Satisfactory Academic Progress

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1 Satisfactory Academic Progress Federal regulations require Motlow College to establish and apply reasonable standards of satisfactory academic progress for the purpose of awarding financial assistance under the Title IV programs authorized by the Higher Education Act of 1965 as amended (CFR ). Resulting from the Federal Program Integrity Rules of October 29, 2010, Motlow College has revised this policy effective July 1, Motlow College complies with this requirement by monitoring each student's "overall combined" cumulative grade point average (GPA), semester complete withdrawals or failures, "overall combined" pass-rate (number of credit hours passed divided by credit hours attempted), and "overall" maximum time frame for completion of the student's program of study. "Overall combined" is inclusive of college level and remedial/developmental (learning support) coursework. "Overall" only includes college level coursework. Motlow College also evaluates continuing financial aid eligibility following the completion of a degree and/or certificate as identified in the Admissions and Records database. This policy is applicable to Federal Title IV Programs, State Programs inclusive of the Tennessee Student Assistance Award and the Tennessee Education Lottery Scholarship, and various Motlow College Scholarship Programs. References to financial aid within this policy apply to these programs. The following measurements apply whether or not a student received financial aid during the period(s) being measured. This policy is used to determine satisfactory academic progress for financial aid. Other federal, state, private, and institutional assistance programs may have the same or other satisfactory progress requirements not shown. Students should reference the Motlow College on-line Catalog as related to Academic Regulations used to determine acceptable academic standing, whether or not the student is receiving financial aid. Transfer students must have all academic transcripts from each post-secondary institution attended after high school fully evaluated by the admissions and records office prior to the financial aid offices being able to determine satisfactory academic progress. SATISFACTORY ACADEMIC STANDARDS ARE AS FOLLOWS: (NOTE: Students may be deficient in one or more of the following standards.) 1. Grade Point Average (GPA): Federal law requires that the financial aid academic standard must be at least as strict as the school's standard for students enrolled in the same educational program who are not receiving Federal Title IV assistance. Additionally, federal law requires that at the end of the second year, students must have a C average or its equivalent (regardless of how many credits they have accrued) or have an academic standing consistent with the requirement for graduation. Therefore, at the point a student has accumulated greater than 56 attempted hours while in a degree program or greater than 18.1 attempted hours while in a certificate program a 2.0 cumulative overall combined GPA must be maintained. Students that officially/unofficially withdraw from all coursework in a semester or receive all failing grades in a semester are automatically placed on financial aid suspension. In order to maintain the minimum scholastic requirements, the student must maintain a minimum cumulative overall combined GPA based on the number of hours attempted (including transfer and remedial/developmental [learning support] hours) on the following scale: Page 1

2 Degree Level Programs Cumulative Overall Combined Semester Hours Attempted Minimum Overall Combined Cumulative GPA Certificate Level Programs Cumulative Overall Combined Semester Hours Attempted Minimum Overall Combined Cumulative GPA and above and above 2.0 Students are evaluated each semester on whether or not they have maintained the required cumulative overall combined GPA based on the total number of hours attempted and complete withdrawals/failures for the semester. It is important to note that transfer courses evaluated by admissions and records count in determining the cumulative overall combined GPA. Suspension: Students who have not achieved the appropriate GPA requirements outlined above by the end of the semester will be suspended from financial aid for subsequent semesters. Students may still be eligible for other college funds during periods of suspension from financial aid. The financial aid status will indicate one of the following: BELOW REQUIRED GPA, WITHDREW COMPLETELY, GPA, or ZERO. 2. PACE Standard (Percentage of Credit Hours Passed): Pace is progression toward completion of the student's program of study. Federal law requires that students must progress toward completion of the eligible program of study at a percentage rate that will allow the student to complete the program of study within the Maximum Timeframe allowed for the program of study. At Motlow College, this limitation is also applied toward state and specified institutional scholarship programs. Student s must minimally pass 67% of their cumulative "overall combined" credits attempted to remain in "Good Standing" for financial aid. Grades of "A", "B", "C", "D", "P", or "S", including any" +" or "-" options, count as credit hours passed. All courses for credit will be counted as hours attempted including withdrawals, incompletes, repeated coursework, and coursework graded as IP, NR, F, FA, I, "IF", "U", W, WC, "WD", "WF", "WP", and "AU". "Overall combined" includes college level coursework and remedial / developmental (learning support) coursework, including all transfer work counted by admissions and records in academic history. The 67% pass rate is determined by dividing the cumulative "overall combined" number of credit hours the student has passed by the "overall combined" cumulative number of hours the student has attempted. Students are evaluated each semester on whether or not they have maintained the required PACE standards. It is important to note that transfer hours evaluated by admissions and records count in determining this calculation. Suspension: Students who have not achieved an "overall combined" Pace of 67% by the end of the semester will be suspended from financial aid for subsequent semesters. Students may still be eligible for other college funds during periods of suspension from financial aid. The financial aid status will indicate one of the following: BELOW 67% COMPLETION RATE, FAIL TO MAINTAIN PACE, PACE, or PTERM Page 2

3 3. Maximum Timeframe Standard: Federal law allows students to receive Title IV assistance up to 150% of the program's published length. At Motlow College, this limitation is also applied toward state and specified institutional scholarship programs. The maximum timeframe for the completion of an associate s degree is limited to 150% of the program's published length. Most associate programs at Motlow College require 60 credit hours. Therefore, the maximum attempted associate college level credit hours allowed is 90 credit hours. This timeframe limitation may not include remedial or developmental (learning support) courses for which the maximum federal limitation is 30 attempted credit hours. The 90 credit hours include all transfer attempted undergraduate college level credit hours and all Motlow College attempted undergraduate college level credit hours. Most certificate programs at Motlow College require 24 credit hours. Therefore, the maximum attempted undergraduate college level credit hours allowed is 36 credit hours. This timeframe limitation may not include remedial or developmental (learning support) courses for which the maximum federal limitation is 30 attempted credit hours. The 36 credit hours include all transfer attempted undergraduate college level credit hours and all Motlow College attempted undergraduate college level credit hours. Students are evaluated each semester on whether or not they have reached the Maximum Timeframe limits. It is important to note that transfer hours evaluated by admissions and records count in determining this calculation. Suspension: Students who have reached their Maximum Timeframe will be suspended from financial aid for subsequent semesters. Students may still be eligible for other college funds during periods of suspension from financial aid. The financial aid status will indicate one of the following: EXCEEDED MAXIMUM HOURS, or MAXHRS. 4. Additional Degrees/Certificates: Students who have already earned a degree and/or certificate from Motlow College or any other educational institution that is posted in the student record will be placed on suspension for financial aid purposes. Students will have the opportunity to file an appeal to receive financial aid for an additional degree/certificate. If the appeal is granted, appropriate financial aid may be reinstated for the approved semester with an appeal required for each subsequent semester until the additional degree/certificate is obtained. Students with a bachelor's degree or higher but are working on another undergraduate degree/certificate may be eligible to receive Federal Direct Loans at the undergraduate limit if an appeal is approved. Students must submit a completed Financial Aid Appeal form to receive consideration. The Financial Aid Office may allow additional hours needed to complete an additional degree/certificate to the existing "overall" credit hours previously attempted for the first degree/certificate. Note: A student already earning an A.A., A.S., A.A.S., A.S.T., or Certificate will not be allowed to receive financial aid for an additional degree/certificate or concentration in the same area. Consideration will only be given to students attempting to receive a degree/certificate in a different degree type. Students are evaluated each semester on whether or not they have earned a degree or certificate. It is important to note that transfer degrees and/or certificates posted by admissions and records count in the evaluation of this standard. Suspension: Students who have earned a degree and/or certificate will be suspended from financial aid for subsequent semesters. Students may still be eligible for other college funds during periods of suspension from financial aid. The financial aid status will indicate one of the following: ALREADY RECEIVED A DEGREE, or HASDEG Page 3

4 TREATMENT OF REPEATED COURSE WORK: Students should refer to the Academic Regulations within the undergraduate catalog as related to how repeats are counted in the GPA calculation. For the purpose of this policy, all attempted undergraduate attempted college level credit hours are included in both the Pace and Maximum Timeframe measurements, inclusive of credit hours associated with all repeated coursework. Additionally, all attempted undergraduate remedial/developmental (learning support) coursework is included in the remedial/developmental (learning support) 30 attempted credit hour limitations, inclusive of credit hours associated with all repeated R&D coursework. When determining a student's enrollment status for Federal Title IV purposes, Motlow College may pay for repeated coursework through the above specified financial aid programs. However, Motlow College cannot pay for more than one repetition of a previously passed course. The Tennessee Education Lottery Scholarship Program has additional rules as related to repeated coursework. ACADEMIC FRESH START AND FINANCIAL AID ELIGIBILITY: The Department of Education addresses Academic Fresh Start as Academic amnesty/renewal. Federal financial aid regulations make no provision for this concept. Therefore, Academic Fresh Start at Motlow College will not benefit a student in relation to financial aid Satisfactory Academic Progress standards. FREQUENCY OF REVIEW: The Financial Aid Office reviews each Standard at the end of each semester (fall, spring, summer) and for all incoming FAFSA s. Students who are suspended from financial aid as related to any of these standards may appeal to the Financial Aid Office. The decision of the Financial Aid Office is final as related to Satisfactory Academic Progress Standards. NOTIFICATION TO STUDENTS: Good Standing: Students that are in good standing for financial aid will have that standing posted inside their MyMotlow account under the Academic Progress link under the Financial Aid tab. The financial aid status will indicate one of the following: GOOD STANDING OR GOODST. Suspension: Students suspended from financial aid will be notified by the Financial Aid Office in a general e- mail sent to their Motlow account from Motlow College Financial Aid. Specific suspension reasons can be seen from within their MyMotlow account under the Academic Progress link under the Financial Aid tab. Probation: Students for whom an appeal has been approved will be notified by the Financial Aid Office by a general sent to their Motlow account from Motlow College Financial Aid. Denial: Students for whom an appeal has been reviewed and denied will be notified by the Financial Aid Office by a general sent to their Motlow account from Motlow College Financial Aid. REINSTATEMENT OF ELIGIBILITY: A student who has lost eligibility for financial aid due to suspension or a denied appeal may be reinstated once the student has subsequently completed coursework (Motlow College and/or transfer) resulting in an appropriate overall combined GPA, and/or an "overall combined" pass rate of 67% (assuming the student is otherwise eligible and also meets the Maximum Timeframe Standard and has not already earned a degree/certificate) Page 4

5 FINANCIAL AID APPEALS: Depending on the timing of when the appeal is submitted, the appeal may not be reviewed prior to when registration fees are due for the upcoming semester. Students may need to be prepared to pay registration fees. If the appeal is approved after the semester begins, the student will be considered for financial aid, if otherwise eligible. If the student pays registration fees out-of-pocket, there is no guarantee that the appeal will be approved. Students may appeal their suspension from financial aid based on the death of a relative, injury or illness of the student, or other personal extenuating circumstances. The review of appeals is based on the merit of the written and documented extenuating circumstance(s). Students may also use the appeal process to appeal their suspension from financial aid for maximum time frame standards and/or earning a degree/certificate. Students are not allowed to appeal in person. Appeal Filing Deadlines: The priority date for submitting an appeal is one week after an notification of a financial aid suspension, but no later than the following dates: Fall Semester August 1 st Spring Semester January 2 nd Summer Semester (including all sessions) May 24 th Appeals received after the above dates may be held for review until the following semester. Steps to file a financial aid Satisfactory Academic Progress Appeal: I. Students must complete and submit a Motlow College Financial Aid Satisfactory Academic Progress Appeal Form that is available on the Motlow College financial aid website under the Satisfactory Academic Progress link ( II. III. Students must submit a signed personal statement (typed or neatly handwritten) including: 1. A detailed explanation of the extenuating circumstances (something that occurred after the beginning of questionable semester(s) that could not have been anticipated) that precluded your ability to meet the Satisfactory Academic Progress Standard(s) requirement (this must be a semester by semester accounting); and, 2. A detailed discussion explaining what has changed about your situation that will allow you to be academically successful during the next period of enrollment. 3. (Only needed in Maximum Timeframe appeals) In the event this appeal is related to exceeding maximum timeframe standards, add a detailed personal statement explaining why you have not completed your degree/certificate within the time allowed. Also, include a detailed accounting on how much time (semesters AND credit hours required) is needed to complete your program of study. 4. (Only needed in Additional Degree/Certificate appeals) Students that have already received a degree and/or certificate and wish to receive consideration for financial aid for an additional degree/certificate will need to add a detailed personal statement discussing the additional degree/certificate sought with an explanation as to why the additional degree/certificate is needed and/or beneficial to their education and career goals. Students must submit supporting documentation pertinent to the semester(s) in question. Examples include a physician's statement on official letterhead, copy of a death certificate, or signed statements on behalf of the student, etc. (NOTE: This documentation will be required again for any future appeals, so remember to keep you a copy.) Page 5

6 IV. Students must submit a copy of their MyMotlow GPS Graduate Planning System. The GPS is used to review the student grades for completed courses (from Motlow College or Transfer). The GPS also lists the student s anticipated enrollment for upcoming semesters. The MyMotlow GPS can be printed on-line by using the following steps: 1. Log in to your MyMotlow account; 2. Select the Student tab; 3. Select the MyMotlow GPS Graduate Planning System link; 4. Wait while the GPS loads your information, then select Print; 5. Attach the GPS printout to your appeal form and submit to the Financial Aid Office along with your written statement and supporting documentation. The Financial Aid Office reviews financial aid appeals as related to the Satisfactory Academic Progress Standards. Students will be notified by regarding the appeal decision. I. If the appeal is approved, the student becomes eligible for financial aid effective with the current semester (if enrolled) or for the next semester enrolled. Federal law requires that the student be placed on Financial Aid Probation and be required to have an academic plan. II. If the appeal is denied, the student remains on financial aid suspension. a. The appeal may be denied based on a lack of documentation. The student will not have the opportunity to re-appeal so all required documentation must be provided with the original appeal form submission. b. The decision is final and cannot be further appealed for one academic year unless the student subsequently attends Motlow College and/or has subsequent transfer coursework. SPECIAL NOTES: Non-Appealable: Federal law requires that at the end of the second year, students must have a C average or its equivalent (regardless of how many credits they have accrued) or have an academic standing consistent with the requirement for graduation. Therefore, at the point a student has accumulated greater than 56 attempted hours while in a degree program or greater than 18.1 attempted hours while in a certificate program a 2.0 cumulative overall combined GPA must be maintained. Mathematically impossible to complete: At any point it becomes mathematically impossible for a student to meet the Satisfactory Academic Progress standards the student becomes ineligible for all Federal financial aid programs. EXCEPTIONS: The College may suspend a student's financial assistance through the above mentioned programs resulting from unusual circumstances that are not accounted for in this policy. Students will be notified of this decision. FINANCIAL AID SATISFACTORY ACADEMIC PROGRESS APPEAL INSTRUCTIONS and FORM: The instructions for completing a financial aid appeal and the appeal form is available at: Page 6

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