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) 506-3876.
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 Students who are reported as not attending up to the withdrawal date will be administratively withdrawn from the class and assigned a grade of "W1."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 and Department Chairs, who then forward 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 ⇒ Attendance College Credit on the MyDaytonaState portal.
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 ⇒ Daily Attendance on the MyDaytonaState portal.
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.
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.
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.
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 of “F” for non-attendance. The F grade should be used for a student who did attend after the withdrawal date, but failed the class.
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.)
The college’s early alert system gives faculty the opportunity to send messages directly to students and advisors with requests for intervention, recommendations for action, and commendations. You can access the early alert system via the following URL using DSC credentials:
While we have created early alert windows, faculty can submit alerts at any time during the semester. If the suggested dates do not align with the assignments in your course, submit as needed when it makes sense for you. There is no need to request an extension. Your chair will send an updated early alert calendar at the beginning of each semester.
This helpful video demonstrates the process of submitting alerts and commendations through Inspire. (Big thanks to Krissy Leonard!)
Please complete each section of an alert, especially indicating whether the student should speak directly with their instructor, or if an advisor needs to connect with the student – this allows us to focus on the students who really need advising. You can access the early alert system via the following URL using DSC credentials:
Do you have students who are doing well? This is a tool to let them know! Please take advantage of the ability to send commendations. This is a simple nudge to motivate students to keep up great work, and an opportunity to remind them that they belong here and matter to the institution. Students are extremely grateful for these simple efforts to recognize their successes.
Students receive an email as soon as alerts are submitted, so they will see your recommendation. If you indicate that an advisor should follow up, they will reach out to the student. Advisors receive a daily digest of students who need follow-up.
Any Questions about Inspire Early Alerts? Please contact:
Karla Moore Karla.Moore@daytonastate.edu
Michelle Goldys - x.3331, Michelle.firstname.lastname@example.org
All faculty are required to submit final grades no later than midnight on the last day of session. 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 and to all Department Chairs, who will then forward it to all faculty via email.