The purpose of this protocol is to guide the decision-making and course of action regarding student attendance and participation at Parami University.

Scope

These academic procedures apply to all students, all academic staff, and the administrative staff of the Office of Admissions and Student Affairs of the University.

Referenced Laws, Regulations, and/or Policies 

This protocol applies the directives set forth in the Attendance and Participation Policy. Protocol

Protocol

Students are expected to attend at least 90% of the classes for each course. Attendance comprises 10% of the final grade, as stated in each course syllabus. The attendance rate is calculated from the student’s enrollment in a course, which may be at the start of the semester or during the add/drop period.

It is the faculty member’s responsibility to record attendance, tardiness, and absence, and to facilitate options for synchronous and asynchronous student participation. Faculty members are responsible for informing their respective Division Chair and the Office of Admissions and Student Affairs if the student’s attendance is at risk of falling below 90%. It is the responsibility of the Registrar and the Office of Admissions to track a student’s continued enrollment in their University program. At the discretion of the Dean of Academic Affairs, students who are repeatedly absent may be subject to disciplinary measures as per the Student Probation, Suspension, and Expulsion Procedure.

It is the student’s responsibility to notify their instructor at least three days in advance of their class if they expect to be absent from an upcoming class. In the event of extenuating or unforeseen circumstances, students may give notice of an absence no later than two hours prior to the beginning of class. Giving a notice only a few minutes before the class begins may result in an unexcused absence, subject to the instructor’s discretion. Instructors have full authority and discretion to determine on a case-by-case basis whether a student’s absence is to be excused.

Absences: In the case of an unexcused absence there will be no responsibility on the part of the instructor to provide any make-up instruction or work. Repeated incidences of unexcused absence must be reported to the respective Division Chair and the Office of Admissions and Student Affairs.  Repeated incidences of unexcused absence in several courses may be grounds for academic probation. Please see the Student Probation, Suspension, and Expulsion procedure. 

In the case of excused absences the instructor shall provide opportunities for make-up work. If a student fails to complete make-up work within the expectations set by the instructor, the instructor may decide to record the absence as unexcused.

Academic penalty: If, by the end of a course, unexcused absences constitute more than 10% of the class sessions, this will lead to a failing grade. Excused absences without make-up work exceeding 10% may lead to a grade penalty. Excused absences with timely and adequate make-up work will not have academic or disciplinary consequences as long as the rate of excused absences with make-up work is not higher than 15%. 

While the University expects that students will attend at least 90% of the classes in each course, it is, in the end, at the discretion of the course instructor to deal with absences in a transparent and fair manner. 

Tardiness: Tardiness is not tolerated at the University. Students will be considered late to class if they enter the online classroom five (5) or more minutes after the beginning of the class. If a student joins 10 minutes after beginning of class, they will be marked absent. It is the student’s responsibility to prepare for each class in advance to ensure that they can enter the virtual classroom on time. Repeated tardiness may result in academic probation, as per the Student Probation, Suspension, and Expulsion Procedure.

Disciplinary Dismissal from Class: If an instructor determines that a student is disrupting a class, the instructor may dismiss the student from class and record such dismissal as an unexcused absence from class. If the instructor determines that the student has a pattern of disturbing the class, the student may be placed on academic probation. Academic probation is effectuated according to the Student Probation, Suspension, and Expulsion Procedure.

Partial Attendance: If a student attends the beginning of a class but leaves prior to its completion, the instructor may record that student’s attendance as an unexcused absence. If the student later provides satisfactory evidence of an extenuating situation that resulted in such absence, then the instructor may choose to excuse that absence and provide a make-up assignment in lieu of that day’s attendance.

Participation: Participation, both synchronous and asynchronous, is a course requirement contributing at least 5% to the final grade, on top of the 10% allocated to attendance. The upper limit of participation is flexible as it is based on the nature of the course, e.g., a project-based course is expected to add more than 5% of the grade on  participation. The percentage for participation is to be determined by the faculty member and should be stated in the course syllabus. It is the responsibility of the faculty member to provide activities and structures that enable students to demonstrate engagement and participation in both synchronous and asynchronous activities, and to help students understand the nature of productive participation. The syllabus shall define which opportunities for participation are provided within synchronous and asynchronous instructional settings.

Students should be aware that participation is expected and required and that their instructor will assess their participation on the basis of the stipulations in the syllabus. In-class assignments and self-assessment could be part of the assessment of participation, but in the end it is at the discretion of the instructor as to how assessment is to be undertaken. 

Brief Absence for Academic Purposes (BAAP): Students may take a brief absence for academic purposes (BAAP). The absence cannot be more than three weeks in duration and could be a brief academic exchange program, short study trip, government-sponsored empowerment program, etc. The student must be engaged in an academically-related activity. The student must complete a BAAP form and submit it to the Dean of Academic Affairs at least three weeks prior to the requested leave. If approved, the student needs to consult with each of their Parami instructors on what is needed to make up for missed class sessions and assignments. A student may take only one BAAP per semester.

Leave of Absence: Students may take a leave of absence (LOA) for various reasons, including but not limited to medical treatment, family circumstances, and political situations. If a student cannot attend classes during a period of three consecutive weeks or more, they must complete a Leave of Absence Request Form and submit it to the Dean of Academic Affairs. Request Forms must be submitted at least fourteen (14) days prior to the requested leave, except in extenuating circumstances. The Dean shall issue a decision to grant, deny, or modify the requested LOA within ten days of receiving the LOA Request Form. 

LOAs have a maximum duration of two semesters, or one academic year. Students may not receive more than two LOAs during the course of their study at the University.

A degree candidate who is granted an LOA will retain their admission to the university, and thus will not need to reapply upon returning to their Program. If a student does not recommence their attendance within the period stipulated in the LOA, the Registrar shall suspend the student from the Program. Should a student on an approved leave of absence need to alter the date and time of his or her return, the student must obtain permission from the Dean and then notify the Office of Admissions and Student Affairs. If a student matriculates at another college or university during their LOA, then such LOA shall be immediately abrogated and the student suspended from the University.

Withdrawal from Courses and programs: 

Withdrawal form courses: Once the Unit of Student Support Services is notified by the instructor of a student failing to meet the attendance requirements, the Unit will determine whether the student’s absence is occurring in other courses as well. If the absences are limited to one class, the Unit will inform the student that it is their responsibility to inform the course instructor if he/she has withdrawn from the course. If a student does not adequately attend several courses, the Unit of Student Support Services shall attempt to contact the student and/or their family to determine the cause of absence and work towards a solution. If the student and their family are unable to be contacted for an entire semester, then the Registrar shall record the student as having been suspended from the University.

Withdrawal from Program: It is the responsibility of a student to discuss with their Academic Program Advisor and Dean of Academic Affairs if he or she wishes to withdraw from the program. Students who wish to withdraw from their Program must fill out the Withdrawal from the Program form. If a student fails to withdraw from their Program, then the pertinent fees shall be rendered nonrefundable in accordance with the Student Fees Handling Policy and Protocol. Failure to attend or withdraw from a course or Program may also result in the revocation of scholarship funds.

Review

The Academic Department and the Office of Admissions and Student Affairs are responsible for ensuring compliance with this policy in various offices of the University. 

Date

Updated on March23, 2023

Updated on October 31, 2022. 

Adopted on January 31, 2022.