Satisfactory Academic Progress
In accordance with federal regulations, all students receiving federal financial aid must maintain satisfactory academic progress (SAP) toward completion of an eligible degree or certificate program. SAP includes both a qualitative measure, such as cumulative grade point average (GPA), and a quantitative measure, or pace of progression, toward completion within the maximum timeframe. SAP is evaluated for all Batten University degree-seeking students who are enrolled in Title IV-eligible programs, regardless of whether they received financial aid in a prior enrollment period.
Key Definitions
Financial Aid Programs
For purposes of this policy, financial aid includes federal Title IV aid, applicable Virginia state grant aid, Batten University institutional grants and scholarships, federal work-study, and private education loans when SAP is a condition of eligibility.
Earned vs. Attempted Credit Hours
Satisfactory Academic Progress uses credit hours to measure both the Pace and Maximum Timeframe requirements. It is important to understand the difference between the two types of credit hours. Credit hours "earned" are courses in which the student receives a letter grade of "D" or "S" in a Pass/Fail course. "Attempted" credits are all courses in which the student enrolls and remains enrolled in after the add/drop period of each semester even if the student withdraws later or fails the course at the end.
Earned credit hours are courses in which the student receives a letter grade of "D" or "S" in a Pass/Fail course.
Attempted credits are all courses in which the student enrolls and remains enrolled in after the add/drop period of each semester even if the student withdraws later or fails the course at the end.
Pace Requirement
Undergraduate students must successfully complete at least 67% of their cumulative attempted credits.
Graduate students must successfully complete at least 70% of their cumulative attempted credits.
Pace is calculated using cumulative attempted and earned credits, and the percentage is not rounded up.
Example: A full-time undergraduate attempting 16 credits must complete at least 10.72 credits (16 × 0.67 = 10.72).
Maximum Time Frame
The maximum timeframe is the maximum period during which a student may receive federal financial aid for the student's educational program.
For undergraduate credit-hour programs, the maximum timeframe is 150% of the published length of the student's educational program.
For graduate programs, Batten University establishes the maximum timeframe based on the published length of the student's program and the student's individual academic requirements.
Example: A bachelor's degree requiring 128 credits allows up to 192 attempted credits (128 × 1.5 = 192).
*A student may appeal a maximum timeframe determination when an approved academic plan demonstrates that the student can complete the program within a reasonable extension of the established maximum timeframe. Federal aid may be limited during an approved maximum timeframe extension. Institutional aid may be restricted unless specifically approved by the Office of Financial Aid.
Cumulative Grade Point Average
The cumulative GPA is calculated by Batten University using the grades and quality points included in the University's GPA calculation.
Transfer credits accepted toward the student's current program are included in attempted and completed credits for SAP purposes but are not included in the Batten University cumulative GPA.
Minimum GPA Requirements
| Credit Hours Attempted | Minimum GPA |
|---|---|
| 23 or fewer | 1.8 |
| 24 – 52 | 1.9 |
| 53 or more | 2.0 |
| Graduate program | 3.0 |
For undergraduate programs longer than two academic years, students must also meet the federal qualitative requirement applicable by the end of the second academic year, including having a cumulative GPA equivalent to at least a C or maintaining academic standing consistent with Batten University's graduation requirements.
For students enrolled in the Jane P. Batten Honors College or a graduate program, the minimum cumulative GPA requirement is 3.0.
Review Process
Frequency and Notification
SAP is evaluated following the completion of the Fall, Spring and Summer sessions. Students will be notified through their Batten University email address when SAP has been calculated. Students who do not meet SAP requirements will receive notification explaining their SAP status and, when applicable, the steps required to regain eligibility.
Financial Aid Warning
When a student fails to meet SAP requirements, the student will be placed on Financial Aid Warning for their next enrollment period. A student remains eligible for their financial aid during the warning period. A student is only eligible for one warning period and will be notified of their placement into a warning status. A student may not be placed in a warning status if they were not meeting SAP requirements in the prior enrollment period.
During a warning period, the student is expected to regain SAP by successfully completing sufficient credits and/or improving the cumulative GPA to the required standard. Students placed on warning are strongly encouraged to contact the Student Success team for academic support.
Financial Aid Suspension
Financial Aid Suspension: Suspension of financial aid eligibility occurs when a student fails to meet SAP after the applicable warning period or otherwise becomes ineligible under the SAP policy. A student on suspension is not eligible for federal or applicable state financial aid until eligibility is re-established. Eligibility for Batten University institutional aid is also subject to the separate requirements of the applicable scholarship or grant program.
Options to Re-establish Eligibility
- Enroll without federal financial aid and successfully complete additional coursework, after which SAP may be reevaluated based on the student's updated academic record. Payment of educational costs without Title IV aid does not, by itself, restore financial aid eligibility.
- Request a SAP recalculation when a grade change, incomplete resolution, or other documented academic record change may affect the SAP determination.
- Submit an Appeal of SAP requirements, as outlined in the SAP appeal section below
Maximum Time Frame Suspension
Any student who has exceeded the maximum timeframe for the applicable degree program, or for whom it is mathematically impossible to complete the program within the maximum timeframe, will be placed on Maximum Timeframe Suspension. The student must appeal and provide the Office of Financial Aid with an academic plan approved by the student's academic advisor or other designated academic official. The plan must demonstrate that the student can complete the program within the approved timeframe extension and must be followed as prescribed.
Treatment of Special Grades & Circumstances
Incomplete Grades
Incomplete Grades: Courses for which a student receives a grade of "I" are included in attempted credits but are not counted as earned credits for SAP calculations until the incomplete is resolved. If a grade change or incomplete is updated after SAP is calculated, the student may submit a SAP Recalculation Request for a manual review.
Audit Courses
Courses in this category do not count as credits attempted or earned.
Repeating Courses
Repeating Courses: Repeated coursework is included in SAP calculations. Each enrollment after the add/drop period is included in attempted credits. A course that is repeated after a passing grade has been earned may not generate additional earned credits for SAP purposes. The grade used in the institutional GPA calculation is determined by Batten University academic policy. Only courses repeated at Batten University may affect the Batten University cumulative GPA. Eligibility for Title IV aid for repeated coursework is subject to federal repeat-course regulations and is separate from the SAP calculation.
Withdrawals
Incomplete Grades: Courses for which a student receives a grade of "I" are included in attempted credits but are not counted as earned credits for SAP calculations until the incomplete is resolved. If a grade change or incomplete is updated after SAP is calculated, the student may submit a SAP Recalculation Request for a manual review.
Remedial Courses
Credits earned from CLEP exams will count towards credits attempted and earned, but no grades or quality points will be given. Credits earned from English 001 and Math 005 (Remedial Coursework) will count towards credits attempted and earned. All grades and quality points will be used in the calculation of the cumulative GPA.
Transfer Credits
Transfer Credits: Transfer credits accepted toward the student's current program are included in both attempted and completed credits for SAP purposes. Transfer grades do not affect the Batten University cumulative GPA unless otherwise required by institutional academic policy.
Readmit Students
Upon readmission after any period of non-enrollment, your satisfactory progress standing will be re-evaluated as it stood at the end of your last semester of attendance. If you were making satisfactory academic progress in your last semester of attendance, your eligibility to receive federal financial aid will not be affected when you return. If, on the other hand, you return after an academic probation or dismissal, you will be on financial aid suspension and will have to file an appeal to have your eligibility for federal aid restored. Any action you took during your period of non-enrollment that would have brought you back into compliance with the progress standard (such as successfully completing transferable courses at another institution) is factored into the assessment of your eligibility.
Second Degree Students
Second Degree Students: Students enrolled in a second degree will have accepted credits that apply toward the second degree counted as attempted and earned credits for SAP purposes. Eligibility for federal, state, and institutional aid may be limited by applicable program and maximum timeframe requirements.
Change of Major / Degree
Change of Major/Change of Degree: If a student changes majors within the same degree program, or begins pursuing a different degree before completing the first degree, all applicable attempted credits continue to be considered for SAP. If the change causes the student to exceed the maximum timeframe or makes it mathematically impossible to complete the new program within the maximum timeframe, the student must submit a successful maximum timeframe appeal and approved academic plan.
Appeal Process
If extenuating circumstances contributed to a student's failure to meet one or more SAP standards, the student may submit a written appeal. Examples may include the death or major hospitalization of an immediate family member, divorce or other significant family circumstances, extended hospitalization or medical condition of the student, or other documented circumstances beyond the student's control. Appeals are reviewed individually and approval is not automatic.
The appeal must address and document where appropriate these extenuating circumstances, describing:
- Why the student failed to achieve SAP
- What has changed that will allow the student to achieve SAP during the next academic term
The appeal must include an explanation of the circumstances that prevented the student from meeting SAP, documentation when appropriate, and a description of what has changed that will allow the student to meet SAP during the next enrollment period. The student must complete the SAP Appeal Form and submit required supporting documentation and an academic plan developed with an appropriate academic advisor or Student Success team member.
Questions regarding the SAP Policy requirements and/or process should be directed to the Office of Financial Aid via email at finaid@batten.edu and/or by calling (757) 455-3345.
SAP Appeal Notification
The student will be notified via their Batten University email account regarding the results of the appeal.
If approved: Aid may be reinstated for the payment period specified in the approval and will be subject to the individualized academic plan. The student must meet the requirements of the academic plan and any SAP conditions stated in the appeal approval.
If denied: Aid remains suspended until the student independently re-establishes eligibility or a subsequent appeal based on a new, qualifying circumstance is approved. A student may submit another appeal when permitted by Batten University's appeal procedures; each appeal must address the circumstances applicable to the period under review.
Financial Aid Probation
This status is assigned to the student who has successfully appealed their financial aid suspension and had their eligibility for aid reinstated.
By end of the Probation term, the student MUST achieve the goals outlined in their academic plan or better. If the student achieves the goals outlined in their plan, they must meet with a member of the Student Success team at the end of each session to create a plan for the next semester until Satisfactory Academic Progress is achieved.
If a student fails to meet their academic plan requirements at the end of their probation term, the student is placed back into financial aid suspension. The student is not permitted to appeal this suspension unless there is a new and different circumstance that meets the definition of the acceptable circumstances discussed earlier in the policy.
Plan for Academic Success
Students placed on Financial Aid Warning, Probation or Suspension are strongly encouraged to schedule an academic advisement appointment with Student Success team in the Lighthouse. Through advisement, students will work to create academic plans and become connected to campus resources that support academic success. Resources at Batten University to help students succeed academically include:
Each of these resources are available to help identify learning issues, provide training for improving academic skills and developing academic plans that assist our students in regaining good academic standing.
Questions about FASAP policy or process should be directed to the Office of Financial Aid at finaid@batten.edu or 757.455.3345.