Satisfactory Academic ProgressMASFAA

October 17, 2006

Patsy Myers EmeryDirector, Financial Aid Operations

Office of Financial AidNorthwestern University

Evanston, IL

“Why” Monitor Satisfactory Academic Progress?

The U.S. Department of Education requires an institution to monitor student academic progress – not an institutional choice.

Program Participation Agreement (PPA)“comply with program statues, regulations and policies

governing the FSA programs.”

Why? (cont’d)

Federal Student Aid (FSA) Handbook Volume 1 - Student Eligibility

Chapter 1: School-Determined Requirements

Volume 2 – School Eligibility & OperationsChapter 6: Providing Consumer InformationChapter 10: Administrative Capability

On-line access:http://ifap.ed.gov/IFAPWebApp/currentSFAHandbooksPag.jsp

Compliance Requirements (Auditing)

Student Eligibility (satisfactory progress towards degree completion).

Administrative Capability (establish, publish and apply reasonable standards for measuring).

Consumer Information (availability of information to students).

Regular Student in an Eligible Program

Must be a regular student enrolled in an eligible program in order to receive Federal Student Financial Aid (FSA).

School must document a student’s enrollment (in an eligible program) at time of admission and at time of receipt of FSA funds

Remedial Coursework

Students enrolled solely in remedial classes are not considered to be in an eligible program.

Different from “preparatory coursework.” If taking remedial courses “within an eligible program”

the student is considered to be enrolled in a regular program.

When to Count Remedial Classes

May receive federal aid for up to one academic year’s worth of remedial classes (as part of a regular program) equal to:

- 30 semester or trimester hours- 45 quarter hours- 900 clock hours

(See Enrollment Status – FSA Handbook).

Eligibility for Federal Student Assistance

Qualified to study at the postsecondary level – Ability to Benefit

Enrolled in an eligible program (degree-seeking) Maintain progress toward degree completion (SAP)

Guidelines for SAP

Institution must establish guidelines to “monitor” progress

Measurements for satisfactory academic progress- Qualitative & Quantitative

Must be the same as or more strict than institutional standards (for the same educational program)

Guidelines apply to aided as well as non-aided periods of enrollment

Qualitative Standards

End of second academic year, the student must have a “C” average or its equivalent; or have an academic standing consistent with the requirement for graduation from the program.

May use “escalating grade point standard” by allowing lower average earlier in the program.

If the institution does not use letter grades, it must define the equivalent of a “C” average.

Quantitative Standards (cont’d)

Determine number or percentage of courses, credit hours or clock hours completed.

(Northwestern’s satisfactory progress policy requires minimally 9 units per academic year over a period of 3 quarters.)

Establishing Time Frame (For Program Completion)

Establish maximum time frame in which the student is expected to complete their program.

The time frame cannot exceed 150% of the published length of the program.

150% Rule for Program Completion*

Examples:1 year program = 1.5 years2 year program = 3 years4 year program = 6 years5 year program = 7.5 years

*To retain eligibility for FSA Funds.

Probationary Period

FSA Handbook Chapter 10 – Administrative Capability

“Conditional or probationary periods” During this period, could address “W’s” and

“Incompletes” impacting satisfactory progress

(Northwestern allows one quarter to re-establish academic progress before placing on SAP.)

Losing Eligibility for FSA Funds

Notification to student prior to cancellation of FSA funds.

Establish written policy on reinstatement (of FSA funds).

When student has not met SAP, letter (to student) must include reinstatement policy.

Notification to Student

Notification may include:

Student must develop an academic plan (with degree auditor) for timely completion of program (150% Rule).

Meet with a mentor or tutor (to stay on track).

Notification (cont’d)

Establish a performance expectation

– completion of a minimum number of classes requiring a minimum GPA or equivalent of a “C”

- performance expectation should be a part of the institutional policy regardless of SAP situation (placing on or removing from).

Retaking Coursework

FSA HandbookVolume 4 – Processing Aid & Managing FSA Funds

“For satisfactory academic progress purposes, each time a course is taken counts as an attempt; only the first time a passing grade is received is counted as a completion.”

CONFUSING…sorry, there will be no discussion!

Retaking Courses (cont’d)

FSA HandbookVolume 2 – Chapter 10

Administrative Capability (page 2-176)

“a school can exclude grades for prior attempts when calculating a

GPA but must include credits from all attempts when calculating maximum timeframe (150% rule).”

End of Discussion (hopefully)!

How to Use Your System to Help Monitor Satisfactory Academic Progress

• Create a Flag indicator (using the system):

- Northwestern uses PeopleSoft Packaging Status Summary Panel indicates:

SAP: Probation

Develop reports, through Student Records or IT, to identify “potential” SAP problems

FERPA – not an issue with internal exchange of student data “on a need to know basis”

Appeals

If student is not making SAP*, the student may appeal based upon mitigating circumstances.

Mitigating Circumstances may include:- Family (Death, Illness, Finances)- Health (of student)

- Other Issues

*within the 150% rule.

Appeals (cont’d)

If appeal is accepted, documentation is required to support aid administrator’s decision.

Northwestern requires a letter from the Dean, along with other documentation, to support appeal.

NASFAA Monograph

Satisfactory Academic Progress: A Balancing ActRevised February 2004, Number 14

Practical Information for Student Aid Professionals

Includes:- Regulations- Case studies- Checklist (to develop and/or evaluate the institution’s SAP

policy).

Q & A’s?