Reporting Requirements for Non-Attendance of Students

Madison College is required by State and/or Federal mandate to report non-attendance of students receiving federal financial aid, federal veterans benefits and students participating in Youth Options. The College addresses these requirements through the Attendance Policy, whereby the student’s enrollment may be in jeopardy if they miss the first class meeting. Non-attendance should only be reported in situations where the student NEVER attends the course.

Therefore, as soon as you have made a determination that the student is to be withdrawn from your class due to non-attendance only, please report this status on a class roster and submit to the Enrollment Center (Downtown or Truax). Place class rosters in drop-box outside of the Truax Enrollment Center or submit electronically to records[at] madisoncollege [dot] org. At this time, Faculty Center can only be used to submit final grades for an entire class and therefore, cannot be used for this early notification. 

To obtain updated class rosters:
• View/print via the Faculty Center (PeopleSoft access required).
• If inaccessible via Faculty Center, contact your School Office for assistance. 
•  If School Office assistance is unavailable, you may contact the Enrollment Center at (608) 246-6210 or in person at Room 159, Truax, or Room D117, Downtown.

Veterans Administration regulations require Madison College to report promptly any changes in student status in order to prevent erroneous payments to veterans. The veteran student is liable for any overpayment made to them if a late report for classes from which he/she has withdrawn is submitted, and the repayment can be a significant amount for the veteran student. Late reporting can also result in penalties to Madison College. 

Youth Options students are covered under the Compulsory School Attendance Law (118.15) and must be enrolled in classes either at Madison College or their high school. They have approval from their high school to attend specific course(s) at Madison College for which the high school is paying tuition. Students are required to return to their high school if they drop a class or are withdrawn from Madison College. For this reason, we request prompt reporting of students who never attended class.

For financial aid students, faculty must accurately report non-attendance, or F1, with the last contact date (in situations where they attended at least one class period but failed to attend again). Failure to do so can result in:
• Students being required to pay back all financial aid received, which may total $2,000 or more in aid received, and/or
• Sanctions placed on the College for non-compliance of federal regulations, which may include loss of federal financial aid for our students, and or
• Madison College being required to return students’ funds on behalf of students, which may result in the inability of those students to continue their education.

Please refer any student who may be attending your class but does not appear on your roster to the Truax or Downtown Enrollment Center, your regional campus office, or School Office to clarify his/her enrollment status. Students who indicate they are dropping a class should be referred to their Student Center or the Enrollment Center to officially drop the class. 

All students who have registered for an audit status, have the letters “AU” in the grade area on your grade roster within your Faculty Center after the second week of classes. Please keep the following in mind:
1. Exclude audit students when examinations or evaluations are given. They are entitled to all other student privileges.
2. Do not issue an audit status as a final grade. Students register with an audit status at the beginning of the semester.

For assistance with accessing or using the Faculty Center, please refer to the Learner Success Faculty Center Documents on Blackboard. For Faculty Center training, please contact CETL[at] madisoncollege [dot] org (CETL )at (608) 246-6646.

Thank you for your assistance in maintaining accurate student records and ensuring compliance with the College’s reporting requirements. For future reference, this announcement will be posted on Blackboard. Just sign on, go to “Student Success” under My Courses and then choose “Faculty” from the left column menu, or, sign on and go to “Learner Success” and choose “Resources and Forms” from left column menu.

Questions?
Contact jlhoege[at] matcmadison [dot] edu (Jennifer Hoege), Director of Enrollment Services, at (608) 246-6944.