Satisfactory Academic Policy

The Higher Education Act of 1965, as amended by Congress, mandates that institutions of higher education monitor the academic progress of students who receive federal student aid. The University of Mary-Hardin Baylor has approval to participate in the Competency-Based Education experiment under the Experimental Sites Initiative (ESI) Subscription Period Disbursement as described in the Program Participation Agreement effective June 2016.

The University of Mary Hardin-Baylor will follow the established policy for Satisfactory Academic Progress (SAP) policy established by the Financial Aid Office, except for approved modified Rules and Regulations under Subscription Period Disbursement, CBE Experiment Guide of July 2016. This policy will reflect those modified Rules and Regulations accordingly.

Modified Rules and Regulations for the ESI – CBE Experiment requires that SAP be reviewed after six-month subscription period.  This review will determine if the student is achieving two measures of quantitative progress: Payment Period SAP Evaluation and Aggregate SAP Evaluation and grants a waiver of the qualitative standard (grade point average).

 

Terminology

Subscription period: six-month calendar period of enrollment for a MyWay student.

  • Each subscription period will begin on the 15th day of each month and end 6-months later on the 14th of the month.

Credit Hour Equivalents (CHE’s): One competency in a subscription period is equal to a 3 or 4 credit hour class.

Competency: Students enrolled for a subscription period are enrolled in competencies

  • A student enrolled in 4 competencies can earn 12 to 13 credit hours per subscription period.
  • A student enrolled in 2 competencies can earn 6 to 7 credit hours per subscription period.

 

Payment Period SAP Evaluation

This SAP evaluation measures the student’s progress of the subscription period immediately prior to the evaluation. If the student did not complete all competencies they were registered for the student would fail SAP and be placed on Financial Aid Warning. Example:

  • If a student registered for 4 (four) competencies for the subscription period and only completes 3 (three) competencies the student would fail to meet Payment Period SAP and would initially be placed on warning.
  • If a student registered for 2 (two) competencies for the subscription period and completes both competencies the student would meet the Payment Period SAP standard.

 

Aggregate SAP Evaluation

This SAP Evaluation measures the student progress by dividing the aggregate credit hour equivalents completed at the end of the payment period prior to the evaluation by the total number of credit hour equivalents for the student to complete the program within the maximum timeframe. 

The CBE degree is 120 credit hours and the maximum time frame to complete the degree is 180 hours. The CBE degree is 120 credit hours in length (after bridging competencies back to credit hours) and should be completed within 6-years or 12 subscription periods for students attending full-time. The program should be completed within 12 years or 24 subscription periods for students attending part-time. To maintain SAP, all full-time students are required to complete a minimum of 10 hours (120 hours/12 subscription periods) and all half-time students are required to complete a minimum of 5 hours (120 hours/24 subscription periods) per subscription period.

 

Examples of Full-Time Satisfactory Academic Progress:


Passing Aggregate SAP:

Enrollment
Period

Registered CHE’s

Completed
CHE’s

Total Earned
CHE’s

Required Completed CHE's

Aggregate SAP Status

1st 6-months

12

9

9

12

Failing

2nd 6-months

12

15

24

24

Passing

3rd 6-months

12

12

36

36

Passing

4th 6-months

12

15

51

48

Passing

Failing Aggregate SAP:

Enrollment
Period

Registered CHE’s

Completed
CHE’s

Total Earned
CHE’s

Required Completed CHE's

Aggregate SAP Status

1st 6-months

12

12

12

12

Passing

2nd 6-months

12

6

18

24

Failing

3rd 6-months

12

9

27

36

Failing

4th 6-months

12

12

39

48

Failing

 

Examples of Half-Time Satisfactory Academic Progress:


Passing Aggregate SAP:

Enrollment
Period

Registered CHE’s

Completed
CHE’s

Total Earned
CHE’s

Required Completed CHE's

Aggregate SAP Status

1st 6-months

6

3

3

6

Failing

2nd 6-months

6

9

9

12

Passing

3rd 6-months

6

6

15

18

Passing

4th 6-months

6

9

24

24

Passing

Failing Aggregate SAP:

Enrollment
Period

Registered CHE’s

Completed
CHE’s

Total Earned
CHE’s

Required Completed CHE's

Aggregate SAP Status

1st 6-months

6

6

6

6

Passing

2nd 6-months

6

0

6

12

Failing

3rd 6-months

6

3

9

18

Failing

4th 6-months

6

6

15

24

Failing


In the first subscription period after SAP has not been met, students will be sent notification to inform them that they are not meeting SAP. The notification will include SAP requirements, steps necessary to meet SAP in the upcoming subscription period and the consequences for failing to meet SAP at the end of the warning period.
Warning Period

During the warning period, students may continue to receive financial aid. At the completion of the warning period, students who do not meet SAP are ineligible for financial aid. The Financial Aid Office will notify students at the end of the warning subscription period if they failed to meet SAP. The notification will include information concerning the loss of financial aid for the upcoming subscription due to failure to meet Payment Period SAP Evaluation or Aggregate SAP Evaluation.

 

Probation Period

If a student is placed on Suspension, he/she has the option of appealing the suspension through the SAP appeal process. If the appeal is granted, the student will be placed on Probation for the next subscription period, and the student must bring his/her SAP eligibility to Good Standing status during the subscription period or be placed on Suspension. While on Probation, the student may continue to receive financial assistance if he/she is otherwise eligible.

 

Suspension

If a student was previously under a Warning or Probation SAP status and fails to meet SAP eligibility requirements during the subscription period, the student's status will be placed on Suspension and the student is NOT eligible for federal financial aid during the next semester he/she attends the university. A student who is placed on Suspension may appeal this decision through the appeal process.

 

Appeal Process

Step One: Students who choose to follow the appeal process must:

  •  Submit appeal to the Financial Aid Office
    • Student must state why he or she failed to meet SAP requirements
    • Student must state what has changed so that he or she will meet SAP at the next review (subscription period)

Step Two: The Financial Aid Office will:

  • Review the appeal 
  • send results appeal to the student
    • Approved appeals include:
      • Approval and terms of reinstatement of financial aid eligibility
        • Possibility of meeting SAP in next payment period (subscription period)
        • Possibility of an academic plan over an extended period of time 
      • Consequences for not meeting terms of approval
    • Approved appeals will result in financial aid being awarded for the subscription period
    • Denied appeals include:
      • Reasons for denial
      • An out-line of steps the student must take to regain eligibility for financial aid
    • Denied appeals will not be awarded financial aid until SAP is met

Step Three: Students must continue to meet terms, as established, until SAP is met in order to continue receiving financial aid on a probationary basis. Once SAP is met, student is no longer considered to be on probation. Failure to maintain SAP thereafter will result in receiving an additional warning for the upcoming payment period (subscription period).

The Assistant Director of Financial Aid– CBE Programs, will also work with the CBE Success Coaches for any students during this process.

 

Repeating Classes

Under the Modified Rules and Regulations of ESI Subscription Period because students can begin work on competencies prior to a subscription period a unique competency cannot be counted in more than one subscription period. If a student is enrolled for the same competency in more than one subscription period, the student is not eligible to receive Financial Aid for the competency for the second subscription period.

 

Withdrawing from the University / Failure to Earn a Passing Grade

Withdrawing from all classes during a term or failure to earn a passing grade in all courses attempted during a term may cause all or part or your financial aid to be returned based on a Return to Title 4 aid calculation. Payment Period Evaluation and Aggregate SAP Evaluation are reviewed for SAP at the conclusion of each term.