Financial Aid Satisfactory Academic Progress Policy

Tuition and Financial Aid

UNIVERSITY POLICY 3.01.05

Financial Aid Satisfactory Academic Progress

• Proposed Approval Date: May 18, 2007
• Proposed Effective Date: January 1, 2008
• Procedure Approval Date: September 21, 2007
• Procedure Effective Date: January 1, 2008

Policy Statement

Federal regulations require that all learners who are issued federal financial aid must maintain satisfactory academic progress. Learners must meet minimum requirements as described in the program/certificate requirements section of this policy and related procedures in order to qualify for federal financial aid. Learners may only use federal financial aid for a maximum number of credits attempted for their degree level. Failure to maintain satisfactory academic progress may result in probation from or ineligibility for financial aid. Learners may appeal financial aid ineligibility pursuant to the procedures contained in this policy.

Undergraduate Program Requirements
Undergraduate learners are required to maintain a cumulative grade point average (GPA) of 2.0 or better and complete a minimum of two out of every three attempted credits (completion ratio of 67 percent of cumulative attempted credits).

Additionally, undergraduate learners will not be eligible for federal financial aid for any attempted credits that exceed 150 percent of the undergraduate degree requirements as described in their catalog.

Graduate Program Requirements
Graduate learners are required to maintain a cumulative grade point average (GPA) of 3.0 or better and complete a minimum of one out of every two total attempted credits (completion ratio of 50 percent of cumulative attempted credits).

Additionally, graduate learners will not be eligible for federal financial aid for any attempted credits that exceed 200 percent of the graduate degree requirements as described in their catalog.

Doctoral learners engaged in the comprehensive examination and dissertation phases of their program must meet additional requirements as described in the procedures section of this policy.

Rationale

Federal regulations require all learners receiving federal financial aid to maintain satisfactory academic progress. Learners also may only use federal financial aid for a maximum number of credits attempted for their degree or certificate level. Learners must meet all standards in order to qualify for federal financial aid. This policy outlines the standards and procedures for evaluating financial aid eligibility based on satisfactory academic progress and total number of credits attempted.

Definitions

Career
For the purpose of this policy, a career is distinguished as academic work at either the undergraduate or graduate level.

Certificate
A certificate is an academic credential awarded upon successful completion of a coherent set of courses.

Degree Program
For the purpose of this policy, a degree program is a specific academic degree within a degree level (i.e., Bachelor of Science in Organization and Management or Master of Science in Public Safety).

Financial Aid Probation
Financial aid probation is a federal financial aid status that indicates a learner is not maintaining satisfactory academic progress pursuant to the terms of this policy, but remains eligible for federal financial aid.

Ineligible for Financial Aid
Ineligible for financial aid is a federal financial aid status that indicates a learner is not maintaining satisfactory academic progress pursuant to the terms of this policy, and is ineligible for federal financial aid.

Satisfactory Academic Progress
Satisfactory academic progress is a federal financial aid status that indicates a learner is maintaining good academic standing pursuant to the terms of this policy.

Procedures

1. Factors Impacting Financial Aid Satisfactory Academic Progress (FASAP)
   1. Grades
      No Grade ("NG"), Withdrawal ("W"), Incomplete ("I"), In Progress ("IP"), Satisfactory ("S"), and Not Satisfactory ("NS") grades are included in the course completion ratio but do not impact the learner's grade point average (GPA).
   2. Repeated Courses
      When a course is repeated, the grade considered for the credit and GPA calculations will be the higher of the two grades earned. Each attempt will be used in evaluating course completion rates. Refer to university policies 2.02.02 Course Enrollment, 3.04.07 Grading, and 3.04.08 Incomplete Grades for more information.
2. Measuring Satisfactory Academic Progress for Financial Aid
   Satisfactory academic progress is measured for all federal financial aid learners. In addition to common measurements, there are individual measurements for learners enrolled in undergraduate programs and graduate programs, as described in sections II.B and II.C.
   1. Common Measurements for All Learners
      1. A learner's academic progress may be measured only following quarters during which the learner is enrolled for one or more courses. A learner's financial aid eligibility will not change following a quarter of academic inactivity.
      2. A learner's current status remains on record until there is academic activity for evaluation.
      3. Learners whose total number of attempted credits exceeds the limit for their degree or certificate program will be denied access to federal financial aid for all future terms. This is evaluated quarterly.
      4. Grade point average (GPA) and course completion ratio are the required standards. The specific GPA and ratio standards are described in sections II.B and II.C.
      5. The initial evaluation will begin after the first full quarter of activity.
         Examples:
         Learners who initially enroll during a monthly start will be measured at the end of quarter two based on activity from their initial start date through the end of quarter two.
         Learners who enroll at the beginning of a quarter will be measured at the end of quarter one based on activity from their initial start date through the end of quarter one.
      6. All requirements are thereafter evaluated for each quarter there is academic activity.
      7. Transfer credits
         1. Transfer credits applied toward a learner's degree program reduce the number of credits required for the completion of that degree program.
         2. The number of transfer credits impacts the learner's maximum limit of earned credits required, as follows:
            1. Example: BS requires 180 earned credits; the learner transfers in 70 credits, resulting in 110 credits remaining.
            2. In the above example, the degree program requirements are based on the number of earned credits remaining for a learner to complete his or her degree program; in this case, 110 earned credits.
            3. The number of earned credits remaining is the basis for the maximum attempted credits calculation, as defined in sections II.B.2 and II.C.2.
      8. Notification of academic status
         Learners will receive an email notification from the Financial Aid Office when they have been placed on federal financial aid probation or become ineligible for financial aid. However, it is the learner's responsibility to know these requirements, and failure to receive the notification will not nullify the financial aid status.
   2. Undergraduate Programs
      Undergraduate learners are evaluated for satisfactory academic progress on two distinct requirements. Learners must be in compliance with both to maintain satisfactory academic progress. These requirements are described as follows:
      1. Satisfactory academic progress requirements
         1. Minimum GPA
            1. Minimum GPA Undergraduate learners must maintain a cumulative GPA of 2.0 or better.
            2. The cumulative GPA is calculated specifically for all undergraduate activity.
         2. Course completion ratio
            Undergraduate learners must complete a minimum of two out of every three attempted credits (completion ratio of 67 percent of cumulative attempted credits).
      2. Maximum attempted credits
         Undergraduate learners are not eligible for federal financial aid for any attempted credits that exceed 150 percent of the undergraduate degree level requirements as described in their catalog.
         1. Example: If the number of earned credits required to meet degree level requirements (after applied transfer credits) is 110, the maximum number of attempted credits allowed is 165 (110 x 150 percent).
         2. Learners will be notified by the Financial Aid Office when they are within 18 to 24 credits of exceeding the 150 percent rule.
         3. Learners will become immediately ineligible for federal financial aid once they have exceeded the 150 percent rule.
   3. Graduate Programs
      Graduate learners are evaluated on two distinct requirements. Learners must be in compliance with both to maintain satisfactory academic progress. In addition, doctoral learners engaged in comprehensive examination and dissertation phases of their program must meet additional requirements.
      1. Satisfactory academic progress requirements
         1. Minimum GPA
            1. Learners must maintain a cumulative GPA of 3.0 or better.
            2. The cumulative GPA is calculated specifically for all graduate activity.
         2. Course completion ratio
            1. Learners must complete a minimum of one out of every two attempted credits (completion ratio of 50 percent of cumulative attempted credits).
            2. The completion ratio is calculated specifically for all graduate activity.
      2. Maximum attempted credits
         Learners are not eligible for federal financial aid for any attempted credits that exceed 200 percent of the graduate degree level requirements as described in their catalog.
         1. Example: If the number of earned credits required to meet degree level requirements (after applied transfer credits) is 110, the maximum number of attempted credits allowed is 220 (110 x 200 percent).
         2. Learners will be notified by the Financial Aid Office when they are within 16 to 20 credits of exceeding the 200 percent rule.
         3. Learners will become immediately ineligible for federal financial aid once they have exceeded the 200 percent rule.
      3. Advanced doctoral learners
         Doctoral learners engaged in comprehensive examination and dissertation phases of their program must meet additional requirements related to timely completion of their comprehensive examination and dissertation work as noted in university policy 3.01.04 Academic Standing.
   4. Comprehensive Examination Learners
      1. Learners who enter the comprehensive examination phase of their program are considered in compliance with this policy.
      2. Financial aid satisfactory academic progress (FASAP) for learners in the comprehensive examination phase of their program is measured by the successful completion of the requirements within the prescribed deadlines as listed in university policy 3.01.04 Academic Standing.
   5. Dissertation Learners
      1. Learners who enter the dissertation phase of their program are considered in compliance with this policy.
      2. FASAP for learners in the dissertation phase of their program is measured by the successful completion of the dissertation courses as listed in university policy 3.01.04 Academic Standing.
3. Failure to Maintain Satisfactory Academic Progress
   This section applies only to learners in undergraduate and graduate programs. Advanced doctoral learners in the comprehensive examination and dissertation phases of their program are referred to section IV.
   1. Federal Financial Aid Probation
      1. Criteria/Notification
         1. Learners will be placed on federal financial aid probation when they fail to maintain the minimum requirements described in section II.
         2. Learners will receive an email notification from the Financial Aid Office when they have been placed on federal financial aid probation.
      2. Removal of financial aid satisfactory academic progress (FASAP) probationary status
         1. Learners will be removed from federal financial aid probation upon meeting the minimum requirements described in section II.
         2. Learners will receive an email notification of this change in status from the Financial Aid Office.
      3. Ineligibility for Federal Financial Aid (FFA)
         1. Criteria/Notification
            1. Learners will no longer be eligible for FFA when they fail to maintain the minimum requirements described in section II of this policy following two consecutive quarters.
            2. Learners will receive an email notification of this change in status from the Financial Aid Office.
         2. Appeal of ineligibility for Federal Financial Aid (FFA)
            1. Learners may only appeal the time period for which they are ineligible for federal financial aid .
            2. Learners must complete the Financial Aid Satisfactory Academic Progress Appeal Form located on iGuide.
            3. Learners must include an explanation of the extenuating circumstances surrounding their ineligibility and the impact they had on their academic progress. The case will be determined on the documentation/evidence supplied by learner.
            4. Learners must indicate what has changed and how they will work to improve their academic progress.
            5. Learners have seven calendar days from the date the notification of their ineligibility was sent to submit their appeal.  Learners who do not meet this deadline will be unable to appeal until after their next full quarter of activity.
            6. The Financial Aid Satisfactory Academic Progress Appeals Committee will review the appeal and make a determination.
               1. The appeals committee has 10 calendar days from the receipt of the appeal and all supporting documentation to make a determination and notify the learner via email.
               2. The committee's decision is final.
            7. Appeal results
               1. Learners whose appeals are approved will be placed on federal financial aid probation and will remain eligible for federal financial aid for the current quarter. At the end of the quarter, learners will be reviewed for financial aid satisfactory academic progress and will be held to the standards outlined in this policy.
               2. Learners whose appeals are denied will be ineligible for federal financial aid (Stafford and Grad PLUS loans and/or Pell, SMART, and TEACH Grants) until they are able to meet the minimum FASAP standards. Learners whose appeals are denied must pay any outstanding tuition charges within seven calendar days of being sent notification. Learners who do not pay any outstanding tuition charges will be withdrawn from all courses in which they are currently enrolled, and charges for the quarter will be reversed.
      4. Removal of FASAP ineligibility
         1. Learners will be removed from federal financial aid ineligibility and reinstated to satisfactory academic progress upon meeting all the minimum requirements described in section II and after they have completed a quarter of activity while not receiving federal financial aid.
         2. Learners will receive an email notification of this change in status from the Financial Aid Office.
4. Failure to Maintain Financial Aid Satisfactory Academic Progress (FASAP) - Comprehensive Examination and Dissertation Phase Learners Only
   Comprehensive Examination and Dissertation Phases
   1. Criteria
      Learners will be considered out of compliance with FASAP when they fail to maintain good academic standing as defined in sections II.D and II.E., and will be dismissed as a result of university policy 3.01.04 Academic Standing.
   2. Procedures
      The procedures for maintaining compliance are described in university policy 3.01.04 Academic Standing.

Transition from Former SAP Policy to Current FASAP Policy

During the transition from the previous SAP policy to the current FASAP policy, the Financial Aid Office will move learners who would have, under the previous policy, been classified as "AP1," "AP2," or "AP3" into "Federal Financial Aid Probation" under the FASAP policy for one quarter (Q2). Learners who would who have, under the previous policy, been classified as "AP4" or "AP5" will now be classified as "Ineligible for Financial Aid" under the FASAP policy.

Policy Owner

Financial Aid Office

Related Documents

University policy 2.02.02 Course Enrollment
University policy 3.01.04 Academic Standing
University policy 3.04.01 Academic Readiness
University policy 3.04.07 Grading
University policy 3.04.08 Incomplete Grades

Revision History

Original Policy Approval Date: May 18, 2007
Effective Date: January 1, 2008
Content previously contained in university policy 02.60 Satisfactory Academic Progress.