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Policy 4405

Satisfactory Academic Progress

I. Purpose

The purpose of this policy is to establish academic standards for participation in Federal Financial Aid Programs.

II. Policy

Federal student aid regulations require all educational institutions administering funds to ensure that financial aid recipients are making satisfactory academic progress toward their educational objectives. The regulations apply to all students receiving Federal, State, and Institutional financial aid funds. Questions regarding this policy should be directed to a staff member in the Office of Financial Aid. Satisfactory Academic Progress for financial aid has been defined as follows:

  1. Satisfactory Progress Requirements
    1. Maintenance of a minimum Longwood University cumulative grade point average. 
      1. For undergraduates, freshmen (students with less than 25 total credit hours earned) must have at least a 1.80 cumulative Longwood GPA. For all other students, at least a 2.00 cumulative Longwood GPA is required.
      2. For graduate students, at least a 3.00 cumulative Longwood GPA is required.
    2. Pace defined as the attainment of at least a 75% completion rate towards educational objective for hours attempted at Longwood University. Students must complete and pass at least 75% of all hours attempted at Longwood University. A student's completion rate is calculated by dividing hours earned by hours attempted. Grades of F, W, I, and repeated courses count as hours attempted. Transfer hours are not included in this calculation.
    3. Normal Completion Time
      1. Undergraduate students will be eligible for financial aid for a maximum of 180 attempted credit hours. Transfer hours are included in the total number of credit hours attempted.
      2. Graduate students will be eligible for financial aid for a maximum of 150% of the total credit hours required of their program. Transfer hours are included in the total number of hours attempted.
  2. Satisfactory Progress Levels Defined
    1. Satisfactory Academic Progress will be evaluated at the conclusion of each academic year (May). At this time, students who have a current FAFSA and/or a completed FAFSA for the next academic year will receive written notification of their current SAP standing. To be making satisfactory academic progress a student must maintain the required cumulative grade point average, attain at least a 75% completion rate, and not exceed the normal completion time.
    2. Students failing to maintain satisfactory academic progress at the end of the spring semester will be placed on Financial Aid Suspension beginning with the following fall semester. Such status will make students ineligible for financial aid until such time as the satisfactory academic progress requirements are met or the student is granted an appeal.
    3. During the period of Financial Aid Suspension, students may (unless placed on Academic Suspension) attend Longwood University without financial aid. It will be the student's responsibility to secure other financial resources during this period.
  3. Satisfactory Progress Appeal Process
    1. A student who is placed on Financial Aid Suspension may appeal the denial of financial aid. The appeal must be made by submitting a Satisfactory Academic Progress Appeal Form (http://www.longwood.edu/; click on Tuition & Financial Aid'; click on ‘financial aid office'; click on ‘forms') to the Office of Financial Aid no later than one week prior to the first day of classes. Only one appeal per semester will be accepted. The appeal will be directed to the Appeals Committee whose decision will be final. The decision will be based on demonstration of one of the following situations:
      1. Error of fact;
      2. Mitigating circumstances, such as death of a loved one or student illness or injury.
    2. Each appeal must contain information regarding the following:
      1. The circumstances that led to the SAP violation.
      2. Why/how those circumstances are no longer affecting the student's academic performance.
      3. What the student has done to address the problems that have prevented him/her from maintaining SAP.
    3. If the appeal is granted, the student will be placed on financial aid probation during which time the student may receive financial aid for one payment period. Each student who is granted an appeal will be given academic conditions. At the end of one payment period, the student must either meet SAP standards or meet the academic conditions of their appeal in order to continue to receive financial aid. The student will be advised in writing of the action on the appeal. If accepted, appeal conditions will be outlined in this letter.

Approved by the Board of Visitors, September 7, 2002.
Revised and approved by the Board of Visitors, March 26, 2010.
Revised and approved by the Board of Visitors, December 2, 2011.