Satisfactory academic progress policy

Students must maintain satisfactory academic progress to be eligible to attend college and receive financial aid. The College has developed this policy based upon federal Title IV regulations, Minnesota Statutes Chapter 136 A, and Board Policy 2.9 of the Minnesota State Colleges and Universities.

The College president shall be responsible for the implementation and monitoring of this Satisfactory Academic Progress (SAP) Policy. The Registrar is responsible for ensuring that implementation of SAP occurs. The Financial Aid Office and the Dean of Student Affairs are responsible for monitoring SAP to remain in compliance with this policy. The MnSCU student data system (currently ISRS) shall be used to monitor and record SAP.

The SAP policy standards are the same for all students enrolled in the same educational programs regardless of whether a student is or is not receiving financial aid.

At a minimum the SAP policy is (a) posted to the financial aid section of the NHCC website and (b) published in the student catalog and the student handbook/planner.

Requirements:

The following requirements are reviewed for all students, and are applied beginning with the student's 6th credit when determining satisfactory academic progress:

Qualitative - Grade Point Average (GPA): All students must maintain a minimum cumulative GPA of 2.0.
Quantitative - Completion Rate: All students must maintain a minimum cumulative completion rate of 67%.
Maximum Time-Frame: All students are expected to complete their degree/certificate within an acceptable time-frame. The maximum time-frame for financial aid recipients is 150% of the published credit length of the program. Financial aid recipients may receive aid until their cumulative registered credits equals 150% of the required number of credits needed to complete their degree/certificate. Students pursuing a double major or a second degree are eligible to receive financial aid until their cumulative registered credits equals 150% of the required number of credits for their dual or second program.

Evaluation period:

Academic progress is evaluated at the end of each term (fall, spring and summer). The evaluation process is completed by the Registrar.

Failure to meet standards:

Probation: Students who do not maintain satisfactory academic progress are placed on probation. Students on probation are allowed to register and receive financial aid.
Continued Probation: Students on probation who achieve a term GPA of 2.0 and a term completion rate of 67% continue their probation status. Students on a continued probation status are allowed to register and receive financial aid. However, financial aid eligibility shall be immediately suspended if it is determined that it is not possible for a student to meet the GPA or completion rate requirements before the student would reach the end of the program for which they are receiving financial aid.
Suspension: Students on probation who do not achieve a term GPA of 2.0 and a term completion rate of 67% will be suspended from the College for one semester. Suspended students lose eligibility for future financial aid until the cumulative standards are met or an appeal is approved.
Maximum Time Frame: Students who fail to meet the college's maximum time-frame requirement will be suspended from financial aid eligibility.
Suspension due to Extraordinary Circumstances: Financial aid eligibility may be immediately suspended for a student in the event of extraordinary circumstances, such as a student who was previously suspended and whose academic performance falls below acceptable levels during a subsequent term, a student who registered for but does not earn any credits for two consecutive terms, or a student who demonstrates an attendance pattern that abuses the receipt of financial aid either at NHCC or prior institutions. Financial aid eligibility shall be immediately suspended if it is determined that it is not possible for a student to meet the GPA or completion rate requirements before the student would reach the end of the program for which they are receiving financial aid.

Notification:

Students will be notified in writing when placed on probation status and/or suspension status.

Appeals:

Academic Appeal: Students may appeal their academic suspension. To appeal an academic suspension, students need to complete an Appeal Academic Suspension form. Appeals should include supporting documentation. Academic suspension appeals are reviewed by the appeals committee. Students will be notified in writing of the appeal committee's decision.
Financial Aid Appeal: Students with extenuating circumstances may appeal their financial aid suspension. Extenuating circumstances include, but are not limited to, an extended illness, hospitalization, or a death of a family member. Appeals should include supporting documentation. To appeal a financial aid suspension, students should complete an Appeal Financial Aid Suspension form. Financial aid appeals are reviewed by the financial aid appeal committee. Appeals of adverse decision are considered by the appeals committee. Results of all appeals are communicated to the student in writing.

Reinstatement:

The academic reinstatement policy is separate from the financial aid reinstatement policy. It is possible to be readmitted to the College, but not be eligible for financial aid.

Academic Reinstatement: After the suspension period ends, contact the Bridge to Academic Success Program (BTAS) for information on academic reinstatement.
Financial Aid Reinstatement: If a student has been suspended, financial aid eligibility is reinstated when a cumulative GPA of 2.0 and a cumulative completion rate of 67% are earned or if a Financial Aid Suspension Appeal is approved.

Additional Elements:

Treatment of Grades:

Attempted, Not Earned Credits: Letter grades of AU (audit), F, FN (failure for non-attendance), I (incomplete), W (withdraw), NC (no credit), and Z (no grade) are treated as credits attempted but not successfully completed (earned).

Earned Credits: Earned credits includes grades of A, B, C, D, P (pass), and honor grades HA and HB. Earned credits count toward the completion rate requirement.

Failure for Non-Attendance: An FN may be assigned when a student did not attend or is no longer attending class and/or a student did not complete or is no longer completing course assignments. This is a symbol used for last date of attendance purposes. Credits for which an FN is received are considered attempted credits but not successfully completed credits. Thus, an FN does not impact GPA but does negatively impact the completion rate and the maximum time frame requirements. [The use of the FN symbol will be effective Fall Semester 2008.]

Grade Point Average: Grade Point Average (GPA) is calculated using a grade point value for grades of A, B, C, D, F, and honor grades HA and HB. Although a P will count as a credit completed, it carries no grade point value.

Incomplete Grade: A grade of I (incomplete) is assigned at the discretion of the instructor and only in exceptional circumstances and is a temporary grade. Incompletes are given to students who have completed most of the work in the course at a passing level, and who cannot complete the work of a course on schedule because of illness or other circumstances beyond their control. Incompletes are included when calculating the completion rate. A grade of I automatically becomes an F grade (or NC in the case of courses numbered below 1000) at the end of the next semester (not including summer session) if requirements have not been satisfactorily met. A student must be receiving a passing grade at the time an incomplete is requested. It is the student's responsibility to request an incomplete from the instructor. Instructors are encouraged to set up a contract to be signed by both the student and the faculty member so both are clear of the expectations and time-line for completion of the remaining course work. The instructor is responsible for forwarding a grade change form to the Registrar at the completion of the contract.

Academic Amnesty: If academic amnesty is approved, credits for which a student has been granted academic amnesty will be included in all financial aid academic progress calculations.
Audited courses: Audited courses are not funded by financial aid and are not included in academic progress calculations.
Consortium Credits: Consortium credits are included in all financial aid academic progress calculations.
Developmental Credits: Developmental credits are awarded for course work below the 1000 level. Developmental credits are included in academic progress calculations. Students may receive financial aid for developmental credits up to a maximum of 30 credit hours (excluding ESOL). Up to 30 developmental credits shall be excluded from the maximum time-frame calculation.
ESOL Credits: ESOL credits are included in academic progress calculations.
Repeated 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 College. The higher grade will be used in the GPA calculation. Both grades remain printed on the transcript. All repeated credits are included in the completion rate and maximum time frame calculations.
Transfer Credits: Transfer credits (credits earned at another college which are accepted by this College) are not included in the GPA and completion rate calculation, but are considered in the maximum time frame calculation.
Withdraws: A W is assigned when a student withdraws from a class after the drop period for the semester has ended. Credits for which a W is received are considered attempted credits but not successfully completed credits. Thus, a W does not impact GPA but does negatively impact the completion rate and the maximum time frame requirements.