Satisfactory Academic Progress to Maintain Federal Financial Aid Eligibility

Authorizing Body:

Office of Admissions and Enrollment Management

Date Issued:

December 5, 2016

Last Update:

March 17, 2025

Rationale:

To ensure compliance with federal financial aid requirements.

Scope and Applicability:

All students enrolled in the School of Medicine.

Standard Practice Guideline:

To ensure continuous academic progress through the medical program, students receiving Federal Student Aid (FSA) must maintain Satisfactory Academic Progress (SAP) toward their degree, in accordance with federal regulations. Under Title IV law, the school’s SAP requirements must be at least as strict as those for students not receiving FSA funds. This policy applies to students whose enrollment begins on or after July 1, 2011.

The standards for evaluating academic progress are cumulative and include all periods of enrollment, even those when the student did not receive federal financial aid. To remain eligible for federal financial aid at OUWB, students must demonstrate satisfactory progress toward degree completion. Federal regulations require three measurements to determine SAP: qualitative, quantitative, and time frame.

Procedures:

Qualitative Requirement

Financial Services follows the Student Performance Review Committee’s (SPRC) academic review policy, which applies to all students, regardless of financial aid eligibility. This review occurs annually at the end of the academic year. A decision of dismissal by the SPRC results in failing to meet the qualitative requirement for Satisfactory Academic Progress.

Quantitative (PACE) Requirement

Students must successfully complete a sufficient proportion of credits attempted to graduate within the maximum time frame. At the end of each academic year, all attempted and completed credits are evaluated to determine the cumulative course completion ratio. PACE is the pace of progression or measurement of completion, the time in which they complete the studies.

The minimum completion percentages are as follows:

• After Year 1: 50%
• After Year 2 and beyond: 67%

Students whose completion ratio falls below these thresholds do not meet the quantitative requirement.

Treatment of Credits

Credits are evaluated as follows:

• Attempted and Completed: Honors, High Pass, P1, P2
• Attempted but Not Completed: Fail, Incomplete, Unsatisfactory, Withdraw

Note: Incomplete grades that convert to Honors, High Pass, or P1 count as both attempted and completed. Incomplete grades that convert to Fail, Unsatisfactory, or Withdraw count as attempted but not completed.

• Transfer Credits: Credits earned at other institutions are calculated as both attempted and completed.
• Repeated Credits: Every successful attempt counts as attempted, but only the last successful attempt counts as completed.

Maximum Time Frame Requirement

The standard time frame for completing required coursework for the MD degree at OUWB is four (4) academic years, with a maximum allowance of six (6) academic years (150% of the normal time frame).

To meet this requirement, students must:

• Complete all M1 and M2 coursework within three (3) academic years.
• Complete all M3 and M4 coursework within three (3) academic years.
• Complete all degree requirements within six (6) academic years.

Students are considered out of compliance with the maximum time frame requirement if it is determined they cannot complete their coursework within these time frames.

Leave of Absence

Time spent on an approved leave of absence (LOA) does not count toward the maximum time frame for financial aid eligibility.

Treatment of Repeated Coursework

Students may receive financial aid for repeating failed courses or withdrawals. A completed course may be funded for repeat only once. If a student must repeat an entire academic year due to failing courses, they are eligible for federal financial aid for that repeat year, but funding is provided only once.

How Often is SAP Reviewed?

OUWB Financial Services reviews the quantitative and maximum time frame SAP of all medical students at the end of each academic year, following the SPRC's review of qualitative academic progress.

Loss of Financial Aid Eligibility

Students who fail to meet any SAP requirement will lose eligibility for financial aid. Financial Services will notify the student in writing about their aid suspension status and the appeal process, if applicable.

Appeal Process

Students not meeting SAP requirements may submit a documented appeal based on special circumstances (e.g., a relative's death, personal injury or illness).

OUWB SAP for Financial Aid Eligibility Appeal Form

• Explain the reasons for failing to meet SAP requirements.
• Document the circumstances.
• Indicate that the circumstances have been resolved for future success.

Appeals are reviewed by the SAP Appeals Committee, convened by the Associate Director of Financial Services, and including representatives from various departments. The Committee's decisions are final.

• Approved Appeals: Students whose appeals are approved will be placed on Financial Aid Probation.
• Denied Appeals: Students whose appeals are denied can re-establish SAP by taking courses without federal aid. Federal financial aid may be reinstated in the term following the successful completion of SAP requirements.

Students are responsible for contacting OUWB Financial Services to discuss payment options and the steps necessary to reestablish eligibility.

Financial Aid Probation and Academic Plan

Students whose appeals for reinstatement are approved will be placed on Financial Aid Probation. The SPRC will detail the terms the student must meet to ensure satisfactory academic progress within the maximum time frame. Students must adhere to this plan to continue receiving federal financial aid.

Students remain on Financial Aid Probation until they meet the terms outlined by the SPRC and satisfy the qualitative, quantitative, and maximum time frame requirements.

Definitions:

Satisfactory Academic Progress (SAP): refers to a student meeting the required academic standards set by their institution to maintain eligibility for financial aid, which typically includes maintaining a minimum GPA, completing credits at a certain pace, and finishing their degree within a designated time frame as defined by federal regulations; essentially, it means making steady progress towards graduation with acceptable grades

Related Policies and Forms:

Satisfactory Academic Progress to Maintain Enrollment Eligibility
Leave of Absence
USMLE Step Exam Failures
Good Academic Standing

Appendix:

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