Financial Aid Satisfactory Academic Progress (SAP) Policy

The University of North Texas Health Science (HSC) provides financial aid assistance to each of its undergraduate/graduate/professional level programs including: Texas College of Osteopathic Medicine (TCOM), College of Health Professions, College of Biomedical and Translational Sciences, College of Public Health, and UNT System College of Pharmacy (SCP).

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 students’ academic progress is determined by the established Student Performance Committee (explained below).

The FAO’s SAP Policy is used for Financial Aid purposes only and may differ from student’s academic standing. The FAO SAP status will not be placed on a student’s academic transcript.

HSC follows the set of standards set by the Department of Education as follows:

Qualitative measure (GPA)

Undergraduate/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 grade point average. Withdrawals, incompletes, and course(s) with grades of “H”, “P”, “NP”, “PR”, “S” and “U” will not count towards GPA. With respect to repeated course work, each academic program’s policy will determine which grade will be calculated in the cumulative GPA. 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”.

PA, SCP, DPT and TCOM practicum/rotation grades are not always posted at the end of each term because they are submitted from the external location. Evaluations contributing to the final grade for each practicum/rotation are required from medical facilities located at external locations.

Only grades posted at the time of evaluation will be used to determine a student’s progress for the next term. Grades changed after the time of evaluation may be taken into consideration.

Quantitative Measure (Pace)

Completion rate:

Undergraduate/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, repeated course work, grades of “NP”, “PR”, “U”, and failing grades are counted as attempted, but not completed. Grades of “H”, “P”, and “S” and passing grades are counted as completed. 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.

PA, SCP, DPT and TCOM practicum/rotation and other course grades that are not posted at the time of evaluation are still counted in the 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 (LOA) will be determined on a case-by-case basis by the FAO.

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 to the FAO. 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). 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. Students are eligible to receive financial aid while under a Financial Aid Warning. 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 consecutive terms. 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.

Outcomes of the Student Performance Committee meetings and CBTS/CPH review committees will be taken into consideration when determining a student’s SAP.

Medical students’ academic progress is determined by the Student Performance Committee, as TCOM has extremely high standards and follow specific board testing criteria. TCOM reviews 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, the 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 medical students.

SAP for COMLEX Test

Students who are placed on Academic Probation because of COMLEX Test scores/missing remediation grades, and before SAP is run, will be placed on FA Warning/Probation/Academic Plan that same term. Students placed on Academic Probation after SAP has been run will be placed on FA Warning/Probation/Academic Plan the next term, if he/she has not successfully completed the COMLEX Test/missing remediation grade by that term.

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 SAP Appeal  Application to the Director of Financial Aid within the term 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 if applicable. Incomplete appeals will not be reviewed. The FAO appeals committee will review all appeals within 5 to 10 business days of receipt. Each student will be emailed the result of his/he appeal letter.

Appeals must be submitted by using the FAO’s secure drop box: https://www.unthsc.edu/financial-aid/financial-aid-secure-document-dropbox/

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 that term will be notified by the FAO and again placed on Financial Aid Suspension.

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 or FAO. 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. Academic Plans must be submitted to the Director of Financial Aid from the academic advisor within the same term the student was notified of being on Financial Aid Suspension. 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 FA SAP Appeal Application to the Director of Financial Aid for consideration.

Loss of Financial Aid

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. A student cannot appeal a term that has already ended. The decision of the Director of Financial Aid for all appeals will be final. It is the student’s responsibility to present evidence to the Director of Financial Aid at the time he/she has met the minimum requirements for reinstatement of financial aid.

Financial Aid Dismissal

In the event a student is dismissed from his/her program due to academic reasons, the student is no longer eligible for financial aid under that academic program. The FAO will send a Financial Aid Dismissal Notification to the student to notify him/her of this status.

SAP Notifications

SAP notifications will detail the reason why the student did not meet SAP standards. All SAP notifications will be sent to the student’s HSC Live email account. Dismissal notifications will be emailed to the student’s personal email account or mailed to the students last known address.