section and register. If they have any trouble adding, please confirm you have assigned add authorization and then if they still cannot register, let them know they need to add the section to their schedule in Plan and Schedule and if they still cannot add, then please send them to A&R. They may have a registration hold or restriction on their account that is preventing them from adding.
Please encourage students to add as quickly as possible so they have access to your Canvas shell. IT uploads students to Canvas regularly during the add period, but are not immediate.
High school students may also request add authorization and if they have submitted the Permit to Attend form and it is processed. Once you have given them add authorization, they can add through Self-Service. If they do not have an approved Permit to Attend, then they will not be able to add the class. Students should contact A&R at 707-256-7201 if they have any issues adding classes.
Please contact Angelica Torres: ATorres@napavalley.edu if you need additional guidance about add authorization.

Instructor Drops (DROP ROSTER tab)

Instructors must drop any student on the roster who has never attended by census day. It is very important that we do not report students who never attended. It is required by Title V and prevents unnecessary paperwork for students and processing for A&R staff. Dropping students is done on Self-Service during the drop period before census. Please help us combat enrollment and financial aid fraud by dropping your students who never attend on time.
Students listed on your roster who have not been attending your class, per the NVC attendance policy AND if your syllabus clearly states that you will drop students, may be dropped by you no later than the last day to drop with a “W” for your section, which can be found in Self-Service by clicking the “Deadline Dates” link.
Please share drop dates with your students. Let them know that they are responsible for dropping after the census date.
You are required to drop students who never attended your class AND certify your class rosters by census date. The last day to drop without a W can be found in Self-Service by clicking the “Deadline Dates” link.
Section drop dates vary and are determined by the way the section was scheduled. Section drop dates are visible in Self-Service under “Deadlines.”
Please contact A&R Mail: ANRMail@napavalley.edu if you have questions about dropping students from classes.
Please note that A&R staff are no longer permitted to drop students if the deadline has passed without a signed and approved petition.

Census Roster Certification (CENSUS tab)

Once you have dropped non-attending students in Self-Service, then you must certify your roster by census day.
Please see Self-Service sections for census dates.
Please contact Angelica Torres: ATorres@napavalley.edu if you have questions about census roster certification.

STUDENT DROPS (AFTER SELF-SERVICE DEADLINES)

Late Drop Petition

Students may submit a Late Drop & Waiver of College Regulations Petition.
Faculty approval is required and must include the students’ first and last dates of attendance.
If the student never attended, faculty should indicate this and explain why the student was not dropped by census.

Excused Withdrawal (EW) Petition

Students requesting an Excused Withdrawal due to documented extenuating circumstances must submit an Excused Withdrawal Petition (EW) Drop with supporting documentation.
Faculty approval is not required for an Excused Withdrawal petition.

If no petition is submitted or approved, the student will remain enrolled and must receive the appropriate final grade based on their academic performance and attendance in accordance with college policy. Emailed drop requests will no longer be processed.

Students can email A&R Mail: ANRMail@napavalley.edu if they have questions about dropping spring classes.

Grading (GRADING Tab)

Summer 2026 final grades are due on Thursday, August 13, 2026 at 11:59pm.
All students listed on your Grade Roster in Self-Service must receive a final grade. Positive Attendance hours must be submitted before grades can be entered.
If you missed the census or and/or drop deadline to drop students who never attended or stopped attending, please assign a final grade. Later you can complete a grade change.
If the student stopped attending before the end of the semester, rather than assigning an "F" you may assign the "FW" grade. The "FW" grade is a non-evaluative grade that indicates the student unofficially withdrew from your class. If you have questions about when to assign this new grade, please reach out to your dean.
If you are assigning an incomplete grade, please use the following letter grade combination: IB, IC, ID, IF and/or INP (for pass/no-pass grades) with an expiration date (agreements are between faculty and student, a paper form is not required).
Auditing students should be assigned an “AU” grade. If they are not assigned "AU" as a final grade, the system will automatically convert the grade to "AU."
NVC's grading system does not take – or + symbols
Be sure to assign positive attendance hours to all students that are on the roster; go to the "ATTENDANCE" tab and go to the last day of the semester and enter the total number of hours for each student. If you are not sure of your section is schedule with the positive attendance funding method, please contact Kayla Alexander: Kayla.Alexander@napavalley.edu in the Academic Affairs Office or consult with your dean.
You will receive a confirmation email once you have submitted all your grades. If you do not receive a confirmation, please verify each student has been assigned a final grade, by looking at the grade "Overview" tab. Grades are entered in the "Final Grade" tab.
Please be aware that the Financial Aid, Admissions and Records department and the Business Office depend on your prompt submission of final grades in order to process graduation requests, pre-requisite drops, official and unofficial transcripts, disbursement checks, refunds, academic standings, and many other important processes.

Positive Attendance (POSTIVE ATTENDANCE Tab)

Summer 2026 positive attendance is due on Thursday, August 13, 2026 at 11:59pm.
Some classes require the positive attendance funding method. Positive attendance courses require you to keep track of the actual hours students attend your class sessions.
If you are unsure if this applies to one of your sections, contact your dean for clarification.
You will submit your Positive Attendance hours via Self-Service at the same time you submit your final grades. You can enter the total number of hours on the last date of the section.
Instructors teaching online non-credit courses will need to track student participation. Attendance tracking rosters will need to be sent to A&R (ANRMail@napavalley.edu) at the end of the semester to confirm participation as of 2 different census dates; 20% of the section and 60% of the section.
Please contact jerickson@napavalley.edu if you have questions about positive attendance.

Pay-to-Stay (Drop for Non-Payment)

Pay-to-Stay is Napa Valley College's automated process for dropping students who have not paid their enrollment fees.
For Fall 2026, the college will implement a unified de-registration process beginning August 10, 2026. Students with unpaid fees who are not otherwise protected from de-registration will be dropped on the unified drop date and daily thereafter as they register without meeting payment requirements.
Once classes begin, students who register are responsible for dropping themselves if they no longer plan to attend. Students will not be automatically dropped for non-payment after classes start. Please encourage students who decide not to attend to drop their classes before the published deadlines to avoid financial responsibility for enrollment fees and the possibility of receiving a failing grade.

Please reach out to Admissions and Records if you have any additional questions. Have a wonderful semester!

A&R Contact Information: Call: 707-256-7201 or email: ANRMail@napavalley.edu.