Document Sample
StandardsOfAcademicProgress Powered By Docstoc
					      Standards of Academic Progress

   Presenters:
    ◦ David Metz- Columbus State Community College
    ◦ Tanya Lundy- University of Akron
    ◦ Emily Swain- Mount Union College

                                        Back to the Future
   Statutory Requirements
   Regulatory Requirements
   SAP Standards
   Best practices
    ◦ The University of Akron
    ◦ Columbus State Community College
    ◦ Mount Union College
   Challenges
   Resources
 HigherEducation Act (HEA)
    -484 (a) and (c)

 “In order to receive Title IV aid, a student must be
 maintaining Satisfactory Academic Progress (SAP) in a
 program of study in accordance with the institution’s
 standards for a student enrolled in the same
 educational program who is not receiving assistance
 under a Federal Student Aid program.”
   HEA 484 (c)
    -The institution must determine at the end of the second
      Award Year
       That the student has a “C” average, or equivalent, or
       Academic standing consistent with the requirements for
        - The school must have a policy for undue hardship for;
           • The death of a relative
           • Personal injury or illness of the student
           • Special circumstances as determined by the school
   34 CFR 668.16 (e)
    - Each school must establish, publish, and apply
      reasonable standards for measuring SAP
    - Can be the same or more strict than the school’s
      other standards for students in the same program
    • 34 CFR 668.34
      - Student must have a “C” average after 2nd year
      - Must make SAP determination at least once a
   Must include the following elements
    ◦ Qualitative component – grades
    ◦ Quantitative component – maximum timeframe
    ◦ Consistent application within categories of
    ◦ Provide the timeframe for the determination of
    ◦ Appeals procedure
    ◦ Provide procedures to re-establish SAP
   A qualitative component
    ◦ The law specifies that by the end of the second
      academic year (regardless of how many credits the
      student has accrued), the student must have a “C”
      average or its equivalent or have an academic
      standing consistent with the requirement for
      graduation from the program.
   A quantitative component
    ◦ The school must set a maximum time frame in
      which a student is expected to complete a
    ◦ For an undergraduate program the time frame
      cannot exceed 150% of the published length of the
      program measured in academic years or terms,
      credit hours attempted, or clock hours completed,
      as determined by the school.
All periods of a student’s enrollment must
       be included in determining the
   qualitative and quantitative measures,
   even those periods where the student
 attended but did not receive financial aid
   For transfer students, a school must at least count
    those transfer credits that apply towards the current
    program (although the school may count all work from
    a previous school)
   When a school has a written policy that allows only the
    highest or most recent grade to be counted, Financial
    Aid may exclude the grade for the prior attempt from
    the qualitative standard but it must count the credits
    attempted when considering the quantitative standard.
   Specific policies defining the effect of incomplete
    course grades, withdrawals, repetitions, and non
    credit work.
   Specific procedures for students to appeal a
    determination when they are not making satisfactory
    academic progress.
   Specific procedures for students to re-establish that
    he/she is maintaining satisfactory progress.
   Two Year State Institution
   Enrollment is 24,000 plus
   Students are evaluated for SAP compliance once per
    year at the end of Spring Quarter. Students who have
    failed to meet any of three standards are placed on
    Financial Aid Restriction.
   CSCC students are notified of SAP Restrictions via
    their college e-mail account.
   Student must meet three standards in order to
    maintain FSA eligibility.
    1.Minimum completion Rate of 67%
       Meets the QUALITATIVE component of the regulations
    2.Minimum GPA
       Meets the QUALITATIVE component of the regulations
    3.Completion of Degree (The 150% Rule)
       Meets the QUANTITATIVE component of the regulations
   Students must complete 67% of Attempted Credit Hours
    ◦ Calculated by dividing total hours completed by total hours
    ◦ Grades considered Satisfactorily completed are:
       A, B, C, D, S, K, Y, and KD.
    ◦ Grades considered attempted, but are NOT completed
      Satisfactorily are:
       E, U, W, I, P, V, Z, and MG
    ◦ Grades not listed above are not considered in the
   Students must meet a       Credit Hours   GPA Required
    sliding minimum GPA
    standard as reflected in   1-9            1.0
    chart.                     10-19          1.4
                               20-29          1.5
                               30-39          1.6
                               40-49          1.7
                               50-59          1.8
                               60-84          1.9
                               85+            2.0
 Inorder to maintain FSA eligibility,
 students must complete their first
 associate degree or certificate program
 within 150% of the published length of
 the program as measured by credit
 hours attempted.
   Eligibility for FSA can be re-established by two means:

    1.Attend classes without the use of FSA until completing
      an adequate number of credit hours to bring their
      completion rate up to the 67% minimum, or raise their
      GPA to the required minimum.
       It is the responsibility of the student to notify the Financial Aid Office
        when they are once again in compliance with SAP standards.
       Note: Credit hours transferred from another college cannot be used to
        make up a credit hour deficiency.

    2.If extenuating circumstances exist, students may file an
   Students who do not meet SAP standards for
    Completion Rate and/or GPA due to unexpected,
    extenuating circumstances may appeal their financial
    aid restriction.
    ◦ Extenuating circumstances include: Medical
      Emergency, Death of a Family Member,
      Unexpected Military Duty, Error on the Part of the
      College, or Other Mitigating Circumstance

   Students are eligible for only TWO approved appeals
    during their academic career at CSCC.
   Students exceeding the 150% rule can appeal
    for an extension if they can be demonstrate
    reasonable cause as to why they were unable
    to complete their degree within the allotted
    ◦ Reasonable cause may include: Transfer credits not counted
      toward program of study at CSCC
    ◦ ESL or DEV credits taken at CSCC do not count toward program
      of study
    ◦ Other unforeseen mitigating circumstance
   Students who have completed an associate degree at
    CSCC may return to pursue a second associate degree.
    They can be granted an additional 50 attempted
    credit hours to complete the second degree.
   These students must meet with their financial aid
    advisor evaluation of their case in order to have their
    SAP restriction lifted.
   If the student exceeds the additional 50 credit hours
    and has not completed the second degree, FSA
    eligibility is terminated.
   Appeal forms can be obtained in the Financial Aid
    Office or downloaded from
   The completed form and accompanying personal
    statement and supporting documentation are
    returned to the Financial Aid Office.
   The filing deadline each quarter is the second Friday
    of the quarter for which the student is requesting
    reinstatement. Appeals received after the deadline
    will be considered for the next quarter.
 “Circumstantial” appeals are reviewed by the “Internal
    SAP Committee made up of Financial Aid Staff
   Committee members are not made know to students.
   Students do NOT have a right to meet with the Internal
    SAP Committee, nor are they referred to members of
    the committee for questions about appeals.
    ◦ Questions about appeals are forwarded to
      Financial Aid Customer Service or the student’s
      Financial Aid Advisor.
   Students are notified of decisions by U.S. Mail.
   If the initial appeal is not approved by the Internal SAP
    Committee it is forwarded to the Chairperson for the External
    SAP Appeal Committee.
   The External SAP Committee is Chaired by a Financial Aid
    Department staff member, but voting members consist of staff,
    faculty, and administrators from other areas of CSCC.
   The student is notified of the opportunity to supply additional
    documentation in support of the original appeal.
   If the student does supply new supporting documentation, the
    appeal is forwarded to the External SAP Committee and student
    may request a personal interview with that committee.
   The External Committee considers new documentation and the
    in person statement of the students prior to making a decision.
   The decision of the External SAP Appeal Committee is final.
Four Year Public Institution
   Standards of Satisfactory
  Academic Progress report is
  reviewed at the end of each
   1st violation – students are sent a warning letter with a
    copy of the SAP policy

   2nd violation – students are sent an ineligible for aid

   Students may appeal if there were mitigating
    circumstances. Third party documentation required

   Students are sent an ineligible for aid letter

   Maximum time frame appeal form is included, which
    must be completed and signed by their academic
   Department partners for success and retention

   Workshops with First Year Experience Team

   Workshops with Academic Advising

   Workshops with First Year Experience Team

   Workshops with Student Success classes
   Four Year Private Institution
    ◦      Students are evaluated for SAP compliance once per year
        at the end of the Spring Semester.
   Four year private institution
   Enrollment is about 2,200 undergraduate
   1st violation – receive a probation letter from Student
    Financial Services and the Academic Dean
   2nd violation – student is academically withdrawn
    from the College
   Students may appeal
Upcoming Challenges:            Necessary Actions:
 Increase in part-time          Constant need to reevaluate
  students enrolled at the       Communicate with Academic
  College                         Dean’s Office
 Starting a graduate program    Continue to update policy &
  May 2009                        inform students
   Compare the policy in your school catalog with the online
    policy, and all paper documents (including award letter). They
    must all match.
   System capability
   Make sure you’re doing what’s written in your school’s Policy
    and Procedures Manual.
   Rules haven’t changed but stay
    up to date on available resources.
    ◦ Online presentations and handouts from recent conferences
   FSA Handbook
   FSA Fall 2008 Conference handouts will be available
   Network with a like school while at conference.