Financial Aid Student Attendance Policy
  • To be eligible for federal financial aid federal regulations require that students receiving financial aid establish attendance/participation in coursework each term to be eligible for financial aid.

 

  • Except in the cases where the student provides documentation of the extenuating circumstances listed below, class instructors are required to verify attendance through the 14th day of the following sections:

 

- Full-term;
- A Term;
- B Term, and
- “Late Start” Term

 

  • Instructors will verify attendance for flex sections which are defined as all other sections that are not full-term, A term, B term or “Late Start” term.  Attendance verification for these sections will be established by the receipt of the student’s final grade for the course other than a “Z” grade.
  • Instructors may provide an academic attendance policy for each course that they teach.  The academic attendance policy is different from the Financial Aid Student Attendance Policy.

 

  • Students who have not established attendance in a course or all courses through the first 14 days of the class, or in accordance with the provision for extenuating circumstances, may have their Financial Aid eligibility adjusted.  The student will remain on the enrollment roster for the course and may incur a balance owed to Sinclair if they do not officially withdraw from the course prior to the drop/add period.
  • Documented Extenuating Circumstances:

 

-Students may establish attendance beyond the first 14 days of a section under certain circumstances if they provide documentation of certain extenuating circumstances to the Financial Aid & Scholarships office.
-The extenuating circumstances, as determined by the use of professional judgment by a financial aid staff member, may be documented to allow students to establish attendance beyound the first 14 days of the course are as follows:
  • The student had a severe illness that prevented him or her from attending all classes during the first 14 days of the course and he or she provided documentation from a medical doctor or hospital, and a financial aid staff member agrees that attendance in the first 14 days of the course was not possible;
  •   The student suffered the death of a close family member and provides a copy of the death certificate;

 

  •  A campus closure (inclement weather or an act of God) cause the student to miss classes, and in addition, the student can document extenuating circumstances that prevented him or her from establishing attendance during the remainder of the 14 day period;

 

  • The student attended the wrong section of the course but did establish attendance during the first 14 days of the course in that section as evidenced by the instructor for that course, even though the student was not registered in that course at the time attendance was verified;

 

  • The instructor ceased teaching the course or is no longer available to submit the attendance appeal form (for example due to death, medical illness or disability, relocating out of state, etc…) and the student has been regularly attending the courses; or
  • Any other unforeseen circumstance that a financial aid staff member determines to be extenuating through the use of professional judgment and the student can document that circumstance. 

 

  • Sinclair uses the date that the student withdrew from the course(s), the midpoint of the term or the last date of attendance recorded at an academically related activity to determine the percentage of federal student aid that the student earned.
  • Academically related activities include but are not limited to: 
-physically attending a class where there is an opportunity for direct interaction between the instructor and students;
-submitting an academic assignment;-taking an exam, an interactive tutorial or computer-assisted instruction;
-attending a study group that is assigned by the school;
-participating in an online discussion about academic matters;
or-initiating contact with a faculty member to ask a question about the academic subject studied in the course.

 

  • Academically related activities do not include activities where a student may be present but not academically engaged, such as:
-living in institutional housing;
-participating in the school’s meal plan;
-logging into an online class without active participation;
or-participating in academic counseling or advisement.
  • If a student has been reported as not establishing attendance in a class due to an attendance reporting error, the student may request that their instructor submit an electronic attendance appeal to the Financial Aid & Scholarships office.  The student is responsible for requesting the appeal from the instructor who reported their non-attendance.  The instructor is responsible for submitting the attendance appeal form if he or she believes an error in reporting was made.  In a case where the student attending the wrong section of a class, the instructor with whom the student established attendance may submit the attendance appeal form.  Appeal decisions can take up to 10 business days.  The student will be notified through their Sinclair Email account when a decision is made regarding the appeal.  All appeal decisions are final.  An attendance appeal must be submitted within 30 days after the start of the following term in which the course was taken.

The electronic appeal form is available to instructors through their Web advisor account.  The Financial Aid & Scholarships office will no longer accept the hard copy appeal form.

Please see a financial Aid Officer if you have any questions concerning the Financial Aid Student Attendance Policy.