Satisfactory Academic Progress

Satisfactory Academic Progress Policy

 The University of North Texas Health Science (UNTHSC) provides financial aid assistance to each of its graduate/professional level programs including: Texas College of Osteopathic Medicine (TCOM), School of Health Professions, Graduate School of Biomedical Sciences, and School of Public Health.

 Federal regulations require schools to monitor the academic progress of financial aid recipients and certify the applicant is making satisfactory progress toward earning his/her degree. This determination must be made at least once per year. The University of North Texas Health Science Center Financial Aid Office (FAO) has chosen to perform the evaluation at the end of each payment period (the combined summer terms equals a single payment period). Medical and Pharmacy students’ academic progress is determined by each established Student Performance Committee (explained below). UNTHSC follows the set of standards set by the Department of Education as follows:

Qualitative measure (GPA):

Graduate/Professional students must maintain a minimum cumulative grade-point average (See chart below). Official grades are posted in PeopleSoft (EIS) at the end of each term and will be used to compute a cumulative grad point average. Withdraws and incompletes will not count towards GPA, but repeated courses will. Percentages will not be rounded-up to ensure that a student meets the minimum cumulative GPA. Students only enrolled in thesis or dissertation must show satisfactory progress as identified with a grade of “S”.

Quantitative Measure (Pace):

Completion rate: Graduate/Professional students must successfully complete a percentage of courses attempted (See chart below). The completion rate is determined by dividing the cumulative number of hours successfully completed by the cumulative numbers of hours attempted. Withdrawals, incompletes, and failing grades are counted as attempted, but unearned credit hours in the Completion Rates. Repeated courses are included in the cumulative numbers of hours attempted. Percentages are not rounded.

Example: Student enrolled in 12 credit hours. Student receives an “F” for a 3 credit hour course and withdrew from a 3 credit hour course. 6 hrs earned divided by 12 hrs attempted = 50% completion rate

Maximum Timeframe: The maximum time allowed by each program to earn a degree is 150% of the established time frame to complete each program. The timeframe starts with the 1st term of enrollment after initial acceptance in an academic program, even if financial aid was not awarded during an enrolled term. Periods of Leave of Absence will be determined on a case-by-case basis.

Academic Program

Cumulative GPA

Completion Rate

Max Semesters or Annual Terms

Physician Assistant

3.00

70%

12 Terms

Doctor of Physical Therapy

3.00

70%

12 Terms

Graduate School of Biomedical Science (MS)

3.00

66%

18 Terms

Graduate School of Biomedical Science (PHD)

3.00

66%

30 Terms

Graduate School of Biomedical Science (Med Sci)

3.00

66%

5 Terms

School of Public Health (Masters)

3.00

66%

18 Terms

School of Public Health (PHD)

3.00

66%

21 Terms

Pharmacy

Students must meet the qualitative and quantitative standards determined by Pharmacy’s Student Performance Committee, but will not exceed 6 annual years. 

TCOM (Medical)

Students must meet the qualitative and quantitative standards determined by TCOM’s Student Performance Committee, but will not exceed 6 annual years. 

Transfer credits that are accepted towards a student’s academic program will NOT be included in the GPA, but will be included in the Completion Rate and the Maximum Timeframe. Students who are coming upon their Maximum Timeframe may submit an appeal application. A review of the remaining courses and additional timeframe to complete the program of study will be determined.

Evaluation

The Financial Aid Office evaluates Satisfactory Academic Progress (SAP) at the end of each term (including summer) for all students, whether or not the student received financial aid. Students failing to meet SAP the first time will be notified by the FAO that he/she has been placed on “Financial Aid Warning” for the next enrolled term. It is possible for a student to receive more than one Financial Aid Warning. However, it is not possible for a student to have a Financial Aid Warning status for two or more consecutive terms.

Outcomes of the Student Performance Committee meetings will be taken into consideration when determining a student’s SAP. SAP notifications will detail the reason why the student did not meet SAP standards. All SAP notifications will be sent to the student’s UNTHSC Live email account (Dismissal notifications will be mailed to the students last known address). During the warning term students are eligible to receive financial aid. If a student fails to meet SAP standards at the end of their warning term he/she will be place on financial aid suspension and will become ineligible to receive financial aid.

Medical and Pharmacy students’ academic progress is determined by each established Student Performance Committee, as TCOM and Pharmacy has extremely high standards and follow specific board testing criteria. TCOM and Pharmacy review throughout and at the conclusion of each academic year, the performance of each student. The review and accompanying evaluation may include actual grades received, an indication of pass or fail, satisfactory or unsatisfactory, or another form of evaluation. TCOM, Pharmacy, Registrar, and the FAO work together on students placed on academic probation because of not meeting its academic requirements. The FAO reviews each student’s account to determine what SAP status the student will be placed. The FAO will monitor the Maximum Timeframe for both medical and pharmacy students.

SAP for Comlex Test

Comlex 1 is mostly taken during months of May, June, and July, before the start of fall classes. Students place on Academic Probation will be placed on FA Warning/Probation/Academic Plan that same Fall.

Comlex 2 CE is taken mostly in the months of July and August and therefore students placed on Academic Probation during Fall term will be placed on FA Warning/Probation/Academic Plan the next Spring Term. Comlex PE is taken through the year so FA SAP process will vary based on term test is taken.

Reinstatement of Financial Aid Eligibility

Students who have been placed on financial aid suspension may become eligible to receive financial aid by achieving the required SAP standards over time without financial aid; or by filing an appeal application to the Director of Financial Aid within 30 days of being notified of their loss of financial aid eligibility. The appeal application must include: appeal cover letter; letter of explanation detailing what extenuating factor(s) caused him/her not to meet SAP requirements; a description of what has changed that will allow him/her to meet SAP standards; supporting documentation. Incomplete appeals will not be reviewed. The FAO appeals committee will review all appeals within 14 business days of receipt. Each student will be emailed the result of his/he appeal letter. A student whose appeal has been denied will lose eligibility for financial aid and will be required to provide his/her own financial assistance to continue his/her education. The decision of the Director of Financial Aid for all appeals will be final.

A student whose appeal has been approved will either be placed on a Financial Aid Probation or an Academic Plan, depending on the appeal results:

Financial Aid Probation: A status of “Financial Aid Probation” may be assigned when it is determined that the student may be able to meet SAP standards by the end of the next term. The student would be eligible to receive financial aid for that term. Students who do not meet SAP standards after the next term will be notified by the FAO and again placed on financial aid suspension.

Students who fail to raise their cumulative GPA to the required minimum after a term may (by the FA Director’s discretion) continue financial aid eligibility on a probationary status, if the semester GPA meets or exceeds the minimum.

Academic Plan: A status of “Academic Plan” may be assigned when it is determined that the student cannot meet SAP by end of the next term. The academic plan will be the set of recommendations given to the student from either the academic program and/or from the Center for Academic Performance (CAP). The academic plan is a prescribed series of measures by which the student will regain SAP status in order to meet the minimum SAP requirements upon graduation. A GSBS and SPH student’s academic plan will be established when he/she meets with his/her advisor; which then must be submitted to the Director of Financial Aid. Students are eligible for financial aid while meeting the requirements of his/her academic plan. Students who fail to meet their academic plan requirements will be notified by the FAO and again placed on financial aid suspension.

Students who are again placed on financial aid suspension may submit an appeal application to the Director of Financial Aid for consideration.

Once a student has been denied for financial aid, it is the student’s responsibility to present evidence to the Director of Financial Aid at the time he/she has met minimum requirements for reinstatement of financial aid.

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This page last updated 06th May 2013