SATISFACTORY ACADEMIC PROGRESS

Satisfactory Academic Progress

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Financial Aid Satisfactory Academic Progress

Effective Date: August 01, 2015
Policy Number: 1023

The U.S. Department of Education requires that colleges monitor the academic progress of Federal Financial Aid recipients to ensure that only those students demonstrating satisfactory academic progress towards the completion of their educational programs continue to receive financial aid. Hutchinson Community College’s Satisfactory Academic Progress Policy monitors student progress in three areas:  completion rate, GPA, and maximum time frame. Students receiving any Federal Financial Aid including Pell Grants, Supplemental Educational Opportunity Grants, Work Study, Direct Loans, and/or any other Federal or state aid must meet the following standards:

 

  • Students must complete 70% of the cumulative hours they attempt
  • Students must maintain a 2.0 cumulative GPA
  • Students must complete their program of study within a reasonable time frame not to exceed 150% of the published program length

 

Each requirement is discussed in greater detail below.

 

Satisfactory Academic Progress is measured at the end of each semester and the student will be notified if he or she is not in compliance with the policy at that time. 

 

Completion Rate

 

Cumulative completion rate is calculated by dividing the number of cumulative credit hours earned by the number of cumulative credit hours attempted.  Students must earn 70% of the cumulative credit hours attempted.  A student failing to complete 70% of his or her attempted hours will be placed on warning (see back of this form for details) for the following semester for which the student is enrolled.  A student who does not meet satisfactory academic progress standard during his or her warning semester will be placed on denial at the end of that semester.  A student may appeal his or her denial.  Instructions for appeal are found below.

 

Attempted hours include any course the student remained enrolled in past the refund period.  Earned hours include any hours for which the student earned an A, B, C, D, P, or CR.  Failures, withdrawals, audits, and incompletes are considered as attempted hours, but not earned hours.    Failing grades in pass/fail courses are considered attempted, but not earned.  Repeated and developmental courses are included in the calculation of attempted and earned hours. 

 

Any grades that are not posted at the time of SAP review will be considered as hours attempted, but not earned.

A student must contact the Financial Aid Office to resolve any discrepancies related to classes with grades posting after the review.

 

Cumulative GPA

 

A student must also maintain a 2.0 cumulative grade point average (CGPA).  A student failing to meet the cumulative GPA standard will be placed on warning for the following semester for which he or she is enrolled.  A student who does not meet satisfactory academic progress standard during his or her warning semester will be placed on denial at the end of that semester.  A student may appeal his or her denial.  Instructions for appeal are found below.

 

Maximum Time Frame

 

Federal regulations require that a student complete his or her degree or certificate in a reasonable time frame not to exceed 150% of the published program length.  All credit hours attempted at HCC and transfer credit hours posted to the HCC transcript are counted towards the maximum time frame regardless of whether or not the credit hours apply to the degree or certificate the student is currently pursuing or if aid was received for those credit hours.  A student will be placed on warning at the end of the semester that he or she reaches or exceeds 125% of his or her published program length.  If the student does not complete his or her degree or certificate during the warning semester, he or she will be placed on denial.  A student may appeal his or her denial.  Instructions for appeal are found below.

 

Example:  A student is pursuing an Associate’s degree which requires 64 credit hours for graduation.  The student will be placed on warning at 80 attempted credit hours (64x125%=80).  The student will then be placed on denial at the end of the warning semester.

 

 

Transfer Hours

All transfer hours accepted by HCC and posted to the student’s HCC transcript are included when determining Satisfactory Academic Progress status for transfer students.  All official transcripts from other colleges must be received, evaluated, and posted to the student’s HCC transcript before any financial aid will be awarded to a transfer student at HCC.  The transcript will then be evaluated for Satisfactory Academic Progress before any awards are made.  Each student will be notified of his or her SAP status at that time.  If HCC becomes aware of any coursework not accounted for after an award is made, the award may be canceled until SAP status can be determined.

 

Warning

At the conclusion of each semester, all students receiving Title IV aid will be evaluated to determine whether or not they are maintaining Satisfactory Academic Progress (SAP). If a student is failing to meet SAP standards, he or she will be placed on warning for the following semester for which he or she is enrolled.  Warning status will not prevent the student from receiving financial aid.  This is not the same as being on academic probation with the College.  If the student fails to meet satisfactory academic progress standards after subsequent semester on warning, the student will be placed on financial aid denial.

 

Denial

A student not meeting satisfactory progress for two consecutive semesters will be denied financial aid until he or she reaches the required completion rate or grade point average to meet satisfactory academic progress policy requirements. Students on denial are not eligible for financial aid of any kind, including Federal Direct student loans.  This is not the same as being on academic dismissal with the College.

 

Reinstatement

A student who has been placed on financial aid warning or denial may have his or her status adjusted if a subsequent semester brings them into compliance with Satisfactory Academic Progress standards.

 

Appeal

A student on denial may also appeal to have his or her eligibility reinstated through the Financial Aid Office.  Appeal forms are available at www.hutchcc.edu.  Appeals will be accepted through September 30 for the fall term, February 28 for the spring term, and July 15 for the summer term.  The Financial Aid Office reserves the right to review appeals after the deadline dates, if warranted.  Appeals will be reviewed within 10 business days of the date he or she were received in the Financial Aid Office.

 

The Financial Aid office will consider each petition individually.  Only extenuating circumstances will be considered for appeal.  Extenuating circumstances must be unexpected circumstances that are beyond the student’s control.  Typical adjustments to college life such as underestimating the time required for studying, failing to manage one’s time wisely, or failing to attend class on a regular basis without documented hardship will not be considered extenuating circumstances.  Extenuating circumstances must be adequately documented and the documentation must be included with the appeal.  Documentation may include supporting statements from doctors, teachers, counselors, etc.  Students filing an appeal must be enrolled in the semester, in which they are appealing aid.  The student will be notified in writing of the decision within ten days of the appeal review. 

 

When an appeal has been denied, The student may file a second appeal if he or she can provide additional information or documentation that was not included in the initial appeal.   

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