Previous SAP Status	Calculated SAP Status	New SAP Status
TRWARN	GOODST/MAX%/PCEGPA	NOTRAN
TRWARN	MTHIMP	MTHIMP
APPDN1	GOODST	GOODST
APPDN1	MAX%	MAX%
APPDN1	MTHIMP	MTHIMP
APPDNN	GOODST	GOODST
APPDNN	MAX%/MTH%	MAX%/MTH%
APPDNN	PCEGPA	SUSP
APPDNN	GOODST	GOODST
APPEAL	ACAPL	SUSP
APPEAL	MAJCHG	SUSP
APPEAL	MAX%/MTH%	MAX%/MTH%
APELMX	ACADPL	MTHIMP
APELMX	GOODST	PROBMX
APELMX	MAJCHG	MTHIMP
APELMX	MAXHRS	MAXPRB
APELMX	MTHIMP	MTHIMP
APELMX	PCEGPA	PROBMX
APELMX	PROB	PROBMX
APPEAL	PCEGPA	PROBN
GOOD%	GOODST	GOODST
GOOD%	MAX%/MTH%	MAX%/MTH%
GOOD%	PCEGPA	WARN
MAX%	ANYTHING	MAX%
MTHIMP	ANYTHING	MTHIMP
NEW	GOODST/PCEGPA/PROB	NEW
NEW	MAXHRS	MAXHRS
NEW	MAXPCG/MAXPRB	REVIEW
PROBMX	ACADPL	SUSP
PROBMX	GOODST	PROBMX
PROBMX	MAJCHG	SUSP
PROBMX	MAXHRS	MAXHRS
PROBMX	MAXPCG	MAXHRS
PROBMX	MTHIMP	MTHIMP
PROBN	PCEGPA	PROBN
PROBN	ACADPL	SUSP
PROBN	GOODST	GOODST
PROBN	MAJCHG	REVIEW
PROBN	MAXHRS	MAXHRS
PROBN	MAXPCG	REVIEW
PROBN	MAXPRB	REVIEW
PROBN	MTHIMP	MTHIMP
PROBN	PROB	PROBN
SUSP	GOODST	GOODST
SUSP	MAXHRS	MAXHRS
SUSP	MAXPCG	MAXSUS
SUSP	MAXPRB	MAXSUS
SUSP	MTHIMP	MTHIMP
SUSP	PCEGPA	SUSP
WARN	GOODST	GOODST
WARN	MAXHRS	MAXHRS
WARN	MAXPCG	MAXSUS
WARN	MAXPRB	MAXSUS
WARN	PCEGPA	SUSP

To be eligible for Title IV funds, a student must make satisfactory academic progress, and your school must have a reasonable policy for monitoring that progress. ED (Department of Education) considers a satisfactory academic progress policy to be reasonable if it meets both the qualitative and quantitative criteria.

• An institution’s SAP policy must be at least a strict for non-TIV recipients as TIV recipients.
• At minimum, an annual evalution is required, though term-based evaluations are permitted as well.
• An institution’s policy must specify both a quantitative (pace) and qualitative (grade-based) standard.
• Remedial coursework must be included in the quantitative assessment of SAP; calculating the grades of such coursework in the GPA is not, necessarily, a requirement.
• Courses that were dropped after the add/drop period must be counted toward the quantitative (pace) standard
• Schools that check SAP at the end of each term (payment period) may place students on financial aid warning as a consqeuence of not making SAP. This lasts for one payment period only. Students cannot receive two consecutive warning periods.
• Student be placed on financial aid suspension if not meeting SAP by the end of the financial aid warning period.

Maximum Timeframe

• For programs measured in credit hours, a period no longer than 150% of the published program length.
• Students fail the maximum timeframe measure at the point at which it is determined that it is not possible for them to complete their program within the maximum timeframe, not at the point they actually reach the maximum timeframe point.
• The maximum timeframe is measured based on overall hours per MTSU’s policy.

Quantitative

• Pace or progression through program of study.
• Must ensure that the student will graduate within the maximum timeframe
• The pace requirement must be such that a student will be on track to graduate within the maximum timeframe standard.
  • UG – 120 hours. 120/180 = 66.66% or 67% rounded up.
  • GR (Masters/Ed.S) – 30 hours. 30/45 = 66.66% or 67% rounded up.
  • GR (Ed.D/Ph.D) – 60 hours. 60/90 = 66.66% or 67% rounded up.
• Pace is measured based on overall combined hours per MTSU’s policy.

Qualitative

• Grade-based.
• Can use an escalated GPA, but MTSU’s current policy specifies a fixed GPA standard.
• Students enrolled in a program of more than 2 academic years must have a GPA equivalent to a “C’, or consistent with MTSU’s graduation standards.
  • UG – 2.0
  • GR (Masters/Ed.S) – 3.0
  • GR (Ed.D/Ph.D) – 3.25

Three requirements for an appeal:

1. A detailed explanation of the extenuating circumstance(s) for each semester that must to be addressed.
2. A detailed explanation of how the extenuating circumstance(s) has been resolved.
3. Supporting documentation for all semesters required to be addressed.
   1. Examples include, but are not limited to:
      1. Physician’s statement on official letterhead.
      2. Copy of a death certificate.
      3. Signed statements from a counselor or clergy member attesting to the extenuating circumstance. 

What is an extenuating circumstance?

• Generally, the extenuating circumstance must have occurred after the semester began but before the semester ended. 
• An extenuating circumstance is a situation beyond the student’s control which prevented them from being able to pass a sufficient number of classes.  Extenuating circumstances may include (but are not limited to) the following:
  • Severe illness or extensive hospitalization which limited the student’s ability to perform tasks (such as attending classes).
  • Family member having a severe illness which required the student’s presence for a significant amount of time.
  • Death of an immediate family member which impacted the student significantly enough to affect class attendance or participation.
  • Extreme financial hardship which prevented the student from attending classes or completing coursework; for example:
    • Financial issues which prevented the student from having transportation to school. (Before you ask, no, rising gas prices don’t count).
    • Financial issues which caused the student to need to get a full-time job which interfered with class schedules.
  • Make sure not to gloss over these even if one of these “classic” examples apply.

What is not an extenuating circumstance?

• Issues that occured before the semester began or after the semester ended.
• If the situation existed before the semester started, why couldn’t the student have reasonably expected it to impact their ability to pass their coursework?
• If the student dropped or failed a class for academic reasons (the class was too difficult, the student didn’t like the online format, the student didn’t like the teacher, didn’t agree with their political affiliation, the student believes the teacher didn’t grade fairly, etc.), this is not an extenuating circumstance.

Why is documentation important?

• ED (Department of Education) says so!
• Per federal regulations, an appeal must include supporting documentation which establishes that the student had extenuating circumstances which affected pace and/or GPA.
• Our files are audited annually, and the auditors will check to make sure that approved appeals are sufficiently supported with documentation. 

Which semesters should be addressed?

• All semesters that contributed to the student’s current SAP status (if not already appealed).
• If not meeting pace:
  • All semesters where the passing rate for the semester is less than 67%.
• If not meeting GPA:
  • All semesters where the term-based GPA is less than 2.0 (UG), 3.0 (Masters, Ed.S), 3.25 (Ed.D, Ph.D).
• If not meeting pace and  GPA:
  • All semesters where the term-based GPA is less than 2.0/3.0/3.25, respectively, and all semesters where the term-based passing rate is less than 67%.

What about the “long break”?

• A long break may be considered as a factor, but problematic semesters prior to a long break cannot be automatically excused. The student must still address those semesters and detail the related (and valid!) extenuating circumstances.
• Err on the conservative side here.

Appeal Outcome

• If approved, an academic plan will be developed that student must comply with in order to remain TIV eligible. The student will remain on probation until SAP standards are met, and will be evaluated each term before aid will memo or disburse.
  • The requirements of the academic plan can be viewed on ROANYUD, fields 75 – 80, as applicable
  • If the student must pass 88% of their coursework each semester to reach 67% overall within the maximum timeframe, then that is the required passing rate in their academic plan.
  • If the student appeals GPA, and is already at or above 67%, their required pace each term will still be 67%.
  • Similarly, if the student is meeting the GPA standard, and has a GPA greater than required per their level, 2.0/3.0/3.25 is the required GPA for their academic plan.
  • The student will be TIV ineligible once any of the following occur:
    • Graduates from current program of study.
    • Changes major.
    • Fails to meet all of the conditions of the financial aid academic plan which will result in financial aid suspension.
    • It is mathematically impossible to complete the degree within the financial aid maximum timeframe standard.
• If denied outright, the student must wait a period of one year, or take coursework at their own expense, before they can again appeal.
• If the student demonstrates valid circumstances for the required semesters, but hasn’t documented all semesters OR has provided compelling documentation, but hasn’t explained all semesters or how the circumstance(s) has been resolved, then the option to reappeal may be extended to the student.
  • Note: Make sure you are being as realistic as possible when considering this option. Managing expectations is important – we want to make sure we’re not giving the student false hope.

Warning Email Notification

• Students with at least 120 attempted hours receive a notification at the end of the term cautioning them.
• Students are given information on how to appeals.

Appeals (MAXEXT)

• Appeal options
  • UG – Change of Major
  • GR – Change of Major
  • GR – Dual Programs
  • Military Credit
• Students must explain extenuating circumstances that required the change of major, dual programs, or double major.
• Students must document extenuating circumstances as appropriate.
• Students can no longer appeal to exclude transfer W and F grades

• At the point the student’s remaining hours required to complete their program of study exceed the number of hours they have remaining toward the maximum timeframe, it is mathematically impossible  for the student to graduate within the maximum timframe.
• Per federal regulations, the student is TIV ineligible at this point.
• Example:
  • A student’s program of study requires 120 hours to graduate.
  • They have earned 120 credit hours and attempted 160 credit hours.
  • At first glance, it would appear that the student has 20 hours remaining.
  • However, the student needs 30 hours to graduate.
  • The needed required remaining hours (30) exceeds the remaining maximum hours (20). Since they cannot graduate within the maximum timeframe, they are no longer eligible for Federal Title IV programs, State programs, and various MTSU scholarship programs.

ROASTAT Status Codes Key

Code	Description	Eligible for Aid?
GOODST	Good Standing	Yes
GOODTR	Good Standing – Transfer	Yes
GOODFR	Good Standing – New Program	Yes
WARN	Financial Aid Warning	Yes
PROBN	Probation from Appeal	Yes
PROBMX	Probation Due to Timeframe Extension	Yes
MAXAPP	Max Hours and Pace/GPA Appeal Approved	No
MAXSUS	Max Hours and Pace/GPA Suspension	No
MAXWRN	Max Hours and Pace/GPA Warning	No
MAXDNY	Max Hours and Appeal Denied	No
MAXDEG	Max Hours for Degree Plan	No
APELMX	Max Extension Appeal Approved on Probation	Yes
MTHIMP	Mathematically Impossible to Graduate Within Maximum Timeframe	No
NOTRAN	No Transcript Received – Review	No
SUSP	Financial Aid Suspended	No
APPEAL	Pace/GPA Appeal Granted on Probation	Yes
APPDN1	Pace/GPA Appeal Denied – Must Wait 1 Year	No
APPDNN	Pace/GPA Appeal Denied – May Reappeal	No
READMT	Readmitted Transfer	No – Pending Review
READMS	Readmitted Transfer – Prior Suspension	No – Pending Review
TRWARN	Transfer Student Needs SAP Evaluation	No – Pending Review

Revised SAP Policy – 502 (Training)

Introduction:  The focus of the training is to address items within SAP Policy 502 that have been changed / modified.

SAP Standards:

1. Qualitative (GPA) – refer to “What’s New” – #1
2. Pace (pass rate / progression toward degree) – minimum 67% – No change
3. Maximum Time Frame / Mathematically Impossible) – 150% of program of study

FAO SAP Statuses (ROASTAT):

Financial Aid SAP Status	Eligible for Aid?	Comments:
Good Standing	Yes	Keep up the good work!
Warning (due to Pace and/or GPA)	Yes	Can only be in this status for one semester.
Suspension (due to Pace and/or GPA)	No	Can appeal
Max Time Frame	No	At 150% of program or mathematically impossible. Can appeal
Probation (based on approved appeal)	Yes	Individualized FAO academic plan.  Must meet or suspension.

What’s New?

1. Qualitative (GPA) Standard: The FAO will be monitoring GPA in addition to Pace (pass rate) at the end of each term effective Fall 2021. The UG escalating GPA used by the Records Office is no longer being used for financial aid purposes. 
   • Bachelor’s Degree / Post-Baccalaureate Teacher Licensure – 2.0 “overall combined” GPA
   • Master’s / Specialist Degree – 3.0 “overall” GPA
   • Doctoral Degree – 3.25 “overall” GPA
2. Transfer students must submit all transfer transcripts before SAP can be reviewed.
   • Aid will not be packaged unless the student transfers to MTSU with SAP status of Good Standing.
   • Pace (pass rate) must minimally be 67% or else will be suspended with the option to appeal
   • Transfer GPA is not calculated into MTSU GPA and GPA will not be measured until end of first semester.
   • However, Readmit transfer will be suspended if not meeting 67% and 2.0 GPA (previously earned MTSU GPA).
   • Must be mathematically possible to complete degree within 150% of program length or will be suspended with the option to appeal.

3. Maximum Timeframe
   • At the end of each semester, we will begin sending reminder Maximum Timeframe Notifications to students who meet the following conditions.
   • Have filed a FAFSA for the current award year.
   • Have a next semester calculated SAP status of Good Standing or Warning.
   • Are UG with => 120 attempted hours.
   • Are GR with => ROANYUD field 5.
   • We will also monitor when it becomes mathematically impossible for students to complete their program within the 150% limitation.
   • If applicable, students are suspended even though they have not attempted 150% of their program of study. This can occur when transfer students have attended multiple schools and transfer in a lot of attempted hours that do not apply toward current program of study or when the student has changed their major one or more times.
4. Appeals:
   • The MT One Stop Financial Aid Appeal Committee and/or the Faculty Financial Aid Appeal Committee (FFAAC) review appeals regarding the Qualitative (GPA) or Pace (pass rate) Standards.
   • Semesters will be identified by a Financial Aid Office representative that the student did not meet one or both Standards.
   • The Appeal Committees will review appeals to ensure that all relevant semesters are addressed and that the student has provided sufficient explanation / documentation regarding extenuating circumstance that precluded the student from meeting the Standards.
   • Not understanding the course subject matter and/or conflict with the faculty member is not considered an extenuating circumstance.
   • Reasonable flexibility related to lack of academic success resulting from taking online coursework due to COVID-19 will be considered. However, the explanation must still make sense.  For example, if the student passed 2 of 4 online courses, why wasn’t the student able to meet the required Standards. 
   • A Financial Aid Office representative will review Maximum Timeframe appeals.
   • Students can no longer appeal to exclude transfer W and F grades
   • Students can appeal a change of major but must provide extenuating circumstances that resulted in a need to change major.
   • Students can still appeal regarding military hours transferred that do not apply toward current program.
   • UG students can still appeal for additional hours needed due to pursuing a double major.
   • GR students can still appeal for additional hours needed due to pursing dual programs.
5. If the student is suspended for not meeting one or more of the SAP Standards and successfully appeals, (s)he is placed on Probation and receives an individualized financial aid Academic Plan. The Plan is designed to ensure that the student is able to complete the degree within the financial aid maximum timeframe.
   
   The student should refer to the Probation Notification regarding the required Pace / GPA that must be reached each subsequent term.  Staff can view the required Pace / GPA on ROANYUD, fields 75 – 80, as applicable.
   
   The student will remain on Probation until…
   
   • Once again meeting all SAP Standards and back in Good Standing (or)
   • Graduates from current program of study. Changing majors will cause aid to again be suspended.  (or)
   • Fails to meet ALL the conditions of the financial aid academic plan which will result in financial aid suspension (or)
   • It is mathematically impossible to complete the degree within the financial aid Maximum Timeframe limitations.
6. Readmit students who have not attended a subsequent institutionwill be evaluated based on the current SAP policy. A readmit student who has attended a subsequent institution will be evaluated based on the current policy as a transfer student.
   • Applies to both UG and GR
   • If we paid the student on a Warning status the last semester they attended and if the student is not at 67% and/or 2.0, the student will be Suspended. We cannot “pay” T-4 two consecutive semesters in a Warning status.
   • If the student was paid in Good Standing the last semester attended and left in Good Standing (Pace) but did not have a 2.0, will be placed on Warning.
   • If the student was paid in Good Standing the last semester attended and left in Warning will continue on warning but will receive information that Warning includes meeting the Qualitative (GPA) Standard.
   • If the student was paid in a Probationary status during the last semester attended and met the previous 75% Pace requirement at end of that semester, will continue to receive T-4 but must have a new financial aid Academic Plan. If the student does not meet the conditions of the new financial aid Academic Plan during the semester back, will be suspended. 
   • If the student left Suspended, will come back Suspended.
   • On occasion, may appear as NEW if a non-T-4 award has been posted but we don’t yet have a FAFSA or never had a SAP status posted. These are updated once we receive a FAFSA.
7. Second Degrees
   • A second degree student is defined as a student with a previous degree at the same credential. The following is not applicable to students progressively advancing from one degree credential to another (Ex: Bachelor’s Degree to Master’s Degree to Specialist Degree to Doctoral Degree). 
   • Financial aid eligibility is limited to two degrees at the same credential (Example: two Bachelor’s Degrees, two Master’s Degrees, etc.) inclusive of transfer degrees.
   • However, once a student submits a request to be considered for financial aid for a second degree at the same credential, the student will become ineligible for financial aid at that degree credential if the student changes their major before completing the second credential. As an exception, if candidacy is denied into the program, the student may request to change to another major one (1) more time if the student can confirm that all courses attempted while pursuing candidacy will count in the new major.
   • Previous coursework will be included in the Qualitative measurement of the second degree. However, Pace and Maximum Timeframe will be based on 150% of the additional hours needed for the second degree.