Garnet Gateway for Faculty

Garnet Gateway Records Service for Faculty

Getting started

Begin at the Registrar and Academic Systems homepage (http://www.bates.edu/registrar.xml) or select “Garnet Gateway” from the hot list on the Bates College homepagehttp://www.bates.edu

Log in by entering your ID number and PIN. This will bring you to the Main Menu for Faculty. This is a secure area and the view is customized for each faculty member. If you forget your PIN please go to the Help Desk in Ladd Library with your BatesCard for assistance.


FERPA tutorial

The first time you access Garnet Gateway, read through the FERPA (Federal Educational Rights and Privacy Act) flyer to give you some background on the law regarding student records privacy. All staff must comply with the law. Click on the tutorial and follow directions for completing it. Contact the Registrar and Student Financial Services office if you have any questions about FERPA and records privacy.


Selecting the correct term

Each time you view information you select the term that you which to observe. The current tern is on top. After you select a term, it will follow through to other actions until you change to another term. There are links at the bottom of many pages to give you easy access to the term selection.


Faculty teaching schedule

You may view your teaching schedule online in two formats; one shows detailed information and the other is a schedule by day and time that appears in a grid format. This is for your information only, and is not viewed by students. Any changes you make through the Registrar and Academic Systems office are reflected on the schedule when you reload your browser.


Course lists

The list of students enrolled in your courses is provided in two formats; one shows detailed information and the other is a summary list. After you select the correct term you are prompted to select the course you wish to view from a pull-down menu. Each section of a course, including laboratory and discussion sections, may be selected. A summary of the course enrollments is at the top of the list. Only those students who have officially enrolled in your course appear on this list and you may select a student name to view his or her address and phone number. When you reload your browser, these lists will update as students add and drop courses.


Petition/wait lists

Similar to course lists, petition/wait lists show students who requested entry and did not gain entry into the course. If they requested the course during registration, they are eligible to petition and their registration status shows as “EP.” Only these students may seek to gain entry in the remaining petition spaces.

Petitioning, which occurs only as part of November and March registrations, is a paper process. Students submit a request, using the petition form, to the instructor of the course who then selects students to gain entry. Faculty send successful petitions to Libbey Forum and the staff registers those students in the course.

Students may view their schedule online after the petitioning period ends to determine whether they gained entry. These lists may also be helpful during the add/drop period since faculty may, (and are not required to) allow access to students on this list if space in the course becomes available. To exercise this option, arrangements must be made in advance at the start of the add/drop period with the Registrar and Academic Systems office. The list may vary as students make registration changes.


Confidentiality

The word “confidential” appears after some students’ names on rosters, transcripts and petition/waitlists. While all student records are subject to the confidentiality standards of FERPA, some students have indicated a particular confidentiality request for their record. This is generally related to the release of information to third parties. Faculty should use extra caution and contact the Registrar and Academic Systems office before releasing any information about the student to anyone if the name is flagged. This includes releasing what is considered “directory information,” and should be taken seriously given that there are sometimes extenuating circumstances that impact student privacy and safety.


Advisor Hold Removal

Advisors select this option to remove a registration hold on a student’s record prior to the start of a registration period. Registration holds are applied each semester to encourage students to meet with their advisors to discuss course selections. When you remove the hold, the system then allows the student to web register for courses. It is important to make it clear to the student that removal of the hold does not constitute registration for the course(s). Advisors may wish to first review the student’s transcript by selecting that option from the menu and entering the student’s ID. Advisees on record and their ID numbers may be viewed by selecting that item from the menu. Faculty may at any time view the student’s course registration for a term by selecting “view student schedule” from the menu.


Registration overrides

Faculty may grant a registration override to a student by selecting this option and entering the student ID. The student will need to provide you with his or her ID. You select your courses from a drop down menu and match it with the appropriate override before submitting it. It is important to make it clear to the student that application of an override does not constitute registration for the course(s). IMPORTANT: Courses which are “linked”, i.e. a lecture and a laboratory, or a lecture and a discussion, require that any override be placed on all sections of the course. If the override is applied to only one section of the course, the student will get a “link error” message when she or he tries to register for the course.

Override name what it does
Enrollment Limit allows student into the course beyond the stated enrollment limit
Class Restriction allows a student from a class other than the class(es) indicated to enter a course (i.e. allow a first-year student into a class not normally open to first-year students)
Corequisite(s) allows a student entry into a course without dual enrollment in the corequisite course(s)
Prerequisite(s) allows a student entry into a course without having the required prerequisite course(s)
Lecture/laboratory link* allows a student into one section of a course that is linked with another section (i.e. allows a student into a lecture without the lab)
Instructor Permission allows a student permission to enter a course for those courses that require instructor permission for all students to gain entry

Final grades

Faculty select this option from the “Faculty Class Information” menu at the end of the semester to enter final grades for students. During the grading period faculty may change the grade or leave some grades blank since the students cannot yet see them until the grades are “rolled” to the students’ transcripts. The Registrar emails faculty announcing when grades are to be rolled for the semester. By faculty legislation it is 10 days after the last final examination.


Deferred Grades

Students with legitimate issues may request to have their final grade deferred. Deferrals must be approved by the Dean of Students and a completion date and grade due date agreed upon by the instructor, the student and the Dean of Students. Just prior to the rolling of grades the Registrar enters a grade of “DEF” for all students with approved deferrals. Instructors will receive an email reminder when a deferred grade due date is approaching.

Once the student has submitted the final coursework and you are ready to assign a final grade, select the “Faculty Class Information menu” and then “Deferred Grades – Assign Grades.”


Look-up Courses

This feature allows you to view course enrollments on-line for all courses offered each semester. It updates as students add/drop courses, however you must remember to reload your browser for the most recent information and make sure you are not viewing a cached copy of the schedule. (Contact the Help Desk for assistance with using your browser to view information and clearing your cache.)

You may view a particular course, set of courses, or the entire schedule by following the online instructions. Different computers may load the schedule at different speeds, therefore, do not click on a course until you are sure that the entire selection has loaded.


Student schedules

You may view the schedule of a student by selecting this option and entering the student ID. There is a drop down menu which lists the names of the students in your courses so that you may view their schedules without asking for their ID. If you want to see other student schedules, you need to ask the student to provide their ID number or refer to your advisee list. IMPORTANT: Student schedules are NOT directory information. Therefore while it is appropriate for you to use your discretion to view the schedule you may not release information about the student’s schedule to a third party. Student


Transcripts

Advisors may view student transcripts by selecting this option and entering the student ID. A list of your advisees is available on the faculty menu and you may select a student’s transcript for viewing from this area. Department/program chairs also have access to the records of all students who have a major or secondary concentration in the department/program. If you require access to any other student’s transcript, the student may provide you with his or her ID and you may enter it directly. The transcript lists courses and grades by semester, with transfer courses at the beginning, courses listed by semester, and a credit summary, followed by courses currently in progress.


Student Address information

You may select this option to view a variety of student addresses. Unless the student has requested otherwise, and a “confidential” flag shows, addresses are part of Bates College directory information and may be released to a third party. Do keep in mind, however, that the law states it may be released but we are not required to release it except in special circumstances outlined by FERPA, so use discretion.


Personal Information Menu

This menu has items regarding your personal information and cannot be viewed by others. For PIN information, contact the Help Desk. For address changes, contact the Human Resources office.

3/01 revised 9/01, 8/02, 10/03, 8/04, 8/07