Last Date of Attendance FAQs

• The US Dept of Education requires the Office of Financial Aid to determine if a student who receives financial aid and fails to earn a passing grade in a course has actually attended and/or completed the course.
• 75% of our student population receives some form of financial aid. A student could become a financial aid applicant at any point during the academic year, therefore this information must be collected for all students. Plus, financial aid status is private information and is not identified to faculty members.
• A student cannot receive financial aid for a course he or she did not attend. For students who received an F, U or N, we use the last date of attendance to determine:
  • if they attended the class for the entire semester and “earned” those grades, or
  • if they attended all or part of the semester, to determine how much financial aid the student will have to pay back.

When you record a grade of F, U, N, I, or IP for a student, you must also enter the last date of attendance/participation.

• Since the Instructor of Record is the only person at the institution who can document whether a student attended class or participated in an academically-related activity, this documentation must come from the Instructor of Record.
• Keep in mind that if a TA is providing grades to the Instructor of Record, the TA must also include the last date of attendance for F, U, N, I,or IP grades.

• If you do not take attendance, you should provide the date of the last known academically-related activity.
• Definition of academic-related activity includes, but is not limited to:
  • physically attended/participated in class activity
  • electronic attendance (ex: Poll Everywhere, attendance module in Canvas, Connect class attendance feature)
  • participating in an online discussion or activity about academic matters
  • attending a study group assigned by the instructor
  • submitting an assignment/project/test/tutorial/quiz
  • initiating contact with instructor to ask a question about the course or course content

Academically-related activities do not include:

• Living in on-campus housing
• Participating in a school’s meal plan
• Logging in to a distance education course without any other active participation
• Canvas or Distance Ed page views
• Academic counseling or advising
  

• For Self-Service Banner grade entry, enter the date of the first date of class for the semester and enter a zero ‘0’ in the Attend Hours column.
• For Canvas grade entry, check the box ‘Did Not Attend’ and the date will auto-populate
• According to federal regulations, the student is considered to have not begun attendance if the instructor is unable to document the student’s attendance.

Record the last date of class for the semester (NOT the final exam date).

A student with the status of “Registered” or “Web Registered” is officially enrolled and must have a grade submitted. Therefore submit the grade that reflects the student’s level of participation in the course. If a registered student has never attended class then please select the grade of F, U, or N from the Grade dropdown box.

• If electronic attendance is not taken, provide the date of the last academically-related activity. Your options include:

  • participating in an online discussion about academic matters
  • attending a study group assigned by the instructor
  • submitting an assignment/project/test/tutorial/quiz
  • initiating contact with instructor to ask a question about the course or course content
• The student simply logging into an online course or viewing a page does NOT count.

• Last date of attendance can be corrected in the same way you entered until grades roll to history each night.
• Last date of attendance corrections after the grades roll to history should be emailed to opogorel@charlotte.edu in the Office of the Registrar.

• For students with an F, U, or N grade, enter the last date of attendance before you save the grade submission page.
  • CAUTION: In Banner, you can move to the next screen without saving, so make sure you save before continuing
• For students with an I or IP grade, enter the last date of the semester before y9ou save the grade submission page.
  • CAUTION: In Banner, you can move to the next screen without saving, so make sure you save before continuing

• Step-by-step instructions:

  • PDF screenshots for Banner 8
  • PDF screenshots for Canvas
  • Video instructions for grade submission and last date of attendance in Canvas
  • Video instructions for adding midterm grades in Banner
  • Video instructions for adding final grades in Banner
  • For students with an F, U, N, I or IP grade, entering the last date of attendance is required before your grade submission can be saved.
  • CAUTION: In Banner, you can move to the next screen without saving, so make sure you save before continuing!
    

Instructors are encouraged, but not required to add either of these messages on their syllabus

• Consistent class attendance is a strong predictor of academic success. If you earn an F, U, or N grade, your last date of attendance will be reported to the US Dept. of Education. This may require you to pay back any financial aid money received for this course.
• The United States Department of Education requires UNC Charlotte’s Office of Financial Aid to determine if a student who receives financial aid and fails to earn a passing grade in a course has actually attended and/or completed the course. Because I do not take regular attendance for this course, the date I will report as your last date of attendance will be the latest of the following:
  • The date you last participated in an online discussion or activity
  • The date you last submitted an assignment/project/test/tutorial/quiz
  • The date you last initiated contact with me to ask a question about the course or course content
• View other messages for notifying students about the record of their last date of attendance (provided by Legal Affairs).

• Grades will be rolled to the student’s Academic History around 3:00am every day. If you would like to update a student’s grade the same day the original grade was entered, you are able to make the update through the Final Grades page. If the original grade has been rolled to Academic History, you must request a grade change. 
• To begin the grade change process, select Grade Change Menu under the Faculty & Advisors tab in Banner Self-Service.
• If you would like to change a grade for a course offered prior to Fall 2006, please contact your department. 
• Complete online grade change instructions on pages 23-25 of the Banner Self-Service manual. 

The date coinciding with the last day of class (not exam) in the original term, will be associated with automatic incomplete conversions to F, U, or N, after the twelve month grace period has ended.

A student cannot receive financial aid for a course he or she did not attend. For students who received an F or U, we use the last date of attendance to determine:

• if they attended the class for the entire semester and “earned” those grades, or
• if they attended all or part of the semester, to determine how much financial aid the student will have to pay back.

For students completing missing coursework in a subsequent semester and earning an F, U or N, the date coinciding with the last day of class (not exam) in the original term, should be used.

Yes. The last day of attendance must be stated when assigning an N grade.

Use the date of the last participatory activity. View this page for a list of participation examples that count as attendance.

Yes. There will be instructions on the grading page in both Banner and Canvas. There will also be pop-up notes/messages when a date is omitted.