LDAP Resource for Faculty

LDAP Resource for Faculty

What is Last Date of Attendance or Participation (LDAP)?

Last date of attendance or participation is the final time a student attended an on-campus class or participated in an academic engagement (participation) for a course that they drop* or withdraw from.  

Examples of Academic Engagement are:  

• Attending a synchronous class, lecture, recitation, or field or laboratory activity, physically or online, where there is an opportunity for interaction between the instructor and students;  
• Submitting an academic assignment;  
• Taking an assignment or exam;  
• Participating in an interactive tutorial, webinar, or other interactive computer-assisted instruction;  
• Participating in a study group, group project, or an online discussion that is assigned by the institution; or  
• Interacting with an instructor about academic matters.   

Academic Engagement does NOT include:   

• Living in institutional housing;  
• Participating in the school’s meal plan;  
• Logging into an online class or tutorial without further participation; or  
• Participating in academic counseling or advisement. 

*Point of clarification: Instructors will see the status of unregistered on their course rosters for courses that are removed without the withdraw process.  Students have the option to “drop” the course on their schedule, terminology used prior to the system upgrade.  For the purposes of LDAP reporting the two terms of unregistered and dropped are synonymous.  

Why is LDAP important?

First and foremost, participation in the federal Title IV programs require schools to be administratively capable in collecting such information. LDAP information collected from instructors is used for the following processes: 

• Recalculating Pell Grant awards 
• Calculating how much aid should be returned to the federal programs 
• Determining official and unofficial withdrawals 

Aid eligibility, even after aid is already disbursed, isn't earned until a student attends or participates. Failure of students to attend or participate or failure of the institution to document attendance or participation results in significant institutional financial liability. 

How do I determine LDAP?

LDAP can be based on actual physical attendance in class or participation in an academically related event or activity. Acceptable forms of such documentation include, but are not limited to: 

• Exams 
• Records of attendance 
• Tutorials
• Computer-assisted instruction 
• Study group activity 

Regulation, however, specifically excludes activities related solely to logging into computer-assisted instruction services such as Blackboard. 

How do I report LDAP?

A step by step guide on entering LDAP can be found here. LDAP is now reported as part of the university's established Drop/Withdrawal process on our Last Date of Attendance Participation webapp. Notification of drops or withdrawals without an LDAP will be sent daily to the instructors FHSU email account.  Instructors are expected to check the FHSU email and these can not be sent to personal emails for security purposes.  Notifications will only be sent for students and courses that have completed the drop/withdraw process in Workday.  A complete roster will not be shown in the webapp. 

The email is to notify that action is required and provides an active link to the webapp.  No specific student information will be contained in the notice. 

Faculty will be required to log into the webapp using their TigerNetID and password (the same that is used for Workday). Once on the webapp an instructor will have a table of student information that they can enter the required LDAP on.   

When clicking on the active link, the instructor will be taken directly to the table of students who have dropped/withdrawn from all of their sections. 

Instructors can filter by course section and by completed or not completed to narrow their tables. IMPORTANT: After changing the filter, instructors MUST click search EVERY time to have the filter apply. 

LDAP for students who did not participate

When students have not participated in a course, instructors should mark the check box in the “Did Not Attend” column and then click the “Save” icon on the right. No date will be entered. See screen shot above for a specific example. 

Save must be clicked on each line of the table after every entry.

LDAP for students who did participate

For students who did participate a date will be entered in the calendar.  For students who drop a course there is no official withdraw date so the date will be entered and should be before or on the date the student dropped the course (see line two in the table below).  

The LDAP must be prior to the date of withdraw.  If a student participated after the date of withdraw then the instructor will enter the date of withdraw for the LDAP. The calendar will not allow instructors to enter a date after the date of withdraw on the student record (see line three in the table below).   

All instances of drops/withdraws on a student schedule must have an LDAP.  Instructors will be required to provide a date in the instance the student drops/withdraws from a course and then adds it back to their schedule.  For questions on how to report these dates contact the Financial Assistance Office at 785-628-4408 or fagrants@fhsu.edu. 

Once LDAP is recorded and saved the instructor will no longer receive an email notice for that student section. 

Attention Chairs and Deans: 

Chairs and Deans will receive LDAP notices for their courses but also for missing LDAP for instructors that are in their departments/colleges who have been outstanding for several days.  For information on how to filter tables with these roles see below.  We ask that if you have instructors who have outstanding LDAP please encourage them to get them entered so that FHSU can stay in compliance with federal deadlines. 

Table Filters for Faculty with more than one role 

Deans and Chairs will be able to filter their LDAP table to their own courses as well as specific departments/instructors. 

• First select the role in the left hand field that you are wanting (dean, chair, instructor) 
• Then select the department, instructor and course as desired.  Choosing “All” will give you a complete list of all students who have dropped/withdrawn for the term. 
• Finally you can filter for all, complete or not completed on the LDAP status and then click Search. 
• You must click search for filters to apply. If deans/chairs select “All” the rows will show as green if completed and red if dates are still required. See table below for examples of filters and color scheme. 

When do I report LDAP?

LDAP should be reported as soon as possible after receiving the email notification that the course has been dropped/withdrawn. FHSU has a very short timeframe to return payments to the federal Pell grant program if a Pell grant repayment is required. Your timely response will help FHSU stay in compliance with federal regulations. 

Can I report LDAP without the email notice?

Faculty can report LDAP anytime a student is on their webapp table. The link to the webapp is https://webapps.fhsu.edu/lastdateofattendanceparticipation/default. You must log in using your TigerNetID and password (same as Workday) to access the webapp. 

Who do I contact with questions?

Faculty can contact the Financial Assistance office at 785-628-4408 or fagrants@fhsu.edu with any questions regarding LDAP or the webapp.