Last Date of Attendance (Policy AA-63)

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

The school must demonstrate 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 dateThe financial aid office must be notified within fourteen (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 (on-campus/online) 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 to ensure regular and substantive interaction between faculty and students. 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.  

  • “Academic attendance” and “attendance at an academically-related activity” include, but are not limited, to physically attending a class where there is an opportunity for direct interaction between the instructor and students  
  • Submitting an academic assignment
  • Taking an exam, an interactive tutorial, or computer-assisted instruction
  • Attending a study group that is assigned by the institution
  • Participating in an online discussion about academic matters
  • Initiating contact with a faculty member to ask a question about the academic subject studied in the course

Do not include activities where a student may be present, but not academically engaged, such as:

  • Living in institutional housing
  • Participating in the institution's meal plan
  • Logging into an online class without active participation
  • 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 (2) working days of the last class missed, the names of students who have failed to complete academically related activities, and:
    1. have two (2) or more consecutive unexcused absences in a semester to the Registrar’s Office, using the forms designated for reporting non-attendance  
    2. have three (3) or more consecutive excused absences in a semester to the Registrar’s Office, using the forms designated for reporting non-attendance  
    3. have three (3) 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, Academic Advisor, and Student Financial Aid.
  7. The Registrar’s Office tracks non-attendance in PowerCAMPUS on the “Attendance” tab, listing year, term, course, and last date of attendance. 
  8. 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.