Monitoring and Reporting Attendance
Attendance Reporting Timeline
Timeline
Select each of the three tabs above for information about what you need to do at the various stages of time throughout your course: Before Census day, after Census day, and then after the course has ended.
Before Census Day
For all students who did not attend at all (No Shows) or students who stopped attending/participating before the course Census day, faculty should make sure these students are dropped no later than the day before census.
- Indicate "No Show" students by clicking the No Show check box on your MyCoast Drop Roster. Note: The No Show check box is disabled on Census Day, which is why you must drop these students before that date.
- If a student drops him/herself before Census day, you will need to indicate them as a "No Show" if they did not attend class (for onsite courses) or if they did not complete any online coursework (for an online course).
Below is a sample of a drop roster in MyCoast showing the No Show checkbox. A video tutorial showing you how to report No Shows and LDA in MyCoast can be found on the next page titled, Reporting Attendance in MyCoast.
Note:
If you report a student as a No Show, do *not* enter a date in the Last Attend Date column. A dropped student is either a "No Show" or requires a last date of attendance. A student will never have both.
If you missed marking a student as a No Show, please contact Anita Russell at arussell@coastline.edu
After Census Day
Throughout the term, instructors are required to drop students and enter LDA as students become inactive until the 75% mark of the class (i.e., last day to drop with a "W"). Instructors will need to enter an LDA in the MyCoast Drop Roster for each student they drop and each student who drops him/herself. This will allow the financial aid department to report required information in a timely manner as required by federal law.
After the Course Has Ended
Upon the submission of final grades, instructors are required to enter an LDA for each student who earned a W, F, or NP. MyCoast will not allow you to submit final grades until all required LDAs are entered.
No Shows and LDA
Determining No Shows & LDA
Determining if a student is a no show or determining a student's Last Date of Attendance (LDA) depends on the course modality. Click on the applicable tab for information about determining no shows and LDA for your course delivery method.
Online Courses
Online Courses
No Show
No Show students are those who have not submitted any coursework. Online instructors will need to closely monitor student work submitted. A student logging into the course to read or view videos is not enough. The student must submit coursework in order to be considered attending.
LDA
If the student completed some coursework before census date and then became inactive in the course, you should drop the student and enter the LDA in MyCoast. The student's LDA is the date of their last academic related activity or assignment submission. Below are just a few examples of academic related activities. For complete information, refer to AP 5070 that was mentioned in Attendance Laws and Policies.
- Posting in a graded discussion
- Taking a quiz
- Submitting an online assignment
- Initiating contact with the instructor to ask a question about the academic subject studied in the course.
If the student dropped his/herself, you determine the LDA the same way.
Drop Date vs LDA
Once the student has a drop status, you will see a drop date in MyCoast. The drop date is not necessarily the LDA. A student may have stopped submitting coursework before the drop date listed on your drop roster in MyCoast. Use the information in the LDA section above to determine the LDA for that student.
Hybrid Courses
Hybrid Courses
No Show
No Show students are those who have not attended class. Faculty must report these students as No Shows (NS) in MyCCC before the Census day.
LDA
Instructors teaching hybrid courses would determine the LDA by noting the date of the student’s last documented activity, whether that is onsite or online. If the activity is online, that activity must come in the form of coursework that has been completed and submitted.
Taking Attendance
Since there are many situations when students stopped attending classes prior to being dropped, instructors must take attendance in onsite and hybrid classes so they may accurately record the last date of attendance. At the end of the semester instructors will be required to provide copies of grade and attendance rosters. (Information about the Attendance tool in Canvas will be covered later on in this module.)
Onsite Courses
Onsite Courses
No Show
No Show students are those who have not attended class. Faculty must report these students as No Shows (NS) in MyCCC before the Census day.
LDA
For students who initially attend class but then stop attending, faculty are to report the actual last date of attendance. Keep in mind that the student may have stopped attending before the official drop date listed on the drop roster.
Taking Attendance
Since there are many situations when students stopped attending classes prior to being dropped, instructors must take attendance in onsite and hybrid classes so they may accurately record the last date of attendance. At the end of the semester instructors will be required to provide copies of grade and attendance rosters. (Information about the Attendance tool in Canvas will be covered later on in this module.)
Registration Activity Reports
Instructors need to report LDAs for students they drop and for students who drop themselves. In order to help faculty know when students have dropped (or have been dropped) from their course, faculty will receive emails from the District with a report attached. The report will list the student, their Student ID#, and their enrollment status. This is your notice to promptly log into MyCoast, go to your Drop Roster, and indicate the student as No Show or enter the student's LDA.
Sample Report
Below is a sample email that you might receive from DITReport@cccd.edu. Notice the subject line is “CCCD Registration Activity Report.” Once you open the email, click on the attachment to download the PDF file.
Complying with Regulations
Dropping inactive students before Census is also critical to comply with state regulations.
Dropping inactive students throughout the term is required to comply with federal financial aid regulations, to ensure federal funding is used wisely and to good purpose.
The college is paid apportionment funding (FTES) for all students on your roster on Census day. The college should not be receiving funds for students who became inactive before that. State auditors will require documentation for courses in which they see students with “F” or “No Pass” grades to determine they were active after Census. There are serious consequences if they find these students have been inactive since before the Census date.
Instructors teaching distance learning classes should build into their syllabus and course a way to determine which students are active and which are not. Here are some examples:
- Before Census - Students must submit the Student Learning Contract and post to introduction discussion. If they don't, you can report them as a no show and they will be dropped from the course.
- After Census - If students miss submitting graded work for two consecutive weeks (or modules), you can drop them for being inactive in the course.
Reporting Attendance in MyCoast
The video below gives an overview of the laws and how to report No Shows and LDA in MyCoast.
Video: Utilizing the Attendance Roster
The MyCCC Faculty Manual contains instructions on how to drop students, access the drop roster, and contains a list of registration status codes. To access the MyCCC Faculty Manual, go to the Coastline Faculty & Staff. Scroll down to the bottom and in the Resource Materials section, and open MyCCC Faculty Manual AR (PDF file).
"Inactive" Status in Your Canvas Course
When a student has an enrollment status of dropped in MyCoast, the student’s enrollment status in Canvas is changed from active to inactive. Instructors will still be able to access any activity that the student (e.g., submitting the Student Learning Contract or posting to a discussion). Instructors can use this information to determine the student's LDA. To see what the "Inactive" label looks like in Canvas, see Dropped Students - Inactive Status.