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Attendance, Withdrawals and Grade Reporting

Memorandum #5 - Attendance, Withdrawals and Grade Reporting

Effective July 1, 2016
Revised: March 27, 2015
Revised: April 8, 2010
Revised: February 25, 2013

ARTICLE I - Required Attendance Records 

In order to satisfy present and anticipated requirements of various governmental offices and agencies which fund our operation and support our students, it will be necessary for the College to maintain and have available accurate attendance records of all students throughout each academic term. Effective February 2, 1976 each full-time and adjunct member of the instructional staff will be held responsible for maintaining such attendance records and, when inquiries are made or audit questions arise, attesting to their accuracy and completeness. Attendance records for a given semester should be kept on file long enough to satisfy the requirement of Section 35.66 of the State Board of Education Regulations which stipulates that:

"Official accounts and supporting data shall be retained for a period of three years after the close of the fiscal year in which the transaction took place, or until notified that a Commonwealth fiscal audit of such accounts has been made, whichever is later not exceeding five years."

At the end of the 20% attendance reporting period and 50% attendance reporting period of classes during regular terms and at the end of the equivalent of the 20% point of classes for summer and accelerated terms, faculty will certify the attendance records, which are mandated for reimbursement purposes by the Commonwealth. The Office of Student Records & Registration will provide faculty access, at the times indicated, to the electronic attendance report forms for this purpose. Each faculty member will complete and submit the appropriate status for each student listed, as follows:

  • Attendance is satisfactory
  • Attendance is not satisfactory
  • Never attended (20% attendance report only)

Individual departments of the College may, because of special demands imposed by outside agencies or the requirements of certain courses, establish particular attendance requirements for students enrolled in designated programs and courses providing the department stipulates such in writing and advises students of the requirements at the beginning of the term.

A faculty-initiated withdrawal (W) may be submitted, but only after the 20% attendance reporting period, and before the end of the eleventh (11th) week of a 15-week term, or the equivalent of the eleventh (11th) week of a shorter term.

During this time, and only after a student has been absent from class for an amount of days equal to two (2) weeks or more of a 15-week term, or the equivalent of two (2) weeks or more of a shorter term, may the instructor initiate a withdrawal (W) with the Office of Student Records & Registration.

For courses, the minimum standard for a faculty-initiated withdrawal (W) is measured by a student's failure, during the time referenced above, to engage in an academically related activity, such as contributing to an online discussion or initiating contact with a faculty member to ask a course-related question.

With this policy, the attendance records may serve a useful secondary purpose in providing information needed by students seeking verification of claims relative to academic records, financial aid, and refunds.

ARTICLE II - Change in Time Period During Which a Student May Withdraw From a Course Without Academic Penalty 

  1. A student has the privilege of withdrawing from a course or courses without academic penalty up to and including the eleventh (11th) week of a regular term, and up to and including the equivalent of the eleventh (11th) week in a nonstandard term.
  2. If the official withdrawal form is filed with the Office of Student Records and Registration within the established time limit, the student's grade report will show the grade W (withdrawal).
  3. If the official withdrawal form is not filed within the established time limit, the student's grade report will show F (failure).
  4. The appropriate form will be provided by the Office of Student Records & Registration.

ARTICLE III - Mid-Semester Grade Reporting 

In the interest of assuring earlier feedback to students, thus facilitating an earlier student decision, each instructor shall submit 50% attendance along with a letter grade for each student in his/her classes. This shall be done using the electronic form provided by the Office of Student Records & Registration. Fifty percent attendance and grades need to be reported only for terms in excess of ten weeks.

ARTICLE IV - Final Grade Reporting

Each Instructor shall submit a final grade for each student in his/her class. Each Instructor submitting a final grade of FS shall also submit students last date of attendance. This shall be done using the electronic form provided by the Office of Student Records and Registration.