Campus-Wide Collaboration to Meet Financial Aid Satisfactory Academic Progress Requirements Angela Bell, Interim Director of State Financial Aid Programs, HEPC Kathy Bialk, Director of Financial Assistance, Marshall University Presentation at the 2011 Student Success Summit Charleston, WV

West Virginia Higher Education Policy Commission Why We’re Here New federal regulations went into effect July 1, 2011 designed to increase the integrity of financial aid programs. Provide some institutional flexibility but also tighten some aspects of what it means for students to be making “satisfactory academic progress”. Point to the interconnectedness of aid, academics, and success.

West Virginia Higher Education Policy Commission Relationship of Aid to Success Success Receipt of Aid Less Hours Worked Academic Progress Campus Integration

West Virginia Higher Education Policy Commission Why the Regulations Were Changed Hadn’t been looked at since 1983 Schools were using inconsistent terminology Overuse of probation

West Virginia Higher Education Policy Commission New Regulations Provide: Continued flexibility for institutions in establishing their SAP policies Additional flexibility for institutions that monitor SAP more often than annually Definitions for “warning” and “probation” In general, a student who is not making SAP is no longer eligible for Title IV aid

West Virginia Higher Education Policy Commission Institution SAP Policy Must Contain: GPA that a student must achieve at each evaluation Pace of progression to ensure completion within the maximum time frame Description of and conditions surrounding “warning” and “probation” statuses, if used The specific elements and process required for appeal How a student can re-establish eligibility

West Virginia Higher Education Policy Commission SAP Procedures SAP Evaluation while receiving aid Make SAP, Keep Receiving Warning-for one period, paid Make SAP, Keep Receiving Loss of Eligibility Appeal Successful, Probation Make SAP, Keep Receiving Successfully following academic plan Loss of Eligibility Unsuccessful, Loss of Eligibility Loss of Eligibility Time

West Virginia Higher Education Policy Commission Points for Cross Campus Collaboration Creation and ongoing evaluation of the SAP policy Promoting awareness of the policy Integrating the policy into academic advising Involvement in the appeals process Involvement in creation and monitoring of academic plans

West Virginia Higher Education Policy Commission “We are…Marshall University” ≈17,500 students 74.3% undergraduate students receive aid 2 associate, 44 baccalaureate, & 46 graduate programs

West Virginia Higher Education Policy Commission SAP - Integrity & Student Success October 29, 2010 Integrity Regulations - SAP – Major impetus for integrating SAP campus-wide – Opportunity to work from ground up Educating academic community & students Gaining “buy-in” from academic community in the development and implementation of policies Developed partnerships in helping students to succeed in making SAP toward their degree Ensuring compliance

West Virginia Higher Education Policy Commission Why SAP? What are the goals of higher education? What are the goals of my institution? How can our SAP policy support those goals?

West Virginia Higher Education Policy Commission Who at my institution must be part of the SAP process? The SFA Office has primary responsibility for evaluating, communicating, and implementing the University SAP Policies; however, SAP is a university-wide responsibility!

West Virginia Higher Education Policy Commission How Was the SAP Policy Developed? After Financial Aid staff attended numerous training sessions and consulted with USDE on SAP Integrity Regulations… – SAP draft policy was presented to academic community, SAP Appeals Committee, and Financial Staff members, and their feedback was fully considered – Ultimately rules within the SAP Policy were developed to encourage integrity and student success while ensuring compliance – Complex rules were broken down into the most simplified procedures to carry out the SAP policies (including programming) – Support and Approval from Senior Administration and President

West Virginia Higher Education Policy Commission What are the SAP rules at MU? Students being considered for federal, state, and institutional aid are evaluated each payment period Major Evaluative Components – Qualitative: Minimum 2.0 MU & Overall GPA – Quantitative: 67% completion ratio – Maximum Time Frame: A.S. Degree – no more than 100 credits hours; Bachelor Degree no more than 180 credit hours – Not be placed on Academic Probation or Academic Suspension

West Virginia Higher Education Policy Commission What are the SAP rules at MU? Utilize Financial Aid One Payment Period Warning Status Students may appeal, but limited to appeal twice Appeal Approval may include Conditions – UNI 102 – Strategies for Academic Success – UNI 103 – Career Planning for the Undecided Student – Half-time enrollment – Live on campus

West Virginia Higher Education Policy Commission What are the SAP rules at MU? Academic Plan When Placed on Probation – Complete 80% of Coursework attempted for semester/term (100%, if failed Maximum Time Frame evaluative measure) – Earn a minimum 2.1 GPA for semester/term Visit for Marshall University Undergraduate SAP Policywww.marshall.edu/go/fasapug

West Virginia Higher Education Policy Commission What are MU’s SAP Appeal Procedures 1.Detailed explanation for failure to meet SAP standards for each payment period the student failed to perform satisfactorily; 2.Documentation to support the reason for failure; 3.A copy of 2 or 4-Year Graduation Plan; 4.If cumulative GPA is less than a 2.0, a copy of Academic Improvement Plan required;

West Virginia Higher Education Policy Commission What are MU’s SAP Appeal Procedures 5. Detailed explanation of what has changed that will now allow the student to comply with SAP standards, a statement of academic objectives, and corrective action plan; 6. Meet and discuss appeal with academic advisor/dean; and, 7. SAP Appeal Form must be typed, signed by advisor/dean after consultation, & submitted to the Office of SFA by published deadline

West Virginia Higher Education Policy Commission What are MU’s SAP Appeal Procedures SAP Committee: Representatives from Financial Aid, Academic Affairs & Student Affairs SAP Committee decision is FINAL MU Appeal Forms are available at: – – –

West Virginia Higher Education Policy Commission SAP Outreach & Communication Efforts SAP Policy Disclosure Notice ed to all students SAP Policy & Appeal published in academic catalogs and at Students are individually contacted by to logon to their “myMU” account to review their financial aid records for notice about their financial aid eligibility as it pertains to SAP

West Virginia Higher Education Policy Commission SAP Outreach & Communication Efforts

West Virginia Higher Education Policy Commission SAP Outreach & Communication Efforts “ Changes mean getting the grades to get financial aid” By Leannda Carey, published June 23, 2011, The Parthenon, Marshall University’s Student Newspaper – mean-getting-the-grades-to-get-financial-aid mean-getting-the-grades-to-get-financial-aid

West Virginia Higher Education Policy Commission SAP Outreach & Communication Efforts Orientation – FA Presentation to Parents Week of Welcome: UNI 100 Freshman First Class – Introduction to the academic structures and expectations of the University – Financial Aid Modules, including SAP Financial Aid Modules, including SAP Annual MU Financial Aid Awareness Week

West Virginia Higher Education Policy Commission SAP Current & Future Initiatives for Strengthening Campus-wide Involvement SAP codes for conditions, statuses, specific evaluative failure measures are coded in user- defined fields, which will become accessible to academic advisors, deans, etc. Work closely with special groups, i.e. Athletic Department, University College Tightening academic policies pertaining to Undecided and Pre-majors MAP-WORKS

West Virginia Higher Education Policy Commission Concluding Thoughts It’s all about the students If student expectations are set high, they will meet them—if they are set low, they will meet them As partners, look for Academic – Financial Aid opportunities to make a difference Follow your institution’s values and strategic goals

West Virginia Higher Education Policy Commission Contact Info Angie Bell: Kathy Bialk: