[OACRAO] R2T4 Reporting Dates

Alex Siebert asiebert at artacademy.edu
Fri Mar 9 09:31:15 EST 2018


Stacie,


Our school is going through similar discussions on this as well. We also are not an attendance taking school. We are not able to settle on if we honor the date that a student withdraws from the class/school entirely, or the date that the student submits the completed form.


In addition to the concern that the student may hang on to the form for some time before turning it in, some of our offices (on the Business/Financial side) raised the possibility that the student could, in theory, put whatever withdrawal date that they want to before turning it in.


I (Registrar's Office) and other academics want to honor the withdrawal date that is recorded, not the submission date.


I don't know what might be a compromise on the matter, or what the current practices are among the other schools, so I am very interested to hear what the current practice is among other Non-Attendance taking schools, as well as their reasoning behind their decision.


Our current practice (that is being being reviewed) is to honor--as best as we are able--the withdrawal date originally recorded, not the submission date. We do our best to verify this date with the teacher(s) in question whose classes are being affected, but we tend to trust our students.


In my 3 years experience at our school, I've noticed that the students don't seem to think much about this date, and tend to be quite honest about it (they don't seem to think about some of the financial implications of the recorded date in the moment) and "taking advantage of the system" doesn't seem to ever cross their minds. That's not much of a legal defense though, and I can see where that might be a liability or a compliance issue.


If a student drops off the face of the earth suddenly without telling anyone at school though and essentially withdraws from/drops out of school, that certainly can be a source of frustration, but we do have written policy for that specific situation.


Alex Siebert
Director of Registrar Services
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________________________________
From: OACRAO <oacrao-bounces at lists.osu.edu> on behalf of Stacie Herman <sherman at walsh.edu>
Sent: Thursday, March 8, 2018 12:54:06 PM
To: oacrao at lists.service.ohio-state.edu
Subject: [OACRAO] R2T4 Reporting Dates


Good afternoon everyone,



I had a meeting with our Financial Aid Department this morning regarding the withdrawal date of a student and the date of determination for the R2T4 calculations.  I am hoping that some of you have some experience in this area.  It is important to note that my school does not require instructors to take attendance.



The concern is that students will fill out a withdrawal form, get all of the necessary signatures, then carry it around for a week or 2 before actually turning it in resulting in the processing date and effective date not matching.  I understand that the Financial Aid Office must use the date the student signed the form as the effective date.   Their concern is that if the student carries the withdrawal form around too long and the date that they signed it goes past the 30 day deadline for R2T4, that would result in being out of compliance.



My problem is that I cannot backdate the withdrawal form to reflect the date the student signed the form.



My question for you all is how does your school handle the R2T4 calculations when a student turns in a withdrawal past the 30 day deadline?



Any feedback is appreciated!



Stacie Herman
University Registrar
2020 East Maple Street | North Canton, OH 44720

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