Satisfactory Academic Progress

The Higher Education Act of 1965, as amended by Congress, requires that institutions of higher education establish and monitor the academic progress of students who receive federal financial aid. Under 34 CFR 668.34 Satisfactory academic progress(SAP), an institution must establish a reasonable satisfactory academic progress policy for determining whether an otherwise eligible student is making satisfactory academic progress in his or her educational program and may receive assistance under the title IV, HEA programs.

St. Mary’s University established the following minimum standards and practices for financial aid Satisfactory Academic Progress (SAP) to determine students’ continued eligibility to receive financial assistance. Financial Aid is defined as federal, state, or institutional financial aid in the form of need-based grants, loans, and federal/state work-study.  Some state and institutional aid programs may have higher academic requirements, and eligibility is subject to the requirements of each program.

For Undergraduate Students

Federal and institutional SAP is reviewed at the end of each semester and is based on the student achieving both a Qualitative Standard and a Quantitative Standard at St. Mary’s as defined below:

1. The Qualitative Standard of SAP requires a student to be eligible for financial aid after the first academic year of attendance at St. Mary’s, a student must have a cumulative C (2.0 or better) average or its equivalent or have academic standing at that point in the program that is consistent with the university’s requirement for graduation.
2. The Quantitative Standard for SAP, also referred to the Pace of Progression, considers the number of credit hours that are successfully completed by a student in comparison to the number of credit hours attempted by a student. At St. Mary’s, full-time students are expected to complete 67 percent of all hours attempted with a minimum completion of 12 hours each semester for an undergraduate student (see chart below). Courses a student repeats or those for which the student receives a grade of incomplete (I) will not count against a student’s GPA but will be factored into their completion rate.
   
   
   
   
3. Maximum Time Frame. In addition to the Qualitative and Quantitative Standards, to be eligible for financial aid, a student must not exceed 150% of the required program hours to graduate from any one degree program. A student who exceeds the maximum hours is ineligible for financial aid. For example, a student requiring 128 credits to graduate from a program may not attempt more than 192 hours and still receive financial aid.
   
   
   
4. Repeated Courses. The Department of Education published new regulations limiting the number of times a student may repeat a course and receive financial aid for that course. These regulations are part of a series called Program Integrity Rules and are effective July 1, 2011.
   • A student may receive financial aid when repeating a course that was previously failed (received a 0.0 or No Pass), regardless of the number of times the course was attempted and failed.
   • A student may receive financial aid to repeat a previously passed course one additional time.
   • Once a student has completed any course twice with a passing grade (D or better), they are no longer eligible to receive financial aid for that course.
   • If a student retakes a course that is not financial aid eligible, a recalculation of aid is done to exclude the credits for the repeated course.
   • This rule applies whether or not the student received financial aid for earlier enrollments in the course.
   • Students will receive notification if receiving financial aid and attempt to repeat coursework beyond the limits.

NOTE: Federal regulations specify that students may not receive financial aid for repeating courses previously passed if the student is required to retake those courses as part of a structured program.

For example, a student who fails a course in a semester and is required by the college or department to repeat all courses taken in that semester before moving on in the program; would not be eligible to receive financial aid for the passed courses, only for the failed one(s). This may mean that the student would not be eligible for financial aid for the semester, depending upon the number of previously passed courses being repeated.

Frequency of SAP evaluation

At the end of each semester, the Office of Financial Assistance reviews the SAP standards as listed in the policy above. If students are found to be eligible, financial aid funds will be awarded and disbursed on their behalf. There are different status codes a student might be assigned pending review. They are listed below:

1. GOOD STANDING: If a student meets ALL the above standards, the student will receive a SAP status of GOOD STANDING and will be able to continue receiving eligible federal, state, and institutional aid.
2. If a student fails to meet one or more of the above standards, the student will be placed on one of three financial aid SAP statuses, as described below and receive notification from the Office of Financial Assistance:
   • SAP Warning:  If the student is not meeting SAP, the student’s status will be designated under SAP WARNING status for one semester, meaning that the student is being warned that he/she is not meeting SAP eligibility and has one semester to correct his/her eligibility before being placed on Suspension. During this semester, the student will continue to be able to receive financial aid.
     • Action Required: Warning status does not need to be appealed since the student is still eligible to receive financial aid.
   • Probation:  If a student is placed on Suspension, he/she has the option of appealing this suspension through the SAP appeal process. If the appeal is granted, the student will be placed on Probation for the next semester. While on Probation, the student may continue to receive financial aid if he/she is otherwise eligible.
     • Action Required:  The student must bring his/her SAP eligibility to Good Standing status during the semester or be placed on Suspension for the upcoming semester.
   • Suspension:  If a student was previously under a Warning or Probation SAP status and fails to meet SAP eligibility requirements during the next semester, the student’s status will be placed under Suspension and the student is NOT eligible for federal, state, or institutional financial aid during the next semester he/she attends the university.
     • Action Required:  A student who is placed on Suspension may appeal this decision through the appeal process.

When a student is placed on Suspension for not maintaining the required SAP eligibility standards of cumulative GPA, pace of progression, or maximum timeframe, a student must complete courses at his/her own expense.

Merit-Based Scholarship

A student awarded a merit-based academic scholarship also has a minimum GPA requirement to maintain each semester. A letter stating the scholarship guideline is provided to the student from the Office of Admission. At the end of each semester, students will be reviewed. If they are found not to be meeting the required cumulative GPA, they are no longer eligible for their merit-based scholarship, but they will have the opportunity to appeal.

• Fails Scholarship Requirement: If a student is not meeting the required cumulative GPA at the end of each semester, the student will receive notification from the Office of Financial Assistance, and a status of Fails Scholarship Requirement is recorded. The student is not eligible to keep their merit-based academic scholarship for the upcoming semester.
  • Action Required:  If a student believes there are unusual or extenuating circumstances that contributed to the student’s failure to meet the scholarship requirement, an appeal may be submitted to the Office of Financial Assistance Appeal Committee for review during the designated time period.
  • Scholarship Probation: If the aforementioned appeal is granted, the scholarship will be awarded under the status of Scholarship Probation for the next semester.

Note: Undergraduates who exceed the maximum number of years to complete a degree program will be evaluated on a case-by-case basis.

If a student has previously withdrawn or has been out for a semester or more, they must reapply for admission to the University.

Tuition Equalization Grant

A student awarded the Tuition Equalization Grant (TEG), a Texas resident need-based program, must complete a minimum of 24 hours per year and maintain a minimum cumulative 2.5 GPA for renewal. If a student fails to meet the required cumulative GPA at the end of each academic year, a student will receive notification of TEG Suspension.

If a student believes there are unusual or extenuating circumstances that contributed to his/her failure to meet the requirements of the TEG, an appeal may be submitted to the Office of Financial Assistance, Appeal Committee for review during the designated time period. If the appeal is granted, the TEG will be awarded under the status of TEG Probation for the next semester.

Students may request a copy of the State Aid Hardship Policy from the Office of Financial Assistance.

Appeals

If a student fails to meet the minimum Satisfactory Academic Progress standards (SAP), they will be placed on the Suspension SAP status. We understand that there are many factors that impact a student’s academic success, and that in any given semester, there may be extenuating circumstances which may also hamper a student’s success. We are sensitive to these issues, provided you document in a professional manner.

Students can appeal this suspension by submitting a request to the appeals committee after receiving the official notification from the Office of Financial Assistance. A good financial assistance appeal should:

• Explain in detail what happened within the semester that hampered your achievement.
• Explain in detail what your plan of action will be to allow you to meet SAP guidelines in the future.
• Be professional.
• Appeals must be submitted prior to established deadlines.

The Appeals Committee will review the appeal and determine if it is approved. The committee will render an approved or denied decision. Students will be notified of the final decision via their St. Mary’s University email account.

• Approved – If the appeal is granted, the student will be placed on a SAP Probation status and will be allowed to receive financial aid for the next semester.
• Denied – If the appeal is not approved, students will remain ineligible for financial aid for the semester.

Conditions for Reinstatement

A student who has been denied aid for academic reasons can become eligible for financial aid again by meeting the appropriate standards for SAP while enrolled at St. Mary’s University. It is the student’s responsibility to notify the Office of Financial Assistance if SAP requirements are met again.

For Graduate Students

At the end of each semester, the Office of Financial Assistance reviews each student’s progress based on the completion of a Qualitative Standard and a Quantitative Standard which is defined below:

1. The Qualitative Standard for SAP requires a graduate student have a cumulative B (3.0 or better) average or its equivalent or have academic standing at that point in the program that is consistent with the university’s requirement for graduation.
2. The Quantitative Standard for SAP, also referred as the Pace of Progression, considers the number of credit hours a student successfully completes, in comparison to the number of credit hours attempted. A full-time graduate student at St. Mary’s is expected to complete 67 percent of all hours attempted with a minimum 9 hours completed each semester (see chart below). Remember, repeat courses or those a student receives a grade of incomplete (I) will not count against a student’s GPA, but will be factored into his/her completion rate.
3. Maximum Time Frame. In addition to the qualitative and quantitative standards, to be eligible for financial aid, a student must not exceed 150% of the required program hours to graduate from any one degree program. A student who exceeds the maximum hours is ineligible for financial aid. For example, a student enrolled in a program requiring 36 hours to graduate may not attempt more than 54 hours and still receive financial aid.

Frequency of SAP evaluation

The University awards federal funds annually to eligible students and at the completion of each semester, the Office of Financial Assistance reviews each student’s academic progress according to the following policy.

1. GOOD STANDING: A student meeting ALL the above standards receives a SAP status of GOOD STANDING and will continue financial aid eligibility.
2. If a student fails to meet one or more of the above standards, he/she is placed on one of three financial aid SAP statues, as described below and receives a notification from the Office of Financial Assistance.
   • SAP Warning: A student who does not meet SAP will be placed under a SAP WARNING status for one semester. This status indicates a student is being warned that they are not meeting the SAP eligibility and has one semester to meet the eligibility requirement before being placed on PROBATION. During the SAP warning designation, a student will continue to receive financial aid.
     • Action: Warning status does not need to be appealed because a student is still eligible to receive financial assistance.
   • Probation:  A student placed on financial aid suspension, has the option of appealing the suspension through the SAP appeal process. If after the review process, an appeal is granted, a student will be placed on PROBATION for the next semester. While on PROBATION, a student may continue to receive financial assistance as long as a student is otherwise eligible.
     • Action: A student must bring their SAP eligibility to GOOD STANDING status during the semester or be placed on SUSPENSION for the next semester.
   • Suspension:  A student with a previous SAP status of SAP WARNING or PROBATION and fails to meet SAP eligibility during the next semester will be assigned SAP status of SUSPENSION and will NOT be eligible for financial assistance during the next semester he/she attends the university.
     • Action: A student under the SUSPENSION may appeal this decision through the appeal process.

A student who is placed under the SAP status of suspension for not maintaining the required SAP eligibility standards of cumulative GPA, pace of progression, or maximum timeframe must complete courses at his/her own expense.

Students who withdraw or who have been out for a semester or more must reapply for admission to St. Mary’s University.

Appeals

If a student fails to meet the minimum Satisfactory Academic Progress standards (SAP), they will be placed on Suspension.  Students can appeal this suspension by writing a letter to the Appeals Committee after receiving the official notification. The following should be addressed and included in the appeal:

• The reason why the minimum academic standards were not met and
• State why financial aid should not be terminated
• Students may also include supporting documentation regarding theirplan of action.

Appeals must be submitted by established deadlines.

The Appeals Committee will review appeals and determine if it is approved. The committee will render an approved or denied decision. Students will be notified of the final decision via their St. Mary’s University email account.

• Approved – If the appeal is granted, the status will be updated to Probation and the student will be eligible for financial aid for the next semester.
• Denied – If the appeal is not approved, students will remain ineligible for financial aid for the next semester. Students may become eligible again by meeting the standards for Satisfactory Academic Progress (SAP).

For Law Students

At the end of each semester, the Office of Financial Assistance reviews each student’s progress based on the completion of a Qualitative Standard and a Quantitative Standard which is defined below:

1. The Qualitative Standard for SAP requires St. Mary’s, Law students to maintain a cumulative GPA of 2.0 or its equivalent or have academic standing at that point in the program that is consistent with the university’s requirement for graduation.
2. The Quantitative Standard for SAP, also referred as the Pace of Progression, considers the number of credit hours a student successfully completes, in comparison to the number of credit hours attempted. A full-time law student at St. Mary’s is expected to complete 67 percent of all hours attempted with a minimum 9 hours completed each semester (see chart below). Remember, repeat courses or those a student receives a grade of incomplete (I) will not count against a student’s GPA, but will be factored into his/her completion rate.
3. Maximum Time Frame. In addition to the qualitative and quantitative standards, to be eligible for financial aid, a student must not exceed 150% of the required program hours to graduate from any one degree program. A student who exceeds the maximum hours is ineligible for financial aid. For example, a student enrolled in a program requiring 36 hours to graduate may not attempt more than 54 hours and still receive financial aid.

Frequency of SAP evaluation

The university awards federal funds annually to eligible students and at the completion of each semester, the Office of Financial Assistance reviews each student’s academic progress according to the following policy.

1. Good Standing: A student meeting ALL the above standards, receives a SAP status of Good Standing and will continue financial aid eligibility.
2. If a student fails to meet one or more of the above standards, he/she is placed on one of three financial aid SAP statues, as described below and receives a notification from the Office of Financial Assistance.
   • SAP Warning: A student not meeting SAP will be designated under a SAP Warning status for one semester, which means a student is being warned that he/she is not meeting the SAP eligibility and has one semester to meet the eligibility requirement before being placed on Probation. During this semester, a student will continue to receive financial aid.
     • Action: Warning status does not need to be appealed because a student is still eligible to receive financial assistance.
   • Probation: A student placed on financial aid Suspension, has the option of appealing the suspension through the SAP appeal process. If after the review process, an appeal is granted, a student will be placed on Probation for the next semester. While on Probation, a student may continue to receive financial assistance as long as a student is otherwise eligible.
     • Action: A student must bring his/her SAP eligibility to Good Standing status during the semester or be placed on Suspension.
   • Suspension: A student with a previous SAP status of SAP Warning or Probation and fails to meet SAP eligibility during the next semester, will be assigned SAP status of Suspension and will not be eligible for financial assistance during the next semester he/she attends the university.
     • Action: A student under the Suspension may appeal this decision through the appeal process.

A student placed under the SAP statuses of suspension for not maintaining the required cumulative GPA, pace of progression, or maximum timeframe must complete courses at his/her own expense.

Students who withdrew or who have been out for a semester or more must reapply for admission to St. Mary’s University.

Appeals

If a student fails to meet the minimum Satisfactory Academic Progress standards (SAP), they will be placed on Suspension.  Students can appeal this suspension by writing a letter to the Appeals Committee after receiving the official notification. The following should be addressed and included in the appeal:

• The reason why the minimum academic standards were not met and
• State why financial aid should not be terminated
• Students may also include supporting documentation regarding their plan of action

Appeals must be submitted prior to established deadlines.

The Appeals Committee will review appeals and determine if it is approved. The committee will render an approved or denied decision. Students will be notified of the final decision via their St. Mary’s University email account.

• Approved – If the appeal is granted, the status will be updated to Probation and the student will be eligible for financial aid for the next semester.
• Denied – If the appeal is not approved, students will remain ineligible for financial aid for the next semester. Students may become eligible again by meeting the standards for Satisfactory Academic Progress (SAP).