Janet Sabri, VP Academic Support Services Dr. Kitty Kautzer, VP of Academic Affairs Accrediting Council for Independent Colleges and Schools

Janet Sabri, VP Academic Support Services Dr. Kitty Kautzer, VP of Academic Affairs Accrediting Council for Independent Colleges and Schools

Upon completion of this session, participants will understand: how to create a compliant SAP policy requirements for the quantitative and qualitative components of SAP. Program Integrity changes to SAP effective 7/1/2011. progression of SAP Statuses. appeals process and required documentation. special TWC requirements for Texas institutions. 2

SAP Progression FA Warning FA Probation FA Dismissal Appeals required at the probationary period must describe how the student s circumstances have changed Academic Plan recommended for students who have appealed describes how the student will return to good standing Transfer and Proficiency Credit included in the Rate of Progress included in the Maximum Timeframe Payment for Repeated Courses (PI rule related to SAP)

Created a cross-functional taskforce to review and revise SAP standards with representation from: Academic Affairs Student Finance Regulatory Affairs Legal IT/Systems

Reviewed the Federal Register Identified areas of change Revised policy to incorporate the changes Revised catalog language Created a project plan including necessary system changes Conducted training Audited Results

668.34 of the Higher Education Act Requires schools to: establish SAP standards publish SAP standards apply reasonable SAP standards 7

Requires schools to: publish SAP standards in catalog and appropriate institutional literature apply SAP standards consistently to all student notify students when SAP is not being met 8

Satisfactory Academic Progress (SAP) standards determine academic eligibility for federal financial aid funds. Qualitative Measure Cumulative Grade Point Average (CGPA) Quantitative Measure Rate of Progress (ROP) Maximum Timeframe required to complete with 150% of the length of the program

Apply SAP standards equally to all students regardless of financial aid status. Exceptions may include: Non-degree Seeking Non-program requirements, such as ESL, non-credit, remedial courses and audited classes

Cumulative GPA is used to determine the quality of the student s performance and is evaluated every grading period. All undergraduate and certificate/diploma program students must have a minimum cumulative GPA of 2.0 in order to graduate. All graduate students must have a minimum cumulative GPA of 3.0 in order to graduate. 11

Letter grades: A, B, C, D, F & WF are calculated in the GPA. Quality points are determined by multiplying grade value by credit hours: A=4, B=3, C=2, D=1 on a 4.0 scale GPA is calculated by dividing quality points by credits attempted 12

Rate of Progress Monitored every term or payment period Student must successfully complete a minimum percentage of the required number of credit or clock hours attempted All graded attempts (including TC and PR) are included except LOA, Non-credit, Remedial, ESL and Audit grades Helps to ensure that your students do not exceed the maximum timeframe. 13

Divide the total credits earned by the total credits attempted Must meet the thresholds defined in SAP policy. 66.67% is based on the federal maximum timeframe requirement. 14

Timeframe no longer than 150% of the published length of the educational program Measured in academic years, terms, credit hours attempted, clock hours completed, etc. 15

Student is attending a 90 credit hour Associate Degree Program with a maximum timeframe of 135 credit Attempted Credit Hours: 60 Earned Credit Hours: 30 ROP = 30/60 = 50% MTF = 60 credit hour attempts + 60 credit hours remaining = 120 minimum credits to completion < 135 16

No longer eligible for federal financial aid Generally are dismissed from the institution In rare instances may be allowed to complete without federal financial aid assistance ACICS schools may not charge additional tuition or fees once the maximum timeframe is exceeded 17

Program based vs. Overall SAP Measurement Maximum Time Frame Measurement Frequency of Measurement Repeat Methodology Special Grades (Incompletes, Audits, etc.) SAP Tables minimum standards

Institutions must determine how SAP is calculated Program -based calculation measures the academic progress for the course required for a specific program Overall SAP calculation measures academic progress for all courses taken within all undergraduate programs at the institution

Determine how to measure Maximum Timeframe: terms or payment periods academic years credit hours attempted clock hours completed 21

Evaluation must be made by the end of each academic year or at 50% of the length of the program if program is less than one academic year. The use of Warning SAP Status without appeal is restricted to institutions that measure SAP at the end of every payment period or term.

Designate repeat policy policy should include what courses may be repeated (Example: D or lower) Designate repeat methodology: Use highest grade Use most recent grade Use average of two grades Note: All attempts are included in the ROP calculation. 23

Financial Aid will only be paid for 2 repeats when the course was previously passed. Examples: 1 st Attempt 2 nd Attempt 3 rd Attempt Grade F Grade D (eligible) Eligible, since it s the 2nd Repeat of a previously passed Grade D Grade D Grade C (eligible) Grade F (eligible) Ineligible, since it s the 3rd repeat of a previously passed class Ineligible, since it s the 3rd repeat of a previously passed class 24

Determine how special grades are used: Incomplete Grades Audit Grades Transfer and Proficiency Credit* Leave of Absence Grades (LOA) ESL, non-credit or remedial courses *Note: The Program Integrity Rules now state that Transfer and Proficiency Credit must be calculated in the Rate of Progress and Maximum Timeframe 25

Run SAP at the end of each payment period, term, or academic year Grades must be posted prior to running SAP Notification to students who fail to meet the minimum standards. 26

Straight Scale 2.0 CGPA for undergraduate/ 3.0 CGPA for graduate 66.67% ROP Graduated Scale Variable standards for specific thresholds Meet the minimum graduation standards by the halfway point of the program

Associate s Programs Credits Attempted ROP CGPA 0-15 50% 1.6 16-30 55% 1.75 31-45 60% 1.9 46+ 66.67% 2.0 Bachelor s Programs Credits Attempted ROP CGPA 0-30 50% 1.6 31-60 55% 1.75 61-90 60% 1.9 91+ 66.67% 2.0 Certificate Programs 54 Credit Hours Credits Attempted ROP CGPA 0-26 60% 1.5 27+ 66.67% 2.0 Certificate Programs < 54 Credit Hours Credits Attempted ROP CGPA 0-17 60% 1.5 18+ 66.67% 2.0

Program Integrity SAP Violation Progression (excluding campuses subject to Texas Workforce Commission requirements) Violation SAP Status FA Eligible None SAP Met Yes First FA Warning Yes may be used if institution measures SAP after each payment period (no appeal required) Second FA Probation No unless appeal is accepted; recommended that student be placed on an Academic Plan Third FA Dismissal No unless Academic Plan is met

A student who is placed in a FA Probation SAP Status must successfully appeal to remain in attendance and eligible for financial aid funds. 31

Student s name and ID number Date appeal was submitted Explanation of mitigating circumstances Explanation of how the student has overcome the mitigating circumstances (new under 2011 PI rule) Student s signature and date of appeal Approver s signature and date 32

The Department of Education has defined mitigating circumstances as: The death of a relative of the student An injury or illness of the student Other special circumstance 33

In addition to describing the mitigating circumstances, the 2011 Program Integrity Rules state that the student must explain what is being done to overcome the problems that resulted in poor academic performance. 34

The 2011 Program Integrity Rules recommend that plan should be created for students that successfully appeal a probationary status Outlines the expected academic performance Ensures the student will return to good academic standing within a reasonable timeframe After the probationary period, the student must return to good standing or be meeting the conditions of the Academic Plan to continue and remain eligible for financial aid. 35

Dismissal from the institution: Fails to meet the minimum SAP requirements and/or Fails to meet the conditions of the Academic Plan 36

Extended Enrollment Status An ineligible student may be allowed to continue without Financial Aid Funds Credits attempted count toward the 150% length of the program while on extended enrollment. 37

FA Probation students in attendance should have an approved appeal on file FA Dismissal students in attendance should have met the conditions of the academic plan from the previous grading period. 38

Texas Workforce Commission SAP Requirements

Degree Programs Associate or higher evaluate SAP at the end of the term (quarter or semester) Exception: Block Time Degree Programs (programs taught in mods) must evaluate SAP at the end of each module or at least every 8 weeks 40

Certificate and Diploma Programs must evaluate SAP at the end of each module(when grades are posted) or at least every 8 weeks Institutions that offer degree and certificate/diploma programs may elect to have multiple methods of measuring SAP Offering degree programs at an institution does not exempt the certificate/diploma programs from evaluating SAP at the end of each module. 41

First SAP violation student is placed on FA Warning (1 st Probation) and receives an Academic Plan. Second consecutive SAP violation student is placed on FA Probation (2 nd Probation) and must successfully appeal in order to remain in school. Students who fail to appeal will be withdrawn. Third consecutive SAP Violation student must be dismissed if CGPA is less than 2.0 Must sit out for at least 1 term (or module for block time programs) before appealing for reinstatement. Reinstated students have one probationary period to return to good standing. 42

Academic Plan required for students after the first SAP violation describes how the student will return to good standing must be tailored to the individual student (cannot use a generic plan) Appeals required after the second violation to remain is school must describe the mitigating circumstances for the poor academic performance and describe how the student s circumstances have changed 43

Violation SAP Status FA Eligible None SAP Met Yes First Second SAP Violation Progression (Texas Workforce Commission Degree Program Requirements) FA Warning (Referred to as 1 st Probation) FA Probation (Referred to as 2 nd Probation) Yes student must be given individualized Academic Plan (no appeal required) No unless appeal is accepted Third FA Dismissal No unless Academic Plan is met and student has 2.0 cumulative GPA Fourth FA Dismissal No student must sit out for one SAP evaluation period (one term or module) prior to applying for reinstatement 44

First SAP violation student is placed on FA Warning (1 st Probation) and receives an Academic Plan Second consecutive SAP violation student is placed on FA Probation (2 nd Probation) and must have earned a Term GPA of 2.0 Third consecutive SAP Violation student must be dismissed Must sit out for at least 1 payment period before appealing for reinstatement. 45

Academic Plan required for students who fail to meet SAP describes how the student will return to good standing must be tailored to the individual student (cannot use a generic plan) Appeals required for students requesting to be reinstated after sitting out for prescribed period must describe the mitigating circumstances for the poor academic performance and describe how the student s circumstances have changed 46

SAP Violation Progression TWC Certificate SAP Violation Progression (Texas Workforce Commission Certificate/Diploma Program Requirements) and Diploma Programs Violation SAP Status FA Eligible None SAP Met Yes First FA Warning Yes student must be given individualized Academic Plan Second FA Probation No unless student has a 2.0 Term GPA or higher and successfully appealed Third FA Dismissal No student must sit out for one SAP evaluation period (one term or module) prior to applying for reinstatement 47

Do SAP Standards apply to a student that is not receiving federal financial aid funds? A: Yes, the ACICS Standards used by its institutions should be a valid indicator of successful progress toward graduation; they are applied equally to all students regardless of financial aid status.

Can a student who has failed SAP for two or more consecutive grading periods continue to attend without receiving federal financial aid funds? A: While the federal requirements allow a student who has failed SAP to attend without federal financial aid funds, it typically is not recommend unless the institution has a valid reason for making a special allowance. This is referred to as an Extended Enrollment Status by ACICS.

Can a student who was previously dismissed be allowed to return? A: The student may be reinstated if the student s circumstances have changed and the institution has reason to believe that the student may be successful. Documentation of an approved appeal is required in these instances.

Can a student who has exceeded the maximum timeframe transfer to a new program? A: The student would be required to successfully appeal the dismissal from the previous program in order to be eligible to transfer to a new program. These circumstances should be extremely rare.

Is a student allowed to appeal a second time after failing to meet the conditions of an Academic Plan if there are a new set of mitigating circumstances that prevented the student from being successful? A: Yes, however these circumstances should be very rare. The student will need to successfully appeal.

Presenters: Janet Sabri, VP Academic Support Services, Career Education Corporation Contact: jsabri@careered.com Dr. Kitty Kautzer, VP Academic Affairs, Career Education Corporation Contact: kkautzer@careered.com