Satisfactory Academic Progress

Financial Aid Federal Satisfactory Academic Progress (SAP) Policy:

Federal regulations governing the student financial assistance programs stipulate in order to continue to be eligible for Title IV funds (e.g. Pell Grant, SEOG Grant, Work Study, Direct Subsidized/Unsubsidized Loan, and Direct PLUS Loan) students must maintain satisfactory academic progress (SAP) toward a degree.  In accordance with federal regulations, the following constitutes Hamilton College’s policy on federal satisfactory academic progress (SAP).

Policy Definition

To maintain satisfactory academic progress (SAP), students must achieve a Qualitative Standard (cumulative minimum grade point average (GPA)), a Quantitative Standard (complete a minimum number of units (Pace), and graduate within a specified timeframe (Maximum timeframe)). If any one of the measures is not being met, the student is not making SAP. SAP is measured and reviewed at the end of each payment period, specifically end of fall semester and the end of spring semester.  Students not achieving SAP will be notified of their status (Financial Aid Warning, Financial Aid Probation, or Loss of Eligibility) by email to their Hamilton College email account. 

Students who initially fail to meet either the GPA or Pace satisfactory academic progress requirements will be placed on financial aid warning; no action is required by the student.  Financial aid warning lasts for one payment period only, during which the student may continue to receive federal financial aid. 

Students who fail to meet the GPA or the Pace satisfactory progress after the warning period will lose their federal aid eligibility unless they successfully appeal and are placed on financial aid probation, with or without an academic plan. (See appeal process described below).    

Students who have reached the maximum time frame are not eligible for federal aid unless they successfully appeal. (See time frame appeal below)

Qualitative Standard (cumulative GPA):
Students (full or part-time) are required to maintain a cumulative GPA of 1.0 or above at the completion of their first, second, and third semesters to maintain federal satisfactory academic progress. Upon completion of their fourth semester, and all remaining enrolled semesters, students are required to maintain a cumulative GPA of 1.7 or above to maintain federal satisfactory academic progress.

Quantitative (Pace) Standard:
Undergraduate students must complete a minimum percentage of cumulative attempted units or pace. Pace is calculated by dividing the cumulative units earned by the cumulative units attempted.  Students must maintain a minimum pace of 67% (rounding is permitted).

Maximum Time Frame:
To quantify academic progress, a school must set a maximum time frame in which a student is expected to complete a program. The maximum time frame cannot exceed 150% of the published length of the program measured in units attempted. Undergraduate students are limited to a total of 48 attempted units (32 units x 150% = 48 units). Students who have reached 48 attempted units are not eligible for Title IV federal aid unless they successfully appeal to the Financial Aid Office. Appeals are reviewed based on extenuating circumstances; if approved, a one-time extension of the maximum time frame may be granted. Hamilton College counts all attempted units and all completed units in the cumulative totals. Students who have changed their degree program may submit an appeal request to the Financial Aid Office to request consideration for a one-time extension of the maximum time frame.

Students at Hamilton College are allowed 8 semesters of institutional financial aid. The Director of Financial Aid may approve a 9th semester of institutional financial aid eligibility. If the appeal for a 9th semester of institutional aid is denied, students may continue to receive federal aid as long as they have remaining federal aid eligibility and they are successfully meeting federal SAP requirements. 

Academic Amnesty:
All academic coursework taken by a student in attendance at Hamilton College must be included in determining federal SAP. This federal SAP policy is exclusive of any Hamilton College academic policy related to re-admission and GPA calculation. Federal SAP regulations do not recognize any provision for academic amnesty or renewal.

Transfer Coursework:
All transfer units (including consortium agreements and study abroad courses) accepted by Hamilton College are counted in both cumulative attempted units and cumulative earned units.  Grades earned in transfer units are not included in the cumulative GPA. 

Grades earned in courses taken by independent coverage are included in the cumulative average. Grades for the Hamilton in France Program, the Academic Year in Spain Program, the Associated Colleges in China Program, the Hamilton Program in New York City, the Hamilton Term in Washington, and The New England Center for Children Cooperative Learning Program are included in the cumulative average.

Incomplete Coursework (I):
For federal SAP purposes, incomplete grades (I) that are finalized and posted by the Registrar prior to the federal SAP review, will be included. The finalized grade will determine the cumulative credits earned and the effect on the cumulative GPA. 

(I) grades that are not finalized and not posted by the Registrar prior to the federal SAP review, will be factored into the student’s SAP calculation at the time of the next formal SAP evaluation. The (I) grade that is not yet resolved is neither counted in the cumulative attempted credits nor the cumulative credits earned. The (I) grade is not counted in the cumulative GPA. 

Withdrawn Coursework (W):
Courses that are dropped during Add/Drop period will neither be counted as units attempted nor units earned, nor counted in the cumulative GPA.

Withdrawn coursework that occurs after the Add/Drop period of the term will result in a (W) grade. Courses with a (W) grade are counted in the cumulative units attempted. Zero units are earned. The grade is not factored in the cumulative GPA calculation. 

Satisfactory (S), Unsatisfactory (U), Credit/No Credit Coursework:
Courses with a Satisfactory (S) grade are counted in the cumulative units attempted and cumulative units earned. The grade will not be factored in the cumulative GPA.

Courses with an Unsatisfactory (U) grade are counted in the cumulative units attempted. Zero units are earned. The grade will not be factored in the cumulative GPA.

Courses with a Credit (CR) grade are counted in the cumulative units attempted and cumulative units earned. The grade will not be factored in the cumulative GPA.

Courses with a No Credit (NC) grade are counted in the cumulative units attempted; they are not counted in the cumulative units earned. The grade will not be factored in the cumulative GPA.

Failed Coursework (F):
Courses with a Failed (F) grade are counted in the cumulative credits attempted. Zero credits are earned. The grade will be factored in the cumulative GPA.

Repeated Coursework (R):
Per Hamilton College guidelines, only failed coursework may be repeated. If repeated, the failing grade and the second grade are both factored into the cumulative GPA.  The second grade does not replace the first grade. Both courses would be counted in the cumulative attempted credits; only the passing course would be counted in cumulative completed credits. 

Financial Aid Warning:
A student initially failing to meet SAP standards will be placed on financial aid warning for one payment period.  The student will be eligible for federal aid during the financial aid warning period and no further action is required by the student.

A student that meets SAP standards at the end of the financial aid warning term is eligible for continued federal aid.

A student that does not meet SAP standards at the end of the financial aid warning term will not be eligible for federal aid in subsequent terms until SAP standards are met or the student successfully appeals (see Financial Aid Appeals process below) and is placed on financial aid probation with or without an academic plan.

(Note: Federal financial aid that has already been awarded for the subsequent term will be revoked and removed if the SAP review indicates that the SAP standards are not being met.)

Financial Aid Appeal Process:
If, at the end of the financial aid warning term, a student is still not meeting SAP requirements, the student may submit an appeal based on extenuating circumstances only.  Extenuating circumstances would be considered personal illness or injury (must provide a letter from a health professional), disability (must provide a letter from  Assistant Dean for Accessibility Resources, Allen Harrison),  a death of a close relative, or other special circumstances.  The written appeal and supporting documentation such as legal documents and written statements from a third party (counselor, lawyer, doctor, etc.) must be sent to the Director of Financial Aid. Appeals will be reviewed by the SAP Appeals Committee. The written appeal must explain why satisfactory progress was not met and what has changed that will allow the minimum standards to be met. The appeal and required documentation must be submitted by the deadline provided to the student.  Retroactive appeals are not permitted. If the appeal is denied, the student will not be eligible for federal financial aid in subsequent semesters until SAP standards are met.

Financial Aid Probation:
If the appeal is approved by the SAP Appeals Committee, the student will be placed on financial aid probation, with or without an academic plan, and will be eligible for federal financial aid during the probationary period. A student on probation must submit an academic plan that has been determined with consultation from the Associate Dean of Students for Academics. It must be specific and demonstrate how the student will regain satisfactory standing for his/her remaining semesters until graduation.

• If it is determined by the SAP Committee that the student should be able achieve the SAP requirements by the end of the probationary semester, the student will be placed on financial aid probation without an academic plan.  The student will be eligible for federal aid for the probationary semester.  If at the end of the probationary semester SAP standards are still not being met, the student cannot appeal again nor will the student be eligible for federal aid until SAP requirements are achieved.
• If it is determined by the SAP Committee that the student would benefit from an academic plan or may require more than one payment period to achieve SAP standards, the student will be placed on financial aid probation with an academic plan. A student on probation must submit an academic plan that has been determined with consultation from the Associate Dean of Students for Academics. It must be specific and demonstrate how the student will regain satisfactory standing for the remaining semesters until graduation. The student’s progress will be monitored at the end of each subsequent payment period by the Financial Aid Office to determine if the student is meeting the requirements specified in their academic plan.  If the student is meeting the requirements of their academic plan, the student will be eligible to receive federal aid as long as the student continues to meet the developed one or two semester academic plan requirements. If the student fails to meet their academic plan requirements at the end of semester review, they will not be eligible for federal aid in future semesters until they meet all the federal SAP qualitative, qualitative and time frame requirements.  

Regaining Eligibility:

Students whose federal aid has been suspended due to not meeting SAP requirements will regain federal aid eligibility for future semesters upon meeting SAP requirements.

Students who may take a leave of absence or who decide to pay for classes without financial aid, must meet SAP requirements based on the original class year in which you entered to regain eligibility for federal student aid.  

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State Awards

In compliance with the New York State Education Department regulations, eligibility for the continuation of funds awarded through the Tuition Assistance Program (TAP) or Children of Veterans (CV) requires the following minimal levels of academic progress:

Standard of Satisfactory Academic Progress for the Purpose of Determining Eligibility for
State Student Aid

Effective 2010-11 for non-remedial students receiving first NYS award payment in 2010-11 and thereafter. Remedial students and students enrolled in an approved certificate program will use the 2006 SAP charts.

Program: Baccalaureate Program
Calendar Semester 2010-11 and thereafter (non-remedial students)

(1 Hamilton College unit = 4 Credits)

Failure to maintain these minimal standards of academic progress will result in the loss of funds from the TAP program. Any questions regarding this requirement should be addressed to either the registrar or the director of financial aid.

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This policy is administered and executed by the Financial Aid Office at Hamilton College. All questions regarding this policy should be directed to the Financial Aid Office.