3357:12-14-72-Standards of Satisfactory Academic Progress for Financial Aid

POLICY

Federal Regulations require that Zane State College (ZSC) establish policies to monitor the academic progress of students who apply for and/or receive financial aid. These standards apply to the following financial aid programs: Federal Pell Grant, Federal Work-Study Program, Direct Loan Program, and Direct Parent Loan Program for Undergraduate Students. This policy may also affect the receipt of institutional aid.

This policy applies to students enrolled in a degree or certificate granting program of study. Students applying for financial aid must be making satisfactory progress as outlined in this policy prior to the initial awarding or certification of financial aid. All terms including summer are calculated the same.

Important: The federal government requires ZSC to monitor the academic progress of all students, including those not currently receiving financial aid. Be aware that your academic progress during any semester in which you do not have financial aid will be a factor in determining your eligibility for aid in subsequent semesters.

Standards of Satisfactory Academic Progress (SAP) are measured using the following criteria:
I. Grade Point Average (GPA)
II. Pace of Completion (Credit Hours Completed)
III. Maximum Time Frame (MTF) for completion of educational objective

I. Grade Point Average (GPA) Requirement

• Students must maintain a minimum cumulative GPA of 2.0, consistent with graduation standards, which will be monitored at the end of each payment period (semester).

II. Pace Requirement

• Students must maintain a 67% completion ratio for hours attempted. Attempted hours include hours in which a student is enrolled as of the 15th day of the semester, hours for which a student is withdraws after the 100% refund period, and hours for which there are grades/notations of AU, W, or “forgiven” hours. Completion Ratio will be monitored cumulatively at the end of each semester. The completion ratio is calculated by dividing the number of hours (successfully) completed by the number of hours attempted. Successful completion of course work is defined as a letter grade/notation of A, B, C, D, TA, TB, TC, TD, TR, LL, P, VC, or ML.Any of the following grades are considered unsuccessful: W, F, FN, I, U, NP, NR, NC, WV, or AU (Audits, if changed after the 15th day of the semester). It is the student’s responsibility to notify the Office of Financial Aid when an incomplete course has been completed successfully.

III. Maximum Time Frame (MTF) Measurement Requirements

• Students must complete their academic program within 150% of the credit hours it normally takes to complete the program (including proficiency and transfer credits as well as the credits included as repeated courses or Fresh Start). Students who attempt more than 125% of the credit hours required for their program will be placed on Warning Status, allowing time to adjust their academic plan before reaching the federal to 150% maximum time frame limit. They will then be placed on suspension once exceeding the 150% of the degree program. Progress will be assessed at the end of each payment period (semester). All hours attempted will be counted, including when a student changes majors or attempts a second-degree program.

IV. Consequences of not meeting SAP

• Student academic progress will be evaluated at the end of each payment period (semester), including summer, according to the criteria listed above. Failure to meet the minimum GPA or completion ratio will result in being placed on Warning Status. Failure to meet the minimum GPA or completion ratio while on Warning Status will result in being Suspended the subsequent semester. Once a student has attempted more than 150% of the required credit hours to complete the program, aid will be Suspended. **Suspension renders a student ineligible for any federal financial aid and may impact eligibility for institutional aid.

V. Reestablishing Eligibility

• If financial aid is on Suspension because of failure to successfully complete the appropriate percentage of classes, the student must successfully complete the minimum percentage of cumulative hours required by taking additional classes at the student’s own expense.If aid eligibility has been suspended and there are extenuating circumstances, students may contact the Student Financial Aid Office to inquire about the appeal process. To submit an appeal the Satisfactory Academic Progress (SAP) Appeal Form must be completed and returned. It is recommended that students speak with the Student Financial Aid Office before beginning the appeal process.
• Instructions on the SAP Appeal Form require students to provide a detailed explanation, with supporting documentation, of the circumstances that prevented them from meeting SAP requirements, as well as a plan outlining how eligibility will be maintained if the appeal is approved. In general, the appeal process is not to be used to extend financial aid eligibility, and appeals related to Maximum Time Frame may be denied. Deadlines for submitting appeals vary by semester and are listed on the appeal form. Contact the Student Financial Aid Office at 740-588-1276 or financialaid@zanestate.edu for more specific information.

VI. Appeal Status

• Students who regain financial aid eligibility through the appeal process will be placed on Appeal Status and may be subject to specific academic and/or enrollment requirements, as outlined in the appeal approval conditions, in order to regain and maintain eligibility for financial aid.While on Appeal Status, students must meet all terms of their approved appeal. Failure to meet the terms of an approved appeal will result in the loss of financial aid eligibility. Students are permitted to submit a maximum of two appeals during their enrollment at the College, unless otherwise restricted by the conditions outlined in a previously approved appeal. Additional appeals beyond the maximum may be considered at the College’s discretion and in accordance with federal regulations.
• If the terms of an appeal are not met and no further appeals are approved, financial aid eligibility will be terminated and will not be reinstated unless the student subsequently meets federal and institutional standards for regaining eligibility.
• Even if federal financial aid is terminated, a student may continue attending Zane State College at their own expense, provided they remain in good academic standing as determined by the Registrar’s Office. Students who return to the College after a period of non-enrollment and who were on financial aid suspension or termination at the time of their last enrollment will retain that status upon return. These students may appeal their financial aid eligibility when they re-enroll. In addition to the usual factors considered in an appeal, any academic accomplishments completed while not enrolled at the College may be reviewed as part of the appeal evaluation.
• Students who return after a period of non-enrollment of three years (nine semesters) and who were on financial aid termination at the time of their last enrollment will remain in termination status but may appeal their eligibility for financial aid upon return, in accordance with institutional policy and federal regulations.

POLICY APPROVAL
To be approved by President’s Cabinet only