Hi Meg, Our faculty members are required to submit attendance in WebAdvisor. I teach here at the college as an adjunct instructor as well, and adjuncts are held to the same standard as well. We are required to submit attendance weekly but at least no less than every 10 days. They give you a little leeway depending on the class. The registrar will run a report and send a list of who has not submitted their attendance to the deans and department heads. There is also a function that allows us to mark in there if the student “Never Attended”, if the dropped before or after the 10 percent period, and other important timeframes for financial aid.
We do have a policy on Records Retention and Disposition but is outdated. It has to do with the procedures faculty members were required to follow when they were following the hardcopy procedures of the attendance form, which we are now doing electronically in Webadvisor. Here is the (old) policy: Records Retention and Disposition (Student Records) The College’s standard records retention and disposition schedule for records related to enrollment, attendance, and grades provides orderly and uniform methods of records management. Wake Tech Form 376 (Official Attendance Report) Copy #1: Submitted to the Registrar with 10% enrollment and attendance information. The Registrar will retain this copy until released from audit and then destroy. Copy #2: Retained by the instructor of the class for their records. Copy #3: Submitted to the dean of the academic division at the end of the class. The dean will retain this copy for one year and then destroy. At the end of each year (end of the summer term) full-time instructors will file their grade books in their filing cabinets in their office. Full-time instructors will retain those books for three full years and then destroy. Part-time instructors should submit their grade books at the end of the class to the dean responsible for the class. The dean should file these grade books by term and retain them for three years and then destroy. Instructors who leave the employment of the College or discontinue teaching for a division should turn in all grade books to the division dean. Grade books should be uniformly destroyed at the end of the summer term under the supervision of the appropriate dean certified to the vice president with a statement similar to: “All grade books turned in prior to September 1, 20__, have been destroyed.” (The year to be three years prior to the current date.) Link to view the NCCCS Records Retention and Disposition Schedule.<http://www.nccommunitycolleges.edu/Publications/index.html> View the Records Retention and Disposition (College Documents)<https://go.waketech.edu/employee/er/eh/Pages/Wake-Tech-Archives.aspx#collegedocs> policy, found in chapter 1. _______________________________ Rachel King, M.A. Policies and Procedures Manager Legal Services Wake Technical Community College 9101 Fayetteville Road Raleigh, NC 27603 [email protected]<mailto:[email protected]> [email protected]<mailto:[email protected]> _______________________________ From: [email protected] [mailto:[email protected]] On Behalf Of Resue, Margaret Sent: Tuesday, July 14, 2015 8:00 AM To: Association of College and University Policy Administrators digest Subject: [acupa-l] Policy Governing Faculty & Student Attendance Reporting Hello ACUPA Members, I would like to canvass the group to see if any of your institutions have internal or institutional policy/procedures for faculty to record attendance, a timeframe for early reporting of students on class rosters that have never attended, and a drop dead reporting window at the end of a semester for final attendance and grades to be submitted. Our college does have an internal procedure (faculty handbook) for faculty to follow, but the difficulty has been getting them to adhere to the requirements. This has caused no end of difficulties for our Financial Services department regarding mandated financial aid assistance reporting and audits, not to mention the issues it creates for Student Records. What methods (technological resources or otherwise) do your institutions use to gather attendance records & final grades by deadlines and how is it enforced? Is it an internal procedure or an institutional policy? There is talk here of developing a policy with the enforcement aspect connecting with Employee Code of Conduct & Work Rules. Any advice, comment, or samples will be most welcome. It’s a problem hot potato now tossed in my direction. I didn’t know where to begin, so I thought I would connect with the collective knowledge pool that is ACUPA. Thanks so much, Meg Resue Sr. Executive Assistant Institutional Compliance Office of the President Rowan College at Gloucester County t: 856-415-2101 f: 856-464-2276 ATTN: Please be aware that when you respond to an ACUPA-L e-mail, the reply will be distributed to the ENTIRE list of members. If you do NOT want to send an e-mail to everyone, please reply directly to the individual who initiated the query (their e-mail address appears in the "From" line of their original e-mail). If you wish to remove yourself from the ACUPA e-mail list, please go to the following website and complete the form. We will remove you from the list within 24 hours, during normal business hours. http://www.acupa.org/MembershipForm_Discontinue.html If you have questions about the ACUPA e-list, please contact Jamie Parris at [email protected]<mailto:[email protected]?subject=ACUPA%20e-list%20assistance> or 607-255-6837. Email correspondence to and from this address may be subject to the North Carolina Public Records law and may be disclosed to third parties by an authorized state official (NCGS. ch. 132). Student educational records are subject to FERPA.
