Financial Aid and Scholarships

Purpose

Oregon State University (OSU) is required to establish standards for measuring Satisfactory Academic Progress (SAP) for students to be eligible for Title IV aid in accordance with the Higher Education Act of 1965, as amended by Congress.  Although the academic progress standards set by the financial aid office are similar to those set by specific academic departments and/or university standards, the financial aid standards for SAP are not the same.  A student must meet the requirements of the financial aid SAP policy to be eligible for federal, state and institutional financial aid assistance at OSU.

Overview 

Financial aid recipients are expected to make reasonable academic progress to obtain a degree or certificate as a condition to be eligible for federal, state and institutional financial aid funding.  A student’s entire academic history as recorded on their academic record with OSU is reviewed as a requirement of timely progression toward graduation, regardless of having received financial aid or not in the past for that course work. 

Satisfactory Academic Progress requires financial aid recipients to meet the following 3 components:

1. Meet minimum cumulative OSU grade point averages (GPA) 
2. Satisfactorily complete at least 67% of cumulative credit hours attempted (PACE) 
3. Complete a degree/certificate program within the maximum time frame of credit hours allowed (MTF).

Students that withdraw from all classes or do not complete at least one (1) credit satisfactorily for two terms in an academic year will be considered ineligible for further aid, but may file an appeal.  Students that are suspended then reinstated at any time by the University are required to file a written SAP appeal.  Eligibility to enroll for classes does not mean that Satisfactory Academic Progress requirements have been met.   

Qualitative Measure Defined (GPA)   

The qualitative measure is the OSU cumulative grade point average (GPA) measured at the end of each completed term of attendance.  Student GPA requirements are 2.0 for undergraduate programs, 2.25 for DVM, 2.0 for PharmD, and 3.0 for all other graduate programs.  Transfer credits are not considered in the qualitative measure for GPA.

Quantitative Measure Defined (Pace)

The quantitative measure is the pace at which a student is progressing towards degree completion and is summarized as the total number of credit hours successfully completed (passed) divided by the total number of credit hours actually attempted.  Financial aid recipients must satisfactorily complete at least 67% of all cumulative credit hours attempted.   

 Federal financial aid regulations require that a student’s entire academic credit history be considered in reviewing degree progression.  Transfer credits from other colleges and universities will be considered in the number of attempted and passed hours, as well as college credit received while in high school.   

Maximum Time Frame Defined (MTF) 

A student is expected to complete one degree within a reasonable prescribed time frame.  An undergraduate may not exceed 150% of published credit hours over the course of obtaining their degree.  If the maximum program credit hours are exceeded, the student is considered financial aid ineligible.   Undergraduate students, who add a second major to a degree before officially graduating but after the completion of requirements for a first degree, will be considered under post-baccalaureate status only for the remainder of the academic year.  A student that has satisfied the requirements for their first degree must be admitted as a post-baccalaureate degree seeking student for the next academic year. 

Policy Implementation

Satisfactory Academic Progress is monitored at the end of each term, effective July 1, 2011.  Students meeting the GPA and Pace components of the SAP policy are considered to be in good standing and retain their aid eligibility except as noted below.  

 Students in the following status at anytime will become INELIGIBLE for financial aid:

• Zero credit hours are completed for two terms (in which aid is received) in an academic year
• Suspended by the University
• Exceeded maximum time frame for degree  

A student is on financial aid WARNING if he has been eligible in the prior term but is now not meeting the qualitative (GPA) or quantitative (Pace) measures of this policy.  A student on financial aid warning may continue to receive financial aid for one term despite a determination that the student is not making Satisfactory Academic Progress. 

A student becomes INELIGIBLE for financial aid if in the term following a term defined as warning he fails to meet the qualitative (GPA) or quantitative (Pace) measures of the SAP policy.  This student may appeal his ineligible status.  A student whose appeal is approved will be defined as on PROBATION and may receive aid for one term.  The student must then meet the SAP policy in order to receive future terms of aid.

A student that fails to meet SAP policy after a term on PROBATION will become aid ineligible until such time as he meets the Satisfactory Academic Progress policy.

A student that is unable to meet the Satisfactory Academic Progress Policy in one probationary term may submit an appeal that includes an Academic Plan approved by his advisor.  The student may be approved for aid based on the terms of the Academic Plan.        

Termination of Aid

Students in an INELGIBLE status to receive financial aid will be sent notification that future financial aid disbursements will be terminated.   A student’s current SAP status will be available to them through Student On-line Services. 

Re-Gaining Eligibility  

Students in an INELIGIBLE status or who have been denied financial aid may regain eligibility as follows: 

• Enroll without the benefit of financial aid assistance and bring their academic record to the acceptable SAP requirements.
• Submit a written appeal.

Satisfactory Academic Progress Appeal Guidelines

Students who fail to meet these standards and lose eligibility for financial aid can appeal the decision.  The appeal must be prepared in writing and must be accompanied by the appropriate supporting documents within the first six weeks of the term; appeals received after week six may not be reviewed prior to the next term. 

 Appeals will be evaluated by the Office of Financial Aid and Scholarships.  Reasons that may be acceptable for the appeal are: (1) serious illness or accident on the part of the student; (2) death, accident or serious illness in the immediate family; (3) change in academic program; and (4) other extenuating circumstances.  The reasonableness of the student’s ability for improvement to meet the appropriate standard for the degree program will be taken into consideration. 

 A student whose appeal has been denied may appeal that decision to the Director of Financial Aid.  If new evidence or a change in circumstances warrants a review of the appeal, it may be submitted to the Financial Aid Appeal Committee for review.  The decision of the Director of Financial Aid and/or the Financial Aid Appeal Committee will be considered final. 

Academic Circumstances that Affect Your Status:

• Changes in major, double majors or minors – may cause you to reach your maximum attempted hours, and lose your eligibility before earning a degree.
• Incomplete grades, missing grades, failing grades, course withdrawals – all reduce your completion ratio, because they are counted as attempted, but not earned credits.  They also count against your maximum attempted hours.
• Repeated courses - count as attempted credit hours each time you register for them and count against the allowed maximum.  This can also reduce your completion ratio because repeated credits count as earned credits only once.
• Transfer credits, and credits taken while cross-enrolled or enrolled in study abroad programs- count toward your maximum attempted credits, and your completion ratio. 
• Courses taken for pass/fail grades– count against both your maximum attempted credits and your completion ratio.
• Remedial courses – do not count as either attempted or earned credits.
• Late posted grades or grade changes – require that you submit a written request to have your SAP recalculated after you have confirmed with the registrar that the grade change has been posted to your academic record.

Frequently Asked Questions ** Financial Aid Eligibility - SAP

1. What is SAP?
2. How do I know whether or not I have been selected for not meeting the SAP standards?
3. How often will I be evaluated for SAP?
4. What do I need to do if I receive a SAP warning email notification?
5. If selected as not meeting the SAP standards, what action(s) do I need to take?
6. How will I know if my appeal has been received?
7. How will I know the result of my appeal? 
8. What do I need to do after my appeal is approved? 
9. What do I need to do after my appeal is denied? 
10. Are there deadlines for submitting an appeal? 
11. What happens if I do not appeal?