Navigating MyGateway at Cypress College: A Comprehensive Guide

MyGateway serves as the central web portal for Cypress College, linking users to the District's information system. This article provides a detailed guide to using MyGateway, focusing on key functionalities for faculty and students, including accessing WebStar, managing waitlists, and submitting grades.

Accessing WebStar and Logging In

WebStar, accessible through the MyGateway webpage, is a critical tool for faculty. To access it:

Connect to the internet.
Log onto MyGateway.
Click on the WebStar button located on the myGateway webpage in the top right-hand corner.
Scroll down and click on Faculty & Advisors.
Type in your 8-digit Banner ID Number. If you do not know your Banner ID, please see your Division Office.
Click in the box labeled PIN and type in your PIN.

Initial Login and Security:

If this is the first time you are using WebStar, your PIN will be your birth date in a six (6) number format using zeros as place holders for numbers less than 10. For example: January 7, 1968 would be entered as 010768.
If this is the first time you have accessed WebStar or myGateway, you will be asked to provide a Security Question which WebStar uses if you forget your PIN.
Enter a question and the answer. In the future if you forget your PIN, the computer will ask you the security question you typed in and you must type in the answer EXACTLY as you typed it in initially.
You may also be asked to change your PIN if you are a first time user.

PIN Reset:

If you have forgotten your PIN or your account is locked, please use the PIN Reset page to regain access to your account.
If the division office is closed, you can contact the Staff Development Office at (714) 484-7326. Please understand that because of privacy issues, only certain campus personnel can reset your PIN. These personnel may not be available at all times, so be sure to log onto WebStar frequently throughout the semester to ensure you can access the site.

Important Notes:

During busy times, such as registration or the beginning of the semester, access to myGateway or WebStar may be slow or you may not be able to access WebStar.
It is recommended that you change your PIN number frequently.

Managing Class Rosters and Attendance

Printing Attendance Rosters

Faculty must print rosters using the WebStar button at the top of the myGateway webpage. You can access a printable attendance roster for selected term and CRN. Click print on the browser. If any of the roster is cut off when printed, you need to configure the margins for printing: Go to “File,” “Page Setup,” and set the margins at Left: 0.25; Right: 0.25; Top: 1.0 Bottom: 1.5.

Electronic Wait List System

Because numerous students are looking for classes, the electronic Wait List system is in place. Wait-listed students will receive notification to enroll in your class. However, 24 hours before the first day of class, the wait list option closes. It is highly recommended that you distribute add codes to the wait-listed students according to their number on their roster.

Before classes begin, students will be able to choose to be put on a wait list for your closed class. Prerequisites and time conflicts will be verified. If they do not respond (add the class), they will be dropped from the Wait List. A list of the students on the Wait List appears in the bottom section of the Printable Attendance Roster. A waitlist is an electronic list of students who are petitioning a closed class. The Waitlist size is determined by the Division. Waitlisting does not guarantee enrollment into any class and not all classes have waitlists.

Student Perspective on Waitlists:

Go to myGateway, and go to “Registration Tools” and click “Add/Drop Classes.” Enter the 5 digit CRN. You will be advised if the class is closed, and if there are open positions on the waitlist. To place yourself on the waitlist, use the drop down menu beside the closed class message. It is recommended that you closely monitor your waitlist priority position. “Student” tab in myGateway. Go to myGateway and under “Registration Tools” click “Add/Drop Classes.” Go to the specific waitlisted class in your list of classes and click on the drop-down box next to the waitlisted class. A second notification will NOT be delivered.

Add Authorization Codes (AAC)

All classes will close the day before a class meets, even if the class is not filled. After the class closes, you may add students to your class by providing them with an Add Authorization Code. It is strongly suggested that you add students on the Wait List in the order their names appear. The AAC is a CRN specific code that will override a closed class message on WebStar. Students who have an AAC will be able to add a closed class online. In sections that have seats available, instructors will issue add codes to students on the wait list or qualified petitioners. Only if an instructor is unavailable to issue the add code will the Division Offices issue AACs, and this only through the open enrollment period.

AACs are included on the “Printable Attendance Roster” page below the roster of names. When you provide a student with an AAC, write the student’s name on the AAC roster to verify later that the appropriate student has used that code. Students must have met prerequisites to add the class. Students have been provided with detailed instructions on how to add classes using the AAC through WebStar. It is recommended that you enroll as many students as possible to fill your class.

Student Perspective on Add Codes:

Add codes are issued at the discretion of the instructor. “Confirm Your Choices” and re-enter the 5 digit CRN and click on “Confirm Your Choices.” Then the system will prompt you to enter the Add Code.

Dropping Students

Faculty are able to drop students electronically using WebStar. Both No-Show and “W” drops will be accepted. Faculty should be aware that late drops will not be permitted in WebStar. Deadlines for no-show drops are posted on the printable attendance rosters and appear on the drop/withdraw page. To input no-shows, go to Drop Students from a Class List on the Faculty and Advisors page.

Read also: Navigating Cypress College Courses

This screen allows faculty to drop students from a class. Both No-Show and “W” drops will be accepted. Click on the link titled “Drop Students from a Class List.” Select the term and CRN. Click in the Drop/Withdraw box for any students you wish to drop and click on “Submit Changes.” A confirmation message will be displayed.

You may view a list of activity since the start of registration or the first day of class. This screen allows faculty to drop students from a class. Both No-Show and “W” drops will be accepted. Click on the link titled “Drop Students from a Class List.” Select the term and CRN. Click in the Drop/Withdraw box for any students you wish to drop and click on “Submit Changes.” A confirmation message will be displayed.If a WI is printed next to a name, then you can use a Supplemental Reinstatement form (available from A&R) to reinstate a student you have dropped.

Grade Submission

Online Grade Submission Process

Submit your grades online as directed within 5 calendar days after your last final exam.

Click on Input Final Grades.
Enter the term and CRN if necessary.
You will see the Final Grade Worksheet.
Student Name - Click on student’s name to view address and phone information.
Registration Status - Displays student’s registration status, as well as method of registration and date of registration.
Grade - Select the grade from pull-down menu. Avoid scrolling over grades with a scroll- wheel mouse as this action may change a grade you have submitted. Please note that the District does not use + or - in assigning grades. If the student has dropped the course before the census date (two weeks after the start of the semester), the name will not appear on the WebStar roster. If the student drops or the instructor drops the student, the date of withdrawal will appear. Do not assign grades to dropped students.
Rolled - This field indicates whether grades have been rolled from the Web into Academic History which will be available for students to view. Once rolled, grades cannot be changed over the Web. Instead, you must go to A&R in person. During finals week, grades are rolled twice daily so that students can see their grades.
Attend Hours (0 - 999.99) - If your class is identified Positive Attendance in the “Attendance Type” box on your WebStar roster, then you MUST COMPLETE the column marked “Attend Hours.” On WebStar, fill in the total number of lecture and lab hours each student attended. The total hours per student must not exceed the total hours listed for the class. Your division will inform you of how many hours should be entered for the maximum. Since students that withdrew attended your class, these students will need to have hours entered for both lecture and lab.
Incompletes - If you wish to assign an Incomplete, leave the grade as NONE. Submit all the other grades on the Web, and go to A&R to fill out the paperwork to arrange for recording the Incomplete. Note: Although it is your decision as an instructor to assign an Incomplete, most Incompletes are never completed by students.

Printed copies of grade sheets are no longer needed by A&R. Click on Input Final Grades. You will be asked to select a term and a CRN number. In the Grade column, click on the down arrow next to student’s name to select the appropriate grade for each student: A, B, C, CR, D, F, NC. Default is None. You should only assign CR or NC if the Grade Mode on your end of term roster is “C”. When finished, click on SUBMIT GRADES. Be sure to click the Submit Grades button frequently. In order to insure Web Security, there is a 20-minute time limit on this, and most other, web screens. Note: If you class is large, you may want to click Submit as you enter the grades to avoid a “time out.” You will get a confirmation message when the grades have been accepted. BEWARE: If you use a scroll-wheel mouse, and you scroll over a grade you have already selected, you may accidentally and unknowingly change a grade. If the class has more than 25 students you must click on the links to enter the remaining grades. WebStar should list students who have been dropped or who have withdrawn. Contact Admissions and Records if there are any discrepancies. You may wish to print out a copy of the grade screen when you have entered the grades. To enter grades for another class, scroll down to the bottom of the screen and click on CRN Selection. To exit the program, click on the Exit button in the top right hand corner of the page. To protect the security of your class information, CLOSE your web browser.

Credit/No Credit (CR/NC) Option

For students requesting CR/NC option, the instructor must fill out the Credit/No Credit grade form, but the form is not required for those classes listed as CR/NC Only in the class schedule. The signed form must be submitted to Admissions and Records (A&R) by the instructor no later than the second week of semester term classes, and no later than 30% of the length of short term, open/entry, and summer classes.

Read also: Navigating Wellness at Cypress

Additional Functions

You can access a printable grade record sheet for the selected term and CRN. The roster is based on the most current student registration status. You can view the wait list of students generated for the class. They are also listed at the bottom of the class list on the Printable Attendance Roster as noted above. To select a term, make sure that you do not choose terms that begin NOCE. This screen allows faculty to see a list of students who have added or dropped a class.

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