Section 600: Student Affairs

Effective: October 2007
Revised: April 2022; October 2022; October 2024
Last Review: October 2024
Next Review: October 2026
Responsible Party: Vice Chancellor of Student Success

Policy

Standards of Satisfactory Academic Progress

Montana State University (MSU)-Northern is required by federal statute and regulation and Board of Regents policy to have a Satisfactory Academic Progress (SAP) Policy and a procedure for measuring student academic progress for financial aid eligibility purposes. To be eligible for federal and state aid programs and institutional scholarships and fee waivers, a student must meet Satisfactory Academic Progress Policy standards regardless of whether the student has received financial aid previously Violation of or deficiency in any one of these standards will result in loss of financial aid eligibility.

Glossary

Warning Status:   Students who fail to meet a Satisfactory Academic Progress standard for the first time will be placed on warning status and will remain eligible to receive financial aid for one additional semester. Students must meet all standards at the end of the subsequent semester warning period or will be placed on financial aid termination.
Probation Status:   This is a status assigned to a student who fails to make SAP and who has appealed and has eligibility reinstated for one payment period.
Termination Status:   This is a status where the student is NOT eligible for any further aid.
Cumulative GPA:   Grade Point Average computed from all academic terms.
Term:   One Academic semester.
Appeal:   A written request for an exception to the Satisfactory Academic Progress policy on a case-by -case basis.

There are three (3) standards of measurement:

  1. Maximum Timeframe for Degree Completion
     
    For each program of study an institution must establish a maximum time frame in which a student is expected to complete his or her degree requirements. The maximum "length of eligibility" students are allowed is 150% of the credits required for their degree or program as stated in the MSU-Northern Catalog. 

    The maximum "length of eligibility" includes pre-requisite classes and all attempted credits including all transfer credits, regardless of credit applicability to the students major/minor program.

    If extenuating circumstances prevent a student from completing a program of study in the allotted maximum "length of eligibility" the student may request an extension of financial aid by means of an appeal.
     
  2. Quantitative Measurement: Credit Hour Completion (Pace)

    All Title IV recipients must successfully complete 67% (rounded up) of all cumulative credits attempted. Successful completion of classes means passing grades must be earned. Grades of F, W, I, NP, X and R do not count towards successful course completion but do count toward the number of credits attempted but not counted as passed or earned. Any combination of F, W, I, NR, NP, X, R grades with zero credit earned in any semester will result in immediate Financial Aid TERMINATION.

  3. Qualitative Measurement: Cumulative Grade Point Average

    The quality of academic work is determined by using the student's Cumulative Grade Point Average (CGPA).
    Undergraduate Students: Must maintain a cumulative 2.0 GPA.
    Graduate Students: Must maintain a Cumulative 3.0 GPA.

 

Repeat Courses

Repeated credits will be counted toward the number of credits attempted when evaluating maximum timeframe.  Repeats of previously unearned credit are eligible for funding.  Students may receive funding for a previously passed course one time only.

Transfer Students

Most transfer credits do not count in the calculation of the cumulative GPA, but are included in the calculation of maximum timeframe for degree completion and calculation of the number of terms of enrollment and will be reviewed for SAP for initial satisfactory progress calculation upon entry at MSU-Northern and could result in financial aid warning or appeal at the time of financial aid awarding.

Exceptions / Appeals

Exceptions to this policy may be granted on a case-by-case basis. The student must complete a Financial Aid Appeal Form and present written evidence showing why an exception is in order. Priority review of appeals will be completed the week prior to the beginning of each semester.  It is the student's responsibility to initiate all appeals. Reinstatement of assistance is also subject to availability of funds.

A completed appeal must be submitted, which must include the following:

  • Appeal form
  • A letter from the student explaining why an appeal should be granted.  This may include, but is not limited to:
    • Documented illness of the students or student's immediate family member, if applicable;
    • Documented death of a student's immediate family member, if applicable; or
    • Independent third-party documentation of circumstances beyond the student's control.
  • A completed educational planning document signed by your advisor; and
  • A working copy of your transcript.

The Financial Aid Committee will make decisions regarding exceptions granted.  They will review the written appeal with all documentation including the student's academic history to determine whether the circumstances warrant approval. The student must explain in the appeal how the documented circumstances will not prevent him/her from maintaining satisfactory progress in the future.

If the appeal is approved, the student will be allowed one (1) term to restore satisfactory standing. A student, whose financial aid has been re-instated through the appeal process, may have adjustments made to their original awards, including loans, as a condition of an approval.

If the student will need more than the allowed maximum "length of eligibility" for his/her program, a written appeal for an extension must be submitted. The written request must document circumstances responsible for the extended time needed. The student must be making satisfactory academic progress at the time of the request. A signed plan of study must accompany the request along with a working copy of the student's transcript.  If a change in a previously accepted plan of study is needed, an updated plan must be submitted to the Financial Aid Office.

If the appeal is NOT approved, students will be eligible for financial aid when they are again meeting SAP requirements.

Consortiums (These agreements are a privilege)

Credits taken at each institution will be used to determine your Satisfactory Academic Progress as an aid recipient at MSU-Northern. Zero credits earned at either institution will result in immediate termination.

Other

It is the student's responsibility to read and understand the standards of satisfactory progress.

Changes or revisions to this policy may be made at any time without publication or notification, due to changes in federal, state and/or institutional regulations or policies.