Participation Rosters

Participation Roster and FAQ's

In order to comply with federal financial aid regulations, instructors are required to determine if a student has established attendance or participated in each course. This information must be reported each semester during the first week of each class using the Participation Roster form (WINGS/WINGS Express).  The reporting deadline is by midnight on the Tuesday of the second week of the class for Full, A, and B term classes.  Full term and A term reporting are due on the same Tuesday.  Variable date classes (known as X term) must report by the end of the 8th day after the start date of the course.

For those reporting full attendance in a course, please see these quick Instructions for Reporting Full Class Participation (PDF).

All courses (undergraduate and graduate) are required to report Participation Rosters.  This includes any lab classes that are worth credit, thesis/dissertation classes, independent studies courses, etc.  The only courses except from reporting are those which are not eligible for federal financial aid.  This includes College Credit Plus (CCP) classes taught in the high schools and zero credit classes.

In preparation to complete Participation Rosters:

  • Make courses accessible in Pilot by the first day of the course (for those instructors using Pilot).
  • All courses must have a way to determine student participation during the first week of classes.  Per federal guidelines, simply logging into Pilot does not count as participation.  Some examples of how to determine participation:
    • Require students to do an introduction of themselves to the class.
    • Have something to confirm that the student has read the course syllabus. 
    • Ask students to respond to a prompt: "What do you hope to learn from this class?"

Reporting tips:

  • When you access your course, it will default to every student marked as participating (a Yes in the Participation column).     
  • If every student has attended, click on the button “Submit All Students as Participated” and then Save.   
  • Faculty may change their reporting up to the deadline, even if it has already been submitted.     
  • As long as a student attended/participated once prior to the deadline, they should be marked as participating.     
  • If a student misses the first day of class, but later attends/participates during the reporting window, they should be marked as participating.   
  • If a student has contacted you regarding the need to be absent, please do not report them.   
  • For lecture/lab classes, the instructor of record in Banner is responsible for the reporting   
  • For classes that have more than one instructor assigned, only the primary instructor in Banner can report   


Frequently Asked Questions

  • If I report a student as not participating, are they dropped from my class?

    It depends. After the participation roster reporting period has closed, the Registrar's Office will drop any student who was reported as not participating in ALL of their courses. These students are completely withdrawn from Wright State. Students who are only reported absent in some of their courses, but not all, are not dropped from any classes. The Registrar's Office will look further into students who are reported from the majority of their classes, but not all, and may reach out to faculty for assistance with this process to determine if a student is active on campus.

  • Why am I being asked to determine if students have established attendance/participation?

    As part of our responsibility for awarding federal financial aid, Wright State must demonstrate that students begin/establish attendance or complete an academically related activity for each individual course. A student simply logging into Pilot does not count as attendance/participation.  The university is required to collect this information to be compliant with Federal Title IV requirements on federal aid. This does not mean that the institution has to have an attendance policy or that ongoing attendance taking is required.

  • How is attendance/participation determined?

    For face-to-face, mostly or partially online courses, the establishment of attendance means students must attend/participate in as least one class session or complete an academic related activity as described below.  Documenting that a student has logged into an online class is not sufficient, by itself, to demonstrate attendance. 

    For fully online courses, documenting that a student has logged into an online class is not sufficient, by itself, to demonstrate attendance.  Examples of participation in an academically related activity in an online class include:

    • student submission of an academic assignment,
    • student submission of an exam,
    • documented student participation in an interactive tutorial or computer-assisted instruction,
    • a posting by the student showing the student's participation in an online study group that is assigned by the institution,
    • a posting by the student in a discussion forum showing the student's participation in a online discussion about academic matters, and
    • an email from the student or other documentation showing that the student-initiated contact with a faculty member to ask a question about the academic subject studied in the course.
  • What does not constitute participation?
    • Living in institutional housing;
    • Participating in the school’s meal plan;
    • Participating in a student-organized study group;
    • Logging into an online class without active participation; or
    • Participating in academic counseling or advising.
  • Who determines if a student participated in a course?

    The determination of student participation comes from the instructor, not the student.  Instructors report participation in WINGS Express.  If the deadline for reporting is missed, an instructor may email the following information to the Office of Financial Aid at student UID, student full name, course prefix/number/CRN, if the student attended or not.

  • How do I report if a student has never established attendance/participation?

    You should submit a Participation Roster in WINGS Express to report student participation in your classes. 

  • When should I report if a student has never established attendance/participation?

    The Participation Roster in WINGS/WINGS Express must be completed and submitted documenting whether a student attended/participated for each course, each semester.  Early reporting (during the first week of the part of term) is encouraged so that support staff can reach out to students as early as possible.  The reporting deadlines for each part of term can be found on the Academic Calendar.  The Participation Roster is available for each course during the refund period for the course Part of Term (Full, A, B, X-Flex).  Any changes to earlier report can be made in WINGS Express prior to the reporting deadline.

  • If it is after the reporting deadline, how do I report a student who has never established attendance/participation?

    The Participation Roster should be submitted for each course, each term. It will not be available after the Tuesday of the second week of the class for Full, A, and B term classes (for X term classes it's the 8th day after the start date of the class). Late reports can be emailed to the Office of Financial Aid at including the following information: student UID, student full name, course prefix/number/CRN, and whether the student attended or not.

    To request an Administrative Drop please select one of the Administrative Drop options below:

  • What if I administratively drop a student in error?

    Contact the student immediately and direct them to Enrollment Services (RaiderConnect) to re-register. In many cases the student will need your permission to re-register for the class. You may grant permission here:

    The re-registration process is described below.

  • If a student drops my class, what do I need to do?

    The university needs to know if the student established attendance in order to determine if a student is eligible to keep a portion of their financial aid. If the student did not establish attendance, instructors can simply mark the student as "no" on the Participation Roster in WINGS Express.

  • What if I do not know if the student attended and I have no record of academic activity?

    Contact the student to see if they plan to participate in your course.  If you receive no response from the student, indicate the student never attended on the Participation Roster in WINGS Express. According to federal regulations 34 CFR 668.21(c), the student is considered to have not established attendance if the institution is unable to document the student’s attendance.

  • What is the difference between raising an EAB (RAPS) alert for "Attendance Issues" versus the Participation Roster
    • Participation Rosters are done during the first two weeks of a full-term class (or one-week for a half term class).  A RAPS alert for "Attendance Issues" would be used if you need to report absences after that period of time for a student who has previously demonstrated participation in your course by completing an approved assignment or establishing participation in another way. You may choose this alert for the student who is in danger of missing more than the allotted number of absences on your syllabus or has been inactive for many days. Using Attendance Issues does not drop the student from the course. It triggers an alert to a Success Coach to reach out to the student to inquire about their absence. It also sends the student a direct communication that indicates their absence in the course has been noted by you.
    • Participation Rosters are utilized to report attendance/participation pertaining to Title IV eligibility to receive Federal Financial Aid. Reporting a student as not having participated (attended) should occur only if a student has NEVER attended or established participation. These are students that have NOT completed any qualifying participation assignments for you and/or have not been marked present on ANY attendance form.