RECORD KEEPING

One of an instructor's major responsibilities is to maintain an accurate grade book and student attendance record. It is imperative that you follow the procedures and guidelines for student attendance and student certification. Inaccurate or questionable entries can result in a loss of considerable funding for the college.

Attendance Policy

It is suggested that all instructors use the following statement of attendance policy in all syllabi:

*** You are expected to attend regularly all classes in which you are enrolled. You have the responsibility to attend class and to consult with your instructor when an absence occurs. If you are unable to complete a course in which you are registered, it is your responsibility to withdraw from the course by the appropriate date. The date is published in the academic calendar each year. Your instructor cannot do this for you. If you fail to withdraw, you will receive a performance grade, usually an "F". ***

Uniform use of this statement will help to reduce confusion about attendance requirements.

Attendance Records

Accurate attendance records must be kept. Two class rolls are distributed each semester:

Temporary Class Roll (yellow form)

Issued at the beginning of a semester, this form reflects enrollment through the last day of regular registration.

NOTE: All attendance information on temporary rolls should be transferred to permanent rolls when these are received. Temporary rolls should be kept and filed with permanent rolls and submitted to your division office at the end of a semester.

Permanent Class Roll (blue form)

This form reflects enrollment through the official reporting date (the twelfth class date for a Fall or Spring semester, and the fourth class day for a Summer session). NOTE: This roll reflects official enrollment; state reimbursement is based on all students who are enrolled and have paid all tuition and fees in full on or before the official reporting date. Rising Star Students will be indicated with an "*" next to their names. Please provide a grading legend on this form so that your Dean can determine how you arrived at the final grades for your students.

Late Registrant - A student who registers during the extended registration period must present a validated (paid) fee receipt, a late registration permit, or an add/drop form reflecting the number of your course and section.

Schedule Change - A student who has registered but who has made a schedule change should present the Schedule Change form reflecting the changes processed.

For any student who fits one of these categories, the instructor should add student's name and school ID number to the roll.

IT IS IMPERATIVE THAT ANY STUDENT WHOSE NAME DOES NOT APPEAR ON THE PERMANENT ROLL BE SENT TO THE REGISTRAR'S OFFICE IMMEDIATELY AND NOT ALLOWED TO RETURN TO CLASS WITHOUT A "PERMIT TO ATTEND CLASS" NOTICE FROM THE REGISTRAR. THIS NOTICE SHOULD REFLECT YOUR COURSE AND SECTION NUMBER.

Grading

Students should be informed of the manner in which grades are assessed. Include this information in your course outline and syllabus. Grading should be as objective as possible.