The University of Texas at El Paso SATISFACTORY ACADEMIC PROGRESS (SAP) Policy

Transcription

1 The University of Texas at El Paso SATISFACTORY ACADEMIC PROGRESS (SAP) Policy The University of Texas at El Paso (UTEP) is mandated by the US Department of Education (DOE) to establish minimum Satisfactory Academic Progress (SAP) standards for students receiving financial aid. UTEP s SAP policy encourages a student to progress, in a successful and timely manner, toward completion of their program of study (degree) for which the student is receiving financial aid. At UTEP, SAP is comprised of a qualitative standard and a quantitative standard (see below for explanations). These standards apply to the student s entire academic history, whether financial aid was received or not, and to all types of aid awarded (federal, state, and institutional grants, loans and work study). UTEP s Office of Student Financial Aid will evaluate a student s SAP status at the end of the academic year. Students who reach the maximum timeframe and those under financial aid probation will be reviewed at the end of every semester. The end of the academic year at UTEP is when the summer grades are posted. However, students who do not attend the summer will have their SAP reviewed in July. A student may check their current SAP status by going to Goldmine after all course grades are posted. A student will receive a letter notification if they meet any of the following requirements: low GPA and/or failing to complete 75% of attempted hours* and/or exceeding the maximum timeframe (see below for explanations). QUALITATIVE AND QUANTITATIVE SAP STANDARDS I. Qualitative Standard: Grade Point Average (GPA) GPA is the qualitative cumulative measurement used to track the quality of a student s academic performance at UTEP. To remain eligible for financial aid, a student must maintain at least a 2.00 GPA if pursuing an undergraduate degree, and a 3.00 GPA if pursuing a graduate degree. Students pursuing certification programs must meet the GPA requirements of the certification to remain eligible. Certain financial aid programs may require a higher GPA standard for those students pursuing an undergraduate degree. The table below illustrates the financial aid programs and the applicable GPA requirement by academic level.

2 Table 1: Financial Aid Programs and GPA Requirement by Academic Level Academic Level Financial Aid Program GPA Requirement Undergraduate All Other Aid 2.0 TEACH Grant 3.25 Texas Grant: Initial Award 2.0 Texas Grant: Renewal Award 2.5 Graduate All Aid 3.0 TEACH Grant 3.25 Alternative Teacher Cert Program All Aid 2.5 II. Quantitative Standard: Maximum Timeframe and Measurable Progress The quantitative standard, as defined by the DOE, tracks the amount of credit hours attempted toward completion of an eligible degree program and whether the appropriate proportion of those hours are completed without surpassing the maximum number of hours allowed for such a degree. (The DOE provides a glossary of terms at A. Maximum Timeframe Undergraduate and graduate students, receiving financial aid, cannot attempt more than 150% of the published length of the eligible degree program as measured by credit hours. Transfer hours accepted into a student's UTEP degree are used in the "maximum timeframe" calculation. (Students may view their Degree Evaluation online via Goldmine, under the Student Records link) For example: A student s eligible degree program (degree plan) requires 120 total credit hours. The maximum timeframe would equal 150% of 120 credit hours or 180 credit hours To calculate maximum timeframe simple multiply 1.5 by the required total credit hours. The result is the maximum attempted credit hours allowed before financial aid eligibility runs out. Completed Degree or Change of Major Credit hours obtained in a completed degree (i.e. a certificate, associates, bachelors, masters, etc.) will not affect a student s maximum timeframe as long as the hours are not counted towards the new program s total credit hours. Students who change major may not have the attempted credit hours from the previous major count against the maximum time frame as long as the hours are not counted towards the new program s total credit hours.

3 B. Measurable Progress Undergraduate and graduate students, receiving financial aid, must demonstrate progression toward degree or certificate completion. The DOE calls progress toward a degree or certification measurable progress. Measurable Progress is determined by the cumulative completion of at least 75% of all attempted credit hours in an academic year. Transfer credit hours accepted into a student's UTEP degree are not used in the "measurable progress" calculation. Certain financial aid programs may require a specific number of completed hours for those students pursuing an undergraduate degree. The table below illustrates the financial aid programs and the applicable Measurable Progress requirement by academic level. Table 2: Financial Aid Programs and Measurable Progress Requirement by Academic Level Academic Level Financial Aid Program Measurable Progress Requirement Undergraduate All other aid 75% of attempted credit hours TEACH Grant 75% of attempted credit hours Texas Grant 24 completed credit hours UTEP Promise 30 completed credit hours Graduate All Aid 75% of attempted credit hours Alternative Teacher Cert Program All Aid 75% of attempted credit hours The chart below provides students with a guide to determine if the Measurable Progress standard is being met. Determine the number of attempted credit hours a student must earn to remain in good SAP standing, find the cumulative total number of credit hours attempted at UTEP in column A. The number found in column B is the minimum number of credit hours the student needs to have earned to satisfy Measurable Progress.

4 Table 3: Measurable Progress Guide A: Attempted B: Completed A: Attempted B: Completed 6 to to to to to to to to to to to to to to to to to to to to to to to to to to to to to to to to to to to to to to to to to to to to to to to to to NOTE: Repeated Course(s): * Students who repeat a course(s) to improve their GPA are cautioned that previously attempted hours will remain on their record and therefore could affect their measurable progress. * Credits excluded for repetition of UTEP freshman level courses (1XXX) for the first time: Only grade of D earned the first attempt will be part of the measurable progress criteria. (The previously earned grade is automatically excluded from the GPA calculation. Both grades earned remain on the academic record and the record will be annotated with the symbol (E Excluded) next to the first grade as stated on the catalog)

5 Modular Math: Modular math classes taken prior to fall 2010 (MATH 1411 and MATH 1508) will not be counted in evaluating measurable progress, but they will be considered in measuring the maximum timeframe. Grades Affecting Measurable Progress: The following grades are not considered credit hours earned and will affect the 75% measurable progress requirement: F=Failure N=No grade P/F=Pass/Fail I=Incomplete P=In Progress W=Withdrawal U=Unsatisfactory SAP EVALUATION TIME FRAME, TERMINATION, RESTORING FINANCIAL AID ELIGIBILITY AND PROBATION I. SAP Evaluation Time Frame SAP is evaluated at the end of each academic year when grades are posted by the Registrar s Office in August with the exception of: a. Students who reach the maximum timeframe; or b. Students who are on Academic Plan at the end of the semester II. Termination Termination of financial aid indicates students are not eligible for any type of financial aid (grants, loans and work study) and may occur for the following reasons: a. Student did not meet all SAP requirements b. Student did not complete the academic plan c. Students who have reached their maximum timeframe Students who are terminated will not receive financial aid and will be sent a letter notifying them of termination. At this point, in order to be reinstated, a student will need to restore financial aid eligibility. III. Restoring Financial Aid Eligibility

6 A student may restore federal student aid eligibility after a termination when: a. The student improves their academic performance to meet the school s SAP standards noted above, or b. The student successfully appeals their financial aid termination IV. Probation Students, whose appeal is approved, will be considered to receive financial aid under a Probation status. EXTENUATING CIRCUMSTANCES, GOOD SEMESTER, APPEAL, AND ACADEMIC PLAN I. Extenuating Circumstances An extenuating circumstance is required when a student is terminated from financial aid and would like to appeal. Some examples of extenuating circumstances are listed on the chart below. Supporting Documents are mandatory for the reasons listed below. All extenuating circumstances must be resolved before the appeal is submitted. Table 4: Extenuating Circumstances Extenuating Circumstance Documentation Type 1. Death in the immediate family Death Certificate or News Paper Clip 2. Accidents Insurance Claim/Police Report 3. Unexpected loss of job or attaining a job due to sudden events beyond their control or having to work because the parent suddenly lost their job Letter of Unemployment; Notice from employer; and documentation for event that caused need of additional job 4. Legal matters (divorce/separation) Court Order, Letter from Attorney 5. Military deployment Orders 6. Medical Complete Medical Form OR Document(s) that address the following: 1. Medical Condition 2. Length of Treatment 3. Reason for Treatment 4. Physicians Release 7. Good Semester/Completing Associate s Degree Goldmine should have grades for "good semester" and for Associate's Degrees, provide UTEP an official grade transcript. 8. Other circumstances not listed in 1 7 Check with the Office of Student Financial Aid II. Good Semester A good semester is required when a student is terminated from financial aid and does not have extenuating circumstances for an appeal. A good semester is achieved when a student, who is currently ineligible for financial aid, registers for one semester to improve their academic performance. Financial

7 aid is not available during this semester (if the good semester is attempted at UTEP, alternative payment options are available at A good semester is: The most recently attempted semester The student registering for at least 6 credit hours (college level) at ONE accredited institution of higher education The student earning 75% of all attempted semester credit hours The student earning a 2.00 GPA if undergraduate or a 3.0 GPA if graduate for the semester (GPA does not transfer and transcripts are required to verify GPA for a good semester taken at another accredited institution of higher education) Once a good semester is completed (when all registered parts of term are completed for the semester), students may submit an appeal after grades are available. If the appeal is approved, financial aid will be offered for the following semester at UTEP. III. Appeal Students interested in an appeal must first consult with Office of Student Financial Aid (OSFA) staff on a walk in basis. OSFA will determine if an appeal is available to a student who is terminated for financial aid and believes they have extenuating circumstances that prevented them from making SAP. OSFA will also determine if an appeal is available to a student who is terminated for financial aid and has completed a good semester. Students on academic suspension must clear the suspension before requesting an appeal. Any student anticipating the necessity of requesting an appeal should be prepared to make payment arrangements for his or her own tuition and related fees, in the event the appeal result is unknown by the tuition deadline. (Payment options are available at An appeal must be submitted prior to the last day of instruction for the semester financial aid is being requested. Starting October 2014, an appeal is submitted by appointment only. If a student believes he or she has grounds for an appeal, the student must: 1. Request an appeal form from OSFA (204 Mike Loya Academic Services Building). If at the time of the request it is determined a student is not eligible for an appeal the form will not be given 2. Review the UTEP Appeal Procedures available on the appeal form 3. Type a personal statement: a. Addressed to: The Office of Student Financial Aid at UTEP

8 b. The introduction must include the student s name, major, minor (if any) and projected graduation date. Also, indicate if the student has earned a bachelor s, certification, or master s degree. c. The body of the letter must explain each of the circumstances that prevented the student from meeting SAP and make clear reference to all supporting documentation included in the statement. d. The closing statement must clearly state how each of the circumstances that prevented the student from meeting SAP have changed and would, therefore, demonstrate all SAP requirements will be met at the next SAP evaluation NOTE: For c. and d. above each semester that affected a student s SAP eligibility must be addressed. 4. Provide any referenced supporting documentation relevant to the semester(s) in question at the time the appeal is submitted 5. If the cumulative GPA for an undergraduate student is 2.0 or less and the student has been suspended, a copy of the Petition for Reinstatement is required. The Petition for Reinstatement is provided by the Academic Dean s Office 6. If the student has completed 170 credit hours or more, the OSFA will access the Degree Evaluation via Goldmine and a copy will be attached to the appeal form. If the information is not available on Goldmine or if the degree evaluation is not current, we cannot accept the appeal form. The student must visit their UTEP academic advisor and resolve the matter. View your degree evaluation at: a. Log in with your UTEP username and password b. Select Student Records c. Select Degree Evaluation d. Pick a term and submit e. Select Generate New Evaluation at the bottom of the screen f. Chose the program you are following, then Generate Request The appeal will be reviewed and a decision will be made by the OSFA staff at the time the appeal is submitted. If the decision is contested by the student another appeal must be submitted for review by the Financial Aid Internal Review (FAIR) committee. The FAIR will review the appeal and make the final decision. Students will be contacted via phone, up to a month, after the appeal is submitted to FAIR to return to OSFA, pick up the results, and sign their appeal form. Students may only appeal more than once if there are different extenuating circumstances. Students, whose appeal is approved, will be considered to receive financial aid under a Probation status and will be given an Academic Plan. Students, who have no grounds to appeal or whose appeal is denied, will not receive financial aid. In

9 these cases, the student will need to complete a Good Semester (Section II) before requesting a subsequent appeal. Students will not be allowed to appeal for more than 2 consecutive semesters. Students who fall under this stipulation must attend one Good Semester prior to appealing again. IV. Appeal Limits A student is limited to the number of appeals they are allowed to submit. Whether their appeal is approved or denied, the submission of an appeal for review will count toward the limit. Whether an appeal is reviewed by an OSFA Staff member or by the FAIR Committee will count toward the limit. The number of appeals a student is allowed to submit is: Undergraduate Degree: 3 appeals Graduate Degree: 2 appeals Doctoral Degree: 2 appeals Alternative Teacher Certification: 1 appeal Post Baccalaureate: 1 appeal Eligible Certificate Programs: 1 appeal V. Academic Plan The academic plan will be given only to a student who successfully appeals their financial aid termination. The academic plan must be met every semester as indicated and it may be revised by OSFA as the student makes progress towards graduation or if enrollment information changes from what was indicated at the time of the appeal. Consortium Agreements will not be processed for students under Academic Plan. OPTION II, ACADEMIC FRESH START, TRANSFER STUDENTS I. Option II or Academic Fresh Start DOE does not recognize Academic Fresh Start or Option II and requires an institution to count courses applicable to a student s major (whenever taken even if financial aid was not received for these courses) in evaluating a student s SAP. A student who returns to UTEP under Academic Fresh Start or Option II will not be eligible for financial aid. The student will be placed on termination immediately after being granted an Academic Fresh Start or Option II. II. Transfer Students Undergraduate students, who begin their academic career at another postsecondary institution and subsequently transfer to UTEP, must have their transcript evaluated by UTEP s Undergraduate Admissions and Recruitment Office. Transfer credit hours accepted into a student's UTEP degree are not

10 used in the "measurable progress" calculation. However, transfer credit hours accepted into a student s UTEP degree will be counted toward their maximum timeframe. Financial aid eligibility is identical to that of UTEP students with comparable credit hours. Note: The procedures and policies listed above are subject to change without advance notice based on changes to federal laws, federal regulations, or school policies. If changes are made, students must abide by the most current policy. The Federal Title IV Satisfactory Academic Policy (SAP) is very encompassing and this is intended to be an overview of the policies and procedures that govern regulations pertaining to Title IV SAP. Glossary of Financial Aid Terms available at: