Standards of Academic Programs - OASFAA

Document Sample
Standards of Academic Programs - OASFAA Powered By Docstoc
					 Standards of Academic Progress
• Presenters:
  – David Metz- Columbus State Community
  – Tanya Lundy- University of Akron
  – Emily Swain- Mount Union College

                                  forty years strong
•   Statutory Requirements
•   Regulatory Requirements
•   SAP Standards
•   Best practices
    – The University of Akron
    – Columbus State Community College
    – Mount Union College
• Challenges
• Resources
                                         forty years strong
      Statutory Requirements
• Higher Education 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.”

                                           forty years strong
         Statutory Requirements
• HEA 484 (c)
   -The institution must determine at the end of the second Award
       • 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

                                                     forty years strong
     Regulatory Requirements
• 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

                                         forty years strong
      Regulatory Requirements
• Must include the following elements
  – Qualitative component – grades
  – Quantitative component – maximum timeframe
  – Consistent application within categories of students
  – Provide the timeframe for the determination of SAP
  – Appeals procedure
  – Provide procedures to re-establish SAP

                                            forty years strong
  SAP standards must include:
• 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.

                                      forty years strong
  SAP standards must include:
• 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

                                   forty years strong
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 monies.

                                  forty years strong
       Exceptions may include:
• 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
• 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.

                                             forty years strong
The Standards should address:
• 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.

                                        forty years strong
     Columbus State Community
• 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
• CSCC students are notified of SAP Restrictions
  via their college e-mail account.

                                     forty years strong
  Columbus State’s SAP Policy
• 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

                                               forty years strong
                The 67% Rule
• Students must complete 67% of Attempted Credit Hours
   – Calculated by dividing total hours completed by total
     hours attempted
   – 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

                                            forty years strong
       The GPA Requirement
• Students must meet a    Credit Hours   GPA
  sliding minimum GPA     Attempted      Required
  standard as reflected   1-9            1.0
  in 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
                                         forty years strong
Completion of Degree (The 150% Rule)

• In order 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

                             forty years strong
              Regaining Eligibility
• 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

                                                               forty years strong
     SAP Appeals - The Basics
• 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.

                                           forty years strong
   SAP Appeals – 150% Rule
• 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

                                                forty years strong
 Second Associate Degree and the
           150% Rule
• 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
• 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.

                                           forty years strong
SAP Appeals – The Application
• 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.

                                          forty years strong
     SAP Appeals – The Review
• “Circumstantial” appeals are reviewed by the “Internal SAP
  Committee made up of Financial Aid Staff Members.
• 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.

                                                    forty years strong
     SAP Appeals – The Review
• If the initial appeal is not approved by the Internal SAP Committee it
  is forwarded to the Chairperson for the External SAP Appeal
• 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.

                                                       forty years strong
           University of Akron

•   Four Year Public Institution
    – Standards of Satisfactory Academic
      Progress report is reviewed at the end of
      each semester

                                       forty years strong
• 1st violation – students are sent a warning letter
  with a copy of the SAP policy

• 2nd violation – students are sent an ineligible for
  aid letter

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

                                        forty years strong

• Students are sent an ineligible for aid letter

• Maximum time frame appeal form is
  included, which must be completed and
  signed by their academic advisor

                                    forty years strong
• 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

                                           forty years strong
   Mount Union College

Four Year Private Institution
     Students are evaluated for SAP
     compliance once per year at the
     end of the Spring Semester.

                               forty years strong
        Mount Union College
• 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
                                   forty years strong
         Mount Union College
Upcoming Challenges:      Necessary Actions:
• Increase in part-time   • Constant need to
  students enrolled at      reevaluate
  the College             • Communicate with
• Starting a graduate       Academic Dean’s
  program May 2009          Office
                          • Continue to update
                            policy & inform

                                     forty years strong
       Challenges for Schools
• 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.
                                    forty years strong
  – Online presentations and handouts from
    recent conferences
• FSA Handbook
• FSA Fall 2008 Conference handouts will
  be available soon
• Network with a like school while at
                                    forty years strong
forty years strong