REG 02.70.02 - Financial Aid – Eligibility for Continued Receipt of Financial Aid

Authority: Provost and Executive Vice Chancellor for Academic Affairs

History: First Issued: March 23, 1984. Last Revised: January 8, 2013.

Related Policies: 
NCSU REG02.05.01 - Continuation of Undergraduate Enrollment (Suspension Regulation)
NCSU REG02.25.10 - Time Limit for Completion of Graduate Degree
NCSU REG02.45.01 - Academic Difficulty

Additional References: 
Federal Regulation - 34 CFR 668.34 Satisfactory Progress
Satisfactory Academic Progress Appeal Forms

Contact Info: Director of Scholarships and Financial Aid (919-515-2866)


1.   INTRODUCTION

1.1 The federal government requires all institutions to establish a policy specifying the academic requirements a student must meet to be eligible for continued financial aid.  NC State’s policy is established by the NC State Scholarships and Student Aid Committee in compliance with federal rules and regulations governing the administration of aid programs, and is enforced by the NC State Office of Scholarships and Financial Aid.  This regulation provides NC State’s policy and procedure for determination of a student’s eligibility for continued receipt of financial aid.

1.2  Some institutional scholarships or grants may require higher academic achievement in order to maintain eligibility than those listed for satisfactory academic progress.  In addition, private aid offered by agencies outside the University is not subject to this regulation but will be administered according to donor specifications.

2.   DEFINITIONS

When used in this regulation:

2.1 “Attempted Hours” mean all hours for which a student is registered as of or after the official census enrollment date for the semester/term as well as transfer courses accepted for credit towards the NC State degree, withdrawals, grade exclusions, dropped courses, remedial courses (if countable towards a degree), repeated courses, courses with incompletes or failing grades, and audited or no credit courses.  Students who receive financial aid and withdraw or drop hours after the census date of each semester/term will be held accountable for hours attempted but not passed during that semester/term.  Credits transferred prior to beginning enrollment are included in the maximum timeframe calculation but are not included in any particular term course completion calculation.

2.2  “Financial Aid” means all forms of federal grants, loans and work-study employment, state financial aid programs and institutional need-based aid programs received by students at NC State.

2.3 “Financial Aid Probation” means a semester/term of financial aid for which a student MAY be eligible based on an approved Satisfactory Academic Progress Appeal.

2.4 “Financial Aid Warning” means an automatic semester/term of financial aid eligibility provided to a student who fails to meet course completion or the minimum GPA requirement specified below (assuming the student is not academically suspended or on academic probation).

2.5 “Full-Time” means an undergraduate student who is taking at least twelve (12) or more credit hours per semester.

2.6 “Official Withdrawal” means the official university process whereby students may request to be withdrawn from all coursework for a semester or term.  Students who receive financial aid and officially withdraw or drop hours after the census date of the semester/term will be held accountable for hours attempted but not passed during that semester/term.

2.7 “Part-Time” means an undergraduate student who takes fewer than 12 credit hours per semester

2.8   “Unofficial Withdrawal” means the status of students who have no passing grades at the end of any semester/term.  Students considered unofficially withdrawn will be required to document class attendance in every course attempted in that semester/term.  Failure to document attendance in each class attempted may result in the required repayment of all or part of the financial aid received for that enrollment period.

3.   PROCEDURES FOR DETERMINATION OF SATISFACTORY ACADEMIC PROGRESS FOR FINANCIAL AID ELIGIBILITY

3.1  Full-Time Undergraduate Degree Students

All full-time undergraduate degree students must be making satisfactory academic progress to be eligible for continued financial aid.

3.1.2  Requirements for Satisfactory Academic Progress

A full-time undergraduate degree student at NC State is making satisfactory academic progress for consideration for financial aid if he or she meets all of the following:

3.1.2.1   Minimum GPA - Maintains a 2.0 cumulative GPA at the end of each enrollment period, and is not suspended or on academic probation according to NCSU REG02.05.01 - Continuation of Undergraduate Enrollment (Suspension Regulation), and

3.1.2.2  Course Completion - Has passed  (with grades of A, B, C, S, CR, or D) 67% of hours attempted each enrollment term as of the end of that term, and

3.1.2.3  Maximum Time Frame - Has attempted no more than 150% of the required number of credit hours necessary for completion of the first undergraduate degree (a maximum of 180 credit hours for a four year degree program; 90 hours for Agriculture Institute students in a two-year program). 

3.1.3 Consequences of Not Meeting Requirements

3.1.3.1  Students who fail to meet the Course Completion or Minimum GPA requirement (if not on academic probation or suspension) as of the end of the semester/term will be allowed one semester/term of financial aid while on Financial Aid Warning.  This warning term is automatic and the student will not be required to appeal for continued financial aid while on Financial Aid Warning.  If the student continues to fail to meet the satisfactory academic progress requirements as of the end of the Financial Aid Warning semester/term, the student will be denied subsequent financial aid.  The student may appeal this denial as described in section 6 below.

3.1.3.2  Students who fail to meet the Maximum Time Frame requirement will be denied subsequent financial aid with no warning semester/term.  Such students may appeal this denial as described in section 6 below.

3.1.3.3  Students who are determined by the university to be on academic probation or academic suspension are considered not in good academic standing and are not eligible to appeal for reinstatement of financial aid until academic standing improves to academic warning or good academic status.  

3.1.3.4  Students who Unofficially Withdraw and fail to document attendance in each class attempted for the semester/term may be required to repay all or part of the financial aid received for that semester/term.

3.2  Part-Time Undergraduate Degree Students

Part-time undergraduate students are expected to pass 67% of all hours attempted each semester/term, maintain a 2.0 cumulative GPA each semester, and must not be suspended or on academic probation to maintain eligibility for continued financial aid.  In addition, part-time students are limited to attempting no more than 150% of the required number of credit hours necessary to complete the first degree at NC State.  Part-time students who fail to meet all of these conditions are subject to the same consequences of not meeting requirements as described above for full-time students.

3.3  Undergraduate Second Degree Students

A student working toward a second undergraduate degree is subject to the same satisfactory progress requirements as listed above for full-time or part-time students.  Second undergraduate degree students must graduate within 150% of the normal time frame to complete that degree based on the student’s classification when admitted into the second degree program.

4.   GRADUATE AND PROFESSIONAL PROGRAM STUDENTS

A graduate or professional program student (including Doctoral of Veterinary Medicine student) is considered to be making satisfactory progress if he/she is not on academic probation, and is eligible to continue in his/her program as of the end of each semester. See NCSU REG02.25.10 - Time Limit for Completion of Graduate Degree, and NCSU REG02.45.01 - Academic Difficulty, for more information.  Students who are placed on academic probation or who are terminated from their graduate degree programs are not eligible to appeal for reinstatement of financial aid eligibility until their academic standing improves to academic warning or good academic status.

5.   GUIDELINES FOR REINSTATEMENT OF FINANCIAL AID ELIGIBILITY

5.1  The Office of Scholarships and Financial Aid reviews each student’s academic transcript at the end of each semester/term (fall, spring and summer).  Those who are suspended, terminated or on academic probation are immediately denied subsequent financial aid until the student is once again in good academic standing. 

5.2  Those students who fail to meet the Course Completion requirement or who do not meet the Minimum GPA requirement (if not on academic probation or suspension) will be placed in Financial Aid Warning status and allowed financial aid for one semester or summer term while on financial aid warning.  No appeal is required from the student while on financial aid warning.

5.3  Students who exceed the Maximum Timeframe requirement will not be given a warning semester/term on financial aid but may appeal for continued receipt of financial aid based on exceptional circumstances.  Approval of such appeals will be limited and must be accompanied by documentation from an academic adviser of the student’s plan for successful completion of degree within a specified timeframe. 

5.4  Students who still do not meet the Minimum GPA or Course Completion requirements by the end of the warning semester/term will be ineligible for continued receipt of financial aid until academic performance improves.  Such students may appeal for reinstatement of financial aid based on procedures set forth in section 6.   

6.   APPEAL PROCESS

6.1    If a student appeals for an exception as described in section 5, the appeal must document why the student failed to make satisfactory academic progress and why the student believes that he or she will be able to achieve progress going forward.  Supporting documentation, such as an academic success plan from an academic adviser, may be required.  Students who are terminated, or on academic probation or suspension are ineligible to appeal for reinstatement of financial aid until academic status improves to academic warning or good academic standing 

6.2 An appeal for an exception may be granted for circumstances such as the following:

6.2.1  Extended illness or hospitalization of the student;

6.2.2  An accident which incapacitates the student for an extended period of time;

6.2.3  Death or extended illness of an immediate family member; or

6.2.4  Other documented extenuating circumstances.

6.3  Students who have two or more Official or Unofficial Withdrawals while receiving financial aid may be required to provide documentation evidencing medical or other compelling circumstances supporting the withdrawal.

6.4  Students who appeal with documented exceptional circumstances may be approved for continued receipt of financial aid for one semester/term only, and will be considered on Financial Aid Probation during that semester/term.  If the student’s academic progress does not meet satisfactory progress standards at the end of the financial aid probation semester/term, the student may be denied subsequent financial aid.  Financial aid eligibility may only be restored after the student’s academic progress improves to meet satisfactory progress standards or an approved academic success plan has been submitted and accepted.

6.5   The Director, Office of Scholarships and Financial Aid, or his/her designee will review the student’s appeal and issue a decision regarding restoration of aid eligibility.

6.6  Satisfactory Academic Progress Appeal Forms are available via the Office of Scholarships and Financial Aid’s web page.  Appeal forms should be submitted with documentation as instructed on the form.