Classes: Enrollment Verification FAQ

Introduction

For quick reference, below are Frequently Asked Questions for enrollment verification. Please select your topic below.

FAQ

Why is Enrollment Verification necessary?

Pace University is required to verify the attendance of Federal Aid recipients because it impacts their financial aid eligibility. This process is called Enrollment Verification. Enrollment Verification is necessary for properly reporting enrollment to the US Department of Education’s National Student Loan Data System. It confirms eligibility for State aid and Institutional aid, helps Athletes to stay on track, and international students to remain in the United States.

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Is this the only semester we will have to verify enrollment?

No. We are required to submit the verification for every course a student receives financial aid, so this is needed for each semester.

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What about shorter courses?

Enrollment Verification must be completed for shorter terms as well. For each type of shorter term (e.g., intersessions, Full Summer, First Fall, First Spring, First Summer, Second Fall, etc.) the verification form must be submitted one week before the end date of the course.

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What constitutes a student having participated in a class?

  • 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;
  • Dubmitting an academic assignment;
  • Taking an exam, an interactive tutorial or computer-assisted assessment;
  • 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;

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What does not constitute a student having participated in a class?

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

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What happens if we do not complete this for every student?

Several things happen:

  • The students who are receiving financial aid and are not recorded as having participated in a class will lose a portion, or all their financial aid. It could also trigger repayment of the student’s federal loans. This has serious consequences for the student; it is your responsibility to complete all Enrollment Verification forms for students enrolled in your courses.
  • The students will be administratively dropped from your course on October 4.
  • Pace University will be subjected to heavy fines by the US Department of Education.

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As a faculty member, what consequences do I face if I fail to submit my Enrollment Verification forms in a timely manner?

As a member of the Pace faculty, you will appreciate the importance of the financial aid payments our students receive, and the support that we as a community strive to give to our students. This verification process is demanded by the US Department of Education and is a responsibility Pace takes very seriously so that we can continue to award federal (Title IV) funds and support our students.

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What if I miss the reporting deadline or forgot?

  • You will be contacted by the Office of the Provost to explain why and to discuss the implications for the students in your class who receive financial aid.
  • The students in your class will be administratively dropped from their course on October 4.
  • The students will lose a portion, or all their financial aid.

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Can I submit the Qwickly form before the end of the reporting period?

Yes, as soon as you have confirmed all students have participated or not in at least one class during the reporting period, you can submit the form.

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Can I submit the form multiple times?

No. Once the form is submitted it is locked by the system.

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I submitted the form then realized I made a mistake. How should I correct my errors?

You should contact the Registrar’s Office by submitting a Help Desk Ticket.

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Why do I have to do the enrollment verification using Classes and Qwickly?

Once you are familiar with this process you will see how quick and easy it is to do enrollment verification through Classes and Qwickly. We are constantly working to streamline administrative functions, and to minimize tedious manual work. The system used for enrollment verification is quick and efficient.

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I do not use the Classes LMS system. How do I submit my Enrollment Verification forms?

The Enrollment Verification forms can only be submitted using Qwickly within our Classes LMS. Once you are familiar with this process you will see how quick and easy it is to do enrollment verification using Qwickly. If you need to learn how to access Qwickly in the Classes LMS please contact Academic Technology.
Email: pacehelpdesk@pace.edu or Online: Help Desk Ticket.

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What if a student has an extended absence, due to illness or official university related travel etc.?

A student should inform you ahead of time that they will be absent during the first three weeks of class to explain. Based upon the criteria listed above you can verify their participation.

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What if I have an online course or a course that does not meet regularly?

For all course types, including thesis, internships, labs, online courses, etc., the instructor must verify the students participation based on some type of participation as listed above. This may include submission of an online assignment or other course related contact with the instructor. (However, simply logging into the Classes LMS system will not count as an academically related activity.)

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What if a student stops attending after they have been confirmed? Should I update the tool to “Not Attending?” Do I have to report their absence?

Do not use Qwickly to report this if you have already submitted the form. The only purpose of the enrollment verification process is to establish that the student began their class and started academic activity.

If the student later stops attending, use OnTrack, our early warning system to alert academic advising. Reach out to the student to inform them that they should withdraw officially from the course or else risk receiving a failing grade.  If a student does not officially withdraw but ceases attendance, you should follow the grading instructions and assign an I-F grade with the last date of attendance.

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Details

Article ID: 5488
Created
Thu 4/28/22 5:16 PM
Modified
Tue 11/1/22 12:35 PM