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KENNEBEC VALLEY COMMUNITY COLLEGE
FINANCIAL AID OFFICE
SATISFACTORY PROGRESS POLICY EFFECTIVE: 05/01/05
Federal law requires that students meet standards for "measurable satisfactory academic progress" if they are receiving Federal Title IV student financial aid. Title IV aid includes Federal Pell Grant, Federal Supplemental Educational Opportunity Grant (FSEOG), Federal Stafford Student Loans (Subsidized and Unsubsidized), Federal PLUS, and Federal Work Study. The following policy defines "measurable satisfactory academic progress” for financial aid recipients attending Kennebec Valley Community College.
1. ELIGIBILITY FOR FINANCIAL AID
It is the policy of KVCC to provide financial aid awards to students who remain in good academic standing and make satisfactory progress toward their certificates, diplomas or degrees while receiving financial aid.
Financial aid awards and evaluations of academic standing are based on the students’ enrollment statuses of:
FULL-TIME: 12 or more credit hours of course registration THREE-FOURTHS-TIME: 9 ‑- 11 credit hours of course registration HALF-TIME: 6 ‑- 8 credit hours of course registration LESS-THAN-HALF-TIME: 1 ‑- 5 credit hours of course registration
Students are required to meet both the “quality” and “quantity” measures outlined in this document. These measures are evaluated at the end of each semester. Students who do not meet these standards will lose their financial aid eligibility.
2. LIMITS FOR TERMS ON FINANCIAL AID
Students receiving financial aid are allowed 150% of "normal" time to complete academic certificates, diplomas or degrees. "Normal" time is one year for certificate and diploma programs and two years for associate degree programs, as outlined in the school catalog. KVCC figures the 150% by computing one and a half times the number of credits needed for the degree or certificate. For example, if a student is pursuing an Associate of Arts in Liberal Studies degree, which requires 62 credits to complete, he/she can accrue 93 credits before running out of aid. The amount of credits is computed on the first degree program attempted, so switching degree/certificate programs will not increase the number of credits a student has before running out of financial aid. If a student is unable to complete the program within the 150%, he/she has the right to appeal See page 5, item 18 for more information on the appeal process.
3. TRANSFER CREDIT
Transfer credit may be awarded for course work completed at accredited colleges only if grades of "C" or higher have been achieved in courses that are comparable to those offered in the KVCC programs.
Transfer credits do not count in the calculation of the GPA, but they are included in the calculation of both attempted and earned hours (see page 3, Item 11), and transfer credits are included in the calculation of 150% of “normal” time (see page 1 item 2).
4. AUDITS, CHALLENGE EXAMS, C.L.E.P.S.’s, WORK EXPERIENCE
Financial aid is not awarded for AUDITS, CHALLENGE EXAMS, C.L.E.P.’s or WORK EXPERIENCE that may be granted toward certificates, diplomas or degrees. Credit for this work is not used to determine enrollment status (full‑time or part‑time), nor is it counted toward the minimum credit requirements students must earn for terms on aid. Credit granted from exams and work, like college transfer credit, will reduce the financial aid eligibility period. (See example on Page 1.)
SATISFACTORY PROGRESS POLICY - 2 ‑ EFFECTIVE: 05/01/05
Students are responsible for notifying the Financial Aid Office when registering for courses in these special categories. Financial aid monies disbursed to students in error must be repaid immediately. Students who are overpaid are ineligible for additional financial aid awards until the overpayment is repaid in full.
5. REMEDIAL COURSES
Remedial courses are designed to provide students with opportunities to improve abilities in areas of reading, mathematics, and study skills. The program emphasizes small group and individualized instruction based on diagnostic evaluations. (All incoming students are tested before their entering term and, if test results warrant, may be required to complete basic courses or work with assigned tutors.)
Since most remedial courses are graded on a pass‑fail basis, offered at reduced costs and do not carry academic credit, financial aid is not awarded to students receiving this instruction. However, students may receive financial aid awards to cover a maximum of three basic courses that carry academic credit.
6. COURSE GRADES OF INCOMPLETE
Students receiving grades of "Incomplete" for courses required for certificates, diplomas or degrees must make arrangements with faculty to complete course requirements. After instructors assign final letter grades, student grade point averages (GPA’s) will be recalculated to include the appropriate quality points, and their quantitative measurement will be adjusted to include the credits as “credits completed.” If cumulative GPA’s remain within the published guidelines and the quantitative measurement falls within published guidelines (see Page 4, item 13 and page 3, item 11) students retain eligibility for financial aid.
7. FAILING COURSE GRADES
Students who fail courses may continue receiving financial aid as long as their cumulative GPA’s and their credits/attempted to credits completed measurement remain within the published guidelines (see Page 4, item 13 and page 3, item 11). Financial aid may be awarded once for repeat enrollment for failed courses.
8. REPETITIONS
Students repeating failed courses will receive financial aid to cover the first repetition as long as overall progress is within required “quality” and “quantity” guidelines (see Page 1, Item 2 and Page 4). Financial aid will not be awarded for repeat of a course attempted unsuccessfully twice. This means that students cannot be paid more than twice for credit hours that have not been successfully completed (grades of "W" "I,” “F”).
9. ADDING AND DROPPING COURSES
Students may ADD courses during the first 5 days or DROP courses during the first 10 class days of each semester, without academic or financial penalty. Add/drop forms (obtained from the offices of Academic Affairs, Student Services or individual academic advisors) must be completed, signed and submitted to the Office of Academic Affairs for processing. (See Pages 10 and 11 of the KVCC catalog for more information.) Financial aid awards will be adjusted to agree with the students' registration at the end of this period.
Students who retain some enrollment may continue DROPPING courses without academic penalty through the midpoint of each semester. However, all costs associated with the dropped courses will be charged according to the college’s Refund Policy. NO FINANCIAL AID will be allowed to pay for courses dropped between the last day of the two-week (10-day) add/drop period and the date at which the student no longer is eligible for a refund from KVCC (after 21 class days of the semester). Grades of "W" (Withdraw) will be entered on student records.
SATISFACTORY PROGRESS POLICY ‑ 3 ‑ EFFECTIVE: 05/01/05
Between 10 and 21 days associated financial aid awards will be cancelled and refunds will be calculated to determine revised tuition, fee and book charges. After 21 days, the point at which the student would be responsible for 100% of the charges, no refund will be required. Again, this paragraph applies to students who have retained some enrollment. For students totally withdrawing, the KVCC Refund/Repayment policy applies. Letter grades will be reported for all courses carried after the midpoint of each semester.
10. WITHDRAWING
The Refund/Repayment Policy will be used to calculate the percentage of financial aid students may retain when they completely WITHDRAW (officially or unofficially) from KVCC after the midpoint (but before completing 60% of the semester). Students withdrawing officially or unofficially before completing 60% of the term may be required to return “unearned” financial aid received from the Federal Title IV student financial aid programs, including Federal Pell Grant, Federal Supplemental Educational Opportunity Grant (FSEOG), Federal Stafford Student Loans (Subsidized and Unsubsidized), Federal PLUS, but NOT Federal Work Study.
11. QUANTITATIVE MEASURE OF ACADEMIC PROGRESS
A quantitative component is also required to accurately assess a student’s advancement toward successful completion of his or her program of study, since successful maintenance of a high GPA does not necessarily mean progress toward completion of a degree. For example, a student who withdraws from half of his/her courses and gets “A’s” in the rest may have a high GPA but he/she is not advancing toward graduation within a reasonable period of time. KVCC assesses advancement toward completion by using a percentage of credits attempted to credits earned. Credits attempted are those for which the student has enrolled, as of the end of the add/drop period. Credits earned are those which the student successfully completed by earning a passing grade. (Some programs have a policy that if a student does not pass certain courses with a “C” or better, he/she is dismissed or placed on probation. If a student is dismissed in this circumstance, then his/her financial aid is cancelled, and if the student is placed on academic probation, then the student is placed on financial aid probation.) Courses in which the student receives grades of “W (withdraw), “I” (incomplete), or “F” are not considered successfully completed.
In order to maintain satisfactory progress, a student must earn a cumulative total of 66% of credits attempted. Students who earn less than 66% of credits attempted will automatically be placed on probation. If the student fails to meet the requirements for SAP after two consecutive semesters of probation, the student’s aid will be cancelled.
12. MITIGATING CIRCUMSTANCES
Matriculated students who are forced to withdraw or take leaves of absence because of ill health, personal problems, or hardships may be entitled to portions of their financial aid awards. The amounts of financial aid students receive will vary depending on individual circumstances, periods of attendance, academic standing, and the institutional refund policy. (See Financial Aid Refund/Repayment Policy.) The Academic Dean and student academic advisors will evaluate individual requests for leaves of absence and provide written decisions to the students, Financial Aid Office, and Finance Office. Revised award letters will be issued to students if adjustments to financial aid awards are appropriate.
13. QUALITATIVE MEASURE OF SATISFACTORY ACADEMIC PROGRESS
In keeping with KVCC’s academic policy, the following grade point averages must be achieved to maintain satisfactory academic progress:
At least 1.51 for 6-11 attempted credit hours; At least 1.75 for 12-23 attempted credit hours; At least 1.91 for 24 to 35 attempted credit hours; At least 2.0 for 36 or more attempted credit hours.
SATISFACTORY PROGRESS POLICY - 4 - EFFECTIVE: 05/01/05 Financial Aid Probation Status or Dismissal Status will be conferred as shown by the following academic probation and dismissal policies: Academic Probation
Academic Probation is a means of alerting students who are in academic jeopardy that they must show academic improvement in order to remain matriculated in their current program of study. Students on academic probation for two (2) consecutive semesters may be dismissed. Dismissed students may appeal to the Vice President/Academic Dean. Probationary status is removed once students earn grades of good standing. Students are placed on academic probation if their cumulative grade point average falls into one of the following ranges:
Cumulative grade point average: No probationary status assigned for 1-5 credit hours; GPA of .50 to 1.50 for 6 to 11 attempted credit hours; GPA of 1.51 to 1.74 for 12 to 23 attempted credit hours; GPA of 1.75 to 1.90 for 24 to 35 attempted credit hours; or GPA of 1.91 to 1.99 for 36 or more attempted credit hours.
Students placed on probation will receive written notification of their probationary status. In addition, the student’s permanent record will carry the words “Academic Probation”.
Academic Dismissal
Matriculated students will be dismissed for failure to earn the minimum acceptable cumulative grade point averages and the student permanent records will carry the words “Academic Dismissal”:
Cumulative grade point average: GPA of .5 or less for 6 to 11 attempted credit hours; GPA of 1.50 or less for 12 to 23 attempted credit hours; GPA of 1.74 or less for 24 to 35 attempted credit hours; GPA of 1.90 or less for 36 to 47 attempted credit hours; and GPA of 1.99 or less for 48 attempted credit hours to end of program.
Dismissed students will receive written notification of their dismissal. Students may appeal the dismissal decision, in writing, to the Vice President/Academic Dean. The appeal will be presented to the Academic Standards Committee. If the appeal is granted, the student will be placed on “Academic Probation” for the next semester, and may face mandatory credit limits. If the appeal is not granted, the student may repeat failed courses as a non-matriculated student, but non-matriculated students are not eligible for financial aid.
Students must submit a separate appeal to the Financial Aid Office to appeal the cancellation of their financial aid (see page 15, Item 18).
Academically dismissed students are not eligible for financial aid for periods following their termination, unless eligibility is reestablished through the process described in Section 18 of this document, but may retain the awards received while in good academic standing, prior to the dismissals.
14. EVALUATION OF ACADEMIC PROGRESS
A financial aid recipient’s satisfactory academic progress is evaluated after the fall and spring semesters of the academic year. At that time, a student will either be in good standing, be placed on financial aid probation, or denied financial assistance for future enrollment periods. The student must meet all three progress requirements (completion rate as described in section 11, GPA as described in section 13, and 150% limit as described in section 2) to remain in good standing. Students will be notified by the Financial Aid Office if they are placed on probation or denial status for financial aid.
SATISFACTORY PROGRESS POLICY - 5 - EFFECTIVE: 05/01/05
15. PROBATION STATUS
Probation status will not prevent the student from receiving financial aid. Probationary periods are meant to inform the student of potential academic and completion problems and provide time for corrective action. If a student does not meet satisfactory academic progress standards after the probationary period, denial status could be imposed or continued probation approved. In keeping with academic regulations, a student may incur no more than two consecutive probationary periods. Denial status will prevent the student from receiving any Title IV financial assistance for future enrollment until such time as the student meets all satisfactory academic progress standards.
16. REESTABLISHING ELIGIBILITY
If a student is denied aid because of failure to meet academic or quantitative progress, students may reestablish eligibility by taking courses paid by themselves or by non-Title IV aid during subsequent terms. If there are mitigating circumstances affecting a student’s ability to maintain satisfactory academic progress (such as a documented learning disability, illness, or death in the family) students may appeal their denial, reduction, or suspension of financial aid (see “Appeals Procedure,” below). When a student’s GPA and credits attempted/credits earned ratio are once again within the published standards, the student will be eligible for Title IV aid.
17. DISCIPLINARY PROBATION
Students may be placed on disciplinary probation by decision of the Disciplinary Committee when a flagrant disregard for school regulations occurs. If the conditions of this probationary period are not met, or when there are additional disciplinary problems, more restrictions or dismissal from school can result. A current and complete copy of the Disciplinary Code for Student Conduct is on file and available for review in the Office of the Dean of Students.
Students who are dismissed for disciplinary problems may receive prorated amounts of their financial aid awards, based on their termination dates and academic standing. (See Financial Aid Refund/Repayment Policy.)
18. APPEALS PROCEDURE
Students who receive notification of denials, reductions, or suspension of previously awarded financial aid are entitled to explanations for the action. Letters of financial aid suspension and probation are mailed to all applicants explaining the reasons for the action.
For appeals of failure to meet satisfactory academic progress, students with mitigating circumstances may submit WRITTEN appeals describing (in detail) their personal, medical or other unusual circumstances that warrant reconsideration of actions taken by the Financial Aid Department. Appeal forms are available in the financial aid office. Examples of mitigating circumstances include death in the family, illness, divorce, loss of benefits or job, etc. Appeals must be filed with the Financial Aid Appeals Committee, c/o Financial Aid Department, within ten (10) days of receiving the notification of reduced or lost financial aid awards. Appropriate documentation must be attached to the appeal.
Students who have been academically dismissed and have appealed to the Office of Academic Affairs for reinstatement must also submit a separate appeal to the Financial Aid Office for reinstatement of their financial aid. It is possible that a student’s appeal may be granted by the Academic Dean but denied by the Financial Aid Committee.
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