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College Policies and Procedures​​

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Visual Confirmation and Active Participation Policy

1. Purpose

The purpose of this policy is to define the standards and procedures for visual confirmation, active participation, and identity verification in all online, hybrid, and virtual program deliveries at Beta College of Business and Technology.

This policy ensures that both the Institution and students can see, hear, and communicate with each other in real time, confirming that each student is actively engaged in the learning process and meeting attendance and participation requirements.

2. Scope

This policy applies to all students enrolled in online, hybrid, or virtual programs and to instructors, academic staff, and administrators responsible for attendance verification, course delivery, and compliance monitoring.

It complements the Virtual Learning Policy, Attendance Tracking Policy, and Academic Standing Policy.

3. Definitions

3.1 Visual Confirmation: The process by which the institution verifies a student’s physical and visual presence in a class by means of live video (camera on) and two-way audio communication.

3.2 Active Participation: The demonstration of engagement in scheduled learning activities such as responding to questions, completing assignments, participating in group discussions, interacting in chat, or completing assessments through the Learning Management System (LMS).

3.3 Learning Management System (LMS): The college’s Betahive, through which attendance, coursework, and participation are tracked.

3.4 Synchronous Delivery: Live, scheduled online instruction with real-time interaction between students and instructors.

3.5 Asynchronous Delivery: Self-paced virtual learning, monitored through daily LMS activity, progress tracking, and periodic audits.

4. Visual Confirmation Requirements
4.1 Minimum Visual Confirmation Time
  • For synchronous sessions, students must maintain camera visibility for the entire duration of each class.
  • Instructors conduct visual confirmation checks at the beginning and end of each class session to verify live attendance.
  • For asynchronous learning, visual confirmation occurs during random verification audits or on-demand camera activation requests.
  4.2 Identification Verification
  • All students must present a valid government-issued photo ID during the mandatory in-person orientation before commencing any studies (required regardless of delivery mode).
  • Identity verification is further ensured by:
    • Multi-Factor Authentication (MFA) on each LMS login, using a code sent to the student’s registered personal phone number.
    • Random identity verification interviews, where students must demonstrate familiarity with current coursework in Betahive.
    • Some students are also invited to the campus for the mid-term assessments.
4.3 Camera-Use Standards
  • Cameras must remain on during the entire synchronous class and throughout online assessments or evaluations.
  • Camera issues are permitted a maximum of two consecutive times across the student’s entire program (technical difficulties must be documented).
  • A third instance of camera non-compliance—or camera disabled without approval—results in withdrawal from the program.
  • After 10 times of care technical issues, the student will be marked as non-attendant.
  4.4 Random In-Person Attendance
  • All online students are subject to random scheduled in-person attendance checks at the campus.
  • Students must attend when notified and study on campus during that session.
  • Failure to attend a random attendance verification session result in an absence for that day and
5. Participation Standards
5.1 Definition of Participation Participation is demonstrated by consistent:
  • Logging into Betahive daily.
  • Attending scheduled live sessions (with camera on and audio active).
  • Completing assignments, quizzes, and exams according to timelines.
  • Contributing to discussions or group work.
  • Responding to instructor questions or tasks during live instruction.
  • Engaging in course activities visible through Betahive tracking logs.
  5.2 Meeting Active Participation Requirements A student is deemed to meet active participation requirements when they:
  • Attend classes visually and audibly as required;
  • Complete learning activities and evaluations on schedule;
  • Maintain a minimum of 80 hours of attendance every four weeks (at least 20 hours per week)
  • Log consistent academic activity in Betahive comparable to program expectations; and
  • Respond promptly to communications from instructors or administrators.
6. Attendance Tracking
6.1 Method of Tracking
  • Attendance is tracked exclusively through the Betahive using login time, logout time, and recorded activity.
  • Visual attendance is captured during synchronous sessions through real-time instructor observation.
  • For asynchronous students, attendance is verified through frequency of logins, material access, and completion of tasks or assessments.
6.2 Attendance Verification Points Attendance is confirmed by instructors:
  • At the beginning of each session;
  • After breaks (for classes longer than two hours); and
  • At the end of class before dismissal.
6.3 Late Arrival and Early Departure
  • Students joining after the start of class will be marked late.
  • Students logging in more than 15 minutes after class start are late and receive attendance credit only for actual time present.
  • Students who leave and do not return after a scheduled break are recorded as absent for the remainder of that class.
  • Students arriving mid-session or signing off mid-session will have attendance calculated based solely on the verified period of active visual presence.
7. Non-Attendance Criteria
The following conditions constitute non-attendance:
  1. Failure to log into Betahive
  2. Camera turned off without authorization during synchronous classes after 10 times of the technical issues
  3. Absence from class after a scheduled break (only actual attendance is recorded)
  4. Logging in midway through class (only actual attendance is recorded)
  5. Sleeping, multitasking, or being physically present without interaction or audio response.
  6. Failing to respond to random camera audits or identity verification requests within one minute.
  7. Missing a scheduled random in-person attendance verification.
8. Tolerance and Withdrawals
  • Two consecutive occurrences of camera or visual non-compliance are permitted; on the third, the student will be withdrawn.
  • Students may request technical exception consideration by written communication submitted to the Campus Manager with proof of issue (e.g., network outage report).
  • Consistent failure to maintain participation or complete active coursework leads to formal academic review and possible withdrawal under the Academic Standing Policy.
  • Failure to meet the Active Participation Policy (APP)
9. Random and Scheduled Verifications
9.1 Asynchronous Students – Random Visual Audits
  • Subject to random visual audits where students must enable their camera within one minute of request.
  • Failure to appear or respond within the allotted time counts as a non-attendance event.
  9.2 Random Verification Interviews
  • The college conducts random interviews (via video or in person) to verify academic engagement.
  • Students must demonstrate familiarity with their study materials and identify their current location and latest assessment within Betahive.
  9.3 Mid-Program Evaluation
  • Selected students may be required to attend an in-person evaluation meeting to review cumulative attendance, academic progress, and compliance with this policy.
10. Compliance and Consequences
Students who fail to maintain visual confirmation standards or active participation requirements may face:
  • Recorded absences or reduced attendance credit.
  • Written warnings 
  • Withdrawal from the program.
11. Institutional Responsibilities
  • Instructors must conduct and document attendance checks at required points during each class.
  • Campus staff verifies daily attendance logs and reviews flagged cases of visual non-compliance.
12. Student Responsibilities
  • Keep camera on and microphone functional during synchronous sessions.
  • Log in and out of SSP accurately each day.
  • Promptly respond to random identity verification or camera audits.
  • Attend random in-person attendance checks when notified.
  • Communicate technical issues immediately to the instructor or Campus Manager.

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