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Satisfactory Academic Progress

Policy Updated August 2013

Federal Regulations require all students receiving Financial Aid to meet Satisfactory Academic Progress in order to maintain eligibility for Financial Aid. The Financial Aid and Scholarship Services Office will review all financial aid recipients three times a year (end of Fall term, end of Spring term and end of Summer term). The review will measure both qualitative (GPA) and quantitative (completion rate) standards.
When evaluating Satisfactory Academic Progress (SAP), all terms of enrollment will be evaluated regardless of whether the student received Financial Aid during those terms or not. For transfer students, only those credits that are transferred to NMSU, and all credits attempted while attending NMSU, will be counted toward the time frame.
All the Satisfactory Academic Progress standards for students applying for and receiving Federal Financial Aid, excluding academic suspensions, is established and monitored by the Office of Financial Aid and Scholarship Services. Academic suspension standards are established and monitored by the University Registrar.

Notes of Importance:

  • Federal Regulations do not allow rounding of Financial Aid SAP standards.
  • The Financial Aid SAP standards are not the same as NMSU’s Academic Standards of Progress criteria. Financial aid students must maintain a higher completion rate (70%).

Elements of Financial Aid Satisfactory Academic Progress:

Grade Point Average (GPA) Requirement (Qualitative)
All undergraduate students must maintain a 2.0 cumulative GPA on all hours attempted at NMSU.
Graduate students must maintain a 3.0 cumulative GPA or greater to remain in good standing.

Completion Rate Requirement (Quantitative): Pace of Progression to ensure completion within the maximum time frame
Students must complete 70% of all hours attempted at NMSU.
All students, both undergraduate and graduate are required to pass and complete 70% of all classes attempted.  Student will be ineligible for Financial Aid until completion rate is 70% or greater or an appeal for Financial Aid has been approved.

Maximum Time Frame- Pace of Progression
Students receiving Financial Aid must complete their program of study within a reasonable time frame. The maximum time frame is 150% of the published length of the academic program or certificate (to include all transfer credit hours). Limited developmental coursework will not be counted in the maximum time frame.

Example: Associate of Science Degree in Physics = 64 hours x 150%= 96 hours
96 hours is the maximum that can be attempted with financial aid

Consequences of not meeting Satisfactory Academic Progress (SAP):

In the following provisions, “warning” or “suspension” means Financial Aid warning or suspension, not academic warning or suspension.

  1. Financial Aid Suspension – If, after being placed on Financial Aid warning status, a student fails to meet the SAP standards of a cumulative 2.0 GPA and 70% completion rate, he or she will be placed on Financial Aid Suspension and will immediately lose Financial Aid eligibility.
  2. Financial Aid Probation – When a student fails to make SAP and who has successfully appealed and has had eligibility for Financial Aid reinstated with an academic plan (W-Stips).
  3. Maximum Time Frame Suspension (Pace of Progression) – Undergraduate students must attain their degree on or before 150% of the published credits needed for an associate or bachelor degree. Graduate students must also attain their degree on or before 150% of the published credits required for the degree they are seeking.

If a student fails to meet the Maximum Time Frame standards, he or she will be placed on Maximum Time Frame Suspension and will immediately lose Financial Aid eligibility.
Failure to meet one or more of the established Financial Aid standards of Satisfactory Academic Progress will make a student ineligible for Financial Aid. Students who have their Financial Aid revoked due to the failure to meet the SAP standards will remain ineligible until such time that they are able to meet the cumulative Financial Aid SAP standards. Those students will be responsible for payment of their own tuition and fees.

Appeal Process

Students that fall below NMSU’s Satisfactory Academic Progress requirements have the right to appeal their ineligibility for Federal Financial Aid.  All appeals are reviewed for extenuating circumstances by the Financial Aid Advisor and/or Financial Aid Appeals Committee.  Financial Aid Appeals must contain the following documentation:

  1. The student must complete the Appeal for Unsatisfactory Academic Progress Form, describing the extenuating circumstance(s) that prevented the student from meeting the Financial Aid Satisfactory Academic Progress requirements, and describe all actions the student has taken to prevent a repeat occurrence.  If the student’s academic transcript indicates that the student had more than one difficult semester the student must address the circumstance(s) for each semester.
  2. Students should attach any documentation that is relevant to their circumstance(s).  For example, if the student had an illness that prevented them from attending classes, the student may provide a doctor’s note or medical billing statement as verification of illness.
  3. Section C of the appeal form, Academic Plan Information, needs to be completed by the student’s Academic Advisor.
Appeal Deadlines:  
Priority Deadlines:Fall 2013 Deadline: October 25, 2013

Spring 2014 Deadline: March 21, 2014

Summer 2014 Deadline: Not Applicable 

 

Appeals submitted on or after this date, will need to include the student’s grades in all of the student’s registered courses for the current semester.  Current grades need to be submitted on NMSU Letter Head from the instructor(s) OR the instructor(s) can email the Financial Aid Advisor current grades from their NMSU email. If the student does not submit all current grades for the semester with the appeal, it will be considered incomplete, and will not be reviewed by the Financial Aid Advisor.

Regular Semester Deadlines:
Fall 2013 Deadline: November 27, 2013

Spring 2014 Deadline: April 25, 2014

Summer Semester Deadlines:

First 5 & 10 week session: June 13, 2014

Second 5 week session: July 18, 2013

All appeals, including relevant documentation and current grades, must be submitted by the semester deadline based on the current semester of enrollment.  Appeals need to be date stamped by the Financial Aid Office, or postmarked by this deadline.  No exceptions will be considered.  If the Financial Aid Office receives an appeal after the semester deadline, the appeal will be considered for regaining eligibility for the next term of enrollment.

Appeals may not be approved for reasons such as:

  • Withdrawing from a class to maintain a higher grade point average
  • Withdrawing from or failing classes because of the student’s job requirements
  • Being previously ineligible for financial aid and returning to school after an absence
  • Adjusted Credit Option – ACO
  • Several semesters of low grades because of an ongoing illness or other situations
  • Conflict with a professor
  • Classes not being what was expected
  • Not being prepared for college

The student will be notified of the committee’s decision in writing. Students should make payment arrangements while waiting on a decision.

Students are encouraged to access the applicable forms: Appeal for Unsatisfactory Academic Progress, Time Frame Appeal and the Second Degree Form from the Forms Library. Appeals may be submitted by email, fax, or taken directly to the Financial Aid Office.

Academic Plan Status

Students who’ve had an appeal approved will be placed on an Academic Plan.  The Academic Plan will be re-evaluated by the Financial Aid Advisor at the end of each semester. Students may regain eligibility to receive Financial Aid for the next semester of enrollment by either:

  1. Completing the semester with grades that bring the student into compliance of Financial Aid; OR
  2. Completing the specific requirements of the Academic Plan.

If the student fails to meet the requirements of the Academic Plan at the end of the semester they will be placed on Financial Aid Suspension.

Maximum Time Frame (Pace of Progression)

Students who have exceeded the maximum time frame for their declared program of study must submit the Appeal for Unsatisfactory Academic Progress Form. Appeals need to be submitted to the Financial Aid Office at the appropriate campus.  Credit for remedial courses, up to 30 credits, may be deducted from the total number of credits attempted when calculating time frame since they do not count as credit toward a degree but may be required to be taken within an eligible program.

Maximum allowable Attempted Credit Hours for most programs are listed below:

Degree Maximum Allowable Attempted Credit Hours Average Required Credit Hours for Degrees
Certificate 36 for students completing Certificates

24 credit hours(150%)=36

Associate Degree 99 for students completing Associates

66 credit hours(150%)=99

Bachelor’s Degree 192 for students completing Bachelor’s

128 credit hours(150%)=192

Master’s Degree 48 for students completing Master’s

32 credit hours(150%)=48

Doctorate Degree 108 for student completing Doctorate

72 credit hours(150%)=108

Important Note:  The maximum allowable credit hours for this degree will include all of the student’s attempted and transferred credit hours.

Second Degree Students

Students who have completed a pace of progression and have earned an Associate’s or Bachelor’s Degree will need to submit the Second Degree Check Form, completed by the student’s Academic Advisor.  The Financial Aid Advisor will review the form and determine the total number of maximum allowable attempted credit hours for the student’s second degree program.

Second Degree seeking undergraduate and graduate students will need to maintain a 2.0 or 3.0 cumulative GPA, respectively, and maintain a 70% completion rate.

Adjusted Credit Option

Students granted the Adjusted Credit Option (ACO) by NMSU will have their SAP separately calculated for Time Frame, Completion Rate, and GPA. Federal Regulations do not allow a student’s SAP to be calculated based on adjusted GPA, time frame or completion rate if Academic Amnesty has been applied to the student’s records.
When evaluating a student with an ACO, the Advisor must calculate their completion rate as would be done for any other student (all credits completed divided by all credits attempted). Time frame will be evaluated by adding all credits attempted at NMSU plus any transfer credits accepted at NMSU. For GPA, the actual non-adjusted cumulative GPA must be determined without any consideration of the ACO and the non-adjusted cumulative GPA must be used for purposes of evaluating SAP requirements. These students will be coded U-ACO until reviewed.

Effects on Funding

Financial Aid will not be provided for certain courses. Please be aware of the following stipulations:
* Financial Aid does not apply for courses taken by audit, credit hours earned by placement tests (CR), and Continuing Education (CE) courses.

  • Grades of I, RR, F, W, and U will be considered hours attempted but not completed.

SAP codes for Banner are as follows:

Academic Problem Area Identifying Codes
Unsatisfactory, GPA, Completion, Time Frame U-All
Unsatisfactory, GPA & Completion U-GPCO
Unsatisfactory, GPA & Time Frame U-GPMX
Unsatisfactory, Completion & Time U-COMX
Unsatisfactory, GPA U-GPA
Unsatisfactory, Completion U-COMP
Unsatisfactory, Time Frame U-MAX
Conditional/Warning Status  
Conditional/Warning status is to make students aware that although they are meeting Satisfactory Academic Progress they are close to the minimum SAP requirements.
Conditional/Warning, GPA, Completion, Time Frame C-ALL
Conditional/Warning, GPA & Completion C-GPCO
Conditional/Warning, GPA & Time Frame C-GPMX
Conditional/Warning, Completion & Time C-COMX
Conditional/Warning, GPA C-GPA
Conditional/Warning, Completion C-COMP
Conditional/Warning, Time Frame C-MAX
Miscellaneous  
Student in good standing G-Good
Approved appeal with stipulations W-STIP
Appeal reviewed and denied APDN
Adjusted credit option needs review U-ACO