Satisfactory Academic Progress Policy #2.0901

Policy Statement

South Central College, Minnesota State and Federal and State law requires that a student make satisfactory academic progress towards a degree or certificate to attend the College and remain eligible for financial aid.

Purpose/Authority

The standards defined below are cumulative and include all periods of enrollment, whether or not a student received financial aid. The standards are applied consistently to all students within the following categories, full-time, part-time, undergraduate, and educational programs. Students bear primary responsibility for their own academic progress and for seeking assistance such as counseling, tutoring, mentoring, special programs and outside referrals when experiencing academic difficulty.

Definitions

Academic Forgiveness. Attempted credits and grades earned that are not used in the calculation of a student’s grade point average and completion percentage. Note: Academic forgiveness does not apply to a student’s financial aid eligibility.

Academic Plan. A student who successfully appeals for reinstatement will be required by South Central College to complete, during their probationary period, specific requirements contained in an academic plan developed for that student by South Central College. At a minimum the academic plan will require a student to achieve a 2.50 GPA during their probationary term and/or a 75% completion rate during their probationary term, depending upon the deficiency.

Developmental Coursework. Noncredit or reduced credit remedial courses at the high school level or above designed to prepare students for study at the postsecondary level (as opposed to preparatory coursework, which prepares students for a given program). Note: Students enrolled solely in a remedial program are not considered to be in a program eligible for financial aid. If acceptance into an eligible program is contingent on completing remedial work, students cannot be considered enrolled in that program until they complete the remedial work.

Evaluation Period. South Central College will evaluate satisfactory academic progress after each term which includes Fall, Spring and Summer. All students with registered credits during a term will be evaluated at the end of that term.

Maximum Time Frame. All financial aid recipients are expected to complete their degree/certificate within an acceptable period of time. The maximum time frame for financial aid recipients is 150% of the published credit length of the program.

Remedial/Developmental Credits. Credits earned from developmental courses that are numbered 0-999. Referred to as “remedial” credits in federal financial aid regulations.

Warning Status. Students on warning are eligible to register and receive financial aid for one evaluation period despite a determination that the student has not met either an institution's grade point average standard, or completion percentage standard, or both.

• If at the end of the warning period a student who has been on warning status has met both the institution's cumulative grade point average and completion percentage standards, the warning status is ended and the student is returned to good standing.
• If at the end of the warning period a student who has been on warning status has not met either the institution's cumulative grade point average or completion percentage standards, the institution shall suspend the student.

Suspension Status. A student on suspension status is not eligible to register or receive financial aid. Students who have been suspended may regain their financial aid eligibility only through the institution's appeal process or when they are again meeting the institution's satisfactory academic progress cumulative grade point average and completion percentage standards. Students are eligible to register for classes once they have served their suspension but need to appeal for financial aid.

Probationary Status. A student who has successfully appealed shall be placed on probation for one evaluation period. If, at the end of the next evaluation period, a student on probation status:

• Has met the institution's cumulative grade point average and completion percentage standards, the student shall be returned to good standing.
• Has not met the institution's cumulative grade point average and completion percentage standards but has met the conditions specified in his/her academic plan, the student shall retain his/her financial aid and registration eligibility under a probationary status for a subsequent evaluation period.
• Has not met the institution's cumulative grade point average and completion percentage standards and also has not met the conditions specified in his/her academic plan, the student shall be re-suspended immediately upon completion of the evaluation.

Major Sections

Subpart A. Qualitative Measure of Progress

All students are required to meet or exceed a cumulative earned grade point average (GPA) of 2.00.

 

Subpart B. Quantitative Measure of Progress

• Completion Percentage - All students are required to earn a minimum of 67% of their cumulative registered/attempted credits. Grades of F, FN, FW, I, N, NC, W, Z and IP (or blank/missing) are treated as registered credits but NOT earned credits and thus negatively impact the percent of completion.

Percent earned = cumulative earned credits /cumulative registered credits

• Maximum Time Frame - All financial aid recipients are expected to complete their degree/certificate within an acceptable period of time. The maximum time frame for financial aid recipients is 150% of the published credit length of the program. Financial aid recipients may continue to receive aid through their cumulative registered credits that equal 150% of the required number of credits needed to complete their degree/certificate at South Central College.

 

Subpart C. Evaluation

South Central College will evaluate satisfactory academic progress after each term which includes fall, spring and summer. All students with registered credits during a term will be evaluated at the end of that term.

 

Subpart D. Failure to Meet Standards

Warning

1. Warning Status. If at the end of the evaluation period a student has not met either an institution’s GPA or completion percentage standard, the student will be placed on warning for one evaluation period. Students on warning are eligible to register and receive financial aid.
2. Reinstatement of students on warning status. If at the end of the warning period a student who has been on warning has met both the cumulative GPA and cumulative completion percentage standards, the warning status is ended and the student is returned to good standing.

Suspension of Students on Warning Status.

If at the end of the warning period a student who has been on warning status has not met both the institution's cumulative grade point average and completion percentage standards, the student shall be suspended. Students on suspension are not eligible to register or receive financial aid.

Suspension of Students Not on Warning Status

1. Suspension for Exceeding the Maximum Time-Frame. If at the end of the evaluation period a student has failed to meet the institution's standard for measurement of maximum time-frame, the student shall be suspended from financial aid eligibility.
2. Suspension for Inability to Meet Program Requirements within the Maximum Time Frame. If at the end of the evaluation period the institution determines it is not possible for a student to raise her or his GPA or course completion percentage to meet the institution's standards before the student completes their program of study at South Central College, the student shall be suspended from financial aid.
3. Suspension for Extraordinary Circumstances. Institutions may immediately suspend students in the event of extraordinary circumstances, including but not limited to previously suspended (and reinstated) students whose academic performance falls below acceptable standards during a subsequent term of enrollment; students who register for courses, receive financial aid, and do not attend any classes; and students whose attendance patterns appear to abuse the receipt of financial aid.
4. Suspension at another Minnesota State Institution. Students who have an active suspension at another Minnesota State institution shall be denied admission at South Central College but may contact the Admissions Office for the appropriate appeal form.

 

Subpart E. Appeals & Probation

Appeals

A student who fails to make satisfactory academic progress and is suspended has the right to appeal based on special, unusual or extenuating circumstances causing undue hardship such as death in the family, student's injury or illness or other special circumstances as determined by the institution.

• Appeals are due prior to the first day of the semester the student wishes to be reinstated for financial aid and/or enrollment.
• Appeals must be submitted in writing with a form(s) available from the College.
• The appeal must include an explanation of the special, unusual or extenuating circumstances causing undue hardship that prevented the student from making satisfactory academic progress.
• The appeal must also include what has changed in the student's situation that would allow the student to demonstrate satisfactory academic progress at the end of the next evaluation period.
• Supporting documentation beyond the written explanation is strongly encouraged.
• Initial consideration of appeals will be undertaken by the Appeal Committee, which includes the Director of Financial Aid, Registrar and Advising Director or their designee. If denied, it may be resubmitted, with additional documentation, for consideration by the Appeal Committee.
• Appeals that are approved must contain an academic plan that, if followed, ensures the student would be able to meet satisfactory academic progress standards by a specific point in time.
• All academic plans put in place for GPA deficiency will require a minimum term GPA of 2.50 during any probationary term. All academic plans put in place for % completion deficiency, will require a term completion percentage of 75% during any probationary term.

Probationary Status

A student who has successfully appealed shall be placed on probation for one evaluation period. If, at the end of the next evaluation period, a student on probation status:

• Has met the institution's cumulative grade point average and completion percentage standards, the student shall be returned to good standing.
• Has not met the institution's cumulative grade point average and completion percentage standards but has met the conditions specified in his/her academic plan (2.50 term GPA and/or 75% term completion rate, depending upon the deficiency), the student shall retain his/her financial aid and registration eligibility under a probationary status for a subsequent evaluation period.
• Has not met the institution's cumulative grade point average and completion percentage standards and has also not met the conditions specified in his/her academic plan, the student shall be re-suspended immediately upon completion of the evaluation.

Subpart F. Notifications of Status and Appeal Results

Status Notification

Students are notified in writing (email and/or by postal mail) when the evaluation of satisfactory academic progress results in warning, suspension, or probation. The notice includes the conditions of the current status and the conditions necessary to regain eligibility for registration and financial aid. Notice of suspension also includes information about the right to appeal and instructions.

Appeal Result Notification

Students are notified in writing (email and/or by postal mail) of the results of all appeals. Approved appeals include the conditions under which the appeal is approved and any conditions necessary to retain eligibility for registration and financial aid.
Denied appeals include the reason for denial and the process to appeal the denial.

 

Subpart G. Reinstatement

A student who has been suspended from financial aid eligibility may be reinstated after an appeal has been approved or the minimum cumulative GPA and completion percentage standards have been achieved.

A student suspended from the College may be reinstated to enroll for classes after not attending South Central College for one semester. Subsequent suspensions will be one academic year.

Neither paying for their own classes nor sitting out a period of time is sufficient in and of itself to re-establish a student's financial aid eligibility.

 

Subpart H. Treatment of Grades and Credits

Credits

The unit by which academic work is measured.

Registered (Attempted) Credits

The total number of credits for which a student is officially enrolled at the end of the registration drop period each term.

Cumulative Registered Credits

Cumulative registered credits are the total number of credits registered for all terms of enrollment at the college, including summer terms and terms for which the student did not receive financial aid.

Earned Credits

Earned credits include grades of A, B, C, D and P. They are successfully completed credits that count towards the required percentage of completion (67%) as defined by the quantitative measure.

Attempted, NOT earned

Grades of F, FN, FW, I, N, NC, W, Z and IP (or a blank/missing) will be treated as credits attempted but NOT successfully completed (earned).

• Academic Review: Credits for which a student has been granted academic review WILL be included in all financial aid satisfactory academic progress measurements.
• Audited Courses: Audited courses are not aid eligible courses and are not included in any satisfactory academic progress measurements.
• Consortium Credits: Consortium credits are those credits for which a student is registered at another college, which are accepted in transfer by this college and are included for purposes of processing financial aid at this college. These credits are included in all satisfactory academic progress measurements and included on the student’s transcript.
• Remedial/Developmental Credits: Developmental credits are those awarded for remedial course work (below 0100 level). Students may receive financial aid for developmental credits up to a maximum of 30 credits hours (excluding English Language Learner). These credits are included in grade point average measurement and beginning Fall 2021 are excluded from completion percentage. Up to 30 developmental credits are excluded from the maximum timeframe calculation.
• Repeat Credits: Repeat credits are credits awarded when a student repeats a course in order to improve a grade. A student may repeat a class as allowed by the institution. The institution will determine, based on its Repeated Courses policy, which grade will become the grade calculated in the GPA. All repeated credits are included in the completion percentage and maximum time frame calculations.
• Transfer Credits: Transfer credits are credits earned at another college that are accepted by this college. Transfer credits that are accepted by South Central College and are applicable to the student’s program of study shall be counted as credits attempted and completed for calculation of completion percentage and maximum time frame. Grades associated with these credits are not included in calculating GPA.
• Withdraw: The mark of "W" (withdrawal) is assigned when a student withdraws from a class after the drop period. It is not included when calculating grade point average or earned credits. Thus, it does not impact GPA but does negatively impact earned credits and, therefore, negatively impacts the student's percent of completion.
• Test Out:  Credits earned through test out do not count toward the total credits enrolled per term for financial aid purposes, but credits are used when calculating student’s percent of completion and maximum time frame.
• Credit for Prior Learning (CPL): Credits earned from previous experience are not eligible for financial aid, but credits are used when calculating student’s percent of completion and maximum time frame.
• Incompletes: The mark of "I" (incomplete) is a temporary grade which is assigned only in exceptional circumstances. It will be given only to students who cannot complete the work of a course on schedule because of illness or other circumstances beyond their control. A grade of "I" is not included when calculating grade point average or earned credits. Thus, it does not impact GPA but does negatively impact earned credits and, therefore, negatively impacts the student's percent of completion.

List of related policies or procedures (if any):

2.09 Academic Standing and Financial Aid Satisfactory Academic Progress policy (System)
2.09.01 Financial Aid Satisfactory Academic Progress procedure (System)
3.0005 Grading policy
3.0005.0001 Grading procedure
3.0006 Incomplete Grades policy
3.0006.0001 Incomplete Grades procedure
3.0001 Academic Forgiveness policy

 

 

Date of Last Review: 11/5/2024