Policy
Pursuant to the Federal Student Handbook (FSA), 34 CFR 668.164(b)(3), Volume 4 Chapters 2 and 3 and FSA Handbook Volume 3, chapter 7 and Volume 7, the institution (Clover Park Technical College) must have a process in place to collect or obtain documentation to demonstrate a student established eligibility by beginning class attendance.
In addition to the above, the State Board for Community & Technical Colleges (SBCTC) requires the colleges to:
- Eliminate inactive enrollments by the enrollment census date (usually the 10th instructional day). Inactive students are defined as:
- Identified as a no-show
- Officially withdrawn from a course
- Dropped from the course as no longer participating which means
- No assignments submitted
- No exams taken
- Documented for lack of participation in an online interactive class or posting by student in online tutorial
- No email from the student to faculty asking questions about the class assignments
- Excessive unexcused absences
- Report attendance to help mitigate enrollment and financial aid fraud
The purpose of this policy is to proactively minimize the financial barriers and enrollment associated with students remaining enrolled in a course or courses for which they did not attend, and to mitigate enrollment and financial aid fraud. The instructor may establish an attendance policy for the classes and/or the program. Classes or programs having established attendance policies will include relevant information in course syllabi. It is the responsibility of the student to comply with the established attendance policy.
NOTE: Attendance in a class or classes does not equate to hours required by licensing agencies.
Signed Policy
Document
Procedure
Faculty will have access to and use ctcLink faculty self-service class roster as the official source for class rosters.
NOTE: EAB Navigate or other retention software system, CANVAS or any other Learning Management System, are not considered to be the official class roster.
- If a student is absent for the first two class sessions or misses the first two class assignments in an asynchronous class without making arrangements with the instructor, the instructor must notify the Enrollment Services and Student Aid & Scholarship offices using the electronic Vanish Submission Form, located on the staff intranet under the More Links heading, by the ninth (9th) instructional day of each quarter.
- If a student stops attending and has not withdrawn from the class by the end of the seventh (7th) week of each quarter, the faculty member will assign a vanish (V grade) with the last date of attendance OR the grade earned in the grade roster by the grade due date.
- By the ninth (9th) instructional day of each quarter faculty will reconcile their class rosters and notify Enrollment Services if:
- There are students in the class(es) that do not appear on the class roster. Students will need to bring a signed approval to register form to Enrollment Services to be enrolled in the class or
- If there are student names on class rosters and students have never attended.
Throughout the quarter, faculty are responsible for initiating retention measures when a student misses a class. When a student has missed two (2) class days without contacting the instructor, faculty should inform the Advising & Counseling office through the current retention software notification system.
At the beginning of the ninth (9th) week of each quarter, the Registrar or designee will send an email requesting faculty to check class rosters for the following:
- All students attending the class are on the roster and notify the Enrollment Services office using the electronic add/drop form located on the Enrollment Services forms webpage.
- Students not attending must be reported to the Enrollment Services and Student Aid & Scholarships offices.
NOTES:
- Attendance in a class or classes does not equate to hours required by licensing agencies.
- Students not in compliance with the established attendance policy for the class or program may forfeit the right to continue.
