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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 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 must be able to verify that a given student has attended class at least once. To make this possible, all instructors are required to record student attendance during the first week of class. This process is referred to as “Attendance Verification.”

Each semester, the Records Office will provide a memo including instructions and deadlines for attendance verification to the Vice President of Academic Affairs/College Provost who will then forward it to all faculty via email. Faculty are required to monitor attendance during the specified time period and update the attendance information via GRADESFIRST, Student Feedback Request email sent out by the Records Office.

Thereafter, taking attendance is the instructor's option for our Undergraduate programs. However, for Adult Education and clock hour programs, faculty are required to verify daily attendance. This verification may be accomplished via the college portal, MY Academics, Faculty Center, GRADES FIRST login.

It is good practice, however, 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

  • Faculty will receive an email at the beginning of the session after add/drop.
  • The email is titled Student Feedback Request and will come from the Records Office.
  • Faculty will click on the link inside the email “Click to begin entering student feedback”
  • Mark students as Active or Never Attended
  • Submit

(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 “GRADES FIRST” and login
  • Professor Home Page and select Record My Class Attendance under the Quick Links
  • Select the course and day
  • On your daily attendance roster mark students as either Present or Absent. Once you have entered daily attendance on all students for that class, click save attendance.

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 registered for your class. You will need to resubmit that student’s attendance verification via email to the Records Office.


(c) Administrative Withdrawal (effective Spring 2017)

Students may still 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, based on a lack of attendance. An administrative withdrawal will appear as a grade of W1.

A second Grades First Attendance Verification email will be sent out just after the published Withdrawal Date in each term.

Directions for faculty to report students who have stopped attending:

  1. Beginning with Spring 2017 classes, include the following statement in your syllabi and course shells:
    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 new policy and its impact with students at the beginning of the term.
  3. You will be sent a Grades First Attendance Verification email shortly after the published Withdrawal date for your class sections. Open your rosters, mark your students as active or provide the last date of attendance (LDA) for any student who has stopped attending. All students must either be marked active or have an LDA provided.
  4. Turning in the report is mandatory, even if there are no students who have stopped attending in a particular class. In those cases, the instructor will mark “all students are active” and submit.
  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 appeal for reinstatement through the Question and Answer Center on any campus or by sending a written request to registration@daytonastate.edu. In the case of an appeal the faculty member may be contacted by Enrollment Services to provide further 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 non-attending.
  • 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” on 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.
    • In online classes attendance must be measured through some sort of required participation (quizzes, homework, discussion board postings, etc.).
  • 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 active.
  • Students will be notified by Enrollment Services, via email, that they have been withdrawn. This process takes a few days from the time they are marked as non-attending. Withdrawn students will appear on your PeopleSoft class roster as W1 through the remainder of the term.
  • Students may appeal the W1 grade, and ask to be returned to grade-earning status in the class. Students may appeal the administrative withdrawal through the Question and Answer Center, as described above. As part of the appeal you may be consulted as to whether it is possible for the student to catch up on work and pass the class. If it is not possible the W1 should stand.
  • A student may not continue to attend the class after they have been withdrawn unless they are reinstated through appeal.

(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, accessible at http://www.daytonastate.edu/academiccalendar, 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.