Enrollment Verification Assignment (EVA) for 10% Reporting
NOTE: This procedure applies only to courses
in which 100% of the instruction is delivered online.
Recording Attendance for Online (IN) Courses
To be in compliance with a U. S. Department of Education mandate, Halifax Community College requires students enrolled in online classes to complete a course-specific, graded assignment by or on the census date. Completing this assignment is mandatory in order to be officially counted in an online course.
This should be the first assignment students are required to complete. Instructors may want to include "EVA" in the assignment title. For example, if you elect to have a syllabus quiz, the title could be similar to this: EVA Syllabus Quiz. If you elect to include a discussion forum, the title could be similar to this: EVA Discussion Forum.
Any student who does not complete the EVA by or on the census date must be withdrawn from your course(s) using NA for "never attended."
When creating your EVA, be sure to...
- Set the deadline for completing the EVA; however, please keep in mind that you will need time to submit electronic withdrawal forms; therefore, the deadline should be at least by 12 noon on the census date. This will give you until 11:59 p.m. to submit withdrawal forms. For census date information, see the FAQs.
- Include a strong statement in your syllabus, including the deadline. Here is an example, which you are welcomed to use or modify:
The first assignment you must complete in this course is the [insert the title here.] Students who fail to complete this enrollment verification assignment (EVA) by the deadline cannot continue in the course, will not be considered enrolled in the course, and will be denied access. This might affect your financial aid status, especially if it reduces your number of hours. Additionally, students receiving financial aid may be required to reimburse tuition and fees.
- Inform your students of the EVA requirement and its importance, e.g., include a strong statement in your welcome announcement and send an e-mail.
- Require all of your students to complete the EVA on or before the 10% census date for your class. Tell them: Do the Enrollment Verification Assignment (EVA) FIRST.
- Monitor student completion of the EVA during the 10% period.
- Follow-up with students who have not completed the EVA as the deadline approaches:
Sample email: "Attention: Your online course enrollment is in jeopardy. Unless you complete the enrollment verification assignment (EVA) in this course by [insert the date here], you cannot continue in the course and will be withdrawn. If you receive financial aid, failure to complete this assignment might affect it."
When the census date is reached, you will use the date that students completed the EVA as their "E" (enrollment) date. This must be reflected on your roll sheets. Note: More than likely, students will have different E dates. The E date must be actual date the EVA was completed. See FAQs for details.
Additionally, when you submit the electronic withdrawal forms, you will receive a confirmation page. Print the confirmation page and attach it to your roster. These must be submitted with the final roster at the end of the semester.
Frequently Asked Questions
Q: I'm teaching a hybrid course where I meet my students in the classroom. Do my students need to complete an EVA?
A: No. The EVA is only required for students in fully online courses.
Q: I'm teaching an online course for Continuing Education. Do my students need to complete an EVA?
A: When is the deadline for student submission of the EVA?
Q: When is the deadline for student submission of the EVA?
A: The EVA must be completed by online students on or before the 10% (census) date of your online course. Set the deadline of your EVA activity to end on or before 12 noon on the census date to give you time to submit paperwork before 11:59 p.m.
Q: How do I find the 10% date for my online course?
A: Login to WebAdvisor. Click Faculty>Class Roster. Under “Section Name and Title,” click a course. The census date will be found on the next screen. You will also find the census date printed on your official roll sheet in the top left-hand corner for each course you are teaching.
Q: How do I identify the date students completed the EVA?
A: Login to your course. Under the Control Panel, click Grade Center>Full Grade Center. Locate the column heading of the EVA for the course. To the right of each grade for each student, click the chevron to reveal more options. If you see a date beside "Attempt," use this for the E date. If you do not see a date, click View Grade Details. Look under this column heading for the E date: Date Submitted (or Saved).
Q: Do my students need to achieve a certain score on the EVA?
A: No. It doesn't matter what score students earn.
Q: Do I need to export/download/email the EVA results to anywhere?
A: No. There is no need to export, download, or email the results after the students have completed the activity.
Q: If I have online students who email their EVA activity, send it through the postal service, or call me on the phone, may I count them as "present" in course and as successfully completing the EVA?
A - No. The EVA activity must be completed by students within the Blackboard. Email, postal mail, or telephone communications are not acceptable.
Q: What type of assignment does the EVA have to be?
A - The EVA can be a variety of assignments; however, it must be (1) graded and (2) course specific.
Here are helpful Websites related to creating assignments:
If you have questions or need assistance, please contact your immediate supervisor, the Dean of Curriculum Programs, or the Director of Distance Learning.
