HCT ATTENDANCE POLICY - LP210 6 th 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 Responsibilities Attendance Codes Extended Percentage of Absences Explained Absences & Excused Present Automated withdrawals Reinstatement after withdrawal Automated s, SMS and pop-ups Course sharing and Class cancelation Unlock 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 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 Codes Attendance Code DescriptionRecorded Absence Recorded by PresentPAttended the session0.00 Faculty LateLLate for the session (0-10 min)0.33 Late AbsentLALate more than 10 min0.50 Left EarlyLELeft early (before class was dismissed) 0.50 AbsentAAbsent for the session1.00 Explained Absences EAAn absence from the class where the student provides an acceptable reason (as per policy). 0.00Designated Staff appointed by the college Excused Present EPFor approved alternative learning 0.00

Extended Percentage of Absences Final 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 Present Reason ​​ Supporting Evidence College authorised absence, examples: Representing HCT at a Sports Event (EP) Representing HCT at a Conference (EP) Field trip (EP) Competition, System Meeting (EP) College official meeting (e.g. student Council Meeting) (EP) Can only be initiated by concerned staff to validate student’s presence. ​ Major Life Events, examples: Birth (up to 7 days) (EA) Death (up to 5 days for the first-degree relative and up to 3 days for the second-degree relative) (EA) ​ Official Certificates ​ ​ Haj (up to 5 days) (EA) ​ Supporting letter from parent/guardian ​ Sick leave, examples (EA) : contagious disease, medical condition requiring more than 3 days prolonged medical treatment 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. ​ Work commitment ​ (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 will be generated by the system to the Course Supervisor and Academic Services to reinstate the student.

Reinstatement after withdrawal

Automated s, SMS and pop-ups Students and Guardians: 1 st Warning Final Warning (will have an exact withdrawal date) Absent After Final Warning Withdrawn from the course Flagged as Absent Teachers, Program Chair and Advisors. Attendance not entered Final and First warning s (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?