ES4305 - Financial Aid Attendance Process

1. Institutional Regulations
   
   The College shall comply with Federal Title IV and State regulations outlining the treatment of financial aid funds when a student withdraws or fails to begin attendance. Therefore, the institution has established procedures for the reporting of: students who have not established attendance within their coursework, have quit attending, and the student’s last date of attendance.
    
2. Procedure for Reporting Individuals Who Never Attended Class
   1. At the beginning of each DMACC term, the Office of the Registrar notifies faculty that preliminary course rosters are available. This notification outlines to faculty how to report via the Web Info System students who failed to establish attendance. Non-attendance is identified through the annotation of an “NA” by the instructor. Attendance is confirmed through the notation of an “AT” by the instructor in the official student record. In limited circumstances, reporting of attendance may also be conducted via hardcopy or e-mailed student roster.
   2. Students reported as having never attended are administratively withdrawn from the classes in which they were reported as not attending. Notification of administrative withdrawal is sent to the student via e-mail by the Registrar’s Office.
   3. Instructors failing to report attendance are tracked by the Office of the Registrar, and additional requests are sent until compliance is achieved.
   4. Students wishing to be re-enrolled in a course they were administratively removed from due to an instructor reporting error must complete an Add/Drop process. The students must seek the signature of each instructor as verification of their attendance in order to re-enroll in an NA course(s) per the instructions outlined in the notification set forth in section II, B.
   5. Recalculations of financial aid eligibility will be conducted by the Financial Aid Office to include only those courses for which the student began attendance.
3. Procedure for Reporting Individuals Who Quit Attending Class
   1. During each term, the Office of the Registrar sends notifications requiring instructors to report students who have unofficially withdrawn/quit attending (QA) at the time of progress reporting. Quit attending is identified through the annotation of a “QA” by the instructor.
   2. Students reported by instructors as having quit attending are administratively withdrawn from each course in which they are reported as QA. The student will be administratively withdrawn as of the midterm of the term. Notification of administrative withdrawal is sent to the student via e-mail by the Registrar’s Office.
   3. Students wishing to be re-enrolled in a course they were administratively removed from due to an instructor reporting error must complete an Add/Drop process. The students must seek the signature of each instructor as verification of their attendance in order to re-enroll in a QA course(s) per the instructions outlined in the notification set forth in section III, B.
   4. Following the QA reporting period, the Financial Aid Office evaluates the reported unofficial withdrawals to determine the need for a return of Title IV aid calculation or Post Withdrawal Disbursement calculation.
4. Procedure for Reporting Last Date of Attendance at the End of Each Semester
   1. Last dates of attendance for students who unofficially withdraw from a course are collected from the faculty member when reporting final grades at the end of each semester. When reporting a failing grade, faculty members are required to also report a last date of attendance through the Web Info System. In limited circumstances, reporting of last dates of attendance may also be conducted via hardcopy or emailed student roster.
   2. Following each semester, the Financial Aid Office evaluates the reported last dates of attendance to determine the need for a return of Title IV aid calculation or Post Withdrawal Disbursement calculation.
   3. Following each semester, the Registrar’s Office also evaluates the reported last dates of attendance to determine if updated enrollment reporting must be conducted to report the student’s last date of attendance to the National Student Loan Data System.
5. Retention of Student Attendance Information
   1. Electronic record of student attendance reporting (NA/AT/QA/LDA) is retained permanently within the DMACC student information system.
   2. In limited circumstances, reporting of attendance may also be conducted via hardcopy or e-mailed student roster. This reporting is scanned into the DMACC student information system and retained permanently.