Standards of Academic Progress
The Higher Education Act of 1965, as amended, requires Xavier University to develop and enforce Standards of Academic Progress prior to awarding any federal financial aid funds to students. Standards of Academic Progress (SAP) were established to encourage students to successfully complete courses for which federal financial aid is received, and to progress satisfactorily toward degree completion. The standards apply to Federal financial aid programs, including Federal Pell Grant, Federal Supplemental Educational Opportunity Grant, Federal Work Study, Federal Perkins Loan, Federal Direct Stafford Loan, Federal Direct Parent Loan for Undergraduate Students (PLUS), Graduate Plus Loans, and Federal Teach Grant. These financial aid standards of academic progress are separate from, and in addition to, academic standards required by the University for continued enrollment.
The criteria used to determine SAP are cumulative grade point average, cumulative completion rate (or pace), and maximum time frame for completion of educational objective. At the end of spring semester, the Office of Student Financial Services reviews students’ academic progress. All periods of enrollment are reviewed, including semesters during which no financial aid was received.
Qualitative Requirement – Cumulative Grade Point Average (CGPA)
Undergraduates at the freshman level must achieve a minimum cumulative GPA of 1.750.
Undergraduates at the sophomore level and above must achieve a minimum cumulative GPA of 2.000.
Graduate students must maintain a minimum cumulative GPA of 2.800.
Quantitative Requirement - Completion Rate (Pace)
Students must successfully complete a minimum of 66.7% (two-thirds) of cumulative credit hours attempted. Attempted hours are hours for which a charge was incurred, excluding audited hours. Transfer hours are included as both attempted and earned hours.
Maximum Time Frame for Completion of Educational Objective
Students must complete their degree program within 150% of the published length of their degree program. For example, if a major requires 120 credit hours to graduate, a student cannot receive financial aid beyond 180 credits attempted (including transfer hours) whether or not financial aid was received for those credits.
Incomplete grades are calculated as an 'F' until the incomplete grade is changed to a complete grade.
A grade of “IP” (In Progress) will indicate the student is continuing a long-term project related to the course, and should only be used when such continuation is the expectation of the program. The grade of “IP” does not count toward the GPA.
Grades of “I” (Incomplete) may be granted only rarely and only for serious reasons. The grade “I” does not count toward the GPA. If the Incomplete is not resolved by the last day of the subsequent semester, the student will fail the course and “I” will be permanently changed to an “F.”
Grades of ‘W’ for courses dropped after the add/drop period will count as hours attempted.
Pass/Fail grades at Xavier are recorded as S for Pass and U for Fail. Grades of S/Pass do not impact the student's CGPA and therefore are not factored into the SAP calculation. Grades of U/Fail do impact the student's CGPA as a failing grade and are factored into the SAP calculation.
Grades of S/U both impact the student's Completion Rate and Maximum Timeframe as hours attempted, and as hours earned (S) or unearned (U), and are thus factored into the SAP calculation.
Repeated courses affect academic progress as follows:
- Cumulative Grade Point Average - Only the most recent grade counts in the student’s CGPA.
- Cumulative Completion Rate - When a course is repeated it will be counted as attempted hours.
- Maximum Time Frame - A course that is repeated will be counted as attempted hours.
Remedial courses and English as a Second Language (ESL) courses are treated the same as other courses for satisfactory academic progress purposes. If a student who was enrolled in remedial course work does not maintain the minimum academic standards and he or she requests an appeal, the financial aid appeal committee will take into consideration the courses in which the student was enrolled.
Transfer hours that are accepted toward the student’s academic program count in the overall maximum time frame calculation and in the cumulative completion (pace) calculation. Transfer hours have no effect upon the cumulative grade point average.
Changes of Major/Degree Program
Students who change majors or change programs are still held to the 150% maximum time frame rule. All credits attempted from the first major/program will count as attempted hours for the new major/program. The 150% maximum limit will be measured based on the number of credits required for the new major/program.
Second Bachelor Degrees
Students who enroll in a second bachelor degree program are still held to the 150% maximum time frame rule. However, only the credit hours from the first degree which apply to the second degree will be counted as attempted hours.
Students in the Accelerated Bachelors of Science in Nursing degree are required to have a prior Bachelor’s Degree for admittance to the program. These students will be expected to complete their second Bachelor’s degree within 150% of the length of the Xavier ABSN program.
Timing of Reviews
Current financial aid recipients will have their academic progress reviewed at the end of the academic year in May. All programs are offered in credit hours with terms. The standard academic year consists of two terms: fall and spring. Summer term is a header, so if a student is attending year-round, their academic year will be considered summer/fall/spring. All periods of enrollment for the academic year will be evaluated for SAP.
Because Summer term is the start of a new academic year and often overlaps with the end of the previous academic year, students who enroll and receive federal aid for summer term, and then later are determined not to be meeting SAP, will no longer be eligible for their summer federal aid disbursements and will forfeit that aid, pending a SAP appeal.
New financial aid recipients (i.e., those students who had never previously applied for aid) will have their academic progress reviewed when the Office of Student Financial Services receives the results of the Free Application for Federal Student Aid (FAFSA). Students not meeting SAP standards will be ineligible for federal student aid for future periods of enrollment.
Financial Aid Suspension
At the time of the review, students who are not meeting the minimum requirements for SAP will be placed on financial aid suspension. Students who are placed on financial aid suspension are ineligible for federal financial aid for subsequent enrollment periods. Students are notified of their SAP status by email to their Xavier student account in June. During financial aid suspension students may be permitted to attend Xavier at their own expense to demonstrate academic progress. Financial aid suspension is different from University suspension, and only pertains to the student’s ability to receive federal financial aid funds.
Appeal is a process by which a student, who is not meeting the institution's SAP standards for the receipt of federal student aid, petitions the institution for reconsideration of the student's eligibility for Title IV, HEA program assistance. A student on financial aid suspension may appeal the loss of aid if extenuating circumstances prevented the student from making satisfactory progress. Acceptable extenuating circumstances include the death of a relative, illness or injury of the student, financial difficulties, or interpersonal conflicts. When the student is notified of failure to meet SAP requirements, they are offered the opportunity to appeal and are provided with the link to the appeal form. The appeal must include a description of the extenuating circumstances, and what has changed that will allow the student to make SAP at the next evaluation. In order to be considered, appeals must be received no later than the second week of the semester for which the student is appealing. Appeals received after the second week will not be considered until the next semester. A student may appeal no more than three times during their college career at Xavier.
Students who successfully appeal may be granted one semester of Probation, during which they are eligible to receive federal student aid. At the end of the probationary semester, students must be meeting the Satisfactory Academic Progress requirements or financial aid will again be suspended. If the student is not making SAP by the end of their probationary period, they may appeal again for aid reinstatement if they have a new set of mitigating circumstances. If approved then the student must be placed on an Academic Plan. Another consecutive semester of probation is not permitted.
If it is not mathematically possible for a student to return to good SAP standing in one probationary semester, an approved student may be placed directly on an Academic Plan for the academic year for which they are appealing. Academic Plans are developed and administered by Student Success Coaches. Approved students can continue to receive federal student aid while making progress on an Academic Plan. Students on Academic Plans will be evaluated by the Financial Aid Office at the end of each term for which a valid plan exists. Students must sign an Academic Plan Contract, meet regularly with their Student Success Coach, and achieve specific academic benchmarks at the end of each semester on their Plan in order to continue receiving financial aid. Students who do not meet the terms of their Plan and fail to achieve stated goals, will be considered in violation of their Academic Plan and financial aid will be suspended for subsequent enrollment periods. A student may appeal their Academic Plan if new circumstances arose that impacted their ability to meet the Plan requirements. A student who requires more than one academic year to meet SAP requirements may have their Plan renewed for an additional period of time, to be determined by the Financial Aid Office. Renewal requires the student to be making satisfactory progress on their Plan, and to reaffirm their understanding of the Plan requirements.
If an appeal is denied, students may choose to attend Xavier while on financial aid suspension, at their own expense. They will not be automatically eligible for federal or institutional financial aid upon seeking reinstatement. Students must be meeting the academic progress standards in order to regain eligibility for subsequent enrollment periods. A minimum of six credit hours earned at Xavier must be successfully completed in order to be considered for reinstatement.
Graduate students who are failing to meet the SAP standards, and have an approved appeal, may also be placed on an Academic Plan Contract with the Financial Aid Office if they require more than one semester of probation to achieve the required academic standards. Grad students attending under the terms of an Academic Plan Contract will be evaluated by the Financial Aid Office each semester while on their Plan to determine if they are meeting the Plan requirements. As with undergraduate students, any deviation from the Academic Plan will be considered a violation of the contract, and financial aid will be suspended for subsequent enrollment periods. A student may appeal their Academic Plan if new circumstances arose that impacted their ability to meet the Plan requirements. A student who requires more than one academic year to meet SAP requirements may have their Plan renewed for an additional period of time, to be determined by the Financial Aid Office. Renewal requires the student to be making satisfactory progress on their Plan, and to reaffirm their understanding of the Plan requirements.