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Instructor FAQs - Attendance Application

Quick Answers to Your Attendance App Questions!

Submitting Attendance

    1. Why is submitting accurate attendance important?
    2. Where can I find more information on how to submit attendance?
    3. When is an instructor required to submit attendance?
    4. How long into the session/semester is an instructor required to submit attendance?
    5. What happens if an instructor misses submitting attendance and is sent an email notification?
    6. Why is an instructor’s class not in the Attendance Application anymore?

Cancelled Class or Substitute Submission

    1. What happens when an instructor has to have a substitute submit attendance?
    2. What happens when an instructor cancels a class and does not have a substitute?
    3. What happens when a campus is closed and classes are cancelled?

Marking a Student Present or Absent

    1. When should an instructor mark a student "present"?
    2. When should an instructor mark a student "absent"?
    3. When should an instructor mark a student "no show"?
    4. When should an instructor mark a student / student athlete "absent with permission"?
    5. What happens once an instructor marks a student "absent"?
    6. What should an instructor do when an error has been made when submitting attendance?
    7. What happens to Blackboard access when a student's class is dropped/withdrawn due to the Attendance Application?

Clearing an Alert

    1. Who can clear an attendance alert?
    2. How can an instructor “clear an alert” for a class when the student provides a valid excuse?
    3. When would an instructor "clear" an attendance alert?
    4. What happens when an instructor "clears" an attendance alert?
    5. What happens when an instructor does not "clear an attendance alert?

Reinstate a Student

    1. How can an instructor request a student reinstatement after the student has been dropped due to an attendance alert?
    2. How is an Attendance Withdrawal Appeal handled? 
    3. When does Blackboard access resume after reinstatement?

Best Practices

  1. How can I forward my DU email account to another email account?
  2. Why should I save my attendance emails?
  3. Tips for remembering to submit attendance!

Excluded Courses

Excluded Courses:  Some courses are excluded from the Attendance Application for various reasons.

If you have any other questions pease send an email to: attendance@davenport.edu

 

Questions & Answers

Submitting Attendance

 1.  Why is submitting accurate attendance important?

Submitting accurate attendance is important since marking a student present when the student is not in class can impact financial aid, and such a practice may put the University out of compliance with federal and state regulations. Return to Top

 2.  Where can I find more information on how to submit attendance?

Login at http://www.davenport.edu, then click on My Connections, then go to Faculty Connection; Attendance Application is the first item listed under Course Tools. If you click on "Instructions" which is just to the right, you will get a page with general instructions along with a link to the Attendance Application, and a link to the Student Attendance Policy. There are also 3 brief tutorials – Taking Attendance for an In-seat course; Taking Attendance for an Online course; and Managing and Clearing Alerts. Return to Top

 3.  When is an instructor required to submit attendance?

In-seat courses, instructors must submit attendance by the end of each class period or immediately after. For example, if a class meets from 8 am to 10 am on Mondays and Wednesdays, attendance should be submitted by 10 am on Monday and again by 10 am on Wednesday. The Attendance Application allows instructors to enter attendance up until midnight before a reminder email is sent. Attendance does not need to be entered on Holidays.

Online courses, instructors must submit attendance before midnight (ET) of the seventh day of each week. If a holiday falls during a particular week in an online section, the week is extended by the same number of days. When a student is marked absent, the Last Attendance Date (LAD) must also be included and must fall within the beginning and ending dates of the session/semester. 

Blended courses, instructors must submit attendance by the end of each class period or immediately after. Return to Top

 4.  How long into the session/semester is an instructor required to submit attendance?

Courses 199 and below, submitting attendance is required through the last day to withdraw with a 'W' grade for that semester or session.  These dates are published in the Academic Calendar on the web site at http://www.davenport.edu/academics/academic-calendar.

Courses 200 and above, attendance must be submitted for the first two weeks of the semester and session.

Some courses are excluded from the Attendance Application for various reasons. For a complete list of Excluded Courses

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 5.  What happens if an instructor misses submitting attendance and is sent an email notification?

The instructor must go into the system and submit attendance immediately! Return to Top

 6.  Why is an instructor’s class not in the Attendance Application anymore?

Courses are inactivated by the Attendance Application system once attendance is no longer required for that course section. It is strongly recommended that the instructor continue to track attendance for the remainder of the session/semester in order to report last attendance date (LAD) for grades of F, I, and NC. Return to Top

 

Cancelled Class or Substitute Submission

1.  What happens when an instructor has to have a substitute submit attendance?

By the end of the class period or immediately after, the substitute should login at http://www.davenport.edu, click on My Connections, then go to Faculty Connection; the Attendance Application is the first item listed under Course Tools. Once logged in, click on the turquoise bar "I am a Substitute and Need to Take Attendance". Please read the directions at the top and fill in the 4 boxes. Only students with "unexcused" absences should be listed.

Even if the substitute instructor submits attendance correctly, the assigned instructor will receive an email notification that attendance was not submitted. Please ignore that email message! Only the assigned instructor is attached to the class in the Attendance Application. The substitute is actually submitting a message within the Attendance Application so that staff can create the Attendance Alerts for that day’s class meeting. Emails for the student, advisor, and instructor will be generated as usual from the time staff create the alert in the system. The substitute instructor should be sure to include the course prefix and number (FRSM100, HLTH101, etc.) and the 5 digit CRN and each absent student’s name and ID, if known. Excused absences do not need to be reported. Return to Top

2.  What happens when an instructor cancels a class and does not have a substitute?

Instructors are expected to inform the staff at the Attendance Application that no class will be held by sending an email to attendance@davenport.edu as soon as possible. Attendance should NOT be submitted as class was not held. Return to Top

3. What happens when a campus is closed and classes are cancelled?

Instructors do not need to submit anything in the Attendance Application if classes are cancelled.  Please disregard the system generated email that attendance has not been submitted. Return to Top

 

Marking a Student Present or Absent

 1. When should an instructor mark a student "present"?

In-seat courses, the student must be present for 50% of the class time to be marked present.

Online courses, the student must participate in the class at least once a week (7 days) by submitting an assignment for grading. Attendance will be defined as participating in an academic activity within the classroom, which includes posting in a graded discussion board or submitting a written assignment or Voiceboard for grading. Return to Top

2. When should an instructor mark a student "absent"?

In-seat courses, when the student is not present for 50% of the class time, he or she should be marked absent per the instructor's discretion.

Online courses, when the student does not participate in the class at least once a week (7 days) by submitting an assignment for grading, he/she should be marked absent. Attendance will be defined as participating in an academic activity within the classroom, which includes posting in a graded discussion board or submitting a written assignment or Voiceboard for grading. The Last Attendance Date (LAD) must be entered. The LAD is the last date of a gradable activityReturn to Top

3.  When should an instructor mark a student "no show"?

When a student has not participated in a gradable activity in an online class at all in the first week of the session or semester, the instructor should mark the student as a “No Show”. No Last Attendance Date needs to be entered as it is always the first official DU start date of the session (or semester) of the class. Return to Top 

4.  When should an instructor mark a student / student athlete "absent with permission"?

When a student requests an absence in advance of a class meeting and the instructor approves the absence, the instructor would mark the student absent with permission.

Student Athletes:

  • Student athletes should review their academic and athletic schedules at the beginning of each semester and session to determine if conflicts exist. It is the responsibility of the student athlete to communicate directly with his/her instructor(s), and make the necessary arrangements to complete the required work. The Athletic Department can provide a written notification that can be submitted to the instructor for each absence. Failure to notify the instructor at least 24 hours in advance will be treated as an unexcused class absence and the student may incur academic consequences.
  • No class time can be missed for athletic practice or activities which would include on-field practice, training room time, team meetings, and conditioning (weight training/running).

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5.  What happens once an instructor marks a student "absent"?

The student and the student’s advisor will receive an email informing them that an absence alert has been submitted and the 48 hour countdown to the administrative drop/withdrawal has begun. The student has 48 hours to submit a valid excuse to the instructor so it is expected that the instructor will be checking voice-mail and Davenport email a minimum of once every 24 hours after marking the student absent to allow the student an opportunity to submit a valid excuse.  If a student submits a satisfactory excuse before the administrative withdrawal takes place, the instructor must go back into the attendance application and clear the attendance alert.  (see #17) Return to Top

6.  What should an instructor do when an error has been made when submitting attendance?

If a student was marked absent when he/she was in fact present, the instructor should go back into the Attendance Application to Student Absence Alerts, find the student's alert in Active Alerts or in the Drop List; click on Update - then add a comment and CLEAR the alert (GREEN button). Doing this will prevent the student from being dropped.

If a student was marked present when he/she was in fact absent, the instructor should send an email (as soon as possible) to: attendance@davenport.edu - and request the student be marked absent.  Please include the student's name, ID#, class and CRN#. If for an online course, also include the Last Date of Attendance (LAD) of a gradable activity. Return to Top

7. What happens to Blackboard access when a student's class is dropped/withdrawn due to the Attendance Application?

The student will be unable to access the class in Blackboard once the drop/withdrawal has occurred. Return to Top

 

Clearing an Alert

 1.  Who can clear an attendance alert?

The instructor is the primary person who clears an alert based on their contact with the student. Advisors may clear an alert if the instructor does not have access to a computer and has contacted the advisor and requested that the alert be cleared.

Please note: For classes that meet multiple days during the week, if attendance is taken in a class section when an alert already exists for a student, marking him/her present or absent with permission in the subsequent class meeting will cause the Attendance Application to clear the prior alert if the drop has not occurred. An email will be sent to the student, advisor and instructor notifying them that the alert was cleared. It is extremely helpful for attendance to be submitted by the end of the class period or immediately after especially in classes that meet multiple days in a week. Return to Top

2.   How can an instructor “clear an alert” for a class when the student provides a valid excuse?

When the student provides a valid excuse, the instructor should clear the alert by going to www.davenport.edu, then click on My Connections, then go to Faculty Connection, then back into the Attendance Application to Student Absence Alerts (in the RED bar at the top), find the student's alert in Active Alerts or in the Drop List; click on Update - then add a comment and CLEAR the alert (GREEN button).  Always add a comment such as “Student provided an acceptable excuse”. This allows us to know that the communication between student and the instructor has occurred. Return to Top

3.   When would an instructor "clear" an attendance alert?

The instructor would clear the alert when a student submits a valid excuse for the previously unexcused absence. The student must submit this excuse within the 48-hour time frame. It is up to the instructor to determine the validity of the excuse based on the conversation with the student, documentation, or other considerations. Return to Top

4.  What happens when an instructor "clears" an attendance alert?

When a student provides a valid excuse within 48 hours after the absence is reported, the instructor must clear the alert as soon as possible. The student will not be dropped and nothing more is required of the instructor. A system generated email will be sent to the student, advisor, and instructor notifying them that the absence alert has been cleared. Return to Top

5.  What happens when an instructor does not "clear" an attendance alert?

If the absence alert is not cleared within the 48 hour timeframe, the student will go on the drop list and he/she will be dropped from the class after the 48 hour timeframe has elapsed. Return to Top

 

Reinstate a Student

1.  How can an instructor request a student reinstatement after the student has been dropped due to an attendance alert?

On rare occasions, human errors can occur, and a student may be scheduled for a non-attendance drop, when they should not be. If this happens, the instructor (not the advisor) must send a request for reinstatement to attendance@davenport.edu and include the student's name, ID#, class and CRN#. The request will be processed and an email will be sent to the student, advisor and instructor after the student is reinstated. Return to Top

 2.  How is an Attendance Withdrawal Appeal handled?

If a student challenges the withdrawal, the student may fill out and submit an Attendance Withdrawal Appeal to the instructor within 2 business days of the date of the email notice of withdrawal. If the instructor approves the appeal, he/she must check the Appeal Approved box, date it, provide rationale, sign it (electronically is fine) and forward the form to attendance@davenport.edu and to the student - (directions are on page 1 of the form). The student will then be readmitted to the class and email notification sent to the student, advisor and instructor. Return to Top

3.  When does Blackboard access resume after reinstatement?

After a student is reinstated back into a class that was dropped due to the Attendance Application, access to Blackboard will become available after the next automated upload occurs and all information will be restored. Return to Top

 

Best Practices

1.  How can I forward my DU email account to another email account?

You will be receiving email concerning attendance in your DU email account. As this should be monitored every day, it may be more convenient to forward your DU email to another email account. This video will show you how to do that: http://screencast.com/t/cD9Fm6hmxD Return to Top

2.  Why should I save my attendance emails?

By saving the attendance emails, you have a record to refer to in case student issues arise. Return to Top

  3.  Tips for remembering to submit attendance!

For Online and In-seat Courses:
  • Set an event on your calendar
  • Set an alarm on your phone

For In-seat Courses, Submit Attendance:

  • at the break
  • after 50% of the class time
  • at the end of class or shortly after

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