Satisfactory Academic Progress for Financial Aid Eligibility

Approved by the College of Medicine Council, November 19, 2012

Federal regulations require the University Of Cincinnati College Of Medicine to create a policy to measure whether students who receive federal financial aid are making satisfactory academic progress toward the completion of their M.D. degrees.  Three measurements are used to determine satisfactory academic progress:

• Qualitative (grades earned)
• Quantitative (the pace of progression from one year to the next)
• A maximum time frame for the completion of the degree

In addition, the policy must indicate how students are notified if they are not making satisfactory academic progress and the process for appealing the decision.  This policy applies to all students receiving federal financial aid.

Qualitative Measurement of Satisfactory Academic Progress

Students in the College of Medicine must successfully complete every component of the curriculum required to receive the M.D. degree.  Students must also satisfy all other College of Medicine graduation requirements.  Academic progress is not measured by a cumulative grade point average.  In Years I and II, academic progress is measured by grades of Pass or Fail.  In Years III and IV, academic progress is measured by grades of Honors, High Pass, Pass, and Fail.  All courses in Year I must be completed with a grade of Pass in order for a student to progress to Year II.  All courses in Year II must be completed with a grade of Pass in order for a student to progress to Year III.  A student must complete all Year III courses and clerkships with a grade of Pass or higher in order to progress to the final graduating year.  In the final graduating year a student must complete all courses and clerkships with a grade of Pass or higher in order to meet the requirements for graduation.

Quantitative Measurement of Satisfactory Academic Progress

Students must complete the first two years of the curriculum in no more than three years.  Students must complete the final two years of the curriculum in no more than three years.  Any period for which a Leave of Absence has been approved is excluded from these calculations.  Students are eligible for federal financial aid if they progress through the program within these increments and in accordance with all applicable federal financial aid regulations.  Students approved to repeat course work are making satisfactory academic progress as long as they meet the conditions established by the Promotions Board.

Maximum Time Frame

The maximum time frame for the completion of the M.D. degree is six years.  Any period for which a Leave of Absence has been approved is excluded from the maximum time frame in which the student is expected to complete the program.  For transfer students the maximum time frame for completion includes the time spent at the previous medical school to the extent that credit is transferred and applied toward the degree in the College of Medicine.

Review and Notification of Lack of Satisfactory Academic Progress

Ordinarily the Satisfactory Academic Progress of students will be reviewed annually at the conclusion of the spring semester.  Students who are on extended academic programs will be reviewed at the end of the semester in which they complete the requirements necessary to progress to the next year of study. Students who have not met the requirements for satisfactory academic progress as described in this policy will be notified in writing by the Financial Aid Office that they are ineligible to receive federal financial aid beginning with the term immediately following the term in which the requirements were not met.

Appeals

Eligibility for federal financial aid will be restored if the student subsequently meets the satisfactory academic progress requirements and advances to the next year of study.  A student who has lost federal financial aid eligibility but is permitted by the Promotions Board Guidelines to remain enrolled in the College of Medicine may appeal to the Financial Aid Office to have federal financial aid eligibility reinstated during the period in which the student will attempt to meet all satisfactory academic progress requirements.  The appeal must be made in writing and must be submitted to the Financial Aid Office within ten business days of the notification of ineligibility.  The letter of appeal should include the following:

• Mitigating circumstances that prevented the student from meeting the satisfactory academic progress requirements (e.g. death in the family, student illness or injury, or other personal circumstances)
• Documentation supporting the student’s basis of appeal
• Steps the student will take to ensure future academic success

The Financial Aid Office will review the appeal and render a decision within ten business days of its receipt.  Notification of the decision will be sent to the student in writing.  A student wishing to appeal the decision of the Financial Aid Office may request a review by the Financial Aid Advisory Committee.  This request must be made in writing within ten business days of the Financial Aid Office decision.  The Financial Aid Advisory Committee will render a decision within ten business days of the receipt of the letter.  The decision of the Financial Aid Advisory Committee shall be final and not subject to further appeal.

Financial Aid Probation

If an appeal of federal financial aid ineligibility is approved, a student is placed on financial aid probation and is eligible to receive federal financial aid.  The student, in conjunction with the Assistant Dean for Academic Support, will develop an academic plan that, if followed, will aid the student in meeting all satisfactory academic progress requirements by a specific point in time.  The student is eligible to receive federal financial aid during the time frame stated in the academic plan.  A student who does not meet all satisfactory academic progress requirements by the end of the probationary period will be suspended from federal financial aid eligibility.  Such students can be reinstated for federal financial aid eligibility when they complete sufficient course work to meet the satisfactory academic progress requirements delineated in this policy.

Enforcement

The Offices of the Registrar, Financial Aid, and Student Affairs shall have the responsibility for monitoring and enforcing Satisfactory Academic Progress.  These offices will rely on information provided by the Promotions Boards.

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