Roster Verification

What is Roster Verification?

Students are expected to attend all classes for which they are registered. Regular attendance and participation are significant factors that promote success. In addition, before financial aid is disbursed, the college must be able to document that a student has begun demonstrating attendance or participation in the courses for which they will receive funds. This reporting also ensures accurate census counts and reduces the risk for financial and academic penalties for those students who are not immediately engaged in their classes. We receive this information from faculty members at the start of the semester.

The Process

For On Campus Courses

Each of your instructors will verify your attendance or participation in an academic activity. It is imperative that you respond if the instructor calls your name during roll call to confirm your attendance. If you are absent or register for a course late, be sure to check in with the instructor so that your attendance can be verified. If you are not attending, or actively engaged in your course, your instructor will withdraw you from the class you have not attended or participated in. 

For Online Courses

To complete roster verification for online courses, faculty will assign and collect an academic activity at the beginning of the semester to verify your attendance. This task must be completed in order for a faculty member to verify your attendance. Simply logging into Blackboard is not enough to verify attendance.

For compliance, we are required to remove students who are not attending or actively participating in their courses. You will receive an email from the Office of Financial Aid if adjustments are necessary. If you receive this email notification and believe that the roster verification needs to be corrected/updated, please speak directly to your instructor. If the record is updated, your aid will be reinstated. We will actively monitor roster confirmation processes.

Financial Aid will monitor the roster verification process, and if necessary, make downward adjustments to aid. For instance, if you are borrowing student loans, you must be confirmed in at least 6 credit hours. State Grant programs and some scholarships require you to be confirmed in at least 12 credit hours (full-time). Federal Pell Grants allow for part-time study at reduced award amounts.

Frequently Asked Questions for Students

Your instructors are required to actively confirm that you are participating in your online course or have begun attending the courses for which you will receive financial aid. If you received an email indicating you were not attending you should review the course(s) listed and the status that was reported. Speak with or email the faculty member listed in the email to ensure they know that you are in fact attending classes.

It is important that you speak with your instructor as soon as possible to establish your attendance in the course. The instructor can reinstate you, but the request must come directly from them to the Office of Student Records.

We monitor the roster verification process and will adjust your financial aid accordingly if an error was made in reporting your attendance status. .

The most common reason for this is that you are not enrolled full-time. The next most common reason will be that your attendance in one or more of your classes has not been confirmed.

Academic engagement 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

Frequently Asked Questions for Faculty

Roster Verification is completed within Blackboard using the Academic Records Integration tool.

The deadline for Roster Verification depends on the start date and length of the course. You will receive an email when it is time for you to enter this data. Do not enter verification information before you receive the email or it will be erased.

Federal regulations require that a school be able to document that a student began attendance, and when they ceased attendance. Students may receive financial aid only for courses where they have been confirmed attending.

If you make a mistake on the Roster Verification, you can make the change until the due date for that course. Once the due date has passed, you must contact the Office of Student Records or use the Roster Verification Correction Form on the InsideCOD portal. Though you will be able to make the change in the Academic Records Integration tool, the change will not be recorded by the Student Information System after the due date has passed.

Academic engagement 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

Additional information, including detailed directions for how to submit, can be found in Learning Technologies.

Contact Information

Office of Student Records
Student Resource Center (SRC), Room 2150

Regular Hours


Monday to Thursday: 8 a.m. to 5 p.m.

Friday: 8 a.m. to 5 p.m.

General
Phone: (630) 942-3838
FAX: (630) 942-3693
Prerequisites: (630) 942-2260

Email contacts:
Student Records: recordsoffice@cod.edu
Grades: gradesdept@cod.edu
Graduation: graduation@cod.edu
Commencement: commencement@cod.edu
Official COD Transcripts: transcripts@cod.edu
Transcript Evaluation: evaluation@cod.edu
Prerequisites: prereq@cod.edu
Verifications: verifications@cod.edu
High School Transcripts: HStranscript@cod.edu

Individuals who need language assistance, please call Campus Central at (630) 942-3000 or email campuscentral@cod.edu.