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Beta College / Academic Policies

Student Login, Logout, and Attendance Tracking Policy

Establishing clear procedures for tracking student attendance and participation in all learning modes on-campus, online-synchronous, and online-asynchronous through the Betahive, MS Teams, Zoom, Google Meet, etc.

1. Purpose

The purpose of this policy is to establish clear procedures for tracking student attendance and participation in all learning modes on-campus, online-synchronous, and online-asynchronous through the Betahive, MS Teams, Zoom, Google Meet, etc.

Consistent and accurate attendance tracking supports compliance with regulatory standards, student engagement, and academic progress monitoring.

2. Scope

This policy applies to all students enrolled in any program delivered by the college, regardless of study mode, and to academic and administrative staff responsible for attendance management, course facilitation, and reporting.

3. Attendance Tracking System (Betahive Portal)

Students are required to log in to the portal each day to register attendance and access learning materials, lessons, and assignments.

  • Attendance is automatically tracked based on Betahive login, logout, and activity data. Students must both log in and log out daily to ensure accurate attendance records.
  • Failure to Log Out: If a student forgets to log out of Betahive, attendance will be calculated based on recorded activity within Betahive, up to a maximum of 4 hours for that day.
  • Attendance modifications are limited to 10 times during the entire period of study. After the 10th modification, all further missed or incomplete logins/logouts are recorded as absent.
Attendance / Participation / Accountability

Policy Guidelines & Procedures

4. Attendance Requirements and Monitoring

  • Students must complete a minimum of 80 hours every 4 weeks (at least 20 hours per week) to meet attendance and progress requirements.
  • Attendance records are verified daily by the college. Each morning, the career college reviews the previous day’s logins and logouts from SSP systems.
  • Students who fail to log out properly are contacted by phone to verify attendance intentions and are sent an email reminder reinforcing correct login/logout procedures.

5. In-Person Attendance

  • Attendance for in-person classes is tracked by the instructor at the beginning and end of each lesson.
  • Students arriving late or leaving early will have their attendance calculated based on actual time in class. (Example: for a 5-hour class, a student arriving 3 hours late will receive 2 hours of attendance).
  • Leaving after the class break or failing to return will result in attendance being recorded only for the completed portion.

6. Online-Synchronous Attendance

  • Camera Requirement: Students must keep their camera on throughout the synchronous class session. Attendance is verified both at the beginning and at the end of each session by the instructor.
  • Exceptions: Students are allowed to keep their camera off due to technical issues only twice during their program. Each subsequent camera-off occurrence will be recorded as non-attendance. If the camera issue continues more than three consecutive times, the student will be withdrawn from the program.
  • During all tests, assignments, and evaluation activities, the camera must be on. If not, the activity will be recorded as a failure.
  • Late Arrivals/Early Exits: Attendance is calculated only for actual time present and participating in class. Late arrivals or early departures reduce total recorded hours proportionally.

7. Online-Asynchronous Attendance

  • Attendance for asynchronous courses (self-paced) is verified daily based on login time, Betahive activity, and coursework submission.

8. Active Participation Policy

Students must reach 80 hours every 4 weeks (at least 20 hours per week). If a student is absent for the first 14 consecutive days of commencement, the college will withdraw the student from the program.

For students showing less than 20 hours of total attendance per week OR absent for 28 consecutive days, the following notice structure applies:

Timeline Action Taken
Week 1 First Warning letter
Week 2 Second Warning letter
Week 3 Third Warning letter to meet attendance requirements
Week 4 A withdrawal notice

9. Make-Up Work & Recovery

  • If a student misses a class or is marked absent for the in-person or online-synchronous delivery, they must complete make-up activities assigned by the instructor, such as reading designated materials, completing assignments and quizzes, or participating in additional evaluated learning tasks.
  • Attendance hours for make-up work are recorded only after instructor assessment and approval.
  • For the online-asynchronous delivery, a student must make-up their hours to attend at least 80 hours per 4 weeks by logging in and studying at self-pace.

10. Daily Verification & Communication

  • The career college staff verifies daily attendance through both Launch and Betahive systems.
  • The career college staff verifies weekly attendance (the number of hours per week).
  • Students who miss login/logout verification or camera use requirements are contacted by phone and email.
  • Students must respond promptly to all communications to maintain accurate attendance records.

11. Compliance and Consequences

  • Failure to comply with login/logout, attendance, or camera-use requirements may result in:
    • Attendance deductions and marked absences.
    • Warning notices.
    • Withdrawal from the program for consistent non-compliance or falsified attendance records.

12. Responsibilities

  • Students: Must log in and out of Betahive daily, keep cameras on during synchronous classes, and monitor attendance progress regularly.
  • Instructors: Ensure attendance is checked at class start and end and report deviations.

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