Student Financial Aid

How to Keep Your Financial Aid Award

Office of Student Financial Aid Satisfactory Academic Progress Policy

Process Overview

Satisfactory Academic Progress (SAP) denotes a student’s successful completion of coursework that is applied to a certificate or degree program. Regulations require that all students who receive the benefit of Federal Title IV assistance must maintain SAP. The Ohio State University Student Financial Aid is required to monitor student aid recipients’ progress.

There exist both qualitative and quantitative components to the SAP Policy. The following classifications of students attending Ohio State are monitored under this policy:

  • Undergraduate students
  • Graduate students
  • Senior professional students
  • CEd Students

Financial Aid Programs subject to this policy include:

  • All Federal Title IV
  • The State of Ohio Grant
  • Institutional need-based scholarship and grant programs
  • Institutional need-based long term loans

As previously noted there are both qualitative and quantitative components to SAP. These are:

  1. Required cumulative GPA
  2. Required percentage of hours to complete annually
  3. A maximum time frame for completion of degree requirements

Required GPA (component 1) and required completion percentage (component 2) are evaluated for SAP annually at the conclusion of the spring term.

Maximum time frame (component 3) is monitored each term since students may reach the maximum number of hours or the maximum number of terms allowed at any point in the academic year. Students who are approaching program maximums are sent a warning notice when they are within 24 hours or one term of reaching their program maximums.

It is important to recognize that a large number of undergraduates initially enroll at Ohio State and receive AP credit or Credit by Examination. Under certain circumstances this may cause students to exceed the maximum number of hours allowed in their respective academic programs prior to their graduations. Student Financial Aid will make every effort to identify these students and address the maximum hours issue in a timely manner.

Qualitative Measurements

All students affected by this policy are required to meet and maintain a minimum, cumulative GPA based on their academic classifications:

  • Undergraduate: by the end of 1st academic year 1.80
  • Undergraduate: by the end of 2nd academic year and beyond 2.00
  • Transfer: 2.00
  • Graduate (Masters, Nursing, Doctoral): 3.00
  • Law: 2.00
  • Medicine: Satisfactory as determined by the department
  • Dentistry: 2.25
  • Optometry: 2.00
  • Veterinary Medicine: 2.00
  • Pharmacy: 2.00

The cumulative GPA's for students in the professional colleges represent the cumulative GPA requirements for retention by each college.

Quantitative Measurements

All undergraduate and graduate students are required to complete 67% of the hours attempted. This is reviewed on an annual basis.

All students are expected to complete their degree programs within a maximum time frame that is established based on their classifications or academic disciplines:

  • Undergraduates: 150% of the hours required to complete their degree programs (defined as credit hours attempted)
  • Graduates (Masters, Doctoral): 150% of the hours required to complete their degree programs (defined as credit hours attempted)
  • For the following disciplines the maximum time frames are defined in terms of 150% of the terms required to complete the respective professional programs:
    • Law: 9 semesters
    • Medicine: 14 semesters
    • Dentistry: 15 semesters
    • Optometry: 14 semesters
    • Veterinary Medicine: 13 semesters
    • Pharmacy: 12 semesters

Definition of Hours Attempted and Completed

Hours counted as attempted include:

  • All credit hours for which the student enrolls at Ohio State and receives any of the following grades or marks: A, B, C, D (including plus and minus), E, EM, EN, I, IX, K, KD, KM, NP, PA, U, UEN, NEN, S, P, Blank and/or NG
  • Hours forgiven with passing grades under the “Freshman Forgiveness” or “Fresh Start” rules (#)
  • A mark or marks of W (denoting a class or classes dropped or total withdrawal from the university)

Hours not counted as attempted include:

  • Courses designated as Audit

Hours successfully completed include:

  • All credit hours for which there is a passing letter grade or mark as reflected in the Policy Section of the Office of the University Registrar's web site including A, B, C, D (including plus and minus), S, and PA
  • All marks of EM (credit by exam) and hours accepted for transfer from another institution, K, KD, and KM

Hours unsuccessfully completed (deficiencies) include:

  • All credit hours for which there is no grade/notation indicating that the coursework has been successfully completed including marks of E, EN, NEN, I, IX, NP, U, UEN, W, and P

Maximum Time Frame: Definition of Hours Attempted

Hours counted as attempted include:

  • All credit hours for which the student enrolls at Ohio State and receives any of the following grades or marks: A, B, C, D (including plus and minus), E, EM, EN, I, IX, K, KD, NP, PA, U, UEN, NEN, S, P, Blank and/or NG
  • Hours forgiven under the “Freshman Forgiveness” or “Fresh Start” rules (#)
  • A mark or marks of W (denoting a class or classes dropped or total withdrawal from the university)
  • All marks of EM (credit by exam) and hours accepted for transfer from another institution, K, KD, and KM

Treatment of Audits, Remedial, and English As A Second Language (ESL) Courses

  • Audited classes are not considered “financial aid eligible”; therefore they count neither as classes attempted or completed
  • The university allows students to take up to 30 hours of Remedial coursework. These hours are “financial aid eligible”; therefore they are in the attempted hour count and are either completed successfully (S) or unsuccessfully (U).
  • Courses repeated to receive a passing grade are included in the number of attempted credits as well as in the earned credits once successfully passed. Courses repeated to receive a higher grade when required by the degree program are allowed one time only.
  • ESL classes are “financial aid eligible” if taken in concert with a declared major. These hours are in the attempted hours count, and are marked S, or U

Special Programs

Consortium Agreements

SFA monitors SAP for all enrolled students. Consortium classes are designated “Academic Affairs”, and have marks of S, U, or NG. Courses designated U or NG are considered deficient. After SAP is run, if the consortium grade of NG is still part of the record, the student is required to self-identify when the mark is updated to an S.

Freshman Forgiveness

Students who are on Financial Aid Suspension due to not meeting SAP standards, who request Freshman Forgiveness for previous enrollment due to an extenuating circumstance, must follow the SAP appeal process to regain financial aid eligibility.

Fresh Start

The Fresh Start program has no bearing on the SAP policy and all students who apply and receive a Fresh Start are subject to meeting all requirements of the current SAP policy. All attempted courses are considered when evaluating SAP. Students re-entering The Ohio State University after any period of separation are also subject to the current SAP policy and appeal process.

Second Degrees and Double Majors

Students seeking second degrees and students with double majors are monitored like any other students under this policy. If or when the students were to exceed the maximum time frames allowed for their respective programs, they can appeal.

Monitoring Eligibility: Suspension and Conditions of Reinstatement

As previously referenced, both the cumulative GPA and the completion percentage components of SAP are monitored on an annual basis. Students who fail to meet these requirements are placed on Suspended and notified at the end of the spring term.

Maximum time frame is reviewed at the end of each term.

Financial Aid Suspension

Students who become ineligible for assistance can re-establish their eligibility in one of two ways:

  1. Attending Ohio State at their own expense or with the help of private resources from outside the university until such time as they are meeting the SAP conditions
  2. Successfully appealing their suspension status

Appeal of Suspension

The Appeal Form is available on the web and may also be picked up at the Student Service Center (SSC) located in the lobby of the Student Academic Services Building. The Appeal Form must be submitted with supporting documentation of the mitigating or extenuating circumstances that negatively impacted the student’s ability to meet SAP. The Appeal Form and supporting documentation must be submitted together at the SSC or a regional campus financial aid office by the deadline date published on the Appeal Form. Exceptions to the deadline can be made based on mitigating circumstances.

The appeal documents are reviewed for completion by a staff member before forwarding to the Student Financial Aid office for final review and the appeal decision. Complete appeals are reviewed within two weeks of submission and students are notified. Students who have their appeals granted are reinstated for financial aid eligibility on a Conditional status and given an academic plan which outlines the standards they must meet each term to mintain COnditional status. Students will remain on conditional status for the length of their academic plan provided they meet the conditions of their academic plan each term.

The decision of the Appeals Committee is final.

SFA reviews the cumulative academic record of continuing students who are first time applicants to determine if they are meeting the SAP requirements. If they have not met the SAP requirements they are notified and placed on Suspended status.

Students who have not previously enrolled at Ohio State are considered unconditionally eligible for assistance.

Neither paying for classes nor sitting out periods of enrollment in and of themselves affects a student’s academic progress standing; therefore, neither action is sufficient to regain financial aid eligibility.

Maximum Time Frame

All student aid recipients are sent a warning when they are within 24 hours of reaching the maximum number of hours allowed to complete their respective degree programs, or one term from reaching the maximum number of terms allowed. When students reach or exceed the maximum number of hours or terms allowed, they become immediately ineligible for financial assistance. Affected students who have reached or exceeded the hours or terms allowed due to academic program changes, changes in major, transfer hours accumulated from other schools or pursuit of a second degree (i.e., a second bachelor’s degree) can have their status reviewed by submitting an Appeal Form.

Students need to complete the Request for Additional Hours form, which is available online or from the SSC or extended campus financial aid office. The completed form along with documentation from an advisor that states the number of additional hours or terms the student needs to complete can be submitted for review. If the request for additional hours or terms of eligibility is granted, the student will have their maximum hours or terms allowed increased. They will remain eligible under this condition based on the information provided by their advisor.

Reinstatement of Eligibility

Students are reinstated on Conditional status based on successful appeals during the term in which they appeal. If they miss the published appeal deadline, they can be reinstated the next or subsequent term.

 

First File the FAFSA