Financial Aid Academic Recovery Plan A guide to understanding how your academic progress affects your financial aid eligibility 2 Standards for Satisfactory Academic Progress Guide Federal regulations require the UTPB Financial Aid Office to establish standards for Satisfactory Academic Progress (SAP) that measure a student’s progress toward degree completion using both qualitative and quantitative methods. To continue to be eligible for financial aid, students must meet or exceed these standards each semester. Failure to maintain these standards could result in the suspension of your financial aid. Satisfactory Academic Progress applies to all coursework attempted including courses for which the student did not receive financial aid. As you review these standards, please be advised that in order to maintain Satisfactory Academic Progress a student must complete 75% of all classes that an academic record is created for and must also maintain a 2.0GPA. STANDARDS Quantitative Standards MINIMUM REQUIREMENTS Undergraduate Students: Maintain a cumulative grade point average (GPA) of 2.0 Graduate Students: Maintain a cumulative grade point average (GPA) of 3.0 Complete a minimum of 75% of your cumulative coursework attempted (see Quantitative Standard examples below) Maximum Time Frame Terms attempted may not exceed 150% of the published length of your program (see Maximum Time Frame chart on Page 3) Qualitative Standards Quantitative Standard: Completion Rate HOURS ATTEMPTED HOURS COMPLETED FINANCIAL AID SAP QUANTITATIVE 75% MINIMUM COMPLETION SAP STANDARDS MET? 30 27 27 ÷ 30 = 90% Yes 45 36 36 ÷ 45 = 80% Yes 24 18 18 ÷ 24 = 75% Yes 27 18 18 ÷ 27= 66% No 12 6 6 ÷ 12 = 50 No MAXIMUM TIME FRAME FOR FINANCIAL AID PURPOSES 3 Standards for Satisfactory Academic Progress Guide DEGREE PROGRAM Undergraduate MAXIMUM HOURS ATTEMPTED (150%) 120 × 150% = 180 Hours Masters 36 × 150% = 54 Hours Academic Plans New federal regulations now require institutions to closely monitor students who are failing to maintain Satisfactory Academic Progress (SAP). As part of this new process students will have to complete an Academic Recovery Plan, which includes a formal written statement, the SAP Appeal Form, and an approved Academic Plan Form that has to be signed by an Academic Advisor. The Academic Advisor and the student will meet to establish an academic plan for a minimum of two semesters. Students will then be evaluated each semester and will be closely monitored to ensure that they adhere to the set academic plan. Failure to adhere to your academic plan will delay aid disbursement and may result in the suspension of your eligibility for financial aid. Since your academic plan is set as a condition of your approved appeal; your financial aid will not be disbursed until the Financial Aid Office confirms that you are adhering to the academic plan. Change of Academic Major/Pursuit of a double Major or Minor Students who have a change of academic major or pursue multiple majors or minors will not have additional financial aid eligibility beyond the Maximum Time Frame established under the new policy. Successful Completion of Courses To successfully complete a course you must receive a grade of A, B, C, D, or S in a course. Grades of F, X, Z, NG, W, and U do not count as successful completion of hours attempted. COURSEWORK CONSIDERED COMPLETED AND COUNT TOWARDS GPA? Remedial Remedial courses do count towards hours completed Transfer Hours transferred do not count in the hours attempted/hours earned ratio. Transfer hours do count towards the Maximum Time Frame Drops Classes which are dropped and do not result in a “W” will not count towards hours attempted/hours earned. Classes dropped that do result in a “W” will count in the hours attempted/hours earned and will count towards the Maximum Time Frame 4 Standards for Satisfactory Academic Progress Guide Evaluation Satisfactory Academic Progress (SAP) is evaluated at the end of each semester (fall, spring, & summer). Appeal Process Any student who loses financial aid eligibility must go through a formal appeal process. Although the process may differ depending on the basis for the suspension each student must complete an Academic Recovery Plan, which must includes a formal written statement signed and dated by the student. Circumstances which warrant an appeal include; death in family, injury or illness of the student or family, or other extenuating circumstance outside of the students control. When writing the formal statement, provide a full explanation along with detailed documentation verifying the circumstances that led to your inability to meet SAP. In this explanation you must also provide a realistic assessment of the steps you have taken to overcome these obstacles, and how they will not interfere with your progress towards graduation. Once you have taken the appropriate steps required for your Academic Recovery Plan you must return the completed packet to the Office of Financial Aid. The packet will be reviewed for accuracy and will then be submitted to the Satisfactory Academic Progress (SAP) Review Board. The SAP review board will make a determination based on the information provided and will inform the student in writing within approximately three weeks of the decision. ACADEMIC RECOVERY PLAN CHECKLIST Read through the Financial Aid Academic Recovery Packet Write the formal statement and complete the SAP Appeal Form Complete the Academic Plan Form with your advisor Return the completed Financial Aid Academic Recovery Packet with additional documentation (if required) to Financial Aid Office Probation Students who have an appeal process approved will be placed on probation for the following semester and their academic progress will be monitored to ensure they meet the conditions of their academic plan, if that was a condition of their approval. Once the Financial Aid Office determines that SAP was met for the probationary semesters then the student will be in good standing and will no longer be monitored. 5 Standards for Satisfactory Academic Progress Guide Denied Appeals If a SAP appeal is denied the student is no longer eligible to receive financial aid until they are able to meet Satisfactory Academic Progress guidelines, which are a 75% completion rate and a 2.0GPA. A denial from the SAP committee is Final; there is no appeal process for this judgment. A student who has lost aid eligibility due to a SAP denial may regain eligibility for financial aid by meeting the Satisfactory Academic progress guidelines, which are a 75% completion rate and a 2.0GPA. Satisfactory Academic Progress Appeal Form Office of Financial Aid ♦ 4901 E. University Blvd. ♦ Odessa, Texas 79762 ♦ (432)552-2620 Fax: (432) 552-2621 First Name: _____________________ Last Name: _______________________ UID: ___________________ Address: _________________________________ City, State, & Zip Code: ___________________________ Phone Number: ____________________ Level: Undergraduate ___ Graduate ___ Major: ________________ Federal regulations require that students make Satisfactory Academic Progress (SAP) towards the completion of their degree and maintain good academic standing. By submitting this form you are explaining your deficiency, and requesting consideration for reinstatement of your financial assistance. Appeal forms must be submitted prior to or during the semester the student is requesting reinstatement of your financial assistance. Appeal forms submitted for a term after a student has ceased attending will not be granted. If the student withdraws while waiting for an appeal decision, the appeal will not be granted. Please check all that apply to you. Completion rate less than the required 75% Cumulative Grade Point Average (GPA) below 2.0 Circumstances have changed and my academic plan needs to be revised. Please check the circumstance that applies. You must provide supporting documentation. Appeals without supporting documentation will automatically be denied. ALL sections must be completed or the appeal will be returned without review. Circumstance for Appeal Serious medical illness or injury Death of an immediate family member Other circumstance (Described in formal written statement) Supporting Documentation Signed doctor’s statement on office letterhead Death Certificate; obituary or announcement indicating your relationship Letter Attached Guidelines for Appeal Letter: • Explain reasons in detail addressing all semesters with deficient grades, including withdrawals. • What steps have you taken to be certain that you complete all your classes in the future? Have there been changes into your situation that will allow you to complete your classes successfully? Please explain how these changes will allow you to demonstrate that you are making progress by the next evaluation. An appeal letter must be submitted if you do not have an official document supporting your reason for an appeal, such as a doctor’s statement or death certificate. Expected Graduation Date: __________________________________________________ Satisfactory Academic Progress Appeal Form Office of Financial Aid ♦ 4901 E. University Blvd. ♦ Odessa, Texas 79762 ♦ (432)552-2620 Fax: (432) 552-2621 Appeal Process 1. Return this signed form and your documentation to: University of Texas of the Permian Basin, Financial Aid Office, Room MB1225, 4901 E. University Blvd., Odessa, Texas 79762. 2. An appeal reviewed by the committee does not guarantee reinstatement of financial aid. 3. The SAP Committee will review your appeal and substantiating documentation. 4. You will be notified in writing of the SAP Committee’s decision within approximately fifteen (15) business days. If you have any questions concerning the appeal process, please contact our office at (432) 552-2620. Information about the SAP policy may be reviewed at www.utpb.edu To the best of my knowledge, all of the information on this form is complete and accurate. I further acknowledge that I will make every effort possible to improve my SAP status, and complete all of my attempted courses successfully at the University of Texas of the Permian Basin. See SAP Policy for definition of attempted courses. I also have read and understand the Satisfactory Academic Progress Academic Recovery Plan. Student’s Signature _______________________________________ Date __________________ For Financial Aid Office Use Only Recommendation: Send To Committee Signature: Approve Appeal Date: Cumulative GPA: ______ Hours Attempted: ______ Hours Earned: ______ Completion Percentage______ For Committee Members Use Only: Uphold Suspension Signature: Comments: Approve Appeal for Probation Date: Uphold Suspension Signature: Comments: Approve Appeal for Probation Date: For Retention Officer Use Only: Uphold Suspension Signature: Comments: Approve Appeal for Probation Date: Satisfactory Academic Progress Academic Plan First Name__________________ Last Name___________________ UID ________________ Students whose federal financial aid eligibility has been disqualified due to insufficient Grade point Average (GPA), insufficient Completion Rate, must submit this form along with their Satisfactory Academic Progress Policy Appeal Form. To Be Completed by Advisor/Retention Officer: Reason for SAP Academic Plan: GPA below 2.0 Course Completion Rate below 75% Academic Plan outlined below according to student’s major on file with the Registrar’s Office: Course Number Course Name Credit Hours Total Credit Hours for 1st semester: _____ Course Number Course Name Credit Hours Total Credit Hours for 2nd semester ( if applicable) : _____ Your advisor must sign this form. The advisor signature indicates that you were seen by an advisor during an appointment to review your academic plan towards graduation. Advisor Printed Name: ___________________________________________ Date: _____________________ Advisor’s Signature: ________________________ Ext. _______ Please attach additional pages as needed. Student Section The student’s signature below certifies that the student has assisted in the completion of, understands and agrees with the Academic Plan as prescribed to earn a Degree in Major as outlined above. I also have read and understand the Satisfactory Academic Progress Academic Recovery Plan. Student Signature ______________________________________ Date _______________________