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The Importance of Attendance Tracking and Student Withdrawal

Maintaining accurate attendance records and properly administrating student withdrawals 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.  There are 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.

This web page was created to provide clarity of the attendance reporting policies created following a recent Department of Education audit. The below “Attendance Tips” section explains the new policies now in effect. The “How To” section provides links to OTC policies as well as tutorials demonstrating how to properly report attendance and withdrawals in seated, hybrid, and online courses.

Criterion for Administrative Withdrawal:

An instructor will administratively withdraw a student from class if the student has not attended the class for 14 consecutive calendar days. Administrative withdrawals cannot occur before the 100% refund period has ended or before the 14 days have been met by the student absence.

Last Date of Attendance (LDA) Reporting

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 soon as possible. This aids in accurate financial aid reporting.

 

Attendance Tips

Seated classes

All instructors should submit (via the MyOTC portal), on a weekly basis, the “Last Date of Attendance” (LDA) or “Never Attend” (NA)  for any student who has dropped a course . Click the following link for instructions regarding reporting last date of attendance or never attend for students who proactively drop a course: Attendance Reporting Instructions

  • Attendance in a seated course is defined as the state of being physically present during the class meeting.

Online classes

All instructors (seated, hybrid, and online) are now required to record “Last Date of Attendance” (LDA) or “Never Attend” (NA) for students who proactively drop a course either before or during the semester. Click the following link for instructions regarding reporting last date of attendance or never attend for students who proactively drop a course:  Attendance Reporting Instructions

  • Attendance in an online course is defined as active participation in an academically-related activity. Checking attendance in Canvas
    A.  At least one academically-related activity should be conducted each week.
    B.  Examples of qualifying activities include, but are not limited to, exams, group projects, quizzes, discussion postings, emails (regarding course-related content and/or activities) to instructors and assignment submissions.
    C.  Merely accessing course-related materials (such as a course website or web-based platform) does not constitute attendance in an online class.

Hybrid classes

All instructors should submit (via the MyOTC portal), on a weekly basis, the “Last Date of Attendance” (LDA) or “Never Attend” (NA) for any student who has dropped a course . Click the following link for instructions regarding reporting last date of attendance or never attend for students who proactively drop a course: Attendance Reporting Instructions

  • Attendance for hybrid courses should utilize a combination of both online and seated definitions to determine attendance for the course.

How To

The following resources include information and instructions for reporting attendance and student withdrawals properly.

Checking Attendance and Last Date Attended

How to submit an administrative withdrawal and LDA or Never Attend

 

Related Policies

5.05 Attendance Requirements

5.36 Administrative Withdrawal Policies and Procedures

 

 

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