Roster Checks

 Roster Check Verification

The US Department of Education requires we verify a students 'Last Date of Attendance', we fulfill this precedent by requiring instructors to submit Roster Checks. Roster Checks ensure we stay compliant with federal regulations regarding the treatment of title IV funds. Students can only receive financial aid for classes that they are registered for and attending. A student is not eligible for a financial aid refund if they are not attending classes. 

Students who are reported as 'not attending' by the roster check deadline are dropped from the course and will receive a 100% tuition refund. A drop will ensure the student is not billed for the course and the course will not appear on their academic transcript.  

Additionally, the Roster Check process is necessary in order to ensure that our census data is accurately reported. Class rosters help certify any registration errors are corrected in a timely fashion, thereby preventing unnecessary student billing and financial aid issues later in the term or academic year.

Submitting Class Rosters

  1. Login to SUOnline
  2. Select Faculty
  3. Select Class Roster
  4. Select Current Term from the drop-down and Submit
  5. Select the box next to your name and Submit. 
  6. Select the course and Submit (For cross-listed course, be sure to select the "include cross-listed" button when selecting the course.)
  7. Select the appropriate prompt regarding roster changes (located below the class list), complete as needed and Submit.

'Indicate Changes and Submit Roster Check'

If you have students who are attending your class who are not on the roster:

  • If you submit a students name, not on your roster, the Office of the Registrar will contact the student to help them initiate a Registration Change- Petition to the Dean to late add the course.  The Office of the Registrar will not register the students indicated as attending but not registered. A late add will be charged a $50 late add fee. See Academic Calendar for deadlines. Please inform the student they cannot continue in the class without being registered.

If you have students who are on your roster but are not attending class: 

  • If a student on your roster has never attended class or stopped attending before the last day to add/drop AND has not made prior arrangements with you to miss class, you should report them as not attending.  Please do not report students as not attending if they have made prior arrangements with you. Students who are reported as 'not attending' prior to the add/drop deadline will be dropped from the course.
  • Keep in mind that the Last Date of Attendance is required when submitting a roster check for a student that is not attending the course but is registered. 

'Confirm Roster is Correct and Submit Roster Check'

  • Internships and independent studies also require a roster check. 
  • Submit a roster check if everyone is attending and there are no changes. 

The primary instructor will receive an email confirmation via their SU email account when their roster has been received.  The email will be from "Datatel". If the roster is submitted after the add/drop deadline, we do not guarantee that the student will be withdrawn. We do not guarantee to students that they will be dropped or withdrawn by us if they do not attend class. It is the student’s responsibility to take action prior to the drop and withdrawal deadlines. We advise them that they must take action to withdraw from any class(es) they do not plan to attend, and if they take no action to seek a withdrawal, the course instructor will calculate the grade earned by the student at the end of the term and this grade will be added to the student's academic transcript.