Attendance Verification & Grade Submission Deadlines for Faculty
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 note: Only 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, and see the dates below. Additions to the roll after the deadline will require the permission of the Provost.
Deadlines
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 (listed below and on the Academic Calendar).
Beginning of Term - Verify Attendance
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.
Date(s)* | Description |
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Tuesday, September 8 |
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Tuesday, September 15 |
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Midterm Grade Submissions
Midterm grade submission is required for all undergraduate courses (excluding individual enrollments). Midterm grades are advisory and not permanently recorded in the student’s record. 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.
Date(s)* | Description |
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Monday, October 12 |
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Tuesday, October 13 |
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Tuesday, October 20 |
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Final Grade Submissions: F Requirements
When final grades are entered, a grade of F requires that you enter the last date of attendance or “academic activity” (a quiz, an exam, work submitted, in-class work). 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).
Date(s)* | Description |
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Tuesday, December 8 |
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Monday, December 14 |
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Wednesday, December 16 |
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Thursday, December 17 |
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Questions about attendence and grading deadlines? Contact the Associate Provost for Curriculum and Academic Administration, Mark Del Mastro (delmastromp@cofc.edu).
Grading System
The College of Charleston Undergraduate and Graduate Grading Systems are available at http://registrar.cofc.edu/grades.
Grades are available to students in MyCharleston beginning with the date set on the academic calendar for the term specified.
COVID-19 Spring 2020 Grading Policy Information and Deadlines
The COVID-19 Spring 2020 Grading Policy included a new grade option and an extension to the course withdrawal deadline. For more information and FAQ's please view the COVID-19 Spring 2020 Grading Policy on the Registrar's Office website. Faculty may also view the Announcement about the new Spring 2020 Grading Policy (March 29, 2020). Detailed instructions are online at https://registrar.cofc.edu/pdf/alternate-grade-ps-ns-guide.pdf.
*All dates are subject to change (e.g. for weather/emergency related date changes). All changes will be posted on the Academic Calendar as the definitive sources of information on academic deadlines.