Satisfactory Academic Progress
Financial aid applicants must comply with the 2011 U.S. Department of Education’s statutory requirement guidelines (34 CFR 668.34) on maintaining Satisfactory Academic Progress (SAP) to be eligible for financial aid. Mitchell’s policy applies SAP standards to all federal, state, and institutional financial aid programs. To accurately measure a student’s satisfactory academic progress, the policy requires a qualitative measure of progress and a quantitative measure of progress.
Qualitative Measure (Grade point requirement)—Students must maintain a 2.0 cumulative grade point average (GPA) as calculated by the Financial Aid Office. This GPA may be different than what appears on a student’s transcript. For example, reinforced instruction courses are not included in a transcript’s GPA but are included for financial aid. Students must have a “C” average at the end of two academic years to graduate. A student must not be suspended according to the College’s academic satisfactory academic progress policy.
Quantitative Measure (Completion requirement)—Students must successfully progress through their educational programs at a specific pace to ensure program completion within maximum timeframe. Pace is calculated by dividing the cumulative number of hours the student has successfully completed by the cumulative number of hours the student has attempted, regardless of enrollment status. Transfer credits are included in both the attempted and completed hours. If a student successfully earns 67 percent of the total cumulative credits hours attempted in their program of study, the student should complete their program within maximum timeframe. Pace is measured at the end of each semester by the Financial Aid Office. Pace calculation example: Student attempts 12 credits in the fall semester and successfully completes 12 credits. The student has earned 100 percent of the credits attempted. In the spring, the student attempts 18 credits and successfully completes 15. Student has a cumulative total of 27 credits completed. The cumulative total of attempted credits is 30. Pace: 27÷30=90 percent.
Maximum Timeframe (MTF)—A financial aid student’s maximum timeframe to complete a program cannot exceed 150 percent of the published length of the program. For example, if an academic program requires 68 credit hours to complete a degree, the student may attempt a maximum of 102 credit hours before the student exceeds their eligibility for financial aid. A student’s entire academic history, including transfer hours accepted from other institutions is considered when evaluating academic progress within the established timeframe. Reinforced instruction education courses are excluded from this calculation. If a student changes majors, the total hours continue to accrue regardless of program completion. Students who decide to change majors are advised to do this early in their academic program. Students who double major must also adhere to the 150% maximum timeframe requirement. The maximum attempted credit hours allowable for financial aid will be based on the degree that requires the most credit hours.
Grades and SAP
Withdrawal—Students who receive a “W” or have previously received a “WF” will have those credits included in the number of attempted hours and will not count as successful completed hours. A “WF” will be counted in the GPA as an “F” grade.
Incomplete—Students who receive an “I” will have those credit hours included in the number of attempted hours. If the “I” becomes an actual grade, the credit hours attempted and earned will be used in the computation to determine satisfactory academic progress.
Repeated Course—The highest grade is recorded as the final grade for a repeated course. The grade points and credit hours earned will be used in the computation of satisfactory academic progress. A student may receive financial aid for a previous passed course, once.
Reinforced Instruction Courses—Reinforced Instruction courses are included in the computation of satisfactory academic progress. However, only up to one academic year’s worth, equivalent to 30 semester hours, can be counted in the student’s enrollment status for federal aid. Reinforced instruction credit hours earned in excess of 30 semester hours cannot be counted towards enrollment status for federal and state grants.
Evaluation of Satisfactory Academic Progress
To ensure financial aid applicants and recipients of financial aid are making sufficient progress both quantitative and qualitative, students’ progress will be evaluated by the Financial Aid Office at the end of each semester.
Satisfactory Academic Progress Statuses
Satisfactory—Students are placed on satisfactory who meet the qualitative and quantitative measure and MTF requirements.
Financial Aid Warning—Students are placed on Financial Aid Warning the first time the student fails to meet SAP standards. Students may continue to receive financial aid for one semester on this status. No appeal is necessary. Students not meeting SAP standards by the end of the warning period will be placed on suspension.
Financial Aid Suspension—Students who fail to regain SAP during their next semester of enrollment are placed on financial aid suspension, and not eligible for Financial Aid. Students on financial aid suspension may appeal. See “Reinstating Eligibility” for additional information regarding appeal.
Financial Aid Probation—Students are placed on Financial Aid Probation when his or her financial aid is reinstated as result of an approved appeal. Students must follow and meet the conditions of their Academic Plan developed during the appeal process to remain on continued probation. See “Academic Plan” requirements for more information.
Maximum Timeframe—Students are placed on Maximum Timeframe when the 150 percent of the published length of the educational program is exceeded.
Nearing Maximum Timeframe—Students are placed in this category when 80% of the published length of the educational program is exceeded.
Notification—Students will be notified by the Financial Aid Office of his/her SAP status for financial aid by letter and/or email.
Reinstating Eligibility—Financial aid assistance can be regained when the student:
- Attends college and pays on his or her own without receiving federal or state aid and meets the qualitative and quantitative components of the SAP policy. Once SAP is met by the student, financial aid, depending upon eligibility and availability of funds, will be reinstated for the beginning of the next semester of attendance. OR
- Through the Financial Aid Appeal Process. Students may appeal ‘financial aid suspension’ or ‘maximum timeframe’ by completing a Satisfactory Academic Progress Appeal form, available in the Financial Aid Office and online on Mitchell’s website, explaining why the student did not meet SAP standards and explain what has changed in his or her situation that will allow SAP to be met by the next SAP evaluation period. Appeals must be submitted to the Financial Aid Office with supporting documentation to verify mitigating or extenuating circumstances surrounding the appeal. Examples of mitigating or extenuating circumstances include but are not limited to the death of a family member, separation or divorce, an accident or an illness. Appeals submitted without supporting documentation will not be reviewed. The Financial Aid Committee will review appeal requests and the student will be notified by letter of the committee’s decision, prior to the start of each semester. Decisions of the Financial Aid Committee are final. Students should be prepared to pay tuition and fees by the Financial Services published tuition and fees deadline. If the appeal is approved after tuition and fees are paid, students may be reimbursed based on their eligibility and credit hours enrolled.
Academic Plan—Students who appeal will be given an academic plan to follow that will put the student on track to successful program completion. Academic Plans may be individualized and may, for example, require the student to earn and maintain a minimum 2.0 semester GPA and to have a 100 percent completion rate. (Example: A student who attempts 12 credit hours and successfully completes 12 has a 100 percent completion rate (12 divided by 12 = 100 percent)). It may be as complicated as a course-by-course plan toward degree completion. There may be other conditions included in the academic plan depending on the student’s individual situation. Students are eligible to receive financial aid as long as they continue to meet the conditions specified in their Academic Plan. Students who do not meet their conditions will be terminated and no longer be eligible for financial aid.
Questions regarding meeting Satisfactory Academic Progress (SAP) should be directed to a Financial Aid Specialist.