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The following is a presentation prepared for:
CASFAA ConferenceAnaheim, CA
December 9-11, 2012
© NASFAA 2012
Slide 2 © NASFAA 2012
Satisfactory Academic Progress:Best Practices
© NASFAA 2012
David TolmanTraining Specialist
Division of Training & Regulatory Assistance, NASFAA
Rhonda MohrSpecialist, Student Financial Aid
California Community Colleges Chancellor's Office
Slide 3 © NASFAA 2012
In this session we will:
• Review required and optional policy components
• Identify tools and tips for evaluating your school’s existing satisfactory academic progress (SAP) policy and consumer information
• Share best practices
Overview of Session
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Must be reasonable and consistently applied to all students within categories:
Category Examples:Classification
Undergraduate GraduateEnrollment
Full-time Part-timeProgram
Nursing Business
Satisfactory Academic Progress Policy
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• SAP must be evaluated at least once a year, but may be performed more frequently
• Required elements include a measurement of the following standards at each evaluation:
– Qualitative Grade Point Average (GPA)
– Quantitative Pace Maximum Timeframe
Satisfactory Academic Progress Policy
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Grade Point Average
• Specified GPA or comparable standard measured against a norm for each evaluation period
Qualitative Component - GPA
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May have a graduated GPA but if program is greater than two academic years, must meet the following:
• At the end of second academic year, must have GP of at least a “C” or its equivalent; or
• Academic standing consistent with school’s requirements for graduation
Qualitative Component - GPA
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Student Grade Level at Evaluation Grade Point Average
Freshman 1.60
Sophomore 1.80
Junior 2.00
Senior 2.00
Graduated GPA Example
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• 150% of the published program length or less for undergraduate programs
• Schools free to set own policies related to number of changes in major allowed
• Established by the school for graduate programs
Quantitative Component – Maximum Timeframe
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Undergraduate Program
Published Program Length
Maximum Time Frame
Credit hours 120 credit hours 180 credit hours
Clock hours 900 clock hours/10 months
1350 clock hours/15 months
Maximum Timeframe Examples
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Pace is defined as the student’s progression to ensure completion within the maximum time frame
• Must be measured at each evaluation
• A graduated pace standard is permitted
Quantitative Component - Pace
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Student Grade Level at Evaluation
Minimum Completion Percentage
First Year 66%Second Year 70%
Third Year 75%Fourth Year & Beyond 75%
Graduated Pace Example
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Policy must explain how GPA and pace are affected by:
• Incompletes• Withdrawals• Repeated coursework• Changes in program of study• Transfer credits• Noncredit and/or reduced credit remedial
coursework
Satisfactory Academic Policy
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• Required to count transfer hours accepted at your institution as both attempted and completed hours in SAP
• If a regular student enrolled in remedial coursework within an eligible program: Must include remedial courses when evaluating
qualitative standards May include when evaluating quantitative
standards
Transfer and Remedial Coursework
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• SAP rules do not require schools to allow course repetitions
• SAP rules do not require schools to limit the number of course repetitions
• SAP rules do address the treatment of repeats for measuring satisfactory progress
Repeated Coursework
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• SAP rules must address the treatment of repeats for Title IV eligibility
• Repeat coursework is a separate topic, but directly related to SAP
• Information on repeat courses is found in 668.2(b), Full-time student
Repeated Coursework
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• Must clearly explain the consequences of not meeting SAP
• Must explain how students not making SAP can restore their eligibility for financial aid funds
Satisfactory Academic Policy
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• Can only be used if checking SAP each payment period
• Financial aid warning status is assigned automatically and student is still eligible to receive aid during the financial aid warning term (appeal not needed to be given financial aid warning status)
• If SAP standards are not met during financial aid warning term, an appeal can be filed
Financial Aid Warning
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• Process to petition reconsideration of eligibility
• School option to allow or limit the number of times a student can appeal
Appeals
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• Reasons for an appeal
– The death of a relative– An injury or illness of the student– Other special circumstances
• Appeal must include:
– Reason(s) the student was unable to meet SAP – What has changed to enable the student to meet
SAP at the next evaluation point
Appeals
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• If SAP is checked annually, student may appeal to have a financial aid probation term to meet minimum requirements
• If SAP is checked each term, student may appeal if after financial aid warning term SAP standards are not met
• Financial aid probation may be for one term only
• No limit on number of times may be on probation, but must appeal each time
Financial Aid Probation
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• If SAP policy permits and will need more than one payment period to meet SAP standards, may place student on academic plan
• Academic plan, if followed, should ensure student able to meet SAP standards by a specific point in time
• First payment period of an academic plan is considered financial aid probation
Academic Plan
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• May stipulate payment period restrictions:
– Registration for fewer credit/clock hours– Registration in specified courses– Certain term grade point average requirements– Number of credit/clock hours taken– Registration in specified courses– Requirement of certain grade point average
• May be as simple as a calculation or as detailed as a class by class schedule
• May require collaboration with other offices
Academic Plan
Satisfactory Academic Progress (SAP) policy and procedures
Student is evaluated to determine status
of Satisfactory Academic Progress
Financial Aid Warning
Financial Aid Suspension
Student does not meet SAP standards
Student does not meet SAP
standards by the end of the warning
period
Student submits appeal to committee
Student remains on financial aid suspension for the remainder of the
period
Student is placed on Financial Aid
Probation
Appeal granted
Appeal deniedHSU’s Satisfactory Academic Progress
Process and Procedures
Noncredit remedial courses are not evaluated in the first semester attempted, but repeat attempts are included in academic progress evaluation.
While similar to financial aid standards, academic standards are evaluated by the Registrar’s Office each semester and are administered separately from the Financial Aid Office. However, any student placed on academic suspension is automatically placed on financial aid suspension.
Withdrawing from the university in multiple long semesters (fall/spring) will result in a review of satisfactory progress towards a degree. Students not demonstrating progress toward a degree are not eligible for financial aid. Excessive dropping of courses will be monitored as well.
Some financial aid programs require a minimum grade point average and enrollment status irrespective of academic progress standards. Refer to the university catalog or the HSU Financial Aid Guide (http://www.hsutx.edu/mfaguide/ ) for information on specific awards.
Financial Aid WarningStudent’s whose overall GPA/completion percentage fall below the appropriate levels are placed on financial aid warning for one long semester.
Students are eligible for aid during the warning period but must meet satisfactory standards by the end of the semester to avoid financial aid suspension.
Students not meeting SAP at the end of the warning period will be ineligible for financial aid and placed on financial aid suspension.
A student placed on warning may elect to submit an appeal to the Financial Aid Appeals Committee for review.
Financial Aid SuspensionAny student on financial aid warning who fails to meet satisfactory academic progress standards at the end of the warning period or at the end of the probation appeal will be placed on financial aid suspension.
Students on financial aid suspension are not prohibited from enrollment, but no financial aid assistance is available for payment of school expenses. Until coursework at HSU is completed and standards are attained, a suspended student remains ineligible for financial aid of any kind.
Also, receiving failing grades in all courses in a term will result in immediate academic suspension and financial aid suspension
Financial Aid Appeals
A student on warning or suspension may submit a written appeal to the Financial Aid Appeals Committee for reinstatement to probation or eligible
status. Mitigating circumstances such as medical/health issues, serious illness or death of an immediate family member, or other unusual personal concerns
may result in failure to meet academic standards.
An appeal may be considered in such cases if the student is counseled by an advisor or the registrar, and proper steps are taken to remedy the situation in
the upcoming semester. The appeal will not be considered if this information is not included in your appeal.
Appeals must be submitted in writing to:Financial Aid Appeals Committee
HSU Box 16050Abilene, TX 79698
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Must make readily available to current and prospective students information regarding:
• Standards student must maintain to be consider to be making satisfactory progress in program of study for purposes of receiving Title IV aid
• Criteria by which student who failed to make satisfactory progress may re-establish eligibility
Student Consumer Information
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• Section 668.34 of Student Assistance General Provisions regulations
• Program Integrity Q&A: http://www2.ed.gov/print/policy/highered/reg/hearulemaking/2009/sap.html
• Satisfactory Academic Progress, NASFAA Monograph 25, August 2012
Guidance on SAP
Slide 32 © NASFAA 2012
• Preamble to the 10/29/10 Program Integrity Final Rule: http://www.gpo.gov/fdsys/pkg/FR-2010-10-29/pdf/2010-26531.pdf
• 2012–13 FSA Handbook, pp. 1-8 to 1-12
Guidance on SAP
Slide 34 © NASFAA 2012
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