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In order to comply with Federal Title IV regulations, The Ohio State University has begun collecting information regarding whether a student begins attending or participating in a class at the beginning of the semester or session.
All instructors are required to complete a "participation roster" during the first week of classes. The roster allows you to either answer "yes" the student has attended or participated in some way, or "no" the student has not attended and has not participated. Note: the default is set to "yes" so you only need to complete the roster if a student has not participated or attended.
On August 18, 2017, Bruce A. McPheron, PhD, Executive Vice President and Provost, sent out the this communication to faculty on all campuses outlining the federal guidelines that Ohio State is adhering to.
Frequently Asked Questions
Why is this information being collected?
The university is required to collect this information to be compliant with Federal Title IV requirements on federal aid. As part of our responsibility for awarding federal financial aid, we are required to track that a student has begun attending or participating in a class.
What is considered participation?
Academic attendance and academically-related activity includes but is not limited to:
1. Physically attending class at least once during the first week of instruction (for this purpose, does not need to attend each day the class meets)
2. Attending an online class
3. Submitting an academic assignment or exam (in person, email, or Carmen)
4. Attending a study group or special class meeting assigned by the instructor
5. Participating in an online discussion
6. Documented student participation in an interactive tutorial or computer-assisted instruction
7. An email from the student or other documentation showing that the student initiated contact with a faculty member to ask a question about an academic subject studied in the course
Where can I find more information about attendance and participation for online courses?
Please visit the Office of Distance Education and eLearning's website for Attendance in Online Courses.
When will the participation roster be available in Faculty Center?
Participation rosters will be available on Tuesday, May 8. The first day of summer term is May 9. The participation roster should be completed according to the following schedule:
- 4-week Session 1: Friday, May 11
- Full Term, 8-week Session 1, 6-week Session 1: Wednesday, May 16
- 4-week Session 2: Friday, June 8
- 8-week Session 2: Tuesday, June 12
- 6-week Session 2: Tuesday, June 26
- 4-week Session 3: Friday, July 6
What if a student attends the first week but stops attending?
If a student does not drop the class on their own, the “EN” (failing for non-enrollment) will be submitted by the instructor at the end of the semester.
My class meets on Monday’s only, will I still meet the deadline?
Yes, the deadline is automatically extended for any classes that meet on Monday only. Please submit your participation roster by the end of the day on Tuesday after your first class meeting.
A student who registered for my class and is on my class roster is not appearing on my participation roster. Why is that?
Participation rosters are created prior to the first day of classes. Any students who added late and are not participating should be reported to the University Registrar at email@example.com.
My class was created and students enrolled after the first day of classes, will I receive a participation roster?
You will not receive a participation roster for classes created after the first day. However, if a student has failed to attend or participate during the first week, please inform the University Registrar at firstname.lastname@example.org.
What happens if I answer “no” that a student has not attended or participated in my class?
The University Registrar reaches out to the student to confirm the information and the class is dropped from the student’s schedule.
What happens if a students contacts me to have their attendance or participation updated on the participation roster?
Have your student contact the University Registrar at email@example.com in order to have their attendance or participation update.
If a student drops my class during the first week of classes, what do I need to do?
Changes of enrollment during the first week of classes will not reflect on your participation roster. Instructors can simply mark the student as "no" and the University Registrar will verify if the student has already been dropped or is still enrolled.
If a student is dropped from my class because they have not attended or participated, will this allow a different student to be added from the waitlist?
The University Registrar will not drop any students based on the participation roster until after the waitlist process has stopped running. However, an instructional department may drop a student from the class earlier based on a request from the instructor (see faculty rule 3335-8-33. The waitlist does not add students to classes beyond the first Friday of the semester.
I missed a student when taking attendance or they were not in attendance during the first week but would like to continue to be enrolled. Should I update the roster?
When a student is missed or begins to participate after the first week, you may change their participation roster to "yes" to avoid them being dropped from the course. However, if the student has not been in attendance during the first week of class, dis-enrolling the student is at the department’s discretion. Faculty rule 3335-8-33 allows an instructor, academic department or the University Registrar to dis-enroll a student from a course after the first week of class for non-attendance.
To provide a better sense for the steps you would need to take to complete a participation roster, please view these step-by-step instructions.
If you have questions, please contact us by emailing firstname.lastname@example.org.