Campus-Wide Collaboration to Meet
Financial Aid Satisfactory Academic
Progress Requirements
Angela Bell, Interim Director of State Financial Aid
Programs, HEPC
Kathy Bialk, Director of Financial Assistance, Marshall
University
Presentation at the 2011 Student Success Summit
Charleston, WV
Why We’re Here
• New federal regulations went into effect July
1, 2011 designed to increase the integrity of
financial aid programs.
• Provide some institutional flexibility but also
tighten some aspects of what it means for
students to be making “satisfactory academic
progress”.
• Point to the interconnectedness of aid,
academics, and success.
West Virginia Higher Education Policy Commission
Relationship of Aid to Success
Receipt of
Aid
Campus
Integration
Success
Academic
Progress
West Virginia Higher Education Policy Commission
Less Hours
Worked
Why the Regulations Were Changed
• Hadn’t been looked at since 1983
• Schools were using inconsistent terminology
• Overuse of probation
West Virginia Higher Education Policy Commission
New Regulations Provide:
• Continued flexibility for institutions in
establishing their SAP policies
• Additional flexibility for institutions that
monitor SAP more often than annually
• Definitions for “warning” and “probation”
• In general, a student who is not making SAP is
no longer eligible for Title IV aid
West Virginia Higher Education Policy Commission
Institution SAP Policy Must Contain:
• GPA that a student must achieve at each
evaluation
• Pace of progression to ensure completion
within the maximum time frame
• Description of and conditions surrounding
“warning” and “probation” statuses, if used
• The specific elements and process required for
appeal
• How a student can re-establish eligibility
West Virginia Higher Education Policy Commission
Make SAP,
Keep
Receiving
SAP Procedures
Make SAP,
Keep
Receiving
Make SAP,
Keep
Receiving
SAP
Evaluation
Warning-for
one period,
paid
while
receiving
aid
Successful,
Probation
Loss of
Eligibility
Appeal
Unsuccessful,
Loss of
Eligibility
Loss of
Eligibility
Time
West Virginia Higher Education Policy Commission
Successfully
following
academic
plan
Loss of
Eligibility
Points for Cross Campus Collaboration
•
•
•
•
•
Creation and ongoing evaluation of the SAP policy
Promoting awareness of the policy
Integrating the policy into academic advising
Involvement in the appeals process
Involvement in creation and monitoring of academic
plans
West Virginia Higher Education Policy Commission
“We are…Marshall University”
• ≈17,500 students
• 74.3%
undergraduate
students receive
aid
• 2 associate, 44
baccalaureate, &
46 graduate
programs
West Virginia Higher Education Policy Commission
SAP - Integrity & Student Success
• October 29, 2010 Integrity Regulations - SAP
– Major impetus for integrating SAP campus-wide
– Opportunity to work from ground up
• Educating academic community & students
• Gaining “buy-in” from academic community in the
development and implementation of policies
• Developed partnerships in helping students to succeed in
making SAP toward their degree
• Ensuring compliance
West Virginia Higher Education Policy Commission
Why SAP?
• What are the goals of higher
education? What are the goals of my
institution?
• How can our SAP policy support those
goals?
West Virginia Higher Education Policy Commission
Who at my institution must be part of
the SAP process?
• The SFA Office has primary responsibility for
evaluating, communicating, and implementing
the University SAP Policies; however, SAP is a
university-wide responsibility!
West Virginia Higher Education Policy Commission
How Was the SAP Policy Developed?
• After Financial Aid staff attended numerous
training sessions and consulted with USDE on SAP
Integrity Regulations…
– SAP draft policy was presented to academic community, SAP
Appeals Committee, and Financial Staff members, and their
feedback was fully considered
– Ultimately rules within the SAP Policy were developed to
encourage integrity and student success while ensuring
compliance
– Complex rules were broken down into the most simplified
procedures to carry out the SAP policies (including
programming)
– Support and Approval from Senior Administration and
President
West Virginia Higher Education Policy Commission
What are the SAP rules at MU?
• Students being considered for federal, state, and
institutional aid are evaluated each payment period
• Major Evaluative Components
– Qualitative: Minimum 2.0 MU & Overall GPA
– Quantitative: 67% completion ratio
– Maximum Time Frame: A.S. Degree – no more
than 100 credits hours; Bachelor Degree no more
than 180 credit hours
– Not be placed on Academic Probation or
Academic Suspension
West Virginia Higher Education Policy Commission
What are the SAP rules at MU?
• Utilize Financial Aid One Payment Period Warning
Status
• Students may appeal, but limited to appeal twice
• Appeal Approval may include Conditions
–
–
–
–
UNI 102 – Strategies for Academic Success
UNI 103 – Career Planning for the Undecided Student
Half-time enrollment
Live on campus
West Virginia Higher Education Policy Commission
What are the SAP rules at MU?
• Academic Plan When Placed on Probation
– Complete 80% of Coursework attempted for
semester/term (100%, if failed Maximum Time
Frame evaluative measure)
– Earn a minimum 2.1 GPA for semester/term
• Visit www.marshall.edu/go/fasapug for
Marshall University Undergraduate SAP Policy
West Virginia Higher Education Policy Commission
What are MU’s SAP Appeal Procedures
1.Detailed explanation for failure to meet SAP
standards for each payment period the
student failed to perform satisfactorily;
2.Documentation to support the reason for
failure;
3.A copy of 2 or 4-Year Graduation Plan;
4.If cumulative GPA is less than a 2.0, a copy of
Academic Improvement Plan required;
West Virginia Higher Education Policy Commission
What are MU’s SAP Appeal Procedures
5. Detailed explanation of what has changed
that will now allow the student to comply with
SAP standards, a statement of academic
objectives, and corrective action plan;
6. Meet and discuss appeal with academic
advisor/dean; and,
7. SAP Appeal Form must be typed, signed by
advisor/dean after consultation, & submitted
to the Office of SFA by published deadline
West Virginia Higher Education Policy Commission
What are MU’s SAP Appeal Procedures
• SAP Committee: Representatives from
Financial Aid, Academic Affairs & Student
Affairs
• SAP Committee decision is FINAL
• MU Appeal Forms are available at:
– www.marshall.edu/go/faappealug
– www.marshall.edu/go/fappealgr
– www.marshall.edu/go/fappealmd
West Virginia Higher Education Policy Commission
SAP Outreach & Communication
Efforts
• SAP Policy Disclosure Notice emailed to all
students
• SAP Policy & Appeal published in academic
catalogs and at www.marshall.edu/go/fasap.
• Students are individually contacted by email
to logon to their “myMU” account to review
their financial aid records for notice about
their financial aid eligibility as it pertains to
SAP
West Virginia Higher Education Policy Commission
SAP Outreach & Communication
Efforts
West Virginia Higher Education Policy Commission
SAP Outreach & Communication
Efforts
“Changes mean getting the grades to
get financial aid”
By Leannda Carey, published June 23, 2011, The
Parthenon, Marshall University’s Student
Newspaper
– http://www.marshallparthenon.com/changesmean-getting-the-grades-to-get-financial-aid1.2602203
West Virginia Higher Education Policy Commission
SAP Outreach & Communication
Efforts
• Orientation – FA Presentation to Parents
• Week of Welcome: UNI 100 Freshman First
Class
– Introduction to the academic structures and
expectations of the University
– Financial Aid Modules, including SAP
• Annual MU Financial Aid Awareness Week
West Virginia Higher Education Policy Commission
SAP Current & Future Initiatives for
Strengthening Campus-wide
Involvement
• SAP codes for conditions, statuses, specific
evaluative failure measures are coded in userdefined fields, which will become accessible to
academic advisors, deans, etc.
• Work closely with special groups, i.e. Athletic
Department, University College
• Tightening academic policies pertaining to
Undecided and Pre-majors
• MAP-WORKS
West Virginia Higher Education Policy Commission
Concluding Thoughts
• It’s all about the students
• If student expectations are set high, they will
meet them—if they are set low, they will meet
them
• As partners, look for Academic – Financial Aid
opportunities to make a difference
• Follow your institution’s values and strategic
goals
West Virginia Higher Education Policy Commission
Contact Info
Angie Bell: abell@hepc.wvnet.edu
Kathy Bialk: bialkk@marshall.edu
West Virginia Higher Education Policy Commission