Satisfactory Academic Progress Policy

2013-2014 Satisfactory Academic Progress Policy

PLEASE USE BLACK OR BLUE INK PENS ONLY

Satisfactory Academic Progress is required by federal law (34 CFR 668.34) to define and enforce the standards of Satisfactory Academic Progress (SAP). Satisfactory Academic Progress (SAP) measures a student’s completion of coursework toward a degree. The Office of Student Financial Aid and Scholarships must monitor the academic progress of each student to determine if that student meets federal and state guidelines that govern the administration of student financial assistance. Students who do not complete classes enrolled in or fail to achieve the minimum standards for grade point average may lose their eligibility for all types of federal, state, and institutional aid.

SAP is comprised of two components, measured both qualitatively and by pace. A student’s qualitative measures and pace will be reviewed at the end of each academic pay period. Failure to comply with any component may result in a loss of aid eligibility. The components are as follow:

QUALITATIVE MEASURE OF ACADEMIC PROGRESS

The qualitative measure of academic progress is based on grading scale and classification.

Minimum Grade Point Average (GPA)
Undergraduate Student 2.00
Graduate Student 3.00
PhD Student 3.00

NOTE: At the end of the first pay period, the undergraduate student must have a cumulative GPA of at least 2.00; a graduate or Ph.D. student must have a cumulative GPA of at least 3.00 at the end of each pay period. Failure to do so will result in loss of eligibility for future financial aid.

PACE MEASURE OF ACADEMIC PROGRESS

  • Students are expected to enroll full-time to be eligible to receive financial assistance. Each student must complete at least 67% of all credit hours attempted at Prairie View A&M University. This percentage includes all credit hours attempted at Prairie View A&M University, regardless of whether or not financial aid was received.
  • Transfer students must meet the same satisfactory academic progress requirements as Prairie View A&M University students. All transfer hours attempted/earned will be included in Prairie View A&M University’s attempted/earned hours to determine the eligibility for financial aid.
  • Grades of U, I, W, WV, MW, DW, F and excluded grades are not considered to be grades for completion. Students cannot receive federal funding for repeated courses. For example, if the student received a grade of F, the student can receive federal funding to retake the course and receive a passing grade. However, a student cannot repeat a course and receive federal funding if the student has already received a passing grade of A, B, C or D in the course. Students may only receive federal financial aid funding for only one repetition of a previously passed course (See below exceptions).
    1. Allowable: Repeated coursework may be included if the student received an unsatisfactory or failing grade. There is no limit on the number of attempts allowable if the student does not receive a passing grade.
    2. Allowable: Repeated coursework may be included, if a student is required to meet an academic standard for a previously passed course, such as a minimum grade. Example: Student received a D in a course, which requires a minimum grade of C for his/her major.

  • Undergraduate, Graduate (Master’s Level), and Ph.D. students are eligible to receive financial assistance for a limited period while pursuing a degree. A student should not exceed 150 percent of the number of credits it takes to obtain a degree. Our policy for excessive hours is based on the minimum credit hours students must have in order to be eligible to receive a degree. Credit hours are cumulative hours.

Undergraduate Students

The minimum hours required to receive a degree is 120 credits. Therefore, undergraduate students must not exceed 180 attempted credit hours in order to remain eligible for financial aid. Students who exceed 180 attempted credit hours are considered ineligible for financial aid based on excessive hours. A student enrolling in a semester after attempting 180 hours will no longer receive federal funding, and will be considered as NOT meeting satisfactory academic progress.

Graduate Students

The average minimum hours required to receive a Graduate degree (Master’s level) is 36 hours. Therefore, graduate students must not exceed 54 attempted credit hours towards their Masters in order to remain eligible for financial aid. Graduate students who exceed 54 attempted credit hours are considered ineligible for financial aid based on excessive hours.

Ph.D. Students

The minimum hours required to receive a Ph.D. degree is 63 hours. Therefore, Ph.D. students must not exceed 94 attempted credit hours in order to remain eligible for financial aid. Any Ph.D. student who exceeds 94 attempted credit hours is considered ineligible for financial aid based on excessive hours.

Continuing Education Students

Students seeking certification courses are ineligible for Federal Direct loans. Optional PLUS loans or federal work- study funds can be acquired to pay for courses taken for professional advancement.

Consequences of Students Failing to Meet Qualitative and/or Pace Measurements will result in the following:

Financial Aid Warning

At the end of each semester/pay period, each student’s GPA and Pace will be reviewed to determine whether the student is meeting satisfactory academic progress requirements. Students who fail to meet GPA and/or Pace requirements at the end of each pay period will receive financial aid and be place on financial aid warning. The Office of Student Financial Aid & Scholarships will assign a Financial Aid Warning status to students without the need for an appeal. All students placed on financial aid warning will be notified via Panther Tracks before the start of the next semester. Students meeting satisfactory academic progress at the end of the Financial Aid Warning period are eligible to continue to receive Title IV funds for the subsequent semester. Failure to make satisfactory academic progress by the end of the Financial Aid Warning period will result in financial aid suspension.

Suspension/Probation

Once suspended, the student does have the option to appeal for Title IV funding. The Office of Student Financial Aid & Scholarships’ Appeals Committee will review the appeal. If approved, the student will be place on Financial Aid Probation for one academic payment period. During the Financial Aid Probationary period, the student is required to maintain satisfactory academic progress to regain Title IV fund eligibility. Students that are denied probation or choose not to appeal, have the option to pay with personal or private funding during financial aid suspension to continue their education.

Once satisfactory academic progress is met the student will regain eligibility for financial aid. Any student who fails to meet qualitative and/or pace standard requirements with 60 or more attempted hours will NOT qualify for financial aid. To regain federal aid after attempting 60 hours, the student does have the option to appeal to the professional judgment committee with extenuating circumstances.

Students that are notified of suspension of financial aid at the end of the pay period must submit a written letter of appeal along with any requested documentation to the Office of Student Financial Aid & Scholarships within thirty (30) business days of the notification in order to have a decision made relative to financial aid eligibility.

ALL APPEALS MUST BE SUBMITTED TO THE OFFICE OF STUDENT FINANCIAL AID & SCHOLARSHIPS, NOT LATER THAN THIRTY (30) DAYS; AFTER THE OFFICIAL NOTIFICATION OF THEIR FINANCIAL AID SUSPENSION STATUS. LATE APPEALS WILL NOT BE REVIEWED.

Appeal Procedures

Undergraduate students who fail to meet the Satisfactory Academic Progress Standard may appeal the suspension of their student financial assistance funds. Appeals should be based on some type of mitigating circumstances that negatively impacted student’s ability to meet the required standards. Examples of such circumstances includes, but are not limited to, (1) death/prolonged illness of an immediate family member, (2) medical illness by the student that created undue hardship, (3) natural disasters beyond the control of the student (i.e. hurricanes, storms, etc) or other personal or family matters/situations which may have negatively impacted the students ability to meet the required standards.

STEPS IN THE APPEAL PROCESS:

1. Students must submit a completed SAP Appeal form to:

Attn: Office of Student Financial Aid & Scholarships SAP Appeals Committee

P. O. Box 519, Mail Stop 1005 Prairie View, TX 77446 fadmail@pvamu.edu

2. Students must include the following in order to be considered for an appeal review:

  • Provide a statement of circumstance of why satisfactory academic progress was not met (Documentation may be requested depending on circumstance).
  • A detailed statement of specific information which outlines a mitigated change from the prior semester which explains what measures will be taken to make sure satisfactory academic progress is met.
  • A statement from an academic advisor supporting the appeal.
  • An Academic Plan to ensure advancement towards meeting satisfactory academic progress. The Academic Plan must have approval of the department head, dean, or authorized designee.

3. The student will be notified via Panther Tracks of the appeal decision, once approved or denied.

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.

The student will be reviewed again at the end of the academic pay period and will be subject to the same required standards as previously stated unless otherwise stated in the SAP committee letter of reinstatement.

Appeal Denial

All decisions that are rendered by the Office of Student Financial Aid & Scholarships Appeals Committee will be final and not subject to further review.

Reinstatement of Financial Aid
In order to have financial aid reinstated, a student must complete the following requirements at his/her own expense (no financial aid will be granted at Prairie View A&M University for those on financial aid suspension):

  • Enroll and successfully attempt and earn:
    •  For an undergraduate student at least 12 credit hours is required with a cumulative GPA of 2.00
    • For a Graduate or Ph.D. student at least 6 credit hours is required.

Please note that all students must meet Satisfactory Academic Progress (SAP) at the end of the academic pay period.

  • Subsequent to completing the required coursework, a student must file an appeal to the Office of Student Financial Aid & Scholarships Appeals Committee for reinstatement consideration.
  • 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 & Scholarships will allow restoration of federal aid. Students will be allowed one semester of federal aid while grade change process occurs provided a letter or email from the department head or dean certifying that a grade change has been submitted and approved, and is submitted to the Office of Student Financial Aid & Scholarships Appeals Committee.

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