Satisfactory Academic Progress Policy

Satisfactory Academic Progress (SAP) denotes a student’s successful completion of coursework toward a degree. Federal regulations require the Office of Student Financial Aid & Scholarships (OSFAS) to monitor the progress of each student toward degree completion. Students who fall behind in their coursework (fail classes), fail to achieve minimum standards for grade point average or fail to complete classes in a maximum timeframe, may lose their eligibility for all types of federal and state aid and university aid administered by OSFAS.

REQUIREMENT FOR MAINTAINING SATISFACTORY ACADEMIC PROGRESS:To maintain SAP, a student must:

  1. Maintain a minimum cumulative grade point average: Undergraduate students (2.00) and Graduate or PhD students (3.00). The GPA will be reviewed at the end of each semester.
  2. Complete at least 67 percent of all credits hours each semester-This will be reviewed at the end of each semester and the aggregate percentage of coursework attempted and passed must equal 67 percent or greater at each review. (For example a student who enrolls for 12 credit hours and completes only 8 credit hours has completed 67 percent of attempted credit hours).
  3. Complete a degree program in a maximum timeframe of no more than 150 percent of the average length of the program. For example, the average number of credit hours it should take to complete most undergraduate degree programs is 122 credit hours. Using that average, 150 percent would equal 183 credit hours which would be the maximum number for which the student could receive financial aid (assuming the above requirements are also met). The maximum number will vary for undergraduate students in programs which require greater than 122 credit hours for completion. The maximum number for a graduate student is 54 and for a PhD student 94.

For transfer students: The number of transfer hours accepted at the point of admission will be used to calculate the student’s remaining eligibility under the 150 percent calculation and will be included in the quantitative calculation which includes number of credits attempted and completed.

For second undergraduate degree students: Second-degree students will be given 150 percent of stated credit hours required for the second degree program.

Withdrawal: A “W” grade which is recorded on the student’s transcript will be included as credits attempted and will have an adverse effect on the student’s ability to maintain satisfactory academic progress. Students who officially withdraw from the University must make up the deficit hours and are encouraged to attend summer school to remove the deficient hours. The successful completion of a course is defined as receiving one of the following grades: A, B, C or D. Courses with grades of F, I, U, and W will not qualify in meeting the minimum standard.

Incomplete (I) grade: An incomplete grade indicates that a student has not finished all course-work required for a grade and is included in the cumulative credits attempted. An incomplete will count toward attempted hours but not as hours passed until a final grade is posted in the Registrar’s Office.

Repeated courses: A student who has received a failing grade in a course may repeat the course and receive financial aid. Students (undergraduate and graduate) may only receive federal financial aid for one repetition (repeat) of a previously passed course. Students who have already passed a course with a grade of D or better may only repeat the class one additional time and receive financial aid for that course. All repeated courses are included in the total attempted hours for SAP evaluation.

Change of Major: A student may change from one major to another during attendance at the University. Students who change from one major to another are still expected to maintain satisfactory academic progress and complete the coursework within the time frame or hours limitation stated unless an appeal is approved. All attempted hours from a prior major are included in the total attempted hours.

Audited courses: Courses audited are not eligible for financial aid and are not counted as either attempted or earned hours.

CONSEQUENCES OF FAILING TO MAINTAIN SATISFACTORY ACADEMIC PROGRESS

Students receiving federal aid who fail to completed qualitative, quantitative, and completion rate after each semester will result in the following:

  1. Financial Aid WARNING Students who fail to meet SAP requirements at the end of the semester will be placed on Financial Aid Warning. Students placed on financial aid warning will not need an appeal; however, failure to make satisfactory academic progress by the end of the financial aid warning period will result in financial aid suspension.
  2. Financial Aid SUSPENSION Student who are placed on Financial Aid Suspension have the option to appeal for Title IV funding. At the end of the semester, students are notified of financial aid suspension and must submit a written letter of appeal along with all supporting documentation to the Office of Financial Aid and Scholarships Appeals Committee by the established deadline (see Appeals Procedures). LATE APPEALS WILL NOT BE REVIEWED. The committee will review the appeals and supporting documentation to determine the student’s financial aid should be reinstated or remain in suspension.  Appeal Denial
    All decisions that are rendered by the Financial Aid Appeals Committee will be final and not subject to further review. Student will remain on Financial Aid Suspension until back in good standing.  Appeal Approval if the SAP appeal committee determines the student eligible for reinstatement of financial aid, he/she will be considered for aid available at the time of reinstatement and will be placed on Financial Aid Probation.
  3. Financial Aid PROBATION
    During the Financial Aid Probation period, the student will be required to sign a financial aid academic agreement with his/her financial aid counselor before federal aid is reinstated for the semester. Upon completion of the financial aid academic agreement, the student will be required to meet all stipulations within the agreement. Failure to do so will result in suspension of financial aid until student in back in good standing.

    • Must maintain a minimum GPA of 2.5
    • Must maintain full-time enrollment status
    • Student cannot receive a grade of D, F, I or W NOTE: If the student does not enroll for the semester of financial aid probation, the approval stands for the following semester.
REGAINING FINANCIAL AID ELIGIBILITYA student can regain eligibility by doing these three things and notifying the Prairie View A&M Office of Student Financial Aid & Scholarships when they have been accomplished:

  1. Complete a minimum of 12 credit hours or 8 credit hours for graduate students at Prairie View without the benefit of financial aid. Students may take the credits at another institution of higher education if approved by their academic advisor; and
  2. Achieve a minimum GPA of 2.0 for undergraduates and 3.0 for graduate students; and
  3. Complete 100 percent of attempted credit hours.

Appeal Procedures

Students who fail to meet the Satisfactory Academic Progress may appeal the suspension of their student financial aid. Letters of appeal should be based on a mitigating circumstance that negatively impacted the student’s ability to meet the required standards. Examples of such circumstance may include, but are not limited to:

  • Death or prolonged illness of an immediate family member
  • Medical illness by the student that created undue hardship
  • Natural disasters beyond the control of the student or other personal or family matters/situations that may have negatively impacted the students’ ability to meet the required standards.
  • If applicable, documentation that supports any 1retroactive changes that may have occurred.  Steps in the APPEAL PROCESS:

1. Students must submit a completed SAP Appeal form to the Office of Student Financial Aid & Scholarships to:

Attn: Office of Student Financial Aid SAP Appeal Committee

P. O. Box 519, Mail Stop 1005 Prairie View, TX 77446

  1. Student must include the following in order to be considered for an appeal review:
    1. SAP Appeal Form
    2. A statement of circumstance of why satisfactory academic progress was not met. This statement MUST include specific information that outlines a mitigated change from the prior semester.
    3. Supporting documentation (proof of grade change, current academic transcript, doctor’s statement,death certificate, accident report, etc.)
  2. After the committee review, the student will be notified via PantherTracks and University email of the appeal decision.

Note:
1 Retroactive Change: If errors are made within the grading process and the student is eligible for a grade change that affects satisfactory academic progress, the Office of Student Financial Aid and Scholarships will allow restoration of federal aid. Students will be allowed one semester of federal aid while grade change process occurs provided a letter from the department head or dean certifying that a grade change has been submitted or approved.

EFFECTIVE: NOVEMBER 15, 2013

Revised 12/20/13

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