Reporting Requirements for Non-Attendance of Students and Other College Policies

The 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Therefore, as soon as you have made a determination that the student is to be withdrawn from your class due to non-attendance only, please report this status on a class roster and submit to the Enrollment Center (DT or Truax). 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, you may:
- View/print via the Faculty Center (PeopleSoft access required).
- Phone the Enrollment Center at (608) 246-6210 or stop by Truax or DT.
- Contact your Center office.

Veterans Administration regulations require Madison College to report promptly any changes in student status in order to preclude 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 The veteran student is liable for any overpayment made to them if a late report for classes from which he/she has withdrawn is submitted, and the repayment can be a significant amount for the veteran student.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 Students are required to return to their high school if they drop a class or are withdrawn from Madison College.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 are requesting that you promptly report students who never attended your class. If a student is receiving financial aid, a faculty member must accurately report the non-attendance or F1 with 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 full repayment, sometimes requiring the student to repay $2,000 or more in aid received and/or sanctions placed on the school for non-compliance of federal regulations, including loss of federal financial aid for our students.  Untimely notification requires that Madison College return student funds on behalf of students and may result in that student’s inability 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 Center 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:
- Exclude audit students when examinations or evaluations are given. They are entitled to all other student privileges.
- A status of audit should not be issued as a final grade. Students must have registered with Learning Centers at the beginning of the semester for an audit status.

For information about how to gain access to 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.

Questions?
Contact JLHoege[at] matcmadison [dot] edu (Jennifer Hoege )at (608) 246-6944.