Last Date of Attendance (Policy AA-63)

Federal regulations 34 CFR 668.22 require that a recipient of title IV grant or loan assistance withdraws during a payment period of enrollment in which the recipient began attendance, and Clarkson College must determine the amount of title IV grant or loan money the student earned as of the students withdrawal date.

The school must demonstrate that the student has remained in academic attendance through a specified point in time. Clarkson College is classified as an institution that requires attendance to be taken throughout the semester. The last date of attendance is used as the withdrawal date. The financial aid office must be notified within 14 days of the date of last attendance and federal funds must be returned within 45 days after the last date of attendance.

Students must attend all classes in which they are enrolled and follow the attendance policies of individual programs as specified in the course syllabus. Each program determines specific attendance policies. Students in skills laboratory courses, clinical courses, practicums, and internships are required to attend. Classes may be made up within the same semester at the discretion of the faculty. In those cases where a crisis (as identified by the course faculty) has occurred, course faculty must be notified, if possible.

Per 34 CFR 668.22, determination of the student’s last day of attendance must be based on an academically related activity, as documented by the school. The school must verify the activity as academically related and that the student attended the activity. If these conditions are met, the following examples are acceptable forms of such documentation, but not limited to:

  • Physically attending a class where there is an opportunity for direct interaction between the instructor and students
  • exams
  • records of attendance, tutorials
  • computer-assisted instruction
  • completing an academic assignment, paper or project
  • attending a required study group, or
  • initiating contact with a faculty member regarding completion of academic work in the course 

The following are examples of a non-academically related event but not limited to:

  • living in institutional housing
  • participating in the institutions meal plan
  • logging into an online class without active participation
  • or participating in an academic counseling or advisement

STUDENT NON-ATTENDANCE REPORTING PROCEDURES

  1. Faculty are expected to inform students in writing of Clarkson College attendance policies in all their course syllabi.
  2. Each faculty member must take daily/weekly attendance in all theory, lab, clinical and online class sessions.
  3. Faculty are expected to report, within two working days of the last class missed, the names of students who have failed to complete academically related activities, and:
    1. have two or more consecutive unexcused absences in a semester to the Registrar’s Office, using the forms designated for reporting non-attendance
    2. have three or more consecutive excused absences in a semester to the Registrar’s Office, using the forms designated for reporting non-attendance
    3. have three or more consecutive absences in combination of excused or unexcused in a semester to the Registrar’s Office, using the forms designated for reporting non-attendance
  4. Faculty submits the names of students with absences, as above, throughout the semester to the Registrar’s Office.
  5. The Registrar’s Office sends a non-attendance letter to the student indicating awareness of the specific classes missed and communicates the potential consequences. The student will be advised to contact the faculty member immediately to regain continuity of class requirements. Failure to do so may result in course failure and possible administrative withdrawal/dismissal from the program.
  6. Copies of the non-attendance letter and the non-attendance form are routed to the; Instructor, Program Director, Coordinator of the Success Center, and Student Financial Services.
  7. The program director will attempt to email or call the student after the non-attendance letter from the registrar has been received. If no communication is returned, a follow up phone call to the student’s emergency contact, may be completed, for the wellbeing of the student. No academic information will be shared with the contact, outside of FERPA guidelines.