Attendance Change for Winter 2022

Academic Affairs would like to share important information with you on taking attendance for the Winter ’22 semester and all semesters moving forward.  This is intended for all faculty but some staff members may be interested as well.

Please note that it is now required that you take attendance for the first two weeks of classes (January 10-January 21).  The College moved to two weeks for reporting purposes and to ensure that attendance is recorded correctly in order for students to receive Federal Title IV Aid.  

CCS also moved to taking attendance in Self-Service instead of Canvas. This move was made for several reasons – students can see their recorded attendance through Self-Service (this is something students specifically asked for) and the CCS reporting using self-service helps with better attendance taking records. This Video will explain the new attendance process for Winter ’22 and moving forward. 

Below is more information on Taking Attendance.

Regulations governing colleges that participate in the Federal Title IV Student Aid Programs, require that faculty provide the last date of attendance for students who never attend, who stop attending at some point during the semester, or who receive a grade of “F” or “WF” in the course.

  • Grade of F = failing
  • Grade of WF = failing, and stopped attending course without an official withdrawal
  • If you enter either an F or WF grade, please enter the last date of attendance for the student

Why is Last Date of Attendance important?

The last date of attendance information must be collected and used for the following processes in the Financial Aid Office:

·  Recalculating Pell Grant awards

·  Calculating how much aid should be returned to the Federal programs

·  Determining official and unofficial withdrawals

Aid eligibility, even after aid is already disbursed, isn’t earned until a student establishes enrollment in their classes. Financial aid recipients who fail to attend or who stop attending may be subject to a reduction or cancellation of financial aid funds already disbursed. The student’s aid package, enrollment level and attendance all help determine whether aid must be repaid and how much.

How do I determine Last Date of Attendance?

Examples of College for Creative Studies academic-related activities include but are not limited to physically attending a class where there is an opportunity for direct interaction between the instructor and students, such as:

  • Exams or quizzes
  • Tutorials
  • Computer-assisted instruction
  • Completion of an academic assignment, paper or project
  • Participating in online discussion about academic matters
  • Initiating contact with a faculty member to ask a question about the academic subject in the course

Regulations exclude the following:

  • Simply logging into computer-assisted instruction services such as Canvas
  • Student’s self-certification of attendance that is not supported by school documentation
  • Living in the ACB or Taubman Center Housing as a College for Creative Studies student
  • Participating in academic counseling or advising

How do I know if a student officially dropped the course?

Dropped students no longer appear in your Canvas course.  You will receive a “drop report” from AARO.

How do I report the Last Date of Attendance?
In the “Send Grades to AARO” module, select midterm or final for grade input and select the “Last Attended Date” column.  Enter the last date for any student with an “F” or “WF” grade.

Error Message
What if I get the message: “No Section Meetings Exist”?  Please know that attendance can’t be entered until the section starts. For example, today’s date is Thursday, January 6, 2022. The first section meeting date is January 10, 2022.  Until January 10th, the faculty will get an error on the Attendance tab in Self-Service. Once the class begins that error message should go away.

Veteran Students
Attendance for Veteran students is required throughout the semester. You will receive an email from the AARO at the beginning of the semester if you have a Veteran student in your class.

Thank you for your help in taking attendance.  Have a great winter semester!