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. 


Instructions and 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.

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, and see the dates below. Additions to the roll after the deadline will require the permission of the Provost.

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. Please do not record as “never attended” those students in quarantine or isolation due to Covid-19.

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. Opening and closing dates for attendance verification are found on the Academic Calendar by term. 

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. Grade deadlines are found on the Academic Calendar by term. 

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). Grade deadlines are found on the Academic Calendar by term.

 

Questions? Contact the Associate Provost 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.

Faculty are required to record grades as outlined above. 


COVID-19 Policy Updates

For Spring 2020: Please view the COVID-19 Spring 2020 Grading Policy on the Registrar's Office website. The Spring 2020 policy included a new grade option. 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.

For Spring 2021: Please view the COVID-19 Spring 2021 Grading Policy on the Registrar's Office website.

For Fall 2021: Please view the Fall 2021 Attendance Policy


*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.