The U.S. Department of Education requires each college to have a policy that ensures all students receiving financial aid maintain satisfactory progress toward completing their program of study. Your academic record will be reviewed at least annually, prior to receiving financial aid, to make sure you have complied with the standards outlined below. Students in certificate programs that are one year or less in length will be reviewed each semester.
IMPORTANT DEFINITIONS
Attempted Credits: All credits in which you were registered at the end of the add/drop period. This includes courses with grades of F, W, X, I, IR, WA. (AU classes are not considered attempted or earned and are not eligible for financial aid) In addition, all earned credits that appear on the transcript outside of QCC courses are considered attempted (i.e., transfer credits).
Earned Credits: Courses that have been successfully completed.
CRITERIA
Three criteria will be monitored at the end of the spring semester each academic year (Exception: certificate students enrolled full-time and students on financial aid probation will be monitored at the end of each semester).
I. Minimum Cumulative GPA
- 1-15 total attempted credits: 1.50 cumulative GPA
- Over 15 total attempted credits: 2.00 cumulative GPA
II. Minimum Earned Credits
- 1-15 total attempted credits: earn 50% of attempted credits.
- Over 15 total attempted credits: earn 66.67% of attempted credits.
III. Maximum Time Frame
You must be able to complete your certificate or degree program by attempting no more than 150% of the total credits required for completion of that program. All coursework applicable to the major will be counted toward maximum time frame. Additionally, up to 30 credits of developmental courses (courses numbered below 100) and all English as a Second Language (ESL) coursework are excluded from this calculation.
SATISFACTORY ACADEMIC PROGRESS STATUSES
- Good: You have met all standards as described above.
- Probation: If you are Suspended, submit a completed appeal and if it is approved, you will be placed on Probation for one semester during which time you will be considered for financial aid. Standards will be reviewed again at the end of the Probationary semester. If standards are met, you will return to Good standing. If you meet the standards of your academic plan but fail to meet the overall cumulative GPA requirement, you could remain on Probation and will be reviewed again at the end of the next semester. If the standards are not met, you will be placed on Suspension.
- Suspension: If you do not meet all of the criteria described above, you will be placed on Suspension. Any student who reaches their maximum time frame will be placed on Suspension. While on Suspension you are not eligible for any form of financial aid. Furthermore, if are academically dismissed from the College you will be placed on Suspension.
- Warning: If you are in a certificate program that is 30 weeks or less in length, your academic progress will be reviewed each semester. If you do not meet the standards after one semester, you will be in a Warning status. You are still eligible for financial aid, but if you are not successful the next semester, you will be placed on Suspension.
APPEAL PROCESS
If you have been placed on Suspension, you may appeal this decision, in writing, if you have extenuating circumstances that prevented you from meeting the Satisfactory Academic Progress criteria. To do this, complete the following steps.
1. Submit the Suspension Appeal Form, or write a letter, to the Financial Aid Office explaining your circumstances. Your appeal must state why you were unable to meet the standards and what has changed to assure your success in the future.
2. Provide supporting documentation with your appeal such as a doctor’s note explaining medical issues, letter from your employer regarding required changes to your work schedule, etc.
3. If your appeal is approved, you may also be required to develop an Academic Plan with an academic advisor.
REGAINING ELIGIBILITY FOR FINANCIAL AID WITHOUT AN APPEAL
After successfully completing at least one semester, without the benefit of financial aid, you may be reconsidered for funding. You must meet all of the standards described above and notify the Financial Aid Office that you would like to have your eligibility for funds re-evaluated.
Examples
1) During the fall semester you were registered for 12 credits at the end of the add/drop period. During the spring semester you were registered for 9 credits at the end of the add/drop period. Your total attempted credits for the academic year is 21. After the add/drop period, you withdrew from one course in the fall semester, but successfully completed the remaining 9 credits. In the spring semester, you completed all 9 credits with grades of “D” or better. Your total earned credits is 18. If you have attempted more than 15 credits, you must complete at least 66.67%. You completed 18 of 21 credits, which is 85%, so you are meeting the standards.
2) You are enrolled at QCC for the first time and registered for 6 credits at the end of add/drop period fall semester and 7 credits at the end of add/drop period during the spring semester. Your total attempted credits for the academic year are 13. After the add/drop period, you withdrew from one course in the fall semester, but earn an ‘A’ grade in your other course (the remaining 3 credits). You also withdrew from your 4 credit course in the spring semester, but got an ‘A’ grade in the other 3 credit course. Your cumulative gpa is 4.0, however, your total earned credits for the year is 6, which is only a 46% completion rate (6/13). Because you have attempted less than 15 credits the requirement is a 50% completion rate. Since you only completed 46% of your attempted credits you would be suspended.
3) You are in an associate degree program that requires a total of 62 credits. You have a total of 93 credits attempted at the end of the academic year. You have reached your maximum time frame (62 credits X 150% = 93 credits) and are no longer eligible for financial aid funding. You will be placed on Financial Aid Suspension.
4/2013