Protecting Financial Aid: Submission Monitoring and Attendance Tracking Made Easy.

National and local financial aid requirements demand rigorous documentation of learner participation, especially in online and hybrid courses.

With IntelliBoard, colleges and universities can meet these requirements with confidence.

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The Submission Monitoring Dashboard was built specifically to support this need. Instructors access it within the LMS (Learning Management System) and immediately see which learners have yet to submit any evidence of work to the LMS course. Since financial aid often hinges on learners participating actively in the course by the 10% point in the term (in the US, the “Pell Grant Recalculation Date,” often called the “Census Date”), this dashboard identifies those most at risk of losing their financial aid and being dropped from enrollment. Such withdrawals have negative impacts on both learners and the institution. Learners who are withdrawn from courses and lose financial aid due to non-participation are statistically unlikely to return to their higher education program and gain the benefits of a degree. Institutions must also spend resources to find additional students and maintain enrollment.

The old saying “an ounce of prevention is worth a pound of cure” applies here. IntelliBoard supports automated notifications based on learner participation — or its absence — to learners, instructors, advisors, or any other stakeholders who need to act to support learner success.

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The data captured by IntelliBoard continues to provide value even after the critical dates early in the term. When a learner submits to an activity (quiz, assignment, or forum post), their submission date is logged. Snapshots allow this data to be viewed over time or made available for export to archive files. This provides a defensible, auditable trail of engagement, and supports institutions during federal or internal audits.

Some institutions also archive summaries of these reports term by term, giving them an easy way to produce records after a course has been deleted from the LMS for storage cost and performance reasons. These archived reports are much easier to read than LMS logs alone, which can be challenging to parse in emergencies even if a backup of a course can be restored to the LMS server.

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Additionally, instructors benefit from learner activity completion reports, which include participation from third-party tools like H5P or LTI tools. While the details returned from externally hosted tools can be limited, IntelliBoard gives instructors enough data to make informed attendance claims.

With intuitive reporting, automated notifications, and compliance-ready exports, IntelliBoard takes the guesswork out of financial aid documentation.