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Faculty Guidelines

Mandatory Reporting

The Office of the Registrar is charged with maintaining accurate records of class enrollment. Faculty Attendance Verification and Final Grade Reporting serve two important purposes. One purpose is to ensure that college records are accurate and complete and that faculty have reliable class lists on which to post student grades at the end of the term. The reporting may also trigger information about financial aid implications. The second purpose is to comply with state and federal regulations regarding financial assistance. All faculty are required to report attendance and final grades according to procedures and schedules defined by the Office of Academic Affairs and the Records Office. Each session, a memo is sent to all faculty from their department chair notifying them of the deadlines and procedures for reporting attendance and final grades.

Questions about these processes may be directed to your chairperson or the Records Office at (386) 506-3463.

Attendance Verification

Daytona State College takes attendance twice within each session of a term. This process is referred to as “Attendance Verification.” The initial attendance roster (Roster 1) is completed following the add/drop period of each session (A, B, and full term) as indicated on the Academic Calendar. Financial aid students who are marked as not present during this time will be dropped from the course for non-attendance because attendance in the course is required to apply that class to their financial aid eligibility.

A second roster (Roster 2) goes out after the withdrawal deadline for each session. Students who are reported as not attending during the two weeks leading up to the withdrawal date will be administratively withdrawn from the class and assigned a grade of "W1." A last date of attendance will be reported and used to calculate the return of any Title IV aid (including Pell grant, Stafford Loans, etc.).

Each semester, the Records Office provides a memo including instructions and deadlines for attendance verification to the Vice President of Academic Affairs/College Provost who then forwards it to all faculty via email. Faculty are required to monitor attendance during the specified time periods and update the attendance information via the Faculty Center on the MyDaytonaState portal, My Academics, Faculty Center, Attendance College Credit.

Roster 1 and Roster 2 attendance verification is required. Attendance throughout the rest of the term is the instructor's option for undergraduate programs. However, for Adult Education and clock hour programs, faculty are required to verify daily attendance. This verification may be accomplished via the Faculty Center on the MyDaytonaState portal, My Academics, Faculty Center, Daily Attendance.

It is good practice to take attendance routinely throughout the semester. Many faculty members link student class attendance to the grading policy in the course to emphasize the importance of being in class. This practice, too, is beneficial, but the link must be clearly articulated in the written course syllabus.


(a) Verifying Attendance – All Faculty

  • Login to My.DaytonaState.edu
  • Select “MY ACADEMICS”
  • Select “Faculty Center”
  • Select “Attendance College Credit”
  • Mark students as Present or Not Present
  • Save to submit
  • Progress will show as ‘Completed’ if successful

(b) Verifying Daily Attendance for Adult Education and Career and Technical Programs Only

  • Login to My.DaytonaState.edu
  • Select “MY ACADEMICS”
  • Select “Faculty Center”
  • Select “Daily Attendance”
  • On your daily attendance roster mark students as Present or leave blank if absent. Once you have entered daily attendance for all students that are present for that class, click save.

Refer any student who is attending your class but whose name does not appear on the roster to the Registration Office immediately. It is possible that the student is registered for a different section of the course.

If you indicate a student is not attending but the student later re-registers or continues enrollment be sure the student has been reinstated to your class. The Registration Office will update the student's attendance record to Present when the student is reinstated.


(c) Administrative Withdrawal (effective Spring 2017)

Students may withdraw themselves from a class at any point before the published Withdrawal date and receive a grade of W. The process described here is an administrative withdrawal, initiated by the college because you reported the student as Not Present on Roster 2. An administrative withdrawal will appear as a grade of W1.

Directions for faculty to report students who have stopped attending:

  1. The following statement should be included in your syllabi and course shells in regards to Roster 2 attendance verification:
    Students who stop attending this class will be withdrawn from the class and receive a final grade of W1 (Withdrawn). Attendance includes participating in online or face-to-face environments as required.
  2. Discuss this policy and its impact with students at the beginning of the term.
  3. Roster 2 opens for submission after the published Withdrawal date for your class sections. Open your rosters, mark your students as Present or Not Present with the last date of attendance (LDA) for any student who has stopped attending more than two weeks prior to the withdrawal deadline.
  4. Turning in the report is mandatory, even if there are no students who have stopped attending a particular class. In those cases, the instructor will mark all students as Present and save and submit. Your roster status will update to Completed if submitted successfully.
  5. Students who attend enough to avoid being withdrawn, but then stop attending for the remainder of the semester and fail the course because of that, can still be assigned an FN.
  6. If a student asks to be reinstated, they can request reinstatement with an Academic Advisor, the department chair, or faculty. The approval for reinstatement should be forwarded to the Question and Answer Center on any campus or by sending a written request to registration@daytonastate.edu. The faculty member may be contacted by Enrollment Services to provide information about the student’s progress in the class.
  7. Consequences for the student who is administratively withdrawn are serious, especially for those on financial aid. Accuracy in reporting is very important.

Guidelines for determining whether a student has stopped attending:

  • If the student hasn’t participated or contacted you in the last two weeks, they should be reported as Not Present.
  • Please note that this process is to be used for students who have stopped attending, not for students who are attending but failing the class. Attending students should receive the grade they have earned from grades on all assignments.
  • This may impact how you structure your assignments. Especially for online classes, you may want to include an assignment near the withdrawal date to have a final “check” participation before reporting students as non-attending. All classes should be structured in such a way that enables you to quantify attendance and identify a date the student last attended/participated.
    • In face-to-face classes if a student is physically coming to class but not turning in work, they are still considered to be attending and should be reported as Present.
    • In online classes, attendance must be measured through some type of required participation (quizzes, homework, discussion board postings, etc.). A student that logs into Falcon Online, but does not submit work, is not considered participating and should be marked as Not Present.
  • You know your students best, so there may be special circumstances where you are in contact with the student and have agreed to let them make up work, etc. In those cases, it is OK to report them as Present.
  • Students will be notified by Enrollment Services, via email, that they have been dropped from Roster 1, or assigned a “W1” grade from Roster 2. This process takes a few days from the time they are marked as Not Present. Withdrawn students will appear on your PeopleSoft class roster as W1 through the remainder of the term.
  • Students may request reinstatement after the W1 grade, and ask to be returned to grade-earning status in the class. Students are advised to first speak to their instructor, then request reinstatement with and Academic Advisor. The Academic Advisor and student will sign a Request for Reinstatement After W1 form through the Academic Advising office, as described above. If you are consulted as to whether it is possible for the student to catch up on work and pass the class, you should give honest feedback if you believe the W1 should stand. The student can still choose to return to class without your approval.
  • Alternatively, a student can request reinstatement after a W1 grade through the department chair or directly from you, the faculty.
  • A student may not continue to attend the class after they have been withdrawn unless they are reinstated through Request for Reinstatement After W1.

(d) Assigning a Grade of “FN” or F for non-attendance

Students who attend enough to avoid being withdrawn, but then stop attending for the remainder of the semester and fail the course because of that, should be assigned the grade “FN” or “F” for non-attendance. The F grade should be used for a student who did attend after the withdrawal date, but failed the class.

When entering a grade of “FN” or “F,” the last date of attendance must also be entered. If a student completed the class but failed the final, the last date should be the final date.

In face to face classes you are encouraged to take daily attendance, but you may use other information available to you to determine the appropriate date to enter, such as test dates, quiz dates, submitted papers, lab participation, or any other evidence of an academically related activity. In online classes attendance must be measured through some sort of required participation (quizzes, homework, discussion board postings, etc.)

Submitting Final Grades

All faculty are required to submit final grades within 48 hours of the final exam for full terms and within 24 hours for A and B terms. The Academic Calendar for each term indicates the date by which grades are due. Each semester, the Records Office will provide a memo including instructions and deadlines for grade submission to the Vice President of Academic Affairs/College Provost who will then forward it to all faculty via email.