Standards of Academic Progress

1. Standards of Academic Progress • Presenters: • David Metz- Columbus State Community College • Tanya Lundy- University of Akron • Emily Swain- Mount Union College

2. Outline • Statutory Requirements • Regulatory Requirements • SAP Standards • Best practices • The University of Akron • Columbus State Community College • Mount Union College • Challenges • Resources

3. 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.”

4. Statutory Requirements • 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 graduation. - 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

5. 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 year

6. 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

7. 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.

8. SAP standards must include: • A quantitative component • The school must set a maximum time frame in which a student is expected to complete a program. • 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.

9. 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.

10. 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 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.

11. 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.

12. Columbus State Community College • 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.

13. Columbus State’s SAP Policy • Student must meet three standards in order to maintain FSA eligibility. • Minimum completion Rate of 67% • Meets the QUALITATIVE component of the regulations • Minimum GPA • Meets the QUALITATIVE component of the regulations • Completion of Degree (The 150% Rule) • Meets the QUANTITATIVE component of the regulations

14. 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 calculation

15. The GPA Requirement • Students must meet a sliding minimum GPA standard as reflected in chart.

16. 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 attempted.

17. Regaining Eligibility • Eligibility for FSA can be re-established by two means: • 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. • If extenuating circumstances exist, students may file an appeal.

18. 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.

19. 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 time. • 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

20. 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 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.

21. SAP Appeals – The Application • Appeal forms can be obtained in the Financial Aid Office or downloaded from http://cscc.edu/FinancialAid/forms.htm. • 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.

22. 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.

23. 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 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.

24. University of Akron • Four Year Public Institution • Standards of Satisfactory Academic Progress report is reviewed at the end of each semester

25. 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 required

26. MAXIMUM TIME FRAME • 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

27. 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

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

29. 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

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

31. 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.

32. Resources • www.nasfaa.org • 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 conference.

33. QUESTIONS???