Academic Presence Verification Roster | Kent State University

Academic Presence Verification Roster

 

 

GENERAL OVERVIEW

Effective Fall 2016

In compliance with federal regulations, Kent State University is required to determine whether students have participated in their classes. The Academic Presence Verification Roster (APV) lists all students who were enrolled for this course on or after the course start date. This population includes students who dropped or withdrew from this course.  All students on the roster must be updated regardless of their registration status. The Academic Presence Verification Roster will be used to ensure that Title IV aid is properly disbursed to Kent State students. This roster does not require attendance be taken in KSU courses but does require the primary instructor to verify that students have participated at least once in the course.

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WHAT IS ACADEMIC PRESENCE

Academic presence is determined by a student's participation in at least one academically related activity. The following are some examples of acceptable academically related activities:

  • Physically attended the course (does not apply to 100% online courses)
  • Submitted an academic assignment
  • Completed an interactive tutorial
  • Initiated contact with the instructor to ask a question about the academic subject matter
  • Participated in computer-assisted instruction
  • Submitted an exam or quiz
  • Participated in an online discussion about academic matters
  • Participated in any other academically related activity 

Academically related activities do NOT include:

  • Logging into an online class without active participation
  • Participating in academic counseling or advisement

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WHO IS RESPONSIBLE FOR COMPLETING THE APV 

Only the primary instructor of the course section is able to update the APV. Other listed instructors including teaching assistants, graduate assistants, and others will have view-only access to the APV.

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How are NF and SF marks entered in relation to the APV

The NF (Never Attended-Fail) administrative mark denotes that the student never attended one class session nor did the student formally withdraw from the course. The NF administrative mark will count as an F (zero quality points) in computing grade point averages and will not count towards the calculation of time status (full-time, three-quarter time, etc). Students who have received the NF administrative mark will lose their access to Blackboard.  The administrative mark of NF can only be entered via the Academic Presence Verification Roster by marking a student as "Not Started" and cannot be updated via the midterm or the final grade rosters.  Students who are not currently enrolled or are not gradable (including students who have dropped, have withdrawn, or are auditing the course) will not have their final or midterm updated by the APV.

The SF (Stopped Attending-Fail) administrative mark denotes that the student stopped attending the course and did not formally withdraw. The SF administrative mark will count as an F (zero quality points) in computing grade point averages and will not count towards the calculation of time status (full-time, three-quarter time, etc).  The SF administrative mark must be accompanied by a date of last attendance in the course. Faculty who cannot determine the exact date of last attendance may use the date of the last academic activity in which students participated. The SF can only be entered via the midterm and/or final grade rosters.  Students who have received the SF administrative mark will not lose their access to Blackboard.

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HOW do i remove the nf 

The NF (Never Attended-Fail) administrative mark can only be entered via the Academic Presence Verification Roster by marking a student as "Not Started”.  To remove the NF, the primary instructor must mark the student as “Not Reported” or “Started” on the APV, as appropriate.  This will remove the NF grade from the final grade roster (midterm grade roster where appropriate).  Access to Blackboard will be restored. The instructor may need to sync their course using the Blackboard Learn Sync tool in FlashLine (Faculty & Advisors – Resources – Blackboard Learn).

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where is the APV LOCATED

From within FlashLine, the APV can be found in the Grading Resources section of the Faculty Dashboard. The APV can also be found in FlashFAST on the Faculty Menu.

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when does the APV open for update

The APV opens on the first day of class for the course section. To determine the open date, please check the APV for that course section.  

Example of the APV Roster Open Date

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WHEN is THE APV due

Each course section will have its own due date.  To determine the due date, please check the APV for that course section.

https://du1ux2871uqvu.cloudfront.net/sites/default/files/file/APV_due.png

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WHO CAN VIEW THE ROSTERS

All listed instructors will have access to view the APV.   

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HOW IS THE VERIFICATION SECTION USED

Instructors must select at least one academically related activity that was used to determine a student's presence. The selected verification methods apply to all students. If the academically related activity used is not listed, enter the method describing the activity in the textbox in the verification section.

Example of the APV Verification Section

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how is the ROSTER SUMMARY used

The Roster Summary identifies the overall number of students marked as Not Reported, Not Started and Started. Click on each available status to view the students that match that academic presence. If a filter has been selected, clicking "Show All Students" will return the user to the complete listing.

Example of the APV Roster Summary buttons

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Can all students be marked as started

Selecting "Mark ALL students on this page as STARTED" will update the Academic Presence for each student on the page to started.  This action will update any student whose current status is "Not Reported."  If there are multiple record sets for this APV, only the current record set will be updated.

Example of the APV Mark All As Started button

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Class list 

  • Each roster displays up to 50 students on each record set. If there are more than 50 students in the course section, there will be multiple record sets.  Each record set must be updated and submitted separately.

  • The student's name appears as a hyperlink and will open an email in the user's default email program. If a student has restricted the release of their directory information, the word "confidential" will be indicated after their name. 

  • APV information is not considered directory information. Please refer to the Policy Register on the release of student information. 

  • The Registration Status shows each student's current state in the course.  The APV does contain students who have subsequently dropped or withdrawn as of the first day of the class.  All students must be updated regardless of their registration status.

  • Flexible Start (i.e., Math Emporium) courses will have the start date of each student registered.  You may not record an Academic Presence until the student's start date. 

  • Comments may be made on each student.

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what if a student has dropped or withdrawn from my course 

  • The Registration Status shows each student's current state in the course.  The APV does contain students who have subsequently dropped or withdrawn as of the first day of the class.  All students on the roster must be updated to either "Started" or "Not Started" regardless of their registration status.

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ACADEMIC PRESENCE Statuses: NOT REPORTED/NOT STARTED/STARTED

All students are defaulted to an Academic Presence of "Not Reported." Each student must be updated to a presence of "Not Started" or "Started."  The roster is not complete, until there are 0 students marked as "Not Reported."

  • "Started" should be selected when a student has participated in at least one academically related activity.
  • "Not Started" should be selected when a student has not participated in at least one academically related activity. "Not Started" will automatically assign the administrative mark of NF (Never Attended-Fail) to the student and update the final and midterm grades.
  • If the student has stopped attending the course, the APV Status should remain as "Started" and the administrative mark of SF (Stopped Attending-Fail), as well as the Last Attend Date, must be entered on the Final/Midterm Grade Roster.

Example of the APV Class List section

 

HOW TO SUBMIT THE APV

After selecting all appropriate verification methods and updating student statuses, click "Submit Changes to this Page" to submit the APV. If there are more than 50 students in the course section, there will be multiple record sets.  Each record set must be updated and submitted separately.

Example of the APV Submit button

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when is the APV complete

After submitting the APV, its completion can be verified by reviewing the Roster Summary.  Once complete, the "Students Marked as Not Reported" will be 0. There will be a green checkmark displayed to confirm completion.

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RESETTING MY APV

To clear any pending changes and to reset to the last saved submission click "Reset to Last Saved Submission."

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common error messages

Please select at least one Verification Method

This error message is seen when attempting to submit the APV without first having selected a Verification Method. To successfully submit, the roster select a Verification Method and click "Submit Changes to this Page."

https://du1ux2871uqvu.cloudfront.net/sites/default/files/file/APV_select_one_verification_method_error.png

 
No changes to the academic presence verification roster were made.

This error message is seen when the "Submit Changes to this Page" button is clicked and no changes were made prior to the attempted submission. To successfully submit the roster, make all necessary changes prior to submitting the APV.

Example of the APV No Changes error message

 

Changes you made may not be saved.

This error message is seen when attempting to go to another record set within the APV or another page within FlashFAST after changes have been made but prior to a successful submission. To successfully submit the roster, stay on the page and click "Submit Changes to this Page" prior to moving to another record set or page. 

https://du1ux2871uqvu.cloudfront.net/sites/default/files/file/APV_change_may_not_be_saved.png

Back to TopCOMMUNICATIONS

Primary instructors, department chairs, and deans will receive biweekly email notifications of outstanding rosters.

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