Satisfactory Academic Progress Keep Your Students on the Path to Completion

What We’ll Talk About Reason for the Presentation Satisfactory Academic Progress definitions Basic elements of a SAP Policy Warnings, Appeals, Probations and Academic Plans Reestablishment of Eligibility

Satisfactory Academic Progress (SAP) CFR (a) Satisfactory Academic Progress policy A school must establish a reasonable satisfactory academic progress policy for determining whether an otherwise eligible student is making satisfactory academic progress in his or her educational program and may receive assistance under the Title IV, HEA programs.

SAP Compliance Concerns Failure to develop a policy that meets minimum Title IV requirements Misalignment of pace of progression and maximum timeframe Applying a different policy than the official written SAP policy Failure to properly monitor and/or document satisfactory progress Failure to comply with the Program Integrity regulations, effective 7/1/2011

Requirements A student must make satisfactory academic progress in order to receive Federal Title IV financial aid funds Your school must have a reasonable policy for monitoring the student’s progress

SAP Standards Reasonable Consistently applied Applies to all Title IV programs If not meeting SAP, not eligible for any TIV program Cannot say eligible for Pell but not eligible for Loans “ED provides the outline; schools fill in the details” schools have a lot of flexibility

As Strict or Stricter Policy must be the same or more strict for a financial aid recipient as the institution’s standard for a student enrolled in the same program who is not receiving financial aid It does NOT refer to the frequency in which the school checks SAP Academics might check GPA every term but financial aid can check GPA for SAP purposes annually

SAP Definitions Appeal – Process by which student who is not meeting SAP standards petitions for reconsideration FA Warning – Status of student who is failing SAP. School reinstates eligibility for one payment period, may do so without an appeal. – Only used if school checks SAP at end of each payment period and – Only for students who were “SAP Okay” in prior payment period in which they were enrolled FA Probation – Status of student who is failing SAP and who successfully appeals.

SAP Definitions Maximum Timeframe – Undergrads – Credit Hours – No longer than 150% of published length of the program (credit hours) Maximum Timeframe – Graduate Students – Period that school defines based on length of program Maximum Timeframe – Clock Hours – No longer than published length of program as measured by cumulative number of clock hours required to complete and expressed in calendar time

Basic Elements of a SAP Policy Evaluation at least annually for programs longer than one year Evaluation period of every payment period for programs of one year or less Qualitative component consisting of minimum grade point average or comparable factor that is measurable against a norm

Basic Elements of a SAP Policy For programs longer than 2 academic years, student must have a GPA of at least “C” or its equivalent at the end of the second year or academic standing consistent with institution’s requirement for graduation Quantitative component that consists of a maximum timeframe in which student must complete educational program and a pace of completion that ensures completion within the timeframe

SAP Policy Must Address Effect of ESL and remedial courses on progress How progress is measured if there is a change of major or if student seeks to earn additional degrees Impact of course repetitions and withdrawals Appeals for adverse SAP determination and the appeal procedure Procedure to reestablish satisfactory progress

SAP Policy Must Address Consistent application of standards to all students within categories and educational programs – Full time versus part-time students – Undergraduate versus graduate versus professional students

SAP Policy Must Address Generally, must include all periods of student’s enrollment at your institution. This is true even if the student did not receive financial aid Only have to include transfer credits that count toward student’s current program (count as attempted and completed hours)

SAP Policy Must Address If student changes majors, credits and grades that do not count toward the new major are not included in the SAP determination: – You can limit how many times a student can “reset” academic progress by changing majors Cannot exclude grades of “W” Have a way to review additional information that may have an impact on SAP – Example: grade change after you’ve already checked SAP)

Measuring Standards The standards must be both quantitative and qualitative You may have a payment period-based standard You have to include a cumulative standard You may review as often as you like, but must always review at least annually

Qualitative Measure To access quality of academic work using standards measureable against a norm – Grades; work projects; etc. Must be cumulative May use a graduated or fixed standard. Must be “consistent with requirement for graduation” standard – If a 2.0 GPA is required for graduation, you can use a GPA requirement that is lower than 2.0 earlier in the student’s academic program

Qualitative Measure Can be more restrictive and have payment period measurements in addition to cumulative measures Could have an overall cumulative program or school GPA and a semester GPA requirement Remedial coursework must be included in the SAP review, even if it is not included in the student’s GPA

Quantitative Standard Divide total number of credit hours for graduation by number of terms to determine a standard for each term Use a graduated completion percentage, requirement lower percentages in the first year and higher percentages for subsequent years Look at the percentage of classes successfully completed rather than the number

Quantitative Standard Calculate the pace of progress by dividing total number of credit hours successfully completed by total number of credits hours attempted This let’s you look at percentage of classes successfully completed rather than an absolute number Student becomes ineligible if it is mathematically impossible for completion within 150% of the timeframe (the maximum timeframe)

Academic Amnesty FSA program regulations make no provision for the concept of academic amnesty Must always include courses applicable to student’s major when evaluating SAP schools may include this as an item that is subject to appeal – (in your appeal policy) A successful appeal is needed to grant financial aid probation status or to develop an academic plan

Completed Program – No Degree Student who has completed academic requirements for a program but does not yet have the degree or certificate... NOT eligible for further financial aid funds for that program

Retaking a Program and Test-Based Credits You may permit a student to receive financial aid for retaking a program that the student has already completed If you allow test-based credits, then you include those grades in the student’s GPA, when looking at it for SAP

Retaking Coursework Term-based programs only Student can retake previously passed course (one time only) – Grade higher than an “F” May count towards enrollment status and may receive aid based on that enrollment status Student may repeatedly be paid for repeatedly failing the same course 34 CFR 668.2(b)

Reviewing SAP Both qualitative and quantitative measures have to be reviewed Student’s SAP evaluations, whether each payment period, annually or less often than each payment period, must occur at the end of a payment period – Official evaluation period cannot be less than a payment period

SAP Warning Can use ONLY if you review SAP at the end of each payment period Can use this without appeal from the student Lasts for one payment period only, during which student may continue to receive Title IV funds If still not progressing after the warning period, the student loses aid eligibility unless there is a successful appeal

Appeal Notification Notification to students –Must notify student of results of SAP review that impacts student’s eligibility for Title IV aid –If school has an appeal process, must describe the specific elements required to appeal SAP May specify how often and how many appeals are allowed –Regardless as to whether or not you have an appeal process, you must always describe how a student who has failed SAP can reestablish eligibility for Title IV aid

Appeals, Probation and Academic Plans All schools may use probation as part of the SAP policy Students may appeal based on – Student injury or illness – Death of a relative – Other special circumstances Appeal must explain situation and what has now changed to allow good progress to be considered

Appeals, Probation and Academic Plans If student can meet SAP standards by end of subsequent payment period, you may place student on probation without an academic plan You must review the student’s progress at the end of that one payment period (the probation status is for one payment period only)

Appeals, Probation and Academic Plans If students needs more than one payment period to meet requirements you may place the student on probation and develop an academic plan Continue to review the student’s progress

Appeals Your policies determine the appeal process and the documentation you require from the student – Letter of explanation – Third party documentation of situation – Who in the financial aid office grants an appeal

Appeals Your policies determine what is included in an academic plan – The purpose of the plan is to ensure that the student is able to meet SAP standards by a specific time – Students can also appeal to change the plan

Reestablish Aid Eligibility Student regains eligibility by taking action to bring the student into compliance with your SAP standards Remember that paying for the student’s own classes or sitting out for a period of time may meet your campus academic requirements but not reestablish aid eligibility

Policy Example – 4 Year Program Check once a year Allow appeals 120 credit program 150% is 180 credits Must complete 12 credits May attempt up to 180 credits Pace is 66.67% (2/3) of attempted credits Sliding GPA scale (cumulative) – After 1 st year – 1.50 – After 2 nd year – 1.75 – After 3 rd year – 2.00

Policy Example – 1 Year Program Credit Hour Program Must check every payment period 24 credit program 150% is 36 credits Pace is 66.67% (2/3) GPA is 2.00 at all times Clock Hour Program 900 clock hours – usually takes 8 months Maximum timeframe of 12 months Pace is 300 out of 450 clock hours GPA is 2.00 at all times Not using warnings – only appeals

References HEA Sec 484( c) Regulations (10/29/2010 Federal Register) – 34 CFR ( e) – 34 CRF (f) – 34 CRF Student Aid Handbook Volume 1 Student Eligibility

Today’s Presenters Robert Muhammad, Director of Financial Aid Winston-Salem State University (336) Sarah Evans, Director of Financial Aid Rockingham Community College (336)