1) Policy Information

Policy Title: University of Illinois Springfield (UIS) Financial Aid Satisfactory Academic Progress
Policy Owner: Office of Financial Assistance
Responsible Official: Director of Financial Aid
Approved by: Associate Vice Chancellor for Enrollment & Online, Professional, and Engaged Learning
Date Approved: 11/10/2022
Effective Date: 07/01/2023
Targeted Review Date: 06/01/2028
Contact: finaid@uis.edu
Related Policies: Academic Standards Policy

2) Scope

United States Department of Education regulations, Illinois Student Assistance Commission rules, and University policy require a student applying for and/or receiving Federal, State, and University financial assistance to maintain Satisfactory Academic Progress in order to receive these funds. Students must be making Satisfactory Academic Progress regardless of whether the student has previously received aid. The standards must be cumulative, and as such, all prior terms of attendance are included in the evaluation, per Federal, State, and University regulations. Students who have been academically suspended from the University are also suspended from financial aid and, if allowed to re-enroll, must submit a financial aid appeal or achieve Satisfactory Academic Progress standards without the benefit of financial aid.

3) Definitions

1. Academic Plan- Students who successfully appeal financial aid cancellation may be placed on an academic plan to monitor progress towards achieving satisfactory progress. The academic plan, if followed, will ensure that the student is able to meet the institution's satisfactory academic progress standards by a specific point in time.

2. Attempted course - A course which remains on the student's record after Census.

3. Completed course/earned credit - A course in which a grade of A, B, C, D, CR or ACR was received.

4. Financial aid - Federal Title IV programs, plus the State and institutional programs listed below.

• Federal Pell Grant
• Federal Supplemental Educational Opportunity Grant (FSEOG)
• Federal Work Study
• Federal TEACH Grant
• William D. Ford Federal Direct Loan (subsidized and unsubsidized)
• William D. Ford Federal Direct PLUS Loan (Parent or Graduate)
• Illinois Monetary Award Program (MAP)
• Illinois Special Education Teacher Tuition Waiver Program, MTI Scholarship Program,
• Golden Apple Scholarship
• Illinois Grant for Dependents of Police, Fire, and Correctional Officers
• AIM HIGH Grant
• Illinois DCFS Scholarships and Waivers
• Child of Employee Tuition Waivers
• UIS Scholarships
• UIS Grants
• UIS Student-to-Student Grant
• UIS Tuition Waivers (except employee waivers)Financial Aid Warning - A status assigned to a student who has been identified as not meeting one or more standards in this policy but who can continue to receive financial aid.

5. If at the end of the Warning term, a student has achieved a cumulative completion rate greater than or equal to 67 percent and the cumulative GPA is greater than or equal to the required minimum, the student will be considered to be making Satisfactory Academic Progress for financial aid purposes.

If at the end of the Warning term, a student has not achieved a cumulative completion rate of greater than or equal to 67 percent and/or the cumulative GPA is not greater than or equal to the required minimum, the student will be placed on Financial Aid Cancellation.

6. Financial Aid Cancellation - The point at which a student is no longer eligible to receive financial aid as defined in this policy; normally, this is following an unsuccessful term of Warning or Probation.

7. Financial Aid Probation - A status assigned to a student who fails to meet Satisfactory Academic Progress, has successfully appealed that decision, and has eligibility for financial aid restored.

If at the end of the Probation term, a student has achieved a cumulative completion rate greater than or equal to 67 percent and the cumulative GPA is greater than or equal to 2.00, the student will be considered to be making Satisfactory Academic Progress for financial aid purposes and full financial aid is restored.

If at the end of the Probation term, a student has not achieved the required cumulative rate, but the term satisfies the Academic Plan, the student will stay on Probation as the term progress contributes to the cumulative progress.

If at the end of the Probation term, both the cumulative and term requirements are not met according to the approved Academic Plan, the student will be placed on Financial Aid Cancellation.

8. Grade point average - Achieving and maintaining at least a 2.00 grade point average for Undergraduate students and at least a 3.00 for Graduate students 

9. Incomplete - A grade of "I" received for an attempted course in which a student did not complete all work required for the course during the term and has permission of the instructor to do so within a specified time period. The student receives no credit until the course is completed.

10. Maximum timeframe - Time limit set for receipt of financial aid that is specific to a student's program of study. Federal law defines this limit as 150 percent of published program length.

11. Pace of Completion - passing a required number of hours (67% of all hours attempted). The percentage is found by dividing earned hours by attempted hours.

12. Remedial Course – also known as developmental. Remedial courses are considered academic preparation and cannot be counted toward degree requirements. The English

13. Repeat Course - A course that has been previously attempted. Undergraduate students may have restrictions on the number of times a particular course may be repeated depending on a student’s academic program. Students may not retake a previously passed course more than once for aid eligibility purposes.

14. Satisfactory Academic Progress/Satisfactory Progress (SAP) - Achieving a cumulative GPA and Pace of Completion which meet the standards defined in this policy.

15. Transfer credit - Course accepted for credit at UIS from another institution.

4) Purpose

The purpose of this policy is to describe the University of Illinois Springfield (UIS) process for determining a student’s eligibility for continued receipt of Title IV federal funds, Illinois state funds, and institutional aid programs. The Satisfactory Academic Progress (SAP) policy is in accordance with federal requirements for financial aid, including the federal regulations implementing the Higher Education Act of 1965, as amended, 34 C.F.R. § 668.34. This policy applies to all students attending all academic programs. This policy will be in effect for the Fall of 2023 and beyond. The intent of this policy is to 1) ensure that students using financial aid programs are demonstrating responsible use of public funds in pursuit of their educational goals; 2) set standards for monitoring all financial aid recipients' course completion rates each term; and 3) give students whose progress does not meet the standards of this policy at least one term of financial aid on a warning basis in which to improve their academic progress.

5) Background

The Higher Education Act of 1965 as amended and final regulations set by the United States Department of Education (34CFR668.16) require that institutions of higher education establish reasonable standards of satisfactory academic progress as a condition of continuing eligibility for Federal aid programs. Nothing in this policy shall be construed as an exemption from the requirements of any other Federal or State agency, or other granting or governing authority that apply to a student or to the financial assistance the student receives, nor does this policy limit the authority of the Office of Financial Assistance Director when taking responsible action to eliminate fraud or abuse in these programs.

6) Minimum Standards for Undergraduate and Graduate Students

Financial aid eligibility is limited to no more than two undergraduate degrees, two master’s degrees, and one doctorate. Graduate certificate programs eligible for federal financial aid have no limit. Students who wish to pursue additional degrees beyond these may do so but without sources of financial aid defined in this policy. Non-Degree Seeking students, not accepted in a degree or certificate program, are not eligible for federal or state financial aid. However, if the student later enrolls in a degree or certificate program, all attempted credits, including those taken while classified as a non-degree seeking student, are used to determine SAP.

Students receiving UIS Scholarships (academic, athletic, donor-based, etc) should review the specific renewal criteria of the individual scholarship. These programs will have varying criteria outside of the SAP policy.

To remain eligible to receive financial aid students must meet the following:

1. Maximum Timeframe - To retain financial aid eligibility, a student must complete the degree program within 150 percent of the published program length. Attempted hours for this purpose include regular course hours, as well as accepted transfer credit. Once the maximum timeframe has been reached, the student is ineligible for financial aid unless additional time to complete the degree is approved through appeal. Developmental hours are eliminated from the timeframe limit; while they may be required, they do not contribute to the hours required for a degree.
2. Pace of Completion   - Completion rates reflect the rate at which students earn credit for courses attempted (for example, a student earning credit for 9 of 12 attempted hours would have a 75 percent completion rate). A student must complete at least 67 percent of the attempted hours. This percent is not rounded up or down. A student's attempted hours are determined by the official enrollment status at Census for a given term or class. Accepted transfer hours are included in the cumulative completion rate calculations as both earned and attempted hours.
3. Grade Point Average - Students must meet the University's policy on academic standing, grades, and grade point average as defined by the Registrar and maintain an overall cumulative GPA:

• Undergraduate students: 2.0
• Graduate and Doctoral students: 3.0
• Students who have a 0 term GPA at the end of the term will be placed on Warning status, or Cancellation if a second offense, regardless of their overall cumulative GPA

7) Procedures

Notification of Financial Aid Warning or Cancellation

The Office of Financial Assistance will post on Student Self-Service the status of any student who is placed on financial aid Warning or financial aid Cancellation. It is the responsibility of the student to monitor current standing on Student Self-Service.

The Office of Financial Assistance will send a Warning email to any student who is put on financial aid Warning or a Cancellation email to any student who is no longer eligible for financial aid. It is the responsibility of the student to maintain current addresses with the Office of the Registrar.

Financial Aid Status :

Financial Aid Warning

A status assigned to a student who has been identified as not meeting one or more standards in this policy but who can continue to receive financial aid.

If at the end of the Warning term, a student has achieved a cumulative completion rate greater than or equal to 67 percent and the cumulative GPA is greater than or equal to the required minimum, the student will be making Satisfactory Academic Progress for financial aid purposes.

If at the end of the Warning term, a student has not achieved a cumulative completion rate of greater than or equal to 67 percent and/or the cumulative GPA is not greater than or equal to the required minimum, the student will be placed on Financial Aid Cancellation.

Academic Plan

Students who successfully appeal financial aid cancellation may be placed on an academic plan to monitor progress towards achieving satisfactory progress. The academic plan, if followed, will ensure that the student is able to meet the institution's satisfactory academic progress standards by a specific point in time.

Financial Aid Probation

If at the end of the Probation term, a student has achieved a cumulative completion rate greater than or equal to 67 percent and the cumulative GPA is greater than or equal to 2.00, the student will be making Satisfactory Academic Progress for financial aid purposes and full financial aid is restored.

If at the end of the Probation term, a student has not achieved the required cumulative rate, but the term satisfies the Academic Plan, the student will stay on Probation as the term progress contributes to the cumulative progress.

If at the end of the Probation term, both the cumulative and term requirements are not met according to the approved Academic Plan, the student will be placed on Financial Aid Cancellation.

Financial Aid Cancellation

The point at which a student is no longer eligible to receive financial aid as defined in this policy; normally, this is following an unsuccessful term of Warning or Probation.

Reinstatement

A student may have their financial aid eligibility reinstated by the appropriate process listed below:

Reinstatement through Appeal of Cancellation- A student who does not meet the undergraduate or graduate overall pace and GPA specified in this policy will be put on Warning for one term following identification of unsatisfactory progress. If, at the end of the Warning term, satisfactory academic progress has not been reached, the student is placed on financial aid Cancellation.

The student may appeal Cancellation of financial aid eligibility on the basis of: personal injury or illness, the death of a relative, or other special circumstance (see Appeal form). The appeal must be in writing on the appropriate form and be accompanied by an academic plan prepared by the student's academic advisor, a letter from the student explaining the circumstances beyond the student's control that caused the semesters of unsatisfactory performance, and third-party supporting documentation, if applicable.

Once all of the documentation has been received, the appeal is forwarded to the Financial Aid Appeal Committee for review. The committee is comprised of at least three faculty and/or staff members familiar with UIS academic policy. The committee considers appeals in a timely manner and reviews only the written record. The Director of Financial Aid may also review appeals without the committee on occasion.

Appeals should be submitted in a timely manner to the Office of Financial Assistance for review. Appeal documentation may be submitted via email to finaid@uis.edu to in person to the office. In order for an appeal to be considered for the fall semester, appeals should be submitted no later than November 15; for the spring semester, no later than April 15; and for the summer term, no later than June 15.

If the appeal is approved, financial aid is reinstated for one semester on a probationary basis. If academic plan requirements are met during the probationary term, the student may remain on probation until the cumulative 67 percent completion rate and minimum GPA have been achieved, at which time the student would be back in good standing.

If the appeal is denied, a student may request a review of the decision. This request must include additional information/documentation that was not included in the original appeal. If the request is denied by the committee, the student may request a second review of the denied appeal to be evaluated by the Associate Vice Provost of Enrollment Management. A decision rendered by the Associate Vice Provost of Enrollment Management is considered final.

Reinstatement of a Student with Grade Changes - The student must notify the Office of Financial Assistance of any grade changes, including grades posted for incomplete courses. The student may regain eligibility should these changes result in satisfactory progress.

Reinstatement by Achievement - Students who have been suspended from financial aid (including students who have lost financial aid eligibility due to academic suspension) may seek reinstatement by achieving both the cumulative 67 percent completion rate and cumulative 2.00 GPA required. Reinstatement may be requested for the term after the minimum cumulative standards are met.

8) Treatment of W, I, AU, F, NC; No Grade Reported, Repeat Coursework and Transfer Credits

Audit Courses

Audited courses do not count as credits attempted or earned.

English as Second Language (ESL) courses

UIS offers courses for non-native English speakers. ESL courses designated as remedial courses not for college credit will be treated as explained below. ESL courses that are credit-bearing will be included in SAP calculations in both the GPA and Pace of Completion requirements.

Incomplete Coursework

Incomplete hours are included as 'not earned' hours in completion rate calculations.

Remedial Coursework

Students who successfully complete a remedial course will receive credit (ACR); however, the grade will not be included in the GPA. The credits will count as both attempted and earned for SAP calculation purposes.  Courses are generally numbered "0XX" (not 100 level skills courses). Students taking remedial courses are eligible to receive financial aid for the first thirty hours of developmental classes attempted. Remedial, or developmental, courses are not included in GPA calculations, but must be included in the same 67 percent cumulative completion rate as other courses.

Repeat Coursework

All attempts are included in the Pace of Completion calculations.

Transfer Coursework

Accepted transfer hours are included in cumulative GPA calculations and in cumulative Pace of Completion calculations.

Unearned Credits

Withdrawals (W), no credit (NC), no grades (NR), blank grades, incomplete grades (I), deferred (DFR) audits (AU), and failures (F) are not considered "earned credit" for meeting progress requirements.

9) Other Important Information

Effect of Second Majors

Students are encouraged to select courses carefully to complete both majors within the 120-credit financial aid limit. Once a student has completed the credits necessary to graduate from either major, financial aid eligibility no longer extends to the maximum timeframe of 150% and ends immediately.

Effect of Changing of Majors

Changing majors will trigger a re-evaluation of all credits on a student’s transcript. Courses that counted in one major may be considered electives in another major. Before making these changes, students should review their academic plans and any potential impact on financial aid eligibility with their Academic Advisor.

Promulgation

This policy will be included in University catalogs and other appropriate University publications. The policy, or a summary of its primary features, will be provided to each financial aid recipient with his or her award letter. The Office of Financial Assistance will update it as needed.

Amendment to the Policy

This policy will be amended whenever applicable Federal or State law or regulations are changed. The Director of Financial Aid is authorized to incorporate and implement changes required in this policy by Federal or State law or regulations. Other amendments to the policy, not required by changes in the law or regulations, will be considered through the revision procedures.