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Policy: US financial aid satisfactory academic progress

Purpose

To set out the satisfactory academic progress requirements for students receiving US Financial Aid to continue to receive US Financial Aid.

Overview

This policy outlines:

  • Progress Requirements for Undergraduate and Graduate Coursework Students to continue eligibility for US Financial Aid;
  • Progress Requirements for Graduate Research Students to continue eligibility for US Financial Aid;
  • Financial Aid Warning, Probation and Suspension for Unsatisfactory Progress; and
  • Re-establishing Academic Good Standing for US Financial Aid after an unsuccessful appeal.

Scope

This policy applies only to students receiving US Financial Aid.

Policy statement

  1. The University complies with US Federal Law (34CFR 668.16, 34CFR 668.32 and 34CFR 668.34) requiring it to define and enforce standards of Satisfactory Academic Progress (SAP) for students receiving US Financial Aid.
  2. This policy is read in conjunction with the ANU Academic Progress Rule, Coursework Awards Rule, and Research Award Rule, with which all students of the University must comply.
  3. In order to remain eligible to receive US Financial Aid, any eligible students meet the US Financial Aid Satisfactory Academic Progress requirements (SAP).
  4. Students receiving US Financial Aid have their SAP evaluated at the end of each teaching period. This evaluation process considers the student's progress under both academic standing (grade point average) and completion within the maximum timeframe (pace).
  5. In order to receive US Federal funds, students meet minimum standards for both components of SAP, whilst simultaneously adhering to the University's Academic Progress Rule, in the case of international students, the ESOS Act 2000, National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students (the National Code), and the Migration Regulations 1994. Where there is difference between requirements across legislation, the stricter requirement takes priority.
  6. This means that where this policy may allow students to continue to be eligible to receive US Financial Aid, University Academic Progress Rule and Australian student visa restrictions may impact on the students' ability to continue with the program.
  7. This also means that where students may not be eligible to continue with US Financial Aid, they may be eligible to continue in their program.

Satisfactory Academic Progress Requirements for Undergraduate and Graduate Coursework Students to continue eligibility for US Financial Aid

Academic Standing (GPA)

  1. Students receiving US Financial Aid maintain at least a cumulative Pass in each teaching period (an average GPA of 4.0 or greater on a 7 point scale across all courses attempted in each teaching period) throughout their program.
  2. Grades that are included in this calculation are:

Letter Grade

Percentage Equivalent

Australian 7 Point Scale

HD & H1

80-100%

7.0

D & H2A

70-79%

6.0

C & H2B

60-69%

5.0

P & H3

50-59%

4.0

PS

50%

4.0

N/ NCN (0-49%)

0-49%

0.0

Maximum Timeframe (Pace)

  1. Students complete their program within 150% of the published program duration. To achieve this, students must pass two-thirds of the standard full-time load for the session/semester they have studied. A standard full-time load is 24 units in each teaching period (January-June and July-December). To be explicit, this means passing 18 units of a 24 unit load in a teaching period.
  2. For example: a 3-year Undergraduate Degree consisting of 144 units must be completed without attempting any more than 216 units or exceeding 4.5 years duration.
  3. All studies are included in this calculation, including withdrawals and incomplete grades.
  4. Students receiving US Financial Aid who have received permission to reduce their study load are still required to complete their program within 150% of the published duration of their program to continue receiving US Financial Aid.
  5. Periods of enrolment during which a student does not receive Financial Aid are counted toward the maximum timeframe for completion.
  6. Pursuit of a second degree resets the maximum timeframe for completion to the length of the new degree, taking into account any credit as per below.

Credit from Previous Studies

  1. Where a student has been awarded credit that will shorten the duration of their studies, US Federal Law (34 CFR 668.34) requires the student to complete the program within 150% of the revised course duration. This is the revised maximum timeframe for completion.

Withdrawal / Course Drop

  1. Under Australian Government legislation Student Visa holders are expected to complete their program within the timeframe given on their Confirmation of Enrolment (CoE).
  2. Withdrawal from a course or courses affects a student's eligibility for US Financial Aid if it means that they will not complete their program within the maximum timeframe for completion.
  3. Withdrawal from a course or courses affects a student's eligibility for US Financial Aid if it means that they are not enrolled in at least 50% load for that teaching period.
  4. Students who have received approval to reduce their study load in one or more semesters are required to complete their program requirements within 150% of the duration of their program to remain eligible to receive US Financial Aid.

Incomplete Grades

  1. Incomplete grades (DA, PX, RP, IP, KU, WF, WA) are included in the calculation of the maximum timeframe, however they are not included in the calculation of academic standing until such time as a grade is awarded. Any outstanding grades must be finalised within six months of the incomplete grade being awarded.

Repeating

  1. A US Financial Aid student may repeat a course as per the ANU Academic Progress Rule so long as they are not in breach of this policy. The repeated course is counted in the maximum timeframe calculations.

Progress Requirements for Postgraduate Research Students to continue eligibility for US Financial Aid

  1. The University's Financial Aid Administrator (FAA) monitors milestones for research students to ensure they are on track to complete within 150% of the standard program duration.
  2. If the student's milestones are up to date no further action is taken.
  3. If the student's milestones are not yet complete the FAA contacts the College to determine whether the student is progressing satisfactorily.

Financial Aid Warning, Probation and Suspension for Unsatisfactory Progress

Financial Aid Warning

  1. Students identified as at risk of not meeting SAP are notified in writing that they have been placed on Financial Aid Warning for the following payment period (one teaching period).
  2. During the financial aid warning period, students continue to be eligible for US Financial Aid.
  3. If Satisfactory Academic Progress is maintained during the Financial Aid Warning period, students remain eligible for aid and the Financial Aid Warning is removed at the end of the Financial Aid Warning period.
  4. If Satisfactory Academic Progress is not maintained during the Financial Aid Warning period, students are informed in writing that their next scheduled disbursement has been suspended and that they are not eligible for US Financial Aid until such time that the required progress is achieved (see Re-establishing US Financial Aid Eligibility below).

Appeals

  1. Students deemed ineligible for US Financial Aid under this policy may appeal the decision. US Financial Aid Regulation (34 CFR 668.34) permits appeals only on the following grounds only:
  1. death of a relative
  2. illness or injury to the student
  3. other compassionate and compelling circumstances.
  1. The University defines death of a relative as death of an immediate family member that is a parent, sibling, guardian, grandparent, dependent child, spouse, aunt or uncle.
  2. In the context of this policy, the University defines illness or injury to the student as illness or injury that significantly impacted upon the student's ability to study and lasted for a duration of greater than 10 working days and where special examination arrangements were not applied to a student's enrolment.
  3. The University defines special examination arrangements in this context as including an Educational Access Plan developed by the Access and Inclusion Office, special assessment consideration, deferred examinations, and special exams.
  4. Appeals are submitted in writing within 20 working days of the notification of suspension being issued, and include a statement of the circumstances and supporting documentation.
  5. Appeals contain a statement from the student with the following information as per the US Federal Regulations (34 CFR 668.34):
  1. Why they have failed to meet the SAP requirements?
  2. What has now changed to allow them to meet the SAP requirements at the next evaluation?
  1. The appeal contains documentary evidence of any claims made in the statement.
  2. Appeals are submitted to policy.regs@anu.edu.au or to:

US Financial Aid Director

Academic Standards & Quality Office

Division of Student Administration

Building X-005

The Australian National University

Canberra ACT 2601

  1. The appeal outcome is communicated to the student in writing.
  2. The decision of the Financial Aid Director is final.

Financial Aid Probation

  1. If a student successfully appeals the SAP outcome, they are placed on Financial Aid Probation for one payment period (one semester).
  2. Probation will not be automatically awarded to a student and is only available if a student appeals and the appeal is successful.
  3. As part of Financial Aid Probation, the University may place the student on an academic plan. Academic plans involve strategies to assist the student to successfully complete their degree, which may include but not be limited to the following:
  1. Meeting with Academic Skills and Learning Centre
  2. Meeting with Academic Advisor
  3. Development of a study plan and/or timetable
  4. Reduction of study load for one semester
  1. At the end of the probation period the student must meet the SAP, and/or Academic Plan requirements if the student is subject to an Academic Plan, to maintain eligibility for US Financial Aid.
  2. If the student has not met the requirements they are ineligible for US Financial Aid.

Re-establishing Academic Good Standing for US Financial Aid after an unsuccessful appeal

  1. Students deemed ineligible for US Financial Aid due to failing to meet SAP are able to re-establish eligibility for US Financial Aid. This will be established by:
  1. Successfully completing one year at 100% load with a pass in each subject; and
  2. Obtaining an overall GPA of 4.0 or higher across all studies in the program; and
  3. Being on track for completion of program within the maximum time frame of 150% of the standard duration of the program as set out in clauses 10 - 21.

Information

Printable version (PDF)
Title US financial aid satisfactory academic progress
Document Type Policy
Document Number ANUP_000478
Version 6
Purpose To outline the additional Academic Progress requirements for continued eligibility for US Financial Aid
Audience Students
Category Academic
Topic/ SubTopic Students - Finance & Fees
 
Effective Date 6 Dec 2016
Review Date 6 Dec 2019
 
Responsible Officer Registrar, Student Administration
Approved By: Vice-Chancellor
Contact Area Division of Student Administration
Authority Academic Progress Rule 2015
Research Awards Rule 2016
Higher Education Opportunity Act 2008
Coursework Awards Rule 2016 (No. 2)
Education Services for Overseas Students Act 2000

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