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Satisfactory Academic Progress

Educational institutions that participate in federal financial aid programs are required to define and enforce Satisfactory Academic Progress (SAP) standards for those students receiving financial aid. The standards used for financial aid recipients must be at least as rigorous as those applied to the general University population. These standards assure that completion of a degree will occur, and within an established time frame. 

The standards of Satisfactory Academic Progress measure a student’s academic progress both qualitatively and quantitatively. Therefore, in addition to minimum cumulative grade point average (GPA) requirements, the federally-established standards include requirements that students progress in their academic program by successfully completing the majority of courses for which they enroll and place a limitation on the maximum period of time that students can receive federal financial aid while pursuing a degree at an educational institution. In addition, certain types of courses are limited or excluded from eligibility.

These standards of Satisfactory Academic Progress are required to maintain eligibility for financial aid.  Policies differ depending on program type. 

It is important to note that separate from the policy outlined here for financial aid purposes, the School of Pharmacy conduct reviews of student academic performance in accordance with university standards and School of Pharmacy academic policies. Please refer to the newest academic catalog for details about academic probation.

Satisfactory Academic Progress Requirements:

  • Maintain the required cumulative grade point average (GPA) of 2.0,
  • Maintain a successful cumulative course completion rate (pace) of at least 75%,
  • Complete the academic program within the maximum timeframe (MTF), and
  • Meet the School of Pharmacy academic requirements

Qualitative measure

Grade point average (GPA): maintenance of a minimum cumulative grade point average.

Quantitative measures

Pace/Progress: this measure assesses the pace at which a student progresses toward attainment of her/his degree. The calculation to determine the pace is to identify the number of credit hours completed toward the program and divide it by the number of credit hours attempted. To ensure quantitative progress, students are required to complete a minimum required percentage of all attempted courses. Attempted credits are those for which a student is enrolled in at the conclusion of the Add/Drop period for a semester.

Example of Pace:A pharmacy student has enrolled in 36 credits to date. Of the 36 attempted credits, the student completed 33 credits (with passing grades) and has withdrawn from one three-credit class. The pace of this student is calculated as 33/36*100%=92%.

Maximum Timeframe (MTF): The MTF for a professional program may be no longer than 150 percent of the published length of the educational program measured in academic years, semesters or credit hours attempted.

Example of MTF: A pharmacy student enrolled in an academic program requiring 144 credit hours to graduate would be allowed up to 216 (144 x 150%) attempted credits in order to obtain his/her degree.

Credits counted in the MTF are all attempted credits at Notre Dame (even when not a financial aid recipient) and all transfer credits accepted toward their academic program (at the time of SAP Review). At the point that all required coursework for an academic program has been completed, financial aid eligibility will be suspended even if the student does not apply to graduate.

Academic Probation: Students who are placed on academic probation by the School of Pharmacy are considered to be failing SAP standards (even if the GPA, Pace and MTF requirements are being met).

Frequency of Review

The Office of Financial Aid will review the status of all pharmacy students at the conclusion of each semester (summer, fall, and spring), when grades are available. The review consists of the cumulative record of all prior semesters (including semesters when a student may not have received financial aid funding), including transfer credits accepted toward an academic program at the time of the SAP Review. All elements of satisfactory academic progress will be evaluated: cumulative grade point average, pace/progress (cumulative successful course completion) rate, maximum timeframe and academic probation.

What if a student doesn’t meet the SAP requirements?

Financial Aid Suspension

If a student is deemed as not making satisfactory academic progress (including being placed on academic probation by the School of Pharmacy), the student is given the status of financial aid suspension and is at least temporarily ineligible to receive financial aid. The student will be notified when eligibility for aid is suspended. The student may appeal the suspension. The outcome of the appeal will determine whether the student is granted financial aid probation or if the suspension remains unchanged.

Appeal Circumstances

Circumstances to appeal a suspension decision are limited. A student may appeal a suspension if the student did not make satisfactory academic progress due to the death of a relative, illness of the student, or other extenuating circumstances. All circumstances must be documented (and may or may not be approved by the committee). 

Appeal Process

Appeals must be submitted by the deadline provided in the notice from the office of financial aid. Late appeals may be considered, but timely review is not guaranteed before the start of the semester.

If a student chooses to appeal the suspension, the student may complete the Satisfactory Academic Progress Appeal Form, attach documentation that supports the basis of the appeal and submit the form and documentation to the Office of Financial Aid. The appeal will be reviewed by a committee. The committee may uphold the suspension, approve the appeal, or require additional information prior to making a decision.

  • If the committee determines the appeal cannot be approved, the suspension remains in force and financial aid eligibility remains suspended.
  • If the committee determines the appeal could be approved, the student will be placed on financial aid probation for a defined period of time and will be asked to complete a financial aid probation contract (which includes an academic plan).
    • The student’s performance will be monitored every semester, even if the academic plan extends the period of financial aid probation to more than one semester. An academic plan will have specific goals for a student to achieve each semester of financial aid probation and if the goals are met during the semester, the student continues on financial aid probation until the end of the defined period of time. If a student does not meet the specific goals of the academic plan during the semester, the student’s eligibility for aid is suspended before the defined period of time is over.
    • At the end of the probation period, if the student has met the terms of the financial aid probation contract, he/she regains financial aid eligibility for future enrollment.
    • At the end of the probation period, if the student does not meet the terms of the financial aid probation contract, his/her eligibility is suspended.

Financial Aid Probation

Financial Aid Probation is a status assigned to a student who has failed to make SAP, successfully appealed and has had eligibility for aid reinstated for a defined period of time. Students on financial aid probation must complete and submit a probation contract. The contract is individualized, includes an academic plan, and is sent to the student for completion. The student’s academic advisor must complete the applicable section on the form.

Academic Plan

An Academic Plan is a course of action that, if followed, will ensure that the student is able to meet the University’s Satisfactory Academic Progress standards by a specific point in time. An Academic Plan may include guidance provided by the student’s academic advisor, suggested restrictions on work, social activity or other elements.

How can a student regain eligibility if/when an appeal is denied or aid is suspended a second time?

If an appeal is denied, a student may regain eligibility by completing a specified number of credit hours (as determined by the School of Pharmacy) without the benefit of federal, state or institutional financial aid, by restoring good academic standing with the School of Pharmacy, and by meeting SAP standards. If those conditions are met, a student must then submit a new appeal to request a review of eligibility for financial aid.

If a student has successfully appealed financial aid suspension and is placed on financial aid probation but fails to meet the requirements of the financial aid probation contract/academic plan, the student may not appeal again unless 1) the student is granted permission by the School of Pharmacy to continue in the program and 2) the student is able to attend without receiving federal, state or institutional financial aid and successfully complete the requirements as defined by the School of Pharmacy and meet SAP standards. 

Students may not submit two consecutive appeals.

Special Considerations:

  • Dismissal-students who are dismissed by the School of Pharmacy will have their eligibility for financial aid suspended. If they appeal the dismissal and are allowed to remain in the program, they must go through a financial aid appeal to see if eligibility for financial aid could be restored at a probationary status.
  • Clemency-Students who are eligible for academic clemency may not be in compliance with federal SAP policy and/or state regulations and are ineligible for aid.
  • Transfer Credits-Courses that are transferred from another institution and accepted toward an academic degree program (at the time of SAP review) at the University count as attempted and completed hours and for Maximum Timeframe (MTF).
  • Incomplete Grades-Credits hours in which a student receives a grade “I” are included in the number of attempted credits, but don’t count toward successfully completed hours. Students with “incompletes” may have difficulty meeting the SAP standards at the time of evaluation, but may request reevaluation upon completion.
  • Failing Grades-Credit hours in which a student receives a grade “F” are included in the number of attempted credits.
  • Withdrawals- Credit hours in which a student receives a grade “W” are included in the number of attempted credits.
  • Audited Credits-grades for audited class are not considered attempted coursework. A student cannot receive financial aid for audited courses.
  • Summer or Winterim Classes-credit hours attempted during summer or winterim will be included in the calculation of SAP.
  • Grade Changes-Students who are receiving aid on a probationary basis must resolve all incomplete grades BEFORE the Office of Financial Aid can make a final determination that they meet the satisfactory academic progress guidelines. Students must report any grade changes that impact their aid eligibility directly to the Office of Financial Aid. Grade changes must be submitted to the Registrar’s Office by October 20 for fall semester aid applicants and by March 20 for spring semester aid applicants. Students must notify the Office of Financial Aid once their final grades have been posted.

Definitions:

Academic Plan

An Academic Plan is a course of action that, if followed, will ensure that the student is able to meet the University’s Satisfactory Academic Progress standards by a specific point in time. Academic plans are included in the student’s probation contract.

Academic Program

The “major” in which the student plans to obtain a degree.

Add/Drop Period 

A specific period of time (defined by the Registrar’s Office) at the beginning of each semester during which a student may adjust his/her class schedule.

Audit Courses

Courses that do not meet or apply to degree requirements. (Ineligible for financial aid).

Dropped course

To drop a course is to cancel a course for which a student was enrolled at conclusion of the Add/Drop period of a semester, yet maintain enrollment for at least one other course. (Dropping a course should not be confused with withdrawing from a course or withdrawing from the school.)

Extenuating Circumstances

Unusual events that influenced the student’s ability to succeed.

Financial Aid Probation

Financial Aid probation is a status assigned to a student who has failed to make Satisfactory Academic Progress, appealed and has had eligibility for aid reinstated for a defined period of time.

Grade Point Average

Cumulative: The overall average of a student’s grades while attending the University (used to determine satisfactory academic progress).

Semester: The average of a student’s grades for one semester.

Financial Aid Probation Contract

A form that the student and academic advisor work together to complete and submit to the Office of Financial Aid when a student has successfully appealed and been placed on financial aid probation.

Repeated course

A course for which a student previously enrolled, yet re-enrolls and takes the course again.

Successful Completion

Finishing the courses for which one is enrolled at conclusion of the Add/Drop period and with grades meeting graduation standards.

Suspension

Termination of financial aid eligibility.

Transfer Credit

When a student changes schools, courses originally taken at prior school(s) that are accepted for credit-toward-program by the new school.

Withdrawal from a Semester

To withdraw is to cancel all courses for which a student was enrolled at conclusion of the Add/Drop period of a semester. (Withdrawing from a semester should not be confused with dropping a course).