5.10 – Satisfactory Academic Progress

  1. Purpose

    Students will enroll in courses, which will fulfill their educational goals. The Higher Education Act of 1965, as amended, mandates institutions of higher education to define, establish, and enforce minimum standards of satisfactory academic progress for students who may receive or are receiving Federal Student Aid.

  2. Policy

    In accordance to Federal Student Aid regulations, Ozarks Technical Community College has established both quantitative and qualitative measures for evaluating the progress of students. Evaluation of the academic progress of students with an active associate degree program will occur annually. In order to allow for the appropriate due process, an appeal procedure is included to allow for extenuating circumstances.
    Evaluation of the academic progress of students with an active certificate program lasting one year or less will occur after each semester. In order to allow for the appropriate due process, an appeal procedure is included to allow for extenuating circumstances.
    Evaluation of the academic progress of students on a financial aid approved appeal will occur after each semester. In order to allow for the appropriate due process, an appeal procedure is included to allow for extenuating circumstances.

  3. Procedures
    1. Pace (quantitative)
      Federal Student Aid regulations provide for assistance up to 150% of program length, i.e. there is a maximum time frame in which Federal Student Aid can be awarded. Students pursuing an associate degree or certificate program may attempt up to a maximum of 150% of the required hours for their program of study.
      Students who graduate and/or complete their associate degree program of study will be considered to have met the pace maximum.
      Credit hours transferred from other colleges and universities will be included in the total credit hours attempted. Therefore, all transfer and OTC hours will be counted in the credit hours toward the pace maximums. Students must successfully complete two thirds (67%) of their total cumulative credit hours attempted and not exceed the 150% of their program length.
      NOTE: No additional time will be allowed for program of study completion if a student changes majors or programs. All courses in all semesters are counted in the pace maximum.
      All classes with a grade of A, B, C, D, F, W, NA, NB, NC, ND, NP, N, P, S, AU, AG, BG, CG, DG, FG, NAG, NBG, NCG, NDG, NPG and I are counted in the pace calculation, including any classes which are repeated.
    2. Grade Point Average (qualitative)
      Unless placed on an academic plan approved (C8a), students must maintain a cumulative grade point average as follows in order to receive Federal Student Aid.

      Associate Degrees
      Hours Attempted1 — 2526 — 4041 or more
      Minimum Cumulative GPA1.501.752.00
      Certificate Programs
      Hours Attempted1 — 1213 — 2021 or more
      Minimum Cumulative GPA1.501.752.00
      Associate of Arts Teaching Degree
      Hours Attempted1 — 2425 — 4041 — 5051 or more
      Minimum Cumulative GPA1.501.752.252.75

      Grades of A, B, C, D, and F are counted when determining a student’s cumulative GPA. Grades of I, N, P, AU, NP, S, NA, NB, NC, ND, NP, W, AG, BG, CG, DG, FG, NAG, NBG, NCG, NDG and NPG are not counted when determining a student’s cumulative GPA. Grades for credit hours transferred from other colleges and universities will not be included when determining the cumulative GPA.

    3. New Financial Aid Recipients and Transfer Students
      Students who attend OTC without financial aid and then apply for assistance will be required to meet the satisfactory academic progress standards as if they had received Federal Student Aid from the beginning of their attendance at OTC.
      For Satisfactory Academic Progress purposes, students who transfer to OTC at the beginning of the spring semester, will be eligible for Federal Student Aid and will have their eligibility evaluated at the end of the spring semester. All other transfers with a start of summer or fall will be evaluated according to their degree program (B).
      Students who have already completed an undergraduate degree and apply for financial aid will be considered to have met the pace maximum, 150% of program length. These students will be classified in an over maximum time frame status and must complete a financial aid appeal in accordance to 5.10 (C7) in order to request an extension of Federal Student Aid.
    4. Definitions of Student Aid Status
      SAT – Satisfactory, aid eligible
      WRN – Financial Aid Warning, aid eligible
      PRB – Financial Aid Probation, not aid eligible
      PAP – Probation, Academic Plan Approved, aid eligible
      PCP – Probation, Continued Academic Plan, aid eligible
      PFP – Probation, Failed Academic Plan, not aid eligible
      GPP – Probation – Grievance Approved Appeal, aid eligible
      OVR – Over maximum timeframe, not aid eligible

      Pace is the completion rate for a student. (i.e. total completed hours with grade of ‘D’ or better divided by total attempted hours. Total attempted hours includes all hours.

    5. Financial Aid Warning
      Students seeking a certificate program who fail to meet either the Pace requirement in 5.10 (C1) or GPA requirement in 5.10 (C2) will be placed on a Financial Aid Warning in the succeeding academic term. The Financial Aid Warning does not preclude a student from receiving Federal Student Aid.
    6. Financial Aid Probation
      Students who fail to meet either the Pace requirement in 5.10 (C1) or GPA requirement in 5.10 (C2) will be placed on Financial Aid Probation at the end of the spring term. Students in a certificate program who fail to meet either the Pace requirement in 5.10 (C1) or GPA requirement in 5.10 (C2) will be place on Financial Aid Probation at the end of their evaluation term.
      Once a student regains a satisfactory GPA and meets the pace requirement of 67% completion of the total credit hours attempted, they may regain eligibility for Federal Student Aid, unless they have exceeded the pace maximum for the student’s program of study, 150% of program length.
      Students who exceed the maximum number of credit hours for their program of study will be placed on Financial Aid Probation in an over (pace maximum) status. Students who graduate and/or complete their associate degree program of study will be placed on Financial Aid Probation in a graduated status. Both of the aforementioned statuses will deem the student ineligible for Federal Student Aid.
      A student may appeal the loss of Federal Student Aid benefits in accordance to 5.10 (C8).
    7. Conditions for Appeal
      Students who lose eligibility for Federal Student Aid may submit an appeal for consideration by the College. An appeal may be submitted due to the following conditions:

      1. Loss of aid as the student is now on Financial Aid Probation.
      2. Loss of aid following graduation and/or completion of an associate degree program
      3. Loss of aid due to exceeding the maximum number of attempted credit hours (pace maximum) for the student’s program of study.

    8. Appeal Process
      The process to appeal the loss of Federal Student Aid benefits will be maintained by the Financial Aid Office and communicated to students. If a student’s appeal is reviewed and Federal Student Aid is not reinstated by the Satisfactory Academic Progress Appeal (SAP) Committee, the student may appeal the decision to the College Director for Financial Aid by email.
      Subsequent to review and approval, students whose aid eligibility is reinstated will be subject to following an established academic plan.
      If a student has already been placed on an academic plan following a successful Financial Aid Probation appeal, then loses eligibility, the student is required to regain eligibility by meeting the College’s Satisfactory Academic Progress Policy. Therefore, the student must meet the academic requirements for a completion ratio of at least 67% as specified in 5.10 (C1) and grade point average requirements as specified in 5.10 (C2).
    9. Procedures for Eligibility Evaluation and Financial Aid Status – Pace and GPA
      New and transfer in students are considered eligible for Federal Student Aid until the end of their first semester if in a Certificate or end of spring semester if in an Associates. (B). For transfer students, all credits transferred in and accepted by the college are used in the calculation of aid eligibility.

      1. Eligible Statuses and Actions for Federal Student Aid
        Financial Aid Warning (WRN) – Status assigned to a student who fails to meet SAP requirements for aid eligibility in a certificate program.
        Student continues to receive Federal Student Aid for one payment period. No appeal is required to receive aid.
        For a WRN status, a notification is sent to the student, and appeals do not apply.
        Probation, Academic Plan Approved (PAP) &emdash; Status assigned to a student who was placed on probation (PRB) and has financial aid appeal approved. In order to retain eligibility for aid the student must meet the following criteria at the end of their next term while on a PAP status:

        • Semester GPA => 2.00 (note: GPA is for most recently completed semester)
        • No drops, fails, withdraws while on PAP status
        • Program of study at end of term while on PAP status = program of study approved by the SAP Committee
        • Program of study end date assigned by SAP Committee has not expired.

        If student fails to meet any of the criteria above in items ‘a’ through‘d’, the student moves to a Failed Academic Plan (PFP) status. Otherwise, moves to PCP status.
        For a PAP status, a notification is sent to the student with the conditions of the academic plan approval.

        Probation, Continued Academic Plan (PCP) &emdash; Status assigned to a student who meets the criteria below while on a PCP status and continues eligible for student aid. If student does not meet any of the conditions below, the student moves to a Failed Academic Plan (PFP) status.

        • Semester GPA => 2.00 (note: GPA is for most recently completed semester)
        • No drops, fails, withdraws while on PCP status
        • Program of study at end = program approved by the SAP Committee.
        • Program of study end date assigned by SAP Committee has not expired.

        A PCP status is assigned at the end of the semester if the student meets the conditions for eligibility in ‘a’ through ‘d’ above. If a student meets the conditions, the student remains at PCP status and notification is sent to the student. If conditions are not met and student moves to PFP status, a notification is sent notifying the student they have lost their student aid until they meet SAP requirements to be SAT on their own.

        Grievance Approved Appeal (GPP) &emdash; Status assigned to a student who has appeal approved following a PFP status. For a GPP status, a notification is sent to the student with the conditions of the academic plan approval. In order to retain eligibility for aid the student must meet the following criteria at the end of their next term of enrollment:

        1. Semester GPA => 2.00 (note: GPA is for most recently completed semester)
        2. No drops, fails, withdraws
        3. Program of study at end = program approved by the SAP Committee.
        4. Program of study end date assigned by SAP Committee has not expired.

        If student fails to meet any of the criteria above in items ‘a’ through ‘d’, the student moves to a Failed Academic Plan (PFP) status.
        For a GPP status, there is an evaluation of the conditions at the end of the GPP term. If student meets the conditions, the SAP status is PCP and no notification is sent to the student. If conditions are not met and student moves to PFP status, a notification is sent notifying the student they have lost their student aid until they meet SAP requirements to be SAT on their own. Appeals for PFP are exceptional circumstances as outlined in Declined/Unapproved Appeal below.

      2. Ineligible Statuses and Actions for Federal Student Aid
        Financial Aid Probation (PRB) &emdash; Status assigned to a student who was on a Financial Aid Warning (WRN) in a certificate program or fails to meet SAP requirements in a two year program. Student may appeal the probation. If an appeal is submitted and approved, the student is subject to conditions imposed by the college in order to continue to receive Federal Student Aid. SAP status is moved to PAP. If appeal not approved, student remains at PRB status.
        For a PAP status, a notification is sent to the student along with criteria to stay eligible for federal aid.
        Probation, Failed Academic Plan (PFP) &emdash; Status assigned to a student who was placed on PAP, PCP, or GPP and fails to meet requirements of their academic plan approval.
        Appeals and Academic Plan &emdash; If a student is placed on Financial Aid Probation, the student is no longer eligible for Federal Student Aid. The student may file an appeal for consideration by the Satisfactory Academic Progress Committee.
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      3. Requirements for Written Appeal
        If the student desires to file an appeal, the College will provide the appeal form via email using a pre-formatted document that is to be completed online and submitted for review.
      4. Accepted/Approved Appeal
        Subsequent to review and approval, students whose aid eligibility is reinstated will be subject to following an established academic plan. The academic plan established by the student is used to determine which program the student is pursuing and the anticipated graduation date.
        The following requirements must be met by the student each semester in order to retain eligibility for Federal Student Aid while on a Financial Aid Approved Appeal plan.

        1. Semester GPA => 2.00 (note: GPA is for most recently completed semester)
        2. No drops, fails, withdraws while on PAP,PCP, or GPP status
        3. Program of study = program of study approved by the SAP Committee
        4. Student must not have met the limit of time provided for their academic plan approved.
        5. Student must be in a Title IV eligible approved program.
      5. Declined/Unapproved Appeal
        If the Committee declines the appeal, the student remains on Financial Aid Probation and is required to meet SAP requirements on their own prior to reinstatement of aid eligibility.
        Students whose appeal is not approved, may file a grievance appeal. Grievance appeals must have documentation validating the extenuating circumstance, which affected the student’s success during the term in which they failed to meet the committee’s requirements. If the College Director denies grievance appeal for Financial Aid, the decision is final. If grievance is approved, a student whose status is:

        1. PRB, or OVR is placed on PAP status
        2. PFP, is placed on GPP status

  4. Responsibilities
    N/A
  5. Definitions
    N/A
  6. Authority

    This policy is maintained under the delegated authority of the Vice Chancellor for Student Affairs.

  7. Related Policies

    N/A

  8. Implementation
    1. Policy approved and adopted by the Board of Trustees on 1/12/98. Revised on 10/11/11.
    2. Purpose, procedures, responsibilities and definitions approved and adopted by the Cabinet on 8/9/11. Set for review on 8/9/13. Updated policy approved and adopted by the Cabinet 05/2018.