Higher Colleges Of Technology

HCT ATTENDANCE POLICY - LP210

6th March 2015

ACADEMIC AND STUDENT REGULATIONS

THIRD: STUDENT CONDUCT AND DISCIPLINARY PROCEDURES

1- Standards of Conduct

ARTICLE (32)

Students of the System of Higher Colleges of Technology shall meet the highest standards in their conduct and academic work and adhere to the Student Rights and Responsibilities Policy (see LP218). In particular, students are required to:

1. Attend classes according to the HCT Attendance Policy, and participate actively.

2. Be prepared for classes, and complete all assigned coursework on time.

(January 2014)

Topics

ResponsibilitiesAttendance CodesExtended Percentage of AbsencesExplained Absences & Excused PresentAutomated withdrawalsReinstatement after withdrawalAutomated emails, SMS and pop-upsCourse sharing and Class cancelationUnlock attendance

Students Attend classes Monitor attendance and warnings

Faculty Record Attendance Explain Attendance Policy to students Arrange for alternative learning (if needed) and notify the Program Chair. Monitor attendance and warnings

Responsibilities

Program Chairs Explain Attendance Policy to students and faculties Monitor attendance entries by faculties Approve Class Cancelations (CC) Delete attendance records Approve course shearing Approve to unlock attendance Approve alternative learning Record approval of Explained Absences (EA) under category “Other” Record approval of Excused Present (EP) only when a student submitted

missing work.

Responsibilities

Executive Deans Approve Excused Absences if a student exceeds 20% (Foundation) or

25% (Undergraduate) on the recommendation of a Program Chair. Explain Attendance Policy to students and faculties

Student / Academic Services (depending on the college)

Only record Excused Absences (EA) that are approved by the attendance procedure LP 210.1.

Reinstate students after the appeal (only if absences were reduced). Run No Show report and call students (if needed) Explain Attendance Policy to students

Responsibilities

Portal Administrator College Support Mange Portal application settings Manage User Access and privileges Report Portal issues to ERP or Central Registry Training college users on the system Assign course supervisor and leader Assign Block/Program supervisor and leader

Responsibilities

Attendance CodesAttendance Code   Description Recorded

AbsenceRecorded by

Present P Attended the session 0.00

Faculty

Late L Late for the session (0-10 min) 0.33

Late Absent LA Late more than 10 min 0.50

Left Early LE Left early (before class was dismissed)

0.50

Absent A Absent for the session 1.00

Explained Absences

EA An absence from the class where the student provides an acceptable reason (as per policy).

0.00 Designated Staff

appointed by the collegeExcused

PresentEP For approved alternative

learning0.00

Extended Percentage of AbsencesFinal warning will be at:

15% Undergraduate courses 10% Foundation courses

A student may be granted up to an extra 10% for Explained Absences (EA) by the Program Chair 15% + 10% Undergraduate courses 10% + 10% Foundation courses

Student can be granted additional Explained Absences (EA) ONLY with the Executive Dean’s approval. >25% Undergraduate courses >20% Foundation courses

Explained Absences & Excused PresentReason SupportingEvidence

Collegeauthorisedabsence,examples:

• RepresentingHCTataSportsEvent(EP)• RepresentingHCTataConference(EP)• Fieldtrip(EP)• Competition,SystemMeeting(EP)• Collegeofficialmeeting(e.g.studentCouncilMeeting)(EP)

Can only be initiated by concerned staff to validate student’s presence.

• MajorLifeEvents,examples:• Birth(upto7days)(EA)• Death(upto5daysforthefirst-degreerelativeandupto3daysforthesecond-degreerelative)(EA)

Official Certificates

• Haj(upto5days)(EA) Supporting letter from parent/guardian

• Sickleave,examples(EA):

contagiousdisease,medicalconditionrequiringmorethan3daysprolongedmedicaltreatment

Important! 1 and 2 days sick leave can be entered using the student comments but can’t be counted as EA

Short term absence (3 days): Letter from governmental health services provider stating medical reason for absence.  Long term absence/on-going health issues: Letter from medical practitioner stating medical condition.

• Workcommitment(EA) Letter from employer

Explained Absences – “Others”“Others” under EA options is available only to

Program Chairs.

Excused Present - Alternative Learning

Excused Present can be used to waive attendance warnings and disciplinary measures for approved alternative learning method.

To be used ONLY in exceptional circumstances! Students should be encouraged to attend classes.

Teachers should submit a request to the Program chair and agree an alternative learning method with a Program Chair and a Student.

Program Chair will record the request on the portal under Excused Present Comments for the approved dates and only after evidence of completed work were submitted.

EA and EP entries

EA and EP entry can be done from one place now:

Management => Attendance => Explained Absences

or from Attendance Search

Automated withdrawals

If a student is absent after the final warning, he/she will have 5 days to submit documentation (if any) to apply for EA and will be flagged as under review.

If a student does not apply within the 5 days for EA, the system will automatically withdraw the student from a course with the following grades in accordance with the Add/Drop Policy (LP200):

AW = W (within Withdraw without penalty (WW) period) FA = F (after WW period).

Reinstatement after withdrawal

To reinstate a student after an appeal Program Chair must make sure that percentage of absences was reduced below 10% or 15% or an Executive Dean’s approval must be recorded on the system.

Once absences reduced the final attendance warning will be removed and an automated email will be generated by the system to the Course Supervisor and Academic Services to reinstate the student.

Reinstatement after withdrawal

Automated emails, SMS and pop-upsStudents and Guardians:

1st WarningFinal Warning (will have an exact withdrawal date)Absent After Final WarningWithdrawn from the courseFlagged as Absent

Teachers, Program Chair and Advisors.Attendance not enteredFinal and First warning emails (will have an exact withdrawal

date)Withdrawn from the course

Course sharing and Class cancelation

Course Sharing can be used to assign a delegate person for the attendance entry. This can be done on the portal no need to change it in Banner: If teacher is off sick For cover teacher

Class Cancelation “No attendance required” will be handled through a workflow and can be requested for: CRN College

Unlock attendance is automated locally

Faculty must record student attendance on the HCT Portal on the day of the class.

Attendance not recorded within three working days will be locked.

Faculty is required to submit a workflow for approval by the Program Chair to unlock attendance records.

Automated daily reminders are sent to Faculty until the attendance entry is completed.

Questions?