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Documentation of Attendance Policy for Pell Grant Recipients

Policy
Purpose: 

The amount of Pell Grant that a student is eligible to receive is based on the number of credits in which they enroll and attend. If a student withdraws from a course or fails a course, the student and KU may be required to repay some or all of the Pell Grant received for the term. The Documentation of Attendance (DA) is used to determine if a student attended a class.

Financial Aid and Scholarships (FAS) works with faculty and students to confirm whether or not a student began attendance to determine eligibility for Pell grant funds.

Applies to: 
  1. All students who are receiving Pell Grants and who withdraw from any courses after aid has disbursed.
  2. The instructors of classes in which these students enrolled.
Campus: 
Lawrence
Edwards
Policy Statement: 

When FAS receives notification that a student receiving a Pell Grant has withdrawn from any class or failed any class after financial aid funds have been disbursed, FAS must determine if the student participated in an academically related activity in the course. This Documentation of Attendance (DA) is used to determine what portion, if any, of their Pell Grant a student must repay.

  1. FAS contacts both students and faculty to gather DA information. Students are notified by email that they will need to provide documentation of attendance or participation in any academically related activity for the courses from which they withdrew. Faculty are also contacted by email and asked to document the student’s attendance or participation in any academically related activity.
  2. To resolve the Pell DA issue, the student may provide documentation to the FAS demonstrating attendance in the courses at any point in the semester.
  3. The student may document attendance by having an Instructor/ Professor from each course from which they withdrew submit a DA form to the FAS, documenting that the student began attendance.
  4. The student may document attendance by having the Instructor/ Professor submit a list of dates of exams the student took or assignments the student completed by email from the Instructor/Professor’s work email, by fax from the departmental fax machine, by campus mail in a sealed departmental envelope, or hand delivered in a sealed departmental envelope.
  5. Additionally, the student can submit originals or copies of graded and dated tests, exams, quizzes, papers, homework assignments, or in-class assignments. The documentation must clearly identify the course name and number, the student’s name, the date and the grade received. Any documentation provided will be kept in the student’s permanent file.
  6. Once attendance has been determined, the student will receive written notification if repayment is required and the process for repayment.
Contact: 

Blake Cauble-Johnson
KU Visitor Center
1502 Iowa St.
785-864-4700
tblakecj@ku.edu

Approved by: 
Janet Roecker, Joan Weaver
Approved on: 
Friday, December 14, 2001
Effective on: 
Sunday, January 1, 2012
Review Cycle: 
Annual (As Needed)
Keywords: 
Pell Grant, Documentation of Attendance, Repayment of Financial Aid, Return of Title IV funds
Review, Approval & Change History: 

07/01/2016: Updated to remove gendered pronouns.

10/27/2015: reviewed, no changes

01/27/2015: Policy formatting cleanup (e.g., bolding, spacing).

11/25/2014: Policy formatting cleanup (e.g., bolding, spacing)

08/01/2014: Policy reviewed.

07/19/2013: Policy reviewed.

01/11/2013: Policy reviewed.

08/07/2012: Policy reviewed.

12/14/2011: Policy effective.

Academic Categories: 
Academic Work & Evaluations
Financial Categories: 
Student Financial Aid
Student Life Categories: 
Financial Assistance

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