Enrollment Verification

Enrollment Verification 

 What is Enrollment Verification?

Before financial aid is disbursed, the University must be able to document that a student has begun attendance in the courses for which they will receive funds. We receive this information from faculty members at the start of the semester.

 The Process

Each of your instructors will verify your attendance or participation in an academic activity. It is imperative that you respond if the instructor calls your name during rollcall to confirm your attendance. If you are absent or register for a course late, be sure to check in with the instructor, so that your attendance can be verified.

We will monitor the enrollment verification process, and if necessary, make downward adjustments to aid. For instance, if you are borrowing student loans, you must be confirmed in at least 6 credit hours. State Grant programs (TAG, EOF, GUS, NJSTARS II) and most scholarships require you to be confirmed in at least 12 credit hours (full-time). Federal Pell Grants allow for part-time study at reduced award amounts.

You will receive an email from the Office of Financial Aid if adjustments are necessary. If you receive this email notification and believe that the enrollment verification needs to be corrected/updated, please speak directly to your instructor. Once the record is updated, your aid will be reinstated. We will actively monitor enrollment confirmation processes.

 Frequently Asked Questions for Students

Your professors are required to actively confirm that you have begun attending the courses for which you will receive financial aid. If you received an email like this, you should review the course(s) listed and the status that was reported. Speak with the faculty member listed in the email to ensure they know that you are in fact attending classes.

We monitor the enrollment confirmation process and will adjust or reinstate any aid that can now be disbursed to you. For instance, if you are borrowing student loans, you must be confirmed in at least 6 credit hours. State Grant programs (TAG, EOF, GUS, NJSTARS II) and most scholarships require you to be confirmed in at least 12 credit hours (full-time). Federal Pell Grants allow for part-time study at reduced award amounts.

The most common reason for this is that you are not enrolled full-time. The next most common reason will be that your attendance in one or more of your classes has not been confirmed. If this is the case, you’ve received an email notifying you of the affected courses.

Frequently Asked Questions for Faculty

The federal regulations require institutions to actively confirm that a student has begun attending the classes for which financial aid will be paid.

That process has been eliminated with the new simplified process.

Faculty can access the link in the goStockton Portal under the "Faculty" tab. The link, named "Financial Aid Enrollment Verification" is on the right-hand side of the page under the "Faculty Advising Tools" section.

Confirmation of attendance or academic activity must be submitted shortly after the course drop/add period.

Each student needs only be confirmed once. However, you may access the online tool as many times as necessary to complete the entire roster of students for each course you are teaching.

Federal regulations require that a school be able to document that a student began attendance, and when they ceased attendance. Students may receive financial aid only for courses where they have been confirmed attending. 

The student’s academic activity substantiates their receipt of federal funds. Your recordkeeping of those activities substantiates our drawdown of those funds, the application of the funds to the student’s charges, and its conversion to university operating revenue. In the absence of such documentation, the university is at risk of having to return 100% of the aid disbursed for the student’s enrollment in that course.

Specifically, financial aid will be disbursed only for confirmed courses. For instance, student loans will only be disbursed to undergraduate students confirmed in at least 6 credit hours. State Grant programs (TAG, EOF, GUS, NJSTARS II) and most scholarships require a student to be confirmed in at least 12 credit hours (full-time). Federal Pell Grants allow for part-time study at reduced award amounts.

Do not use the enrollment verification tool to report this. The only purpose of the enrollment confirmation process is to establish that the student began attendance/academic activity.

If the student later stops attending, use the early warning system to alert academic advising. Reach out to the student to inform them that they should withdraw officially from the course or else risk receiving a failing grade. In the event the student receives a failing grade, use your records to enter an accurate last date of attendance/academic activity.

It is possible that a student may be absent at that time or adds the course late. Late confirmation is acceptable, the most important point is that the record is accurate. 
  • Choose “Not Attending” if the student has not attended a single time that you’ve checked attendance; nor have they performed any of the acceptable academic activities. This status indicates a student who enrolled but is a no-show.
  • Choose “Attending” if the has attended the class at least once or has performed any of the acceptable academic activities at least one time. A single instance is all that is required in order for you to mark the student as attending.
  • Choose “Unverified” if you have not yet confirmed that student’s attendance or academic activity.
Any of the following academic activities, as defined by the U.S. Dept of Ed, count and would allow you to choose “Attending” as the enrollment confirmation status.
  • Physically attending a class 
  • Submitting an academic assignment
  • Taking an exam, an interactive tutorial, or computer-assisted instruction
  • Attending a study group assigned by the school
  • Participating in an online discussion about academic matters
  • Initiating contact with faculty to ask a question about the academic subject studied in the course.