Participation Verification for Faculty

Student success depends on students fully participating in their courses.

Federal Student aid (FSA) Title IV financial aid regulations require faculty to verify students’ initial attendance in post-secondary coursework. Executive Policy 7.209 was established to provide the structure for compliance.

The process starts with faculty identifying students who do not participate, as defined by federal guidelines (see FAQ 1 below). Students who fail to participate by the late registration period will be administratively dropped from their class. Students may also be dropped from co-requisite courses (even if they have established participation).

 

General Steps for Faculty (Process Overview)

Click on each step to display details.

     Before Class Instruction Begins 

Decide Whether to Use the Laulima Tool to Collect Student Participation
(Available for semester-long and 5-week Distance Learning classes only)

If your class is eligible, you have the option to use the Laulima Weekly Engagement Tool to collect student participation. The tool generates a Week 1 Assignment that students submit to demonstrate academic engagement in the class. Students who do not submit the Week 1 Assignment will eventually be identified on your MyUH Final Grading roster with an “X” grade. (see Step 4 below for more details.)

The option to use the Laulima tool will be available two weeks prior to the start of semester up until the day before your class begins (see chart below for specific dates). During this time, visit the Laulima Participation Verification OPT IN page to enable the tool (detailed PDF).

Laulima OPT IN screenshot

 

     During the Faculty Certification Period

Step 2Determine whether a student has/has not participated by the certification deadline

For in-person classes and hybrid classes, physically attending class is the simplest way to establish “participation” because it presents the opportunity for academically-related interaction between faculty and student. For classes that are exclusively online, however, merely logging into class without active participation DOES NOT establish “participation.” Here are some student actions that meet the requirement for in-person, hybrid and online classes:

      • Attending a synchronous class, lecture, recitation, or field or laboratory activity, physically or online, where there is opportunity for interaction between the instructor and students;
      • Submitting an academic assignment;
        • NOTE: If you elect to use the Laulima Engagement Tool, submission of the Week 1 Assignment is viewed as submitting an academic assignment.
      • Taking an assessment or an 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;
      • Interacting with an instructor about academic affairs

 

Step 3Access Your MyUH Final Grade Roster

During the participation verification certification period, log into MyUH and access your “Final Grading” roster. Select the correct term and class (CRN) to be certified.

Final Grading Screenshot

NOTE: The final grade roster is being used for participation verification purposes only at the beginning of the term. At the end of the term, you will use the final grade roster to report final grades as originally intended.

 

Step 4Identify Non-Participating Students by Assigning the “X” grade

The “X” grade is used to identify non-participating students. To assign or remove an “X” grade, check or uncheck the NO SHOW box.

No Show Box Screenshot

Classes using the Laulima Engagement Tool: Students who submit the Laulima Week 1 Assignment by the deadline will be viewed as having participated. All other students will be identified with “X” grades which will automatically load to your roster immediately after the deadline to add your class. You may then assign or remove “X” grades accordingly.

 

Step 5Certify the class

Certify that you have reviewed the roster and identified all non-participating students by clicking the SUBMIT button below the roster. Even if all registered students participated and no “X” grades are assigned, you must still click the SUBMIT button to certify the class.

SUBMIT button

Your certification date will be recorded in green in the status box above the roster.

Certified vs Not Certified Screenshot

 

 

Step 6Need to Make Changes?

You can add and remove “X” grades throughout the entire certification period by simply repeating steps 3, 4 and 5 above. Once the certification period has ended, you will no longer have access to change “X” grades nor the ability to certify the class using the MyUH Final Grading roster. At that point, contact the Registrars/Records office at the campus offering your class to make changes.

 


Spring 2022 Important Dates

    • For classes in the main semester-long part of term 1 or any of the 5-week distance learning modules, you may elect to use the Laulima Weekly Engagement tool.  If you opt in to use the tool, your students can meet the participation requirement by submitting the Week 1 Assignment. Please be informed that even when Laulima is used, you must still remember to review participation for the entire roster and certify the class.
    • Below are dates for standardized parts of term across the UH system. For a complete list of dates by campus, see the Spring 2022 Participation By Campus page.
Class Length in Weeks Description (Part of Term) Class Start and End Dates Faculty Can Opt In to Use the Laulima Tool Students Must Demonstrate Participation Faculty Verify Participation & Certify
16
West O’ahu: 15
Semester-Long Classes (1) Jan 10 – May 13
West O’ahu: Jan 10 – May 6
Dec 27 – Jan 9 Jan 10 – 18 Jan 19 – 24
5 Distance Learning: Module 1 (D51) Jan 10 – Feb 11 Dec 27 – Jan 9 Jan 10 – 11 Jan 12 – 18
Distance Learning: Module 2 (D52) Feb 14 – Mar 24 Dec 27 – Feb 13 Feb 14 – 15 Feb 16 – 22
Distance Learning: Module 3 (D53) Mar 28 – Apr 29 Dec 27 – Mar 27 Mar 28 – 29 Mar 30 – Apr 4
6 Module 1 Jan 10 – Feb 18 Not Available Jan 10 – 11 Jan 12 – 18
Module 2 Feb 22 – Apr 8 Not Available Feb 22 – 23 Feb 24 – 28
8 Module 1 Jan 10 – Mar 4 Not Available Jan 10 – 11 Jan 12 – 18
Module 2 Mar 7 – May 6 Not Available Mar 7 – 8 Mar 9 – 14
10 Module 1 Jan 10 – Mar 24 Not Available Jan 10 – 11 Jan 12 – 18
varies All other classes See Class Availability Not Available During the First Week of Class After the First Class Meeting through the Monday of the 2nd Week of Class

General Date Guidelines

    • Dates that fall on a weekend or holiday will be moved to the next business day.
    • Select non-standard classes (i.e. unusually short or long) may not follow the dates below. For guidance on these classes, contact the Registrars/Records Office on the campus where the class is being offered.
Description
(Part of Term)
Faculty Can Opt In to Use the Laulima Tool
Students Must Demonstrate Participation Faculty Verify Participation & Certify
Semester-long Classes (1)
2 Weeks Prior to the Start of the Semester through the day before the Semester begins 1st Day of Instruction through the “Add” Deadline
Day after the “Add” Deadline through the Monday of the 3rd Week of Class
5-week Distance Learning Modules  (D51, D52, D53)
2 Weeks Prior to the Start of the Semester through the day before the 1st Day of Class 1st Day of Instruction through the “Add” Deadline
Day after the “Add” Deadline through the Monday of the 2nd Week of Class
6-, 8- and 10-week  Modules  
Not Available 1st Day of Instruction through the “Add” Deadline
Day after the “Add” Deadline through the Monday of the 2nd Week of Class
All other Classes Not Available
During the First Week of Class
After the First Class Meeting through the Monday of the 2nd Week of Class

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Tutorials

MyUH Final Grade Roster   Grade Roster LOGIN button
      • Participation Verification & Certification Steps (PDF)
      • Participation Verification & Certification Steps when Laulima Engagement Tool is Used (PDF)

Laulima Laulima Image    Laulima LOGIN button
      • Opt In to Use the Weekly Engagement Tool (PDF)
      • Change the Assignment Instructions (PDF)
      • View the Week 1 Assignment and Student Submissions (PDF)
      • Opt Out of Using the Weekly Engagement Tool  –  If you previously opted in to use the Weekly Engagement Tool and would now like to opt out, go to the OPT IN page and change the status there. You can also opt out by logging into Laulima and deleting the tool (PDF).

Reinstatement of Students After the Certification Deadline

If a student is requesting reinstatement with your approval and you are no longer able to uncheck the No Show box (to remove the “X” grade) or the student has already been dropped from your class for non-participation, click on the campus below where the class is offered. Processes may vary from campus to campus and deadlines may also be dependent on the class dates.

Hawai’i Community College
    • If an error occurred, students will request reinstatement directly to the faculty, and if approved, the faculty member will remove the “X” grade in MyUH prior to the deadline. If faculty approval is given after the reporting deadline, the faculty member must complete the Hawaii Community College – Participation Verification Class Reinstatement Request Kuali Form.  The Kuali form will then be routed to the Vice Chancellor for Academic Affairs for final approval. Once the final approval is received, the Registrar will complete the action of the student being reinstated. The faculty and student will receive notification of reinstatement.

 

Honolulu Community College
    • Prior to the faculty certification deadline, students may request reinstatement directly to the instructor and if approved, the instructor will remove the “X” grade in MyUH. If faculty approval is given after the certification deadline, the faculty member must complete the Honolulu Community College – Participation Verification Class Reinstatement Request Kuali Form. The Kuali form after it is submitted will then be routed to the Vice Chancellor of Academic Affiars for final approval. Once the final approval is received, the Registrar will complete the action of the student being reinstated. The faculty and student will receive notification of reinstatement.

 

Kapi’olani Community College

 

Kaua’i Community College
    • Students will request reinstatement directly to the faculty and if approved, the faculty member must complete Kauai Community College-Participation Verification Class Reinstatement Request form. The form will then be routed to the Vice Chancellor for Academic Affairs then the Registrar for appropriate action. Once the form is processed, the faculty member and student will receive a notification of the reinstatement.

 

Leeward Community College
    • In the event that a student is identified as a non-participant in error, students must immediately contact their instructor to request reinstatement. If the request is made and approved prior to the faculty certification deadline, the instructor will remove the “X” grade to allow the student to remain enrolled in the course. If faculty approval is given after the reporting deadline, the instructor must complete the Leeward CC Participation Verification Class Reinstatement Request form and submit to VCAA for approval. Once approved by VCAA, the form will route to the Registrar for appropriate action. The faculty member and student will receive a notification upon completion of the reinstatement.

 

UH Maui College
      • Prior to the faculty certification deadline, students may request reinstatement directly to the instructor, and if approved, the instructor will remove the “X” grade in MyUH. If faculty approval is given after the certification deadline, the student must complete the Maui College – Participation Verification Class Reinstatement Request Form. The form will then be routed to the instructor, the Vice Chancellor of Academic Affairs and then the Registrar for appropriate action. Once the form is processed, the instructor and student will receive a notification of the reinstatement.

 

Windward Community College
    • Faculty who have reported a student as non-participating in error may request re-instatement of the student by using the Windward Community College – Participation Verification Class Reinstatement Request form. The request will route to the VCAA and VCSA for review. Faculty will receive a confirmation upon final approval.
    • If the reinstatement request deadline has passed. Please reach out to VCAA Charles Sasaki or VCSA Jennifer Brown for more information or assistance.

 

University of Hawai’i at Hilo
    • Between January 25 – January 28 at noon, students must complete the Participation Verification Exemption Request.
      • Any student identified as non-participating will be administratively dropped by the Office of the Registrar after the reinstatement deadline.

Reinstatement deadline: noon (HST) on Friday, January 28, 2022

 

University of Hawai’i at Mānoa
    • After the faculty certification deadline, students must request reinstatement by emailing the instructor directly. The instructor will then submit a request via the UH Manoa Verification Participation Class Reinstatement Form (Faculty UH Login Required) to the Office of the Vice Provost for Academic Excellence for final approval. Both instructor and student will be notified by email of the final decision, whether approved or denied. If a request is approved, the Office of the Registrar will complete the action by reinstating the student in the course.

 

University of Hawai’i at Mānoa – Outreach College
    • After the faculty certification deadline, students must request reinstatement by emailing the instructor directly. The instructor will then submit a request via the UH Manoa Verification Participation Class Reinstatement Form (Faculty UH Login Required) to the Office of the Vice Provost for Academic Excellence for final approval. Both instructor and student will be notified by email of the final decision, whether approved or denied. If a request is approved, the Office of the Registrar will complete the action by reinstating the student in the course.

 

University of Hawai’i – West O’ahu
      • Students who were marked as non-participating (“X” grade is assigned) or have already been disenrolled, must complete the UH West O’ahu – Participation Verification Class Reinstatement Request form which will route to you for approval.  The form will then route to the Registrar for appropriate action and the student, you, and if applicable, VCAA will receive a notification of the decision upon completion. If the reinstatement is approved, the student will (re)appear on your roster without an “X” grade.        
      • Spring 2022 Deadlines to Request Reinstatement

        Part of Term

        Term Dates

        Deadline to Request Reinstatement

             “X” Grade is Assigned                       Student is Disenrolled

        1 & 1A5 – Full term

        January 10 – May 6, 2022

        Wednesday, January 26, 2022

        Tuesday, February 1, 2022

        1A2

        January 10 – February 11, 2022

        Thursday, January 20, 2022

        Monday, January 24, 2022

        1B2

        January 10 – February 18, 2022

        Thursday, January 20, 2022

        Monday, January 24, 2022

        2A3

        February 14 – March 24, 2022

        Wednesday, February 24, 2022

        Monday, February 28, 2022

        2A4

        February 22 – April 8, 2022

        Wednesday, March 2, 2022

        Monday, March 7, 2022

        3B5

        March 7 – May 6, 2022

        Wednesday, March 16, 2022

        Monday, March 21, 2022

        3A5

        March 28 – April 29, 2022

        Wednesday, April 6, 2022

        Monday, April 11, 2022

Questions? Contact the Office of the Vice Chancellor for Academic Affairs at the campus where your class is offered.

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Frequently Asked Questions

1. What is the definition of “participation verification”?

“Participation verification” is the term used to document when a student is present at an academically related activity in a course by the late registration deadline.

  • “Participation” includes, but is not limited to:
    1. Attending a synchronous class, lecture, recitation, or field or laboratory activity, physically or online, where there is opportunity for interaction between the instructor and students;
    2. Submitting an academic assignment;
    3. Taking an assessment or an exam;
    4. Participating in an interactive tutorial, webinar, or other interactive computer-assisted instruction;
    5. Participating in a study group, group project, or an online discussion that is assigned by the institution;
    6. Interacting with an instructor about academic affairs
  • “Participation” does not include activities where a student may be present, but not academically engaged, such as—
    1. Living in institutional housing;
    2. Participating in the institution’s meal plan;
    3. Logging into an online class or tutorial without any further participation;
    4. Participating in academic counseling or advisement
2. What do I need to do if all of my students participated? Must I still certify the class?
    • Even if all registered students participated and no “X” grades are assigned, you must still click the SUBMIT button located below your roster to certify the class.

SUBMIT button

Your certification date will be recorded in green in the status box above the roster.

Certified vs Not Certified Screenshot

3. Why is this required and can I choose not to participate?
  • Campuses are required by federal regulations to verify the participation of students in their classes. In accordance with Executive Policy 7.209, all faculty in the University of Hawai’i system are required to do their part in ensuring each campus is in compliance with federal regulations.
4. If I elect to use the Laulima Engagement Tool, do I still need to certify the class?
  • The Laulima Engagement Tool is simply a mechanism to help faculty collect student participation. Once the deadline to add the class has passed, students who did not submit the Laulima Week 1 Assignment will appear on your Final Grade Roster with an ‘X’ grade. You are still responsible to review the roster for accuracy and certify the class.  
5. Why is the Laulima Engagement Tool not an option for all of my classes?
  • The “add” deadline is used to determine the end date that a student must demonstrate participation and, therefore, the last day they can submit the Laulima Week 1 Assignment. To optimally deliver the Laulima Engagement Tool, the deadline to add the class (i.e. submit the Laulima assignment) should occur after the first scheduled class meeting since, technically, a student cannot participate in a class that hasn’t yet met. With so many variations of “add” deadlines to class start dates across the UH system, the Laulima Engagement Tool is not ideal for all classes. Since parts of term 1, D51, D52 and D53 are assured to follow the necessary order of dates, it is an option for all classes that fall within them.   
6. What if my student is unable to “participate” within the required time period but wants to remain registered in the class?
  • If a student notifies you beforehand that they are unable to participate during the first few days of class, you may mark them as having participated. Interacting with an instructor about academic affairs meets the participation verification requirement. 
7. What do I do if I marked a student as non-participating and learn later that they did?
  • If you are still in the faculty certification period where you can assign and remove ‘X’ grades in your MyUH Final Grade Roster, go ahead and remove the ‘X’ grade by unchecking the “No Show” box. If this period has passed, contact the Registrars/Records office of the campus offering the class.
8. How do students know if I marked them as non-participating?
  • When you assign an ‘X’ grade, students will receive an email notifying them that they have been marked as non-participating. Some campuses may also send a text message. Students will be directed to their STAR account where the “X” grade is displayed. The ‘X’ will remain until the Registrars/Records office disenrolls the student from your class.
9. When should I expect the student to no longer appear on my class roster?
  • Processing time is dependent on the campus where your class is being offered. Typically, students will be disenrolled within 1-2 weeks after the faculty certification period has ended.
10. What are my options if the student requests to be reinstated in the class after they have been dropped?
11. What is a “part of term” and where can I find it?
  • A “part of term” is a set of dates that take place within–or sometimes expand beyond–the larger fall, spring or summer semester. All classes are assigned to a part of term which can be identified by logging into MyUH.
12. Who can I contact if I still have questions about the process and/or my role and responsibilities?
  • Should you have additional questions, please reach out to your campus Vice Chancellor for Academic Affairs or Academic Dean.