Satisfactory Academic Program Policy

Satisfactory Academic Progress (SAP): The Higher Education Amendment Act of 1965, as amended, mandates institutions of higher education to establish a minimum standard of Satisfactory Academic Progress “(SAP)” for students receiving federal financial aid. Miles College makes its standard applicable to all federal, state and some institutional funds. 

The satisfactory academic progress policy applies to all terms regardless of whether financial aid was received. Satisfactory Academic Progress will be evaluated for all students (full or part-time) annually (at the end of each spring semester). Students who enroll at the mid-point (January) of an academic year or attend one semester only will also be evaluated at the end of the spring semester.  Students who begin enrollment in the summer will not have their satisfactory academic progress status reviewed until the end of the next spring semester.

Students re-admitted must also meet the Satisfactory Academic Progress standards to receive financial aid.  Re-admitted students SAP status is the same as the last date of enrollment at the College.

To ensure Satisfactory Academic Progress students must meet all of the following standards:

•  Minimum Cumulative Grade Point Average (GPA)
•  Minimum Completion Standard for Attempted Credit Hours
•  Maximum Time Frame for Degree Completion

Effective with the Fall 2013 semester, to ensure Satisfactory Academic Progress (SAP) undergraduate students must meet all of the following standards:

Hours Attempted                                          Required GPA

1-29                                                                 1.60

30-59                                                               1.80

60-89                                                               2.00

90-120                                                             2.00

•  Must have a Cumulative Grade Point Average required or higher at the end of each academic year.    
•  Must Earn 67% of Hours Attempted (scheduled).
•  Must not Exceed 150% of Hours Required for Degree Completion.

Students who fail to meet one or more of the Satisfactory Academic Progress standards at the time their academic progress is reviewed are not eligible for financial aid and will be placed on financial aid suspension.

Students who receive financial aid must successfully complete a minimum of 67% of all attempted hours. If the number of completed hours drops below 67%, the student will no longer be eligible for financial aid. Attempted (scheduled) hours include all hours attempted (scheduled) at the College and transfer hours, whether or not the student earns a grade or receives credit. Successful completion of a course means that the students must obtain a grade of A, B, C D, or P.  Courses with grades of F, I, IP, W, and WD will not qualify in meeting the minimum standard.

To calculate 67%, multiply the total number of attempted hours by .67. As an example if a student attempted credit hours are 30, he or she must complete a minimum of 20 credit hours (30 x .67 = 20) in order to ensure SAP for the year.

Note:  If the results of the ratio is 66.5, it will be rounded up to the nearest whole number.

Federal regulations require that a student complete their program of study within 150% (1.5) of the credit hours required for graduation or program of study, as published in the College Catalog. The published number of hours required for graduation is one hundred twenty (120), a student may not attempt more than one hundred eighty credit hours (120 x 1.5 = 180) and continue to receive financial aid. All attempted (scheduled) hours are counted in determining the 180 hours’ limit, including transfer hours, whether or not financial aid was received or the course work was successfully completed.  Exception: If a student is within 24 required credit hours of degree completion (academic year) and has reached their maximum allowable time frame, the student can appeal to receive federal financial aid. Student must submit an approved degree audit along with their appeal form to the SAP Committee.  The appeal is considered on a case by case basis. The submission of the appeal does not warrant an approval.

Students who have already earned a degree and are pursuing another degree must submit a completed Second Degree Form from their Academic Department. The hours listed on the Second Degree Form indicates how many hours are required to complete the second degree.  Second degree students cannot exceed their aggregate loan limit. Second degree undergraduate students must maintain a 2.0 cumulative grade point average.  All students must and pass 67% of the total number of hours attempted.  Second degree students who previously attended the College will have their attempted and earned hours reviewed beginning with their enrollment in the second degree at the College.  Second degree students must complete their degree requirement based on the Second Degree Form within 150% of the hours required for the second degree.

• Withdrawal “W” grade – A withdrawal is recorded on the student’s academic record and will be included as credits attempted (scheduled) and have an adverse effect on the student’s ability to maintain SAP. Students who officially withdraw from the College must make up the deficit hours and are encouraged to attend summer school to remove the deficient hours.
   
• Incomplete “I” grade – An incomplete grade indicates that a student has not finished all coursework 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 passing grade is posted in the Records Office and may negatively impact the required 67% completion rate.
   
• Repeated courses – Students (undergraduate) may only receive federal financial aid for one repetition (repeat) of a previously passed course. For the purpose of federal and state financial assistance, students who have passed a course with a grade of a “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 degree to another during attendance at the College. Students who change from one major to another are still expected to maintain SAP and complete the coursework within the timeframe or hours limitation stated unless an appeal is approved.  A Satisfactory Academic Plan of Action may be established for the new degree.
   
• Audited courses - Courses audited do not count as either attempted or earned hours.
   
• Hours Enrolled - The number of credit hours in which the student is enrolled on the day following the published last day to add/drop a class will be used as official enrollment for financial assistance purposes; full-time status is twelve or more hours. If a student withdraws from classes after the last day to add/drop a course they may not meet the minimum number of hours to be earned in one academic year.  Re-admitted students will be reviewed on their previous academic records in order to determine eligibility for assistance, whether or not financial aid was received. Readmitted students not maintaining SAP must submit a letter of appeal.
   
• Transfer Credits - Courses accepted as transfer credits are included in the total attempted and total earned hours in determining whether or not a student is maintaining Satisfactory Academic Progress.
   
• Remedial coursework -  is included the hours earned but is not required to be included in the cumulative GPA.

A re-admitted student’s satisfactory academic progress status is the same as the last time enrolled at the College.  Re-admitted students’ satisfactory academic progress will not be evaluated until the end of the spring semester of the academic year.

Students who do not meet the Satisfactory Academic Progress standards are not eligible for further financial aid, including Summer School. Students will be notified by Office of Financial Aid of their financial aid termination at the end of the spring semester through a letter to their permanent address and to their College e-mail account. Students whose financial aid is terminated must remove their academic deficiencies or have an appeal approved before their aid can be reinstated.

Academic suspension is determined by the Records Office. Students that are placed on suspension for one semester or a year upon return must pay out of pocket. Students must continue to pay out of pocket until the student regains eligibility by meeting the SAP requirements. There is not an appeal process for suspension.

If a student is award federal financial aid for any future team prior to SAP evaluation, and later deemed ineligible all federal will be cancelled.

Students who fail to earn a passing grade for any of the courses they attempted due to non-attendance or unofficially withdrawn from the College, may be required to repay all or a portion of aid for the term not completed and may not be eligible for future financial aid unless an appeal is approved.

Students not meeting SAP may appeal for reconsideration of financial aid. This is not the same appeal process as the Academic Appeal for readmission to the College.  To appeal for the reinstatement of financial aid eligibility, students must complete and submit the SAP appeal form to the SAP Coordinator indicating the extenuating circumstance(s) (i.e. personal illness, injury, medical problems, military obligations, change in living arrangements, undue hardship, death of parent or immediate family member or relative, family emergency or other special circumstances) that may have prevented them from performing at his/her academic best and describe how the extenuating circumstance(s) has changed.  Documents supporting the student’s appeal must accompany (if applicable) the SAP Appeal form.  Failure to provide supporting documentation may result in the denial of the appeal.   

Students must also submit a signed Academic Plan of Action from their academic advisor or department detailing requirements to successfully get back on track and complete the academic semester, year or program of study.  Students should adhere to the Academic Plan of Action developed for them or consult their Academic Advisor for revision.  It is important to note that submitting a Satisfactory Academic Progress Appeal form does not guarantee an approval for reinstatement of a student’s aid eligibility.

Please note: Satisfactory Academic Appeals submitted indicating sexual or relationship violence will be referred to the Title IX Coordinator.

Students will be notified, in writing of the appeal decision within 14 business days. If an appeal is approved, the student will be placed on probation and they must sign a Satisfactory Academic Progress Action Plan with the Academic Recovery Director or Authorized Advisor before any aid is awarded. Students who are granted an appeal and do not meet the requirements are placed on financial aid suspension until satisfactory academic progress is achieved.  A student on financial aid probation will be reviewed at the end of each semester as indicated on the Plan of Action to ensure the requirements are being met.  Students who fail to meet the conditions of the Plan of Action at the end of a semester while on an approved appeal will not be eligible for aid for the upcoming semester. Students cannot submit another appeal.  Appeals are reviewed by an In-house Committee. If an appeal is denied, it will automatically be reviewed by the College’s Financial Aid Appeals Committee. The Ex-officio of the Appeals Committee notifies students of the Committee’s decision in a letter to their University e-mail account.

Please note: Due to time constraints, Satisfactory Academic Appeals may be reviewed by the College Financial Aid Appeal Committee only and not be reviewed on the local in-house level.

Any student whose financial aid has been terminated may reestablish their eligibility based on the individual student’s academic standing by any of the following methods:

• Enroll and pass a course or courses in Summer School.
• Students not meeting Satisfactory Academic Progress at the end of the Spring semester who attend summer school will have their SAP status reviewed again at the end of the summer session to determine whether or not SAP deficiencies have been removed.
• Repeat and pass courses in which a grade of “F” was earned.
• Satisfy requirements for all incomplete “I” grades.
• Receive an Approved SAP appeal.
• Complete a semester or semester(s) using their own resources.

**The student will have to us their own financial resources.

It is the responsibility of the student to be aware of his/her SAP status.  The awarding of financial aid will depend on the student’s eligibility and the availability of funds at the time of the appeal approval or reinstatement of eligibility.

Submitting an appeal does not guarantee approval.  Appeals are reviewed and approved based on individual extenuating circumstances; individual academic performance and any supporting documentation submitted.

If an appeal is denied, students may attend without financial aid to re-establish aid eligibility.  Students will be responsible for all charges associated with their enrollment. 
Students who are not meeting the Satisfactory Academic Progress standards may explore alternative payment options.  For instance, the College’s monthly tuition payment plan or applying for a private student loan.

Students who withdraw from all classes in a semester may be required to return some or all of the financial aid paid to their account.  Per federal regulations, the Office of Financial Aid will perform a Return of Title IV funds calculation.  Once a student attends beyond the 60% point of the semester, the student is considered to have earned 100% of all aid.  A withdrawal prior to the 60% point of the semester or non-attendance in classes may result in federal or state aid being returned to the program and the student possibly owing a balance to the College.

Generally, students are awarded financial aid for the summer session before spring grades are posted.  If it is determined that a student was awarded aid for the summer and is not meeting SAP at the end of the spring semester, the financial aid awarded for the summer will be canceled.