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Attendance Verification and Grade Submissions

Regulations governing federal financial aid require accurate attendance data. Students are not eligible for federal financial aid if they are not enrolled and attending classes. The institution is subject to regular audit by Federal regulators, and if information is not recorded at the institutional level, auditors will require it from individual faculty. When faculty do not keep accurate records of attendance, the College must return a significant amount of money to the federal government. In addition, the returned money becomes a past due balance on the students’ bill, resulting in registration holds and, in some cases, the involvement of a collection agency. 

Please noteOnly students officially registered (graded or auditing) for a course may attend class.  A student attending class but not appearing on the official class roll must be added to the class no later than the close of Attendance Verification as listed on the Academic Calendar.  Additions to the Grade Roll forms can be found under the Faculty Tab in MyCharleston. Attendance verification is entered on the Final Grades page. Please read the instructions with screenshots for a step-by-step process on verifying attendance online. Additions to the roll after the deadline will require the permission of the Provost.

View: Attendance & Grading Instructions


In lieu of the College requiring all faculty to record and report attendance daily, faculty are asked to provide information at the following three points during the term:

Beginning of Term

All faculty must verify “attending” or “never attended” during the two weeks following Drop/Add by taking regular attendance. This is intended to identify and remove from the roll any student who has never once attended your course. In the past you were required to download and submit a paper “deletion from the grade roll” form. Now you are able to do this electronically using a special column created in “final grades” on the Faculty Tab in MyCharleston. You will have one week to enter this information. For faculty not in the habit of taking attendance, you may elect to use a sign-in sheet, any one of several apps for attendance, the attendance function in OAKS, or any other method you think has a reasonable chance of identifying students who have never once attended.

Fall 2016 Attendance Verification Deadline: NOON on September 20, 2016

Spring 2017 Attendance Verification Deadline: NOON on February 1, 2017

Midterm Grades

Midterm grade submission is required for all undergraduate courses (excluding individual enrollments). In addition to A-F grades, the WA (Withdrawn Excessive Absences) will be available. Midterm grades are advisory and not permanently recorded in the student’s record. Entering a WA at midterm will trigger institutional action to contact a student. A WA at midterm indicates that a student has entirely disappeared from your course or has missed so much class that a WA final grade is inevitable. The deadline for midterm grades is positioned 7 days in advance of the last day for students to withdraw. Although there are many good reasons for submitting midterm grades, doing so is essential to the attendance verification process because it provides a second institutional data point one week prior to the 60% point in the semester. After 60%, the student has earned the entire federal financial award and no return is deemed necessary.

Fall 2016 Midterm Grades Deadline: NOON on October 24, 2016 (updated)

Spring 2017 Midterm Grades Deadline: NOON on March 16, 2017

Final Grades: F and WA Requirements

When final grades are entered, a grade of F or WA requires that you enter the last date of attendance or “academic activity” (a quiz, an exam, work submitted, in-class work). Remember that entering a WA is equivalent to an F, but assumes that you have maintained attendance records in accordance with an attendance policy published on your syllabus. If a student has attended all semester but performed poorly and received the grade F, simply enter the last day of class or the day of the final exam (if you gave one).

Fall 2016 Final Grades Deadline: NOON on December 16, 2016

Spring 2017 Final Grades Deadline: NOON on May 9, 2017

Questions? Contact Lynn Cherry, Associate Provost for Curriculum and Institutional Resources ( or view the Attendance Verification and Grading Submission Procedures.

Additional information about the grading system may be found online at

Related Deadlines

Also, please note the following upcoming related deadlines announced the the Registrar's Office: 

-      Last Day of Drop/Add for Express I: January 13, 2016

-      Summer 2017 Course Scheduling Deadline:  January 16, 2017

-      Department SZAAREG Deadline for Express I: January 17, 2017

-      Last Day of Drop/Add for Full Semester: January 18, 2017

-      Department SZAAREG Deadline for Full Semester: January 23, 2017

-      Application for Individual Enrollment Deadline: January 27, 2017

Note: This is the deadline for all full semester, Express I and Express II classes.

-      Fall 2016 Course Scheduling Deadline: February 2, 2017

-      Last Day to Withdraw from Express I Courses: February 9, 2017

-      Last Day of Drop/Add for Express II: March 14, 2017

-      Department SZAAREG Deadline for Express II: March 15, 2017

-      Maymester and Summer Sessions Registration: March 20, 2017

-      Last Day to Withdraw from Full Semester Courses: March 23, 2017

-      Fall 2016 Registration: March 24, 2017