Satisfactory Academic Progress (SAP) Policy: Undergraduate Students

Financial Aid Rules Regarding Academic Progress and Satisfactory Standards for Financial Aid Eligibility

This policy becomes effective with grades earned in the Fall 2020 semester and for all subsequent semesters. The policy complies with updated federal regulations (CFR 668.34) effective as of July 1, 2011.

Introduction

To receive Title IV federal financial aid, institutional funds administered by the Office of Financial Aid, or certain Veterans Benefits, students must maintain measurable Satisfactory Academic Progress (SAP) toward degree program completion. Federal regulations require evaluation of qualitative and quantitative measures, as well as completion of the degree objective within 150 percent of the normal published time frame.

NOTE: This SAP policy is separate and distinct from both the Academic Probation and Suspension policy administered by the Office of the Registrar, and the SAP policy of the New York State Tuition Assistance Program (TAP).

All enrollment periods, including those for which a student did not receive financial aid, are included in the measurement of Satisfactory Academic Progress. The student's entire academic history will be considered when determining SAP status. This includes all transfer credits on the New York Institute of Technology transcript. Incompletes (I), Withdrawals (W), and Unofficial Withdrawals (UW) count as attempted credits, but not earned credits. Withdrawn Failing (WF) and Failing (F) count as attempted credits and earned grades.

Students who do not meet the standards of Satisfactory Academic Progress will not be eligible for federal or institutional financial aid until they have successfully appealed their Unsatisfactory Academic Progress (UAP) status and can regain eligibility by meeting the standards of this SAP policy or by following a prescribed academic plan as determined by an academic school designee.

Reference: 2023–2024 Federal Student Handbook, Vol. 1, Ch. 1, pp. 12–18

Guidelines for Academic Progress

For financial aid purposes, an aid year consists of summer, fall, and spring enrollment periods. Summer begins the year, and spring concludes it. Students attending intersessions (short-term courses between the fall and spring semesters) will have those courses evaluated with spring semester progress. The measurement of Satisfactory Academic Progress is calculated at the end of each enrollment period (semester) during an aid year, and status is effective with the next enrollment period (semester).

If a student changes majors or academic programs, all attempted and earned credits will be included in the qualitative, quantitative, and normal time frame measurements (no more than 150 percent), with the exception of those stated elsewhere in this policy.

Qualitative Standard

The qualitative component measures the quality of a student's academic progress by their cumulative GPA.

Undergraduate Standard

All undergraduate students must maintain a cumulative GPA of 2.0 at the end of each enrollment period.*

* Where applicable, athletic award eligibility will continue to be governed by a signed Athletic Agreement. All other Title IV and institutional aid for athletes will be governed by this Office of Financial Aid's Satisfactory Academic Progress policy.

The required cumulative GPA is based on the total number of attempted and earned credits, including the grades of F (Failure) and WF (Withdrawn Failure). Grades of I (Incomplete), W (Withdrawn), and Unofficial Withdrawal (UW) are not factored into a student's cumulative GPA.

Pace (formerly referred to as the Quantitative Standard)

Students must meet a quantitative standard of academic progress measured as a completion rate percentage. They must successfully complete 67 percent of all attempted credits to graduate within 150 percent of the normal time frame. This calculation is made as follows:

Successfully Completed Credits/Attempted Credits = Completion Rate (result rounded to the closest whole number, i.e., 18/27 = 66.67 percent or rounded to 67 percent)

For the purposes of measuring pace, the grades of Incomplete (I), Withdrawn (W), Unofficial Withdrawal (UW), Withdrawn Failure (WF), and Failure (F) count as attempted credits but not as successfully completed credits. Accepted transfer credits are also included in this calculation, both as attempted and earned credits.

Maximum Time Frame for Degree Completion

Students must obtain a degree within 150 percent of the normal time frame for degree completion. For example:

• For a baccalaureate program requiring 130 credits, a student must obtain a degree within 195 attempted credits (130 x 1.50 = 195).
• For an associate degree program of 60 credits, a student must obtain a degree within 90 attempted credits (60 x 1.50 = 90).
• For a graduate program requiring 36 credits, a student must obtain a degree within 54 attempted credits (36 x 1.50 = 54).
• The maximum time frame is based upon the student degree classification in New York Institute of Technology's academic records.

Effects of Remedial, ESLI, and Repeated Courses

Remedial and/or ESLI coursework does not count toward degree requirements. Remedial courses are counted as both attempted and earned credits. English as a Second Language (ESLI) courses are not counted in hours attempted or earned, but they are counted towards enrollment (full-time, 3/4 time, etc.).

The Department of Education has implemented regulations governing repeated coursework effective July 1, 2011, per federal regulations (34 CFR Section 668.2). The regulations have been implemented to improve the pace of graduation completion for students, which in turn should reduce loan indebtedness and preserve grant funding levels. Repeating courses may significantly impact Satisfactory Academic Progress (SAP) and eligibility for Title IV federal financial aid and institutional aid. Grades of D or better in repeated courses will be counted as earned credits. All course repeats will count as attempted credits and be used in the quantitative and maximum time frame components of the SAP policy. Students should consult with a financial aid advisor before registering for a repeated course. Students may be full-time or part-time.

Consequences of Failure to Meet Satisfactory Academic Progress

Financial Aid Warning is a status assigned to a student who fails to make Satisfactory Academic Progress at the end of an enrollment period. A student who fails to meet SAP (excluding maximum time frame) at the end of an enrollment period is no longer eligible for financial aid; however, for the first term of ineligibility, a student is automatically placed in a Financial Aid Warning status, not to exceed one enrollment period.

• During the warning period, a student may receive financial aid despite the determination that the student is not meeting SAP standards.
• A student must meet SAP standards by the end of the warning period. If SAP standards are not met, financial aid eligibility will be suspended until the student regains SAP or files an appeal.
• For denied appeals, a student must pay for all enrollment periods after the warning period through personal or private funds. A student will regain eligibility for federal student aid funds when SAP standards are met.

Financial Aid Probation: This status is assigned to a student who fails to make Satisfactory Academic Progress, has successfully appealed, and can meet minimum SAP standards by the end of an enrollment period. This student has had eligibility for aid reinstated and can receive financial aid for one enrollment period.

For students who have successfully appealed but cannot meet minimum SAP standards by the end of one enrollment period, an individual academic plan may be developed in conjunction with an academic school designee. These students will be evaluated and must demonstrate progress each period, as required, in a maximum of two enrollment periods (beyond the “warning” term).

Appeal Process

Extenuating circumstances may occur during an enrollment period and impact a student's ability to meet SAP standards including, but not limited to:

• Personal injury or illness
• Death of an immediate family member
• Active-duty military deployment
• Other unexpected extenuating circumstances beyond a student's control

In all cases, the circumstances must be sufficiently documented.

If extenuating circumstances occur and a student wishes to appeal their status, a Satisfactory Academic Progress Appeal form must be submitted to the Office of Financial Aid. A student must meet with the appropriate academic school designee to discuss and document the appeal. The academic school designee will recommend whether the student's eligibility should be reinstated.

• The appeal must include appropriate documentation of the circumstances that led to it and how a student will demonstrate successful academic progress at the next evaluation.
• If a student is able to meet the SAP policy standards within one enrollment period, the Satisfactory Academic Progress Appeal Form and its documentation will be submitted to the Office of Financial Aid. The SAP Appeals Committee will review the appeal and make a final determination.
• If a student will require more than one enrollment period to become compliant with SAP policy standards, an academic plan may be developed by the academic school designee, specifying the coursework and grades necessary to become compliant each period within a maximum of two enrollment periods.
• The SAP Appeals Committee will review progress at the end of each enrollment period. If a student is not meeting the terms of an academic plan, financial aid eligibility will be suspended until the student regains SAP.
• An academic plan to meet SAP policy standards must not exceed two additional enrollment periods.
• Students will be granted up to two appeals during their entire academic program.
• As a result of a change of major or academic program change, a student may not complete a degree objective within 150 percent of the normal time frame. If this occurs and a student wishes to appeal the suspension of financial aid eligibility, a Satisfactory Academic Progress Appeal Form must be submitted with an academic plan approved by an academic school designee that identifies remaining coursework and a projected graduation date. Extensions of the maximum time frame may not exceed two additional enrollment terms. Extensions of time frame will not be granted to students who have less than the required cumulative GPA or less than a 67 percent completion rate at the time of appeal.
• Incomplete appeal forms will not be reviewed.
• Eligibility for institutional scholarships and grants is not guaranteed with the approval of a SAP appeal or during warning and probation periods. A separate appeal may be required for certain types of institutional aid (e.g., scholarship renewal criteria, limited funded grants, etc.). Contact the Office of Financial Aid for all the information.

Final decisions will be made by the SAP Appeals Committee. Evaluations and decisions are based on the documented information provided, the circumstances leading to the appeal, and the academic plan, if required. Students will be notified of the committee's decision in writing via postal mail or email. The decision of the SAP Appeals Committee is final.

If an appeal is denied, a student is no longer eligible to receive financial aid from the university until the student becomes compliant with SAP policy standards.

Tuition Assistance Program (TAP) Satisfactory Academic Progress

New York Institute of Technology is responsible for implementing standards for satisfactory academic progress to maintain eligibility for the New York State Tuition Assistance Program (TAP).

The standards that apply to TAP and other New York State awards require recipients to maintain a steady rate of progress toward a degree and to earn a prescribed academic average. Standards affect all students who receive TAP and other New York State awards. Additional information on satisfactory academic progress may be found at the Office of the Registrar and the Enrollment Services Center. Additionally, the chart below demonstrates minimum requirements and can also be found at the NY State HESC website.

TAP Waivers

A one-time waiver may be granted to the recipient of state financial assistance who fails to maintain pursuit of the program or make satisfactory academic progress. A student must initiate the request for the waiver through the Office of Student Life and must be able to document one of three reasons for the request: death in a student's family, serious illness of a student, or other mitigating circumstances beyond a student's control. Approval of the waiver is not automatic. After a careful review of documentation, a student will be notified by email as to whether a one-time waiver will be granted.

For more detailed and complete information on the waiver and other requirements, review the Commissioner's Guidelines on the New York State Higher Education Services Corporation (NYSHESC) website at Appendix C: Commissioner's Guidelines on Good Academic Standing C-Average Requirement: Questions and Answers.