Satisfactory Academic Progress (SAP)

Statutory Guidance
Federal regulations, HEA Sec 484(c), 34 CFR 668.16(e), 34 CFR 668.32(f), and 34 CFR 668.34, require schools offering Federal Student Aid to establish policies to monitor the academic progress of students who apply for and receive federal financial aid. The Satisfactory Academic Progress Policy, which is administered by the Office of Financial Aid and Scholarships, may differ from West Virginia State University’s Academic Standing Policy, which is administered by Academic Affairs.

Satisfactory Academic Progress Policy (SAP)
Students must be making satisfactory academic progress (SAP) toward completion of an eligible degree in order to receive financial aid administered by West Virginia State University. SAP for financial aid is calculated upon full acceptance to the University and at the end of each semester, including summer, to verify that students meet all Federal SAP standards. Federal regulations require academic progress be evaluated both quantitatively (Pace) and qualitatively (GPA). West Virginia State University’s SAP policy is applied consistently to both full time and part time students and to all eligible degree programs offered at West Virginia State University. Students receiving assistance from any of the following aid programs must meet standards of Satisfactory Academic Progress:

Federal Programs

Pell Grants
Supplemental Educational Opportunity Grants (SEOG)
Federal Work-Study Programs (FWS)
William D. Ford Federal Direct Loan (DL) Program including:
- Subsidized Loans
- Unsubsidized Loans
- Parent PLUS
- Graduate PLUS

State Programs

West Virginia Higher Education Grant
West Virginia Higher Education Adult Part-Time Students Grant (HEAPS)
West Virginia Promise Scholarship
West Virginia Underwood Smith Scholarship
West Virginia Nursing Scholarship
West Virginia Engineering, Science and Technology Scholarship (STEM)

Standards of Satisfactory Academic Progress include a Quantitative Standard-Cumulative GPA, a Qualitative Standard-Pace, Evaluation Increment, and Maximum Time Frame.

Qualitative Standard-Cumulative GPA
Undergraduate Students

Academic Standing	Hours Attempted	Overall GPA
Freshman	0-29	1.75
Sophomore	30-59	1.75
Junior	60-89	2.0
Senior	90+	2.0

Graduate Students

Academic Standing Overall GPA
First Time and Continuing 3.0

Note: The attempted hours and GPA used in calculating Satisfactory Academic Progress must include credits that may not be calculated in an academic GPA, examples including but not limited to, incomplete grades, remedial courses, academic forgiveness (including D/F repeats) transfer credits, etc. The Office of Financial Aid and Scholarships is not permitted to use Academic Amnesty in evaluating GPA. We must include all classes in the calculation of GPA.
All students must maintain a cumulative 2.0 GPA on 4.0 scale. Some programs require that the cumulative GPA be higher than 2.0. When GPA is evaluated for a program requiring a higher standard, West Virginia State University must use the higher GPA requirement to determine SAP.
Incomplete grades will not be used in the calculation of the GPA during the semester in which they are received. Incomplete grades will be calculated in the GPA in the semester in which a letter grade replaces the incomplete grade. Upon completion of the incomplete course, the instructor will submit a Grade Change Form to the Office of the Registrar to update the student’s grade. Students who do not complete the incomplete course work by the published date in academic calendar will be assigned a failing grade.

Quantitative Standard-Pace
All students must maintain a 67% percent completion percentage throughout their program of study. The calculation of pace is cumulative. To calculate your completion percentage, you divide the total number of credit hours you have passed by the total number of credit hours you have attempted. Attempted hours include all college classes you began, including classes from which you withdrew, failed, took at another college, remains incomplete.
Please Note: Withdrawal, academic forgiveness, incomplete, repeated and non-credit remedial hours are included in the calculation of hours attempted and GPA (if hours are graded). In cases of repeated courses, a student may continue to repeat a failed course and receive Financial Aid until it is passed. Students may only attempt 30 semester hours of developmental (remedial) courses. Once a student has reached the 30 semester hour limit, Financial Aid may not be used to pay for further developmental (remedial coursework), new or repeated. Attempted hours includes all credit hours, even if they do not count towards the degree at West Virginia State University.
A student is eligible to receive Financial Aid for one repeat when repeating a previously passed course to obtain a higher grade.

Allowable: Repeated coursework may be included when determining enrollment status in a term-based program if a student needs to meet an academic standard for a particular previously passed course, such as a minimum grade.
Not permissible: A student enrolls in four classes in the fall semester and passes only three of them; the institution requires the student to retake the failed class and also the other three classes because of failing the one class. When the student repeats all four classes in the spring semester, the failed class would be included in the student’s enrollment status, but the three classes passed would not be.

Evaluation Increment
West Virginia State University evaluates satisfactory academic progress for both the qualitative and quantitative standards at the end of each semester for all full time and part time eligible degree-seeking students.

Maximum Time Frame
Federal regulations require a maximum time frame for completion of a degree or certificate. A student will not be eligible for Title IV federal aid if the degree is not completed within 150% of the normal credit hours required to complete the degree or certificate program. Financial Aid will be suspended for students who have attempted 180 or more credit hours for a four-year degree. The number of attempted credits used in determining maximum time frame will include transfer, remedial, failed and withdrawn credits. All credit hours are included as attempted hours, even if they do not count towards the degree at West Virginia State University.
If a student changes their course of study, the hours attempted under all courses of study are included in the calculation of the maximum time frame. The Office of Financial Aid and Scholarships will review a student’s eligibility upon full acceptance into the University and at the end of each semester and will notify students if he/she will no longer be eligible for federal aid programs (grants and loans) for any future semester. Students will be notified of financial aid suspension and appeal status via MyState and campus email. Additional communication may also be made via US Postal Mail to the mailing address on file with the Office of the Registrar.
If a student has previously completed a bachelor degree, all financial aid will be suspended, but the student has the right to request an appeal.
If a student has met all requirements to receive a degree in his or her stated major, the student must apply for graduation. Change of major is not an option. Refusal to graduate in the intended major will result in financial aid suspension with no possibility to appeal.
Students who have exceeded maximum hours are limited to 2 major changes. Students are permitted to change majors prior to the start of each semester; however, this may result in financial aid suspension.
A student, who has exceeded the maximum hours for his or her major, may not receive Financial Aid to repeat courses on the academic evaluation that are failed, withdrawn or considered incomplete.

Admission Status Based Evaluations
Transfer and Readmission
Students who transfer into West Virginia State University, or are seeking readmission to the University, who do not meet the satisfactory academic progress requirements, will be automatically placed on financial aid suspension, but may have the option to request an appeal.
Transient
Transient students should seek financial assistance from their home school.
First Time Freshman Students
First time freshman students will be packaged with financial aid, providing they are in good academic standing and meet all eligibility requirements to receive federal and state funds.
Provisional Admissions
Students who have a provisional admission status, or have an incomplete admission file, will not be granted financial aid until fully admitted to the college.
Definitions of SAP Ineligible Status

Suspension Status – Students are placed on financial aid suspension status at the end of the semester which resulted in failure to meet satisfactory academic progress standards. Students on suspension cannot receive financial aid. Students will be removed from financial aid suspension when they are in compliance with the GPA and Completion Ratio standards and have not yet exceeded maximum hours allowed.
Probation Status – Probation status is granted to students who have successfully appealed their suspension. Students can receive aid during their probationary period after signing and submitting a financial aid appeal contract to the Office of Financial Aid and Scholarships.
Warning Status – Warning status may be granted to students with extenuating circumstances (i.e.: A student who was forced to withdraw due to an accident or illness). Appropriate documentation must be provided.
Maximum Time Frame Evaluation Status – Maximum Time Frame Evaluation is a probation status granted to students who have successfully appealed a maximum time frame suspension. Students can receive aid during this period after signing and submitting a financial aid appeal contract to the Office of Financial Aid and Scholarships.

Regaining Eligibility for Title IV Aid
Students who have lost eligibility for aid may regain eligibility in one of two ways.
Self-Pay: Students may pay for classes, at their own expense or via private/alternative loans, and regain eligibility by increasing their completion ratio and/or cumulative GPA. Eligibility will be reinstated when the policy minimum standards have been met.
Appeals: An approved appeal allows students to receive financial aid while working to meet the completion ratio and GPA standards.
Appeal Process
Students may submit documented reasons for failure to maintain satisfactory academic progress to the Office of Financial Aid and Scholarships. Students may appeal pace, GPA and/or maximum time frame. Any appeals granted must be well documented as they would otherwise be violations of federal standards. Due to the condensed timeframe, appeals are not processed for summer terms. Students on financial aid suspension will need to pay for any summer expenses on their own.
Request to Appeal Satisfactory Academic Progress Suspension
Appeals decisions will be made by the Office of Financial Aid and Scholarships. The following documentation must be submitted:

Appeal Form and Academic Plan for Improvement
Letter of Extenuating Circumstances and Resolution
Supporting Documentation

Deadlines for Appeals
Students planning to appeal should do so as soon as they are notified of their financial aid suspension. Tuition and fees are due by the specified date on the Academic Calendar, set by the Cashier’s Office, for each term. In order to avoid difficulties and/or delays, students should submit the appeal promptly and observe the deadline dates.
Appeal approvals must be granted in time to allow the student’s award to be processed before grades are released for that semester. Federal regulations require that once the standing of a student is known, then the award must reflect that information. Thus, a student granted an appeal before the end of the semester, and awarded after the end of the semester, may become ineligible for the award by the time the award is granted. Financial aid appeals cannot be retroactive.
Appeal Procedures
The student must submit a Financial Aid Suspension Appeal Form to the Office of Financial Aid and Scholarships, using the University’s appeal form, and include documentation to support the reason for requesting an appeal.
Appeals cannot be processed if the student is placed on Academic Suspension with the Academic Affairs’ Office.
The Satisfactory Academic Progress standing can be appealed when one of the following conditions exists:

Illness or injury of the student
Illness, injury, or death of a family member
Natural Disasters-i.e.: floods, fires, tornadoes, hurricanes, or earthquakes
Criminal acts inflicted on the student or student’s family. For example: terrorism, kidnapping, or theft.
Military involvement-i.e.: draft or US service duty
Emotional problems supported by documentation from a counseling agency, counselor or psychiatrist.
Documented errors of an official designated representative of the Vice President of Academic Affairs resulting in unacceptable academic progress.
Legal entanglements-i.e.: divorce, child custody, extended jury duty or bankruptcy

Students will be informed of the appeal decision within fifteen (15) business days after receipt of all required and/or requested documentation.
Appeal Supporting Documentation
Required documentation to be submitted with an appeal may include but is not limited to:

A signed statement from the student explaining his/her reasons for not meeting SAP and the resolution.
Statement from third party familiar with the student’s circumstances and/or
Documentation from the student’s physician in cases of illness or injury and/or
Documentation from the student’s academic advisor or course professors and/or
Insurance claim and/or.
Police reports and/or.
Death certificate.

Approved Appeals:
Students will be placed on financial aid probation, with an academic plan, if the appeal is approved. Students may remain eligible to receive aid while on probation status as long as they meet the conditions of the plan which are detailed in the SAP Contract. Students may file a second appeal, if not meeting requirements of the academic plan, but they cannot appeal for the same reason twice. Students must demonstrate that the circumstances that caused the initial SAP issues have changed significantly and are not the reason for the second failure.
Communication
Students will be notified of financial aid suspension and appeal status via MyState and campus email. Additional communication may also be made via US Postal Mail to the mailing address on file with the Office of the Registrar.
Glossary of Terms

Academic Plan– A plan developed by the institution and the student to ensure that the student is able to meet the institution’s satisfactory academic progress (SAP) standards by a specific point in time.
Academic Year – An academic year consists of the fall and spring semesters and may include a following summer session.
Direct Loan – Federal loan funds borrowed from the U.S. Department of Education which must be repaid with interest once the student graduates or falls below half-time status.
Federal Work-study – A federal, need-based work program available to students if they are in compliance with this policy.
GPA – The cumulative Grade Point Average is reported in the Banner Student System. The GPA used in calculating Satisfactory Academic Progress must include credits that may not be calculated in an academic GPA, examples including but not limited to, developmental/remedial courses, academic forgiveness, transfer credits etc. Students must have a GPA consistent with graduation requirements.
Hours Attempted – The cumulative amount of credit hours in which the student has enrolled in throughout his/her academic history. The hours attempted only include hours from colleges and universities in which WVSU accepts credit.
Hours Passed – These are credit hours for courses where a grade of D or better has been earned or passed/credit received for courses that are pass/fail or credit/no credit.
Maximum Time Frame – The maximum hours allowed for a degree to be earned.
Pace/Completion Ratio– A measure of a student’s progress toward completion of his or her program of study which compares hours earned to hours attempted, expressed as a fraction.
Pell – A federal, need-based grant available to eligible students if they are in compliance with this policy.
Probation Status– The status granted after a successful appeal.
Qualitative component: The specified cumulative GPA, or other comparable assessment measured against a norm, that a student must have at each SAP evaluation.
Quantitative component: The pace/completion ratio a student must progress through his or her program of study to ensure that he/she will graduate within the maximum time frame.
SAP Contract – the SAP contract lists the detailed terms and conditions based on the academic plan that must be met each semester by the student in order to remain eligible for financial aid.
Satisfactory Academic Progress – Satisfactory progress is compliance with the academic progress policy as stated in this document. The policy has three major components: GPA, pace/completion ratio, and maximum time frame.
Semester – A semester is one academic term which may be defined as fall, spring or summer terms or combined parts of term.
Warning– A status a school assigns to a student who is failing to make satisfactory academic progress. The school reinstates eligibility for aid for one payment period and may do so without a student appeal.