Effective Fall 2013
Why monitor academic progress?
Federal Regulations require that students that apply for and/or receive Title IV Aid must be monitored for Satisfactory Academic Progress (SAP)
Title IV Aid includes the following programs:
- Federal Pell Grants
- Federal Supplemental Educational Opportunity Grant (FSEOG)
- Federal Work Study (FWS)
- Federal Perkins Loan
- Federal Subsidized and Unsubsidized Loans
- Federal PLUS Loans (Parent and Grad)
Satisfactory Academic Progress will be reviewed each semester (including summer) and during the application process.
How is progress measured?
Satisfactory Academic Progress determination will be based on the following:
- Maintain a minimum cumulative grade point average (GPA) of 2.0
- Successfully completing at least 67% of cumulative hours attempted
Attempted Hours includes:
- Developmental/Remedial Hours
- Repeat Hours
- Incomplete Hours
- Academic Clemency Hours
- Transfer Hours
- Concurrent (High School) Enrollment
- All hours regardless of whether a student received Financial Aid
Students seeking their first undergraduate degree must complete their program within 150% of the published timeframe of their degree program.
- Ex: Degree program that requires 120 hours. 120 X 150% = 180 hours maximum
Student Eligibility (Undergraduate Students)
- Students must be admitted and enrolled in an eligible Degree Program
- Students must complete at least 67% of cumulative hours attempted and maintain a cumulative 2.0 GPA
- Students may not exceed 150% of the published length of their degree program
- Student pursuing a degree that requires admission to a program must be admitted to the program by the end of their eighth full-time semester
Student Eligibility (Graduate Students)
- Students must be accepted into the Graduate School and enrolled in an eligible Degree Program
- Students must be enrolled in at least 4.5 hours (during fall and spring) or 3 hours (during summer)
- Students must complete at least 67% of cumulative hours attempted and maintain a cumulative 2.0 GPA
- Graduate students are considered eligible for financial aid as long as they are meeting the academic requirements set forth by the Graduate School to complete their degree
Additional Eligibility Information
- Financial Aid eligibility cannot be determined until all official transcripts have been received and evaluated by the Office of the Registrar
- Unofficial Transcripts cannot be accepted to determine eligibility.
- Eligibility will be based on the hours accepted by Arkansas State University.
Incomplete and Repeat Coursework
- Incomplete Coursework will be evaluated as a failing grade until the course has been satisfactorily completed
- Incomplete coursework must be completed by the end of the next semester.
- Correspondence courses must be completed by the end of the semester in which they were started.
- Students that have Repeat coursework must contact the Registrars Office to have their academic transcript recalculated.
- Students taking prerequisite coursework to gain admission to a graduate degree program must submit a Preparatory Coursework Form and Degree Completion Plan to the Office of the Registrar of Financial Aid Office to determine possible eligibility.
- Prerequisite coursework must be completed within one calendar year to be eligible for Federal Student Aid
- Please note that taking coursework to improve the students GPA to gain admission to the program is not eligible for Federal Student Aid.
Pursuing a Second Undergraduate Degree
- Students must submit a Degree Completion Plan signed by the student as well as the Academic Advisor for their Degree Program. The Plan must indicate the courses required as well as the timeframe to complete the additional degree
- Students that have attempted the maximum number of hours based on 150% of the published timeframe for the degree program or have a Degree Completion Plan that will cause them to exceed that limit, may be denied Federal Student Aid.
- Students pursuing a degree in a high-need area must meet specific criteria to receive aid for their program.
View High-Need Areas >>
Failure to meet SAP requirements
- All students that fail to meet SAP requirements will notified via their A-State email within seven days of the posting of final grades for the semester
- This information is also available on the Financial Checklist found on the mycampus.astate.edu portal.
- Failure to receive notification does not dispute or reverse the termination of eligibility to receive Financial Aid
- Students that do not meet cumulative GPA requirements will be placed on Financial Aid Warning for their next semester of enrollment
- Students who have attempted 60 or more hours and have a cumulative GPA below 2.0 will be placed on Financial Aid Suspension and will not be eligible to appeal.
- Students that do not successfully complete 67% of their cumulative attempted hours will be placed on Financial Aid Warning for their next semester of enrollment.
- Students that withdraw from the university will be placed on Financial Aid Suspension.
- Students that receive a 0.00 GPA will be placed on Financial Aid Suspension.
- Students receiving all FNs for a semester will be required to return a portion of the Federal Student Aid funds they received for the semester.
- Students that do no complete their program within 150% of the published timeframe will be placed on Financial Aid Suspension.
- If at any point it is clear that a student will not be able to complete their degree within the allotted timeframe, they will be placed on Financial Aid Suspension.
- Although a student may be pursuing more than one degree, only one degree will be considered in the maximum timeframe calculation.
- Changing degrees does not affect the formula used in calculating the maximum timeframe.
Financial Aid Warning
- Students placed on Financial Aid Warning must have a minimum cumulative GPA of 2.0 and have completed at least 67% of their cumulative hours attempted by the end of the semester.
- Failure to meet these requirements will result in Financial Aid Suspension.
Financial Aid Suspension
Students placed on Financial Aid Suspension are not eligible for Federal Financial Aid until they meet cumulative SAP requirements and are approved through the appeals process.
- To regain Federal Financial Aid eligibility there are two options:
- If there were no extenuating circumstances, the student must use their own resources to complete coursework until they meet cumulative SAP requirements.
- Once the student has brought their academic record back in line with the cumulative SAP policy, they will need to submit an appeal
- If there were extenuating circumstances that affected their academic performance, students must submit an appeal to have their eligibility restored.
Notifications of Financial Aid Status
- Students that do not meet SAP requirements will be notified via A-State email within seven days of the posting of final grades for the semester.
- This information is also available on the Financial Aid Checklist found on the mycampus.astate.edu portal.
- For transfer students, notifications will be sent once all transfer work has been reviewed and evaluated by the Office of the Registrar.
Submitting an Appeal
- Students may appeal to have their eligibility restored if there are extenuating circumstances related to their academic progress. They must include a letter explaining why they failed to make academic progress, as well as an explanation of what has changed in their circumstances that will allow them to make Satisfactory Academic Progress by the end of the semester. In addition, an Academic Plan must be included, stating what specific steps the student will take to get back in line with ASU’s Satisfactory Academic Progress Policy for Financial Aid.
- Students must appeal to have their eligibility restored once they have successfully completed hours using their own resources and are making progress according to the SAP policy.
- Sitting out for a semester or extended period of time does not restore eligibility to a student who failed to make Satisfactory Academic Progress or had their appeal denied.
- If hours were completed at another institution, the student must submit official transcripts to the Office of the Registrar for evaluation.
- Students who have attempted 60 hours or more, and less than a cumulative 2.0 GPA are not eligible for an appeal.
- Extenuating circumstances are typically identified as situations beyond the student's control that do not allow them to successfully complete the semester; such situations may include unplanned medical conditions, victim of a severe crime, or a participant in a vehicle accident.
- Although these situations do not ensure that your appeal will be approved, they are merely examples of situations that have been reviewed in the past and might be considered extenuating. The appeal form must be completed with the student’s name, signature, and ASU ID number.
- Any necessary documentation that can validate the student’s situation should be turned in with the appeal. Such documentation may include medical records, police records, court records, or letters from your doctor. The committee will review your appeal only once before the semester starts, therefore all information related to your appeal should be submitted to the committee.
- Any necessary documentation that can validate the student’s situation should be turned in with the appeal form. The committee will review your appeal only once before the start of the semester, therefore all information related to your appeal should be submitted to the committee.
- Students who are eligible for an appeal that have 60 attempted hours or above are required to submit a signed Degree Completion Plan. Appeals submitted without a signed Degree Completion Plan will not be reviewed. Any deviation from the Degree Completion Plan submitted, may result in loss of financial aid eligibility.
Appeal Meeting Information
Appeal Meeting dates, deadlines, and forms can be found on the Financial Aid website www.astate.edu/finaid
- Documents are also available in the Financial Aid & Scholarships Office, located in the Student Union Room 2078.
- No new appeals will be reviewed once the semester begins.
- Appeals will be reviewed prior to the start of each semester.
- Appeals received after the published deadline will not be reviewed.
- All decisions of the committee are final.
The Satisfactory Academic Progress Committee will notify the students of their appeal decision through their A-State email address.
- Decision results will not be released until the committee has reviewed all appeals.
- Decision information may also be found on the MyCampus portal.
- If the student’s A-State email address is not available a letter will be mailed to the student.
- Results will not be given over the phone.
Please note that the above appeal process is for Financial Aid only. Students appealing the loss of a scholarship due to extenuating circumstances should contact the Scholarship Coordinator at firstname.lastname@example.org for additional information