Faculty Grading and Last Date of Attendance

Changes in the federal regulations governing the disbursement of federal financial aid require the collection of attendance information when final grades of F, I or UN are assigned.

Federal Title IV funds are awarded to a student under the assumption that the student will attend UMW for the entire period for which the assistance is awarded. When a student withdraws, the student may no longer be eligible for the full amount of Title IV funds that was originally received. If a student who began attendance and has not officially withdrawn fails to earn a passing grade in at least one course offered over an entire semester, the institution must assume, for Title IV purposes, that the student has unofficially withdrawn.

Last Attendance Date Instructions

Please note: the following instructions only apply to students that earned a final grade of ‘F, I or UN’ at the end of the semester:

  • The last date entered must fall within the scheduled meeting dates of the term of the course. Last attendance date is not required for any grade entered other than F, I or UN).
  • If the student partially attended class (one or more days of instruction). Enter the last date of recorded class participation as the Last Date of Attendance.
  • If the student attended class for the entire semester and earned a failing grade, enter the last day of instruction as the last date of attendance


Frequently Asked Questions

Does this policy mean that instructors need to take attendance?

No. Class attendance is expected of all students. Due to a wide variety of courses and teaching methods employed, requirements for attendance in class and laboratory/studio sessions are not prescribed on a university-wide basis. Absent a formal attendance requirement, the federal financial aid regulations prescribe campus action to determine and document unofficial withdrawal. That is, instructors are to determine the last time the student was academically engaged.

What if I don’t take attendance?

If you do not take attendance, instructors are to provide the date of the last known student engagement in an academically related activity. Examples of academically related activities may include the following:

  • Examinations or quizzes
  • Tutorials
  • Completion of an academic assignment, paper, or project
  • Attending a study group required by the instruction when attendance is recorded
  • Classroom presentation
  • Last entrance of canvas
  • Email from student last date

What if I have no record of the student attending classes or academic activity?

Indicate that the student never attended the course by entering the first date of instruction as the Last Attendance Date. According to federal regulations, a student is considered to have not begun attendance if the institution is unable to document the student’s attendance.