The federal government’s Title IV financial aid regulations require that we document participation for students receiving F grades. Please follow the guidance below to reduce improper allocation of federal aid and protect UWM from audit risks and liabilities. You can also view the full UWM policy.
When Giving an F
Accurate recording of student F grades is critical; failure to document participation can lead to substantial financial liability for UWM.
- Indicate the student’s last week of participation using a numeral (e.g., F0 = no participation, F1 = up to Week 1, …, F16 = full-term participation).
- Participation includes submitted work (exams, quizzes, projects, homework) or observed attendance. The numeral attached to the student’s grade should indicate their last participation, not the date they failed the course.
Retaining Records
Federal and state audits place the burden of proof on UWM, so please retain your records. But please do the following:
- Retain your grade books (your records of student grades) for 2 years.
- Retain your course materials (exams, assignments, etc.) for 1 year.
Grades and enrollment records are kept permanently by UWM.
Best Practices to Consider
- If a student does not attend or stops participating very early in the term, you can administratively drop them. This must occur before the census date. At UWM this is generally the 10th day after the first day of classes; see the calendar).
- This early action results in financial aid being adjusted as if the student never attended, reduces institutional liability, and improves retention statistics.
Questions
Tim Opgenorth
Director, Office of Financial Aid Administration
- opgenort@uwm.edu
- Mellencamp Hall 171