The Department of Education requires the college to return all of Title IV funds that were disbursed to a student who does not begin attendance at that institution. The Secretary considers that a student has not begun attendance if the institution is unable to document the student’s attendance at any class during the payment period or period of enrollment.
The Department of Education does not specifically require attendance to be taken in the traditional sense of calling out names in class from a roster. Rather, schools are required to have some type of mechanism to know whether or not the student began attending classes.
The Department of Education states that a school must demonstrate that a student participated in class or was otherwise engaged in an academically related activity, such as by contributing to an online discussion or initiating contact with a faculty member to ask a course-related question (Volume 5, Chapter 2, page 5-63, November 2018).
Examples of acceptable evidence of academic attendance and attendance at an academically-related activity in a distance education program include:
**Logging into Canvas without performing one of the actions above does not constitute attendance
An instructor must initiate an administrative withdraw for a non-attending student
at any point during the first five instructional days of the quarter if the student does not contact the instructor to indicate their intention to remain
Instructor-Initiated Withdrawal must be officially processed through the Registrar no later than the fifth academic calendar day of the quarter and prior to 8:00 pm. Use the online form to submit Instructor-Initiated Withdrawal requests.
**All Instructor-Initiated Withdrawal requests must be submitted using the online form; email will not be accepted.
The Department of Education specifies that an institution must return funds for which it is responsible as soon as possible but not later than 30 days after the date the institution becomes aware that the student will not or has not begun attendance.
LCC’s legacy system is configured to calculate a 100% refund within the first five days of the term. After that point (up until the 20th calendar day of the term) the system is configured to refund 50% of tuition paid. Because our policy is to give a 100% refund for the Instructor-Initiated Withdrawal, a manual override would need to be completed for each Instructor-Initiated withdrawal that is submitted after the fifth day.
We no longer have the option to report a grade for non-attendance at the end of the quarter. All students who do not begin attending in the first five days are to be reported via the Instructor-Initiated Withdrawal procedure.
If you missed the five-day deadline, you should still report to the Registration Office that the student never began attending. The student will be removed from your class roster. Please note, if the instructor briefcase has been opened for the grading period, the student will appear on your grading roster. Leave the grade field blank for that student. You will not see the check mark next to your class because of the missing grade, but the other grades entered will be submitted to the Registration Office.
The Department of Education still requires the financial aid office to calculate a repayment and return funds, even if we exceed the required time frame for reporting.
The student would not be eligible for the Instructor-Initiated Withdrawal. Grade the student at the end of the quarter based on their performance in the course.
The Registrar will:
Please contact the Registration Office at (360) 442-2370 or email firstname.lastname@example.org.