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Admissions

Federal Financial Aid Academic Regulations

Satisfactory Academic Progress (SAP)

Academic Requirements and Your Federal Financial Aid (SAP Policy)

To be eligible to receive financial aid at Holy Apostles, a student must be

  • Matriculated
  • Enrolled currently as a full‐time or part‐time student
  • Making Satisfactory Academic Progress (SAP)

Listed below are the credit completion requirements for each enrollment status for undergraduate students.

Credits Attempted/Enrollment Status Credit Completion Requirement
12 or more credits = full-time 12 units
6 to 8.5 units = 1/2 time 6 units

Federal regulations require that academic progress be monitored for all periods of enrollment whether or not you have received financial aid.

Satisfactory Academic Progress (SAP) Policy

Federal regulations require that we measure your academic progress toward completion of a degree program. This occurs at the end of each academic year (in May) and applies to all periods of enrollment whether or not you have received financial aid.

After your academic progress is evaluated, your SAP status will either be Satisfactory, Probation, Suspension, Max Time or Ineligible. NOTE: These standards are different than and separate from Admissions and Records; they only apply to federal and state aid.

Minimum Standard Requirements

Satisfactory Academic Progress (SAP) is evaluated using three factors. The first two factors (Grade Point Average and (credit) Completion Ratio) are discussed immediately below. The third factor (Maximum Timeframe) is discussed further below. To be eligible to receive financial aid at Holy Apostles, an undergraduate student must:

  • Maintain a cumulative grade point average (G.P.A.) of at least 2.0 and
  • Maintain a 67% (credit) Completion Ration (the required percentage of credits successfully completed relative to the total number of credits attempted). 

For purposes of calculating the Completion Ratio, grades of A, B, C, D, and P are considered complete while grades of F, WF, W, and I are considered NOT complete. Credits attempted are defined as the number of credits that will appear on your permanent academic record.

Graduate students must meet the minimum academic requirements specified for their program as indicated in the academic catalog. Your status is SATISFACTORY if you meet Minimum Standard Requirements and have not reached the Maximum Time Frame (see below) for your program. Your status is PROBATION if you did NOT meet Minimum Standard Requirements. This is a “warning” semester; you can still receive financial aid and you must take a manageable course load to be successful. If you do not meet Minimum Standard Requirements during your Probationary semester, your status will be SUSPENSION and
you will not be eligible to receive financial aid the following semester.

Exceptions

If you are suspended due to not meeting Minimum Standard Requirements while on Probation AND had extenuating circumstancesf beyond your control (federal regulations specify these as ‘student illness or injury, or death of a relative’), you may submit an appeal. 

To appeal: Submit a SAP appeal form WITH official supporting documentation explaining the extenuating circumstances as described above. Students may be approved for a Minimum Standard Requirement Appeal only once while at Holy Apostles College and Seminary. Appeals are not automatically approved and will ONLY be considered for extenuating circumstances. If you did not have extenuating circumstances,
your status will remain SUSPENSION. You must successfully complete at least one semester
without financial aid and may request REINSTATEMENT the following semester.
If your appeal is APPROVED, your status is Probation and you can receive financial aid;
however it is not retroactive. If your appeal is DENIED, you must successfully
complete at least one semester without federal financial aid. You may request REINSTATMENT
the following semester.

Reinstatement

To be considered for Reinstatement, you must:

  1. Complete at least 3 degree applicable credits and meet Minimum Standard Requirements.
  2. Meet with the Academic Dean and obtain an Educational Plan.
  3. Submit a copy of your Educational Plan with a Request for Reinstatement form to the Financial Aid office.

Once you have met these requirements, your status will be Probation and you will be eligible
for financial aid consideration.

Maximum Time Frame Requirement

You may only receive aid for up to 150% of your academic program. This is called your Maximum Time Frame. If you reach the Maximum Time Frame for your program (see chart below) you will be on Suspension.

Maximum Time Frame Chart

Degree Program Maximum Time Frame
Undergraduate (Full Time) 180 Credits Attempted
Undergraduate (Half Time) 180 Credits Attempted
Graduate 45 Credits Attempted

Maximum Time Frame Exceptions

If you have reached the Maximum Time Frame for your program and have continuously met Minimum Standard Requirements but have classes remaining to meet your goal, you may appeal for an extension.
NOTE: Extensions may not be granted for changes in majors or multiple degrees.

To be considered for an extension, you must:

  • Meet with the Academic Dean and obtain an Educational Plan that clearly states your academic goal, what remaining classes you need to obtain that goal and a completion date.
  • Submit a copy of your Educational Plan with a Maximum Time Frame Appeal form to the Financial Aid office.

Students may be approved for a Maximum Time Frame Appeal only once while at Holy Apostles College and Seminary.

If your appeal is APPROVED, your status will be Probation and you will be given a specific length of time to complete your program based on your Educational Plan. While on Probation you must meet Minimum Standard Requirements throughout your extension period. If you do not, your status will be Ineligible and you will no longer be able to receive aid at Holy Apostles. If your appeal is DENIED, your status is Ineligible and you will no longer be able to receive aid at Holy Apostles.

What if I'm placed on Probation?

You must meet Minimum Standard Requirements

  • You are still eligible to receive financial aid
  • We strongly suggest you take a manageable course load.

If you do NOT meet the Minimum Standard Requirements during your probationary semester, you will be placed on Suspension. If you are on Probation due to a Maximum Time Frame Appeal and do NOT meet Minimum Standard Requirements and/or you have reached the extended time period given when your appeal was approved, your status will become Ineligible. No correspondence will be mailed notifying you of this change in status.

What if I'm on extension due to a Maximum Time Frame Appeal and do NOT meet Minimum Standard Requirements?

If you are on a Maximum Time Frame extension and do NOT meet Minimum Standard Requirements and/or you have reached the extended time period given, your status will become Ineligible. No correspondence will be mailed notifying you of this change. Once you become Ineligible, there are no further appeals and you will not be eligible for Reinstatement.

How do I avoid Suspension?

  • Meet Minimum Standard Requirements and
  • Do not reach the maximum time frame for your program

Tip: Take a manageable course load!

What if I'm placed on Suspension?

  • You cannot receive additional financial aid unless you had extenuating circumstances beyond your control (federal regulations specify these as ‘student illness or injury, or death of a relative)
  • You may Appeal one time only.

Repeat Courses

Students are not eligible to receive financial aid for repeat courses. For the purpose of calculating satisfactory academic progress, repeat courses are not included in calculation of the grade point average, but are included in the attempted credits.

Incompletes

Withdrawal

During the first week of classes, a student may withdraw from classes by notifying the Academic Advisor. After this period, the student must receive permission from the Academic Dean. A student must fill out an Add/Drop form, located in the Registrar’s Office, to withdraw from a course. Failure to attend a course does not serve as Official Withdrawal.

A student may withdraw from a course until the first Friday of the semester without notation on the transcript; until the third Friday and receive a notation of “W”. Any student withdrawing after week five receives an automatic “WF.” W grades are not used to calculate grade point average and are not included in the count of attempted credits. WF grades are not used to calculate grade point average but are included in the count of attempted credits.

Beyond the fifth Friday a student may not withdraw from a course without written permission from the President/ Rector and the Academic Dean. A student who does not attend a course and does not fill out an Add/Drop form will receive a grade of “F”.

Re-Admittance Policy

In a case where a student has been academically dismissed from the College Division program, he or she may apply for re-admittance after a minimum of one academic year.

For undergraduate students, transcript(s) for at least one academic year from another accredited, college level institution must show the student has earned a minimum G.P.A. of 3.0 (out of 4.0) since being academically dismissed from Holy Apostles.

For graduate level students, the G.P.A. earned must be a minimum of 3.0 (out of 4.0).
Students who wish to apply for re-admittance to Holy Apostles should petition the Office of the Academic Dean in writing, and have transcripts forwarded to the office. The Academic Senate will review each case and make a decision. Holy Apostles reserves the right to refuse re-admittance to any academically

Dismissal

A student dismissed from the Seminary Division program will not be considered for re-admittance for a minimum of two years.

Auditing

With the permission of the instructor, students who wish to take a course at Holy Apostles for personal interest, and are not interested in receiving credit, may audit courses. Students auditing a course are expected to regularly attend class and do all relevant readings. Audits are recorded on transcripts and receive a lower tuition rate. Students are not eligible for financial aid for courses being audited.

Leave of Absence from Program

Holy Apostles operates with the understanding that students may have responsibilities that interfere with school. In some cases a student may have to take an entire semester or more away from his or her program. While this poses no problem for Holy Apostles, students must understand the need for Holy Apostles to retain consistency in each academic program. Therefore, any student taking a leave of absence from a program, for one calendar year or longer, may be subject to new policies or program requirements upon returning to the school.

Transfer Credits

Holy Apostles accepts transfer credits from accredited colleges for all degree and certificate programs, provided the credits are in courses applicable to the particular degree program being pursued at Holy Apostles. Acceptance of transfer credits is at the discretion of the Academic Dean. Transfer credits are not included in the grade point average calculation but are included in the credits attempted.

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