Mar 29, 2024  
Policies 
    
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TCAT


14:02:00 TCAT Tracking, Reporting and Archiving Student Clock Hours

 

  1. All programs in the Tennessee College of Applied Technology (TCAT) division are clock-hour based and proper tracking, reporting, and archiving of clock hours is critical.  
  2. Given that clock hours are related to awarding state and federal financial aid and course completion (graduation), all faculty members are to ensure clock hours are accurately tracked, reported and archived.  The procedure for each area is outlined below.
  3. Tracking Hours
    1. To track student clock hours each day, instructors will use one of the following methods:
      1. Students clock-in and clock-out via a computer-based time clock program or
      2. Students sign-in each day and record the time they arrive in class and the time they leave for the day.
    2. Instructors validate the hours earned each day and record the hours each week in “TCAT Time,” which is a web-based student time tracking system.
    3. For students who are in their second or third semester, the TCAT Time system must contain the students previously earned hours and start date in the program.  This information is necessary for financial aid personnel to accurately calculate the next payment period and is used to track graduation hours.
  4. Reporting Hours During the Term
    1. In addition to updating the hours each week TCAT Time, instructors are expected to meet regularly with students who have excessive absences or are losing clock hours due to tardiness, or leaving class early. 
    2. While students are expected to regularly review their time and are expected to meet with the instructor to discuss any concerns.
  5. Reporting Extra Credit Hours
    1. Students may be granted the opportunity to earn up to five days of missed clock hours in a given semester by performing tasks or activities outside of the regular class hours.  Allowing students to earn extra credit hours is at the discretion of the instructor and is available for students who have legitimate reasons for missing class (hospitalization, court appearance, etc.) and provides official documentation of such absences. 
    2. The total amount of hours earned by a student in any semester cannot exceed the maximum number of hours scheduled for the program (450, 390, etc.).  Extra credit hours must be recorded on the day that the hours are earned and must be noted by the instructor in TCAT Time.
  6. Reporting Hours in Banner
    1. During the first two weeks of a semester, instructors are expected to check the attendance screen in Banner each day to update student attendance.  When a student attends class the first time, change the default setting from an “N” to a “Y.”  As students drop and add or re-register after being stripped, it is important to check the attendance screen each day until the census day (14th day) of the term.
    2. The timesheet for all program completers serves as the official record of completion and a copy is submitted to the college Records Office for placement in the students’ permanent file an additional copy is kept in the TCAT as well.  As such, the timesheet must contain accurate information - student’s name, “A” Number, program of study, semester grade, previously earned hours, current term’s hours, cumulative hours, instructor’s signature and the division dean’s signature or initials.
  7. Archiving Clock Hour Data
    1. All records - electronic clock-in data and individual sign-in sheets - must be kept in a secure area by each instructor for a period of three years.  Since the student records are critical to completion and financial aid, the clock hour records must be available for audit purposes if needed.  End-of-term data entered in Banner is kept in Banner.

 

Submitted to Policy Review Committee on 2019.02.18

Submitted to Policy Review Board on 2019.04.08

Approved by Policy Review Board on 2019.04.24