Attendance and Administrative Withdrawal
Related Policies
2.64 Administrative Withdrawal Policies and Procedures
Processes
The following resources include information and instructions for reporting attendance and conducting student withdrawals properly.
Attendance in Canvas
Submitting an administrative withdrawal/reenrolling a student and reporting a last date of attendance (LDA) or Never Attend
Attendance Status Designations
Following are explanations of present and absent status choices:
- Present: on-site: student physically present in a seated class
- Present: off-site: student is attending classes but is not physically present (e.g. via zoom, email, etc.)
- Absent: not in class
- Absent – College excused: the instructor is contacted by a college official to designate this type of absence (e.g. Title IX concerns)
- Absent – College activity: student is absent for college related event (e.g. SkillsUSA competition)
- Absent – Military Leave:
- Absent – Sending School: high school student is absent due to sending school calling off classes and unable to attend due to transportation (e.g. sending school closed for snow day)
Important Information
Attendance Tracking
Maintaining accurate attendance records and recording of attendance on a daily basis is important for OTC to ensure the integrity of our programs and to remain in good standing with the Department of Education and accrediting bodies. Daily attendance is also necessary in case of the need for contact tracing. There are also implications in terms of the financial aid dollars we receive if we do not properly report attendance and withdrawal data. Failure to follow policies can result in adverse issues to both the student and the college.
Criterion for Administrative Withdrawal of students by instructor
An instructor will administratively withdraw a student from class if the student has not attended the class for 14 consecutive calendar days. This should be completed as close to the 14-day criterion being met. Administrative withdrawals cannot occur before the 100% refund period has ended or before the 14-days have been met by the student absence.
Student Initiated Drop and Reporting Last Date of Attendance (LDA)
When a student drops a class, the instructor should receive an email the next morning informing them that the student has dropped. Once this happens the instructor should check the attendance and report the LDA as quickly as possible. Any delay of this reporting may lead to the college being out of federal compliance for financial aid reporting.