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

Authority: Executive Vice Chancellor and Provost for Academic Affairs

History: First Issued: March 23, 1984. Last Revised: August 22, 2023.

Additional References:
Federal Regulation – 34 CFR 668.34 Satisfactory Progress
Non-Degree Satisfactory Academic Progress Appeal Form

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

1. PURPOSE

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 and enforced by the Office of Scholarships and Financial Aid in consultation with the Office of Registration and Records, the Graduate School, and the College of Veterinary Medicine.

1.2 Students must make Satisfactory Academic Progress as defined in this regulation in order to remain eligible for continued receipt of financial aid. Students that fail to make Satisfactory Academic Progress for Financial Aid eligibility are subject to aid ineligibility from the point it is determined the student is not meeting the Satisfactory Academic Progress requirements.

1.3 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

For students receiving financial aid, the following definitions apply:

2.1 “Academic Plan” means alternate requirements a student should meet in order to be considered making satisfactory academic progress in lieu of the established requirements. An academic plan may be used when a student cannot meet the established Satisfactory Academic Progress requirements after one probationary term.

2.2 “Attempted Hours” mean all hours for which a student is registered as of or after the official census enrollment date for the term, as well as transfer courses accepted for credit towards the NC State degree, teacher licensure or graduate certificate program. Attempted Hours include withdrawals, grade exclusions, courses dropped after census, repeated courses, courses with incomplete, late, failing or unsatisfactory grades, marginal grades, audited or no credit courses, and remedial courses (if countable toward degree, teacher licensure or graduate certificate program). All Attempted Hours toward the NC State degree, teacher licensure or graduate certificate program are considered in the completion rate and maximum time frame requirements.

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

2.4 “Financial Aid GPA” means the grade point average earned, not including grade exclusions for undergraduate students as provided in REG 02.20.16. Grades for transferred courses, late grades, incomplete grades, audit courses, dropped courses or courses with grades S –Satisfactory, U – Unsatisfactory, W –Withdrawn, H-Honors, P-Pass and NR – No Recognition do not impact the Financial Aid GPA calculation. Grades changed after the SAP evaluation point will be evaluated at the next SAP evaluation point.

2.5 “Financial Aid Probation” means a term of financial aid eligibility for which a student may be eligible based on an approved Satisfactory Academic Progress for Financial Aid Eligibility Appeal. All students with approved appeals are considered to be on Financial Aid Probation.

2.6 “Satisfactory Academic Progress” means maintaining and achieving academic success sufficient to allow continued eligibility for Financial Aid. In order to make Satisfactory Academic Progress, students must meet the Two-Thirds Successful Completion Rate requirement, the Minimum Cumulative Financial Aid GPA and Eligible Academic Standing requirement, and the Maximum Time Frame requirement as outlined and defined in Section 3.

3. DETERMINATION OF SATISFACTORY ACADEMIC PROGRESS FOR FINANCIAL AID ELIGIBILITY

3.1 Evaluation Period

The Office of Scholarships and Financial Aid reviews academic performance at the end of the spring term of the academic year to determine Satisfactory Academic Progress for financial aid eligibility. Students placed on Financial Aid Probation will be evaluated at the end of the financial aid probationary term. Readmitted students will be evaluated at the point of their readmission. Study abroad and consortium hours will be considered at the next evaluation point once the associated academic transcript has been processed at NC State University. Academic standing will be reviewed at the end of every term to determine if the student is ineligible to continue enrollment. For professional degree students, any academic standing other than “good” is considered ineligible for continued financial aid eligibility.

3.2 Eligibility Criteria

3.2.1 Two-Thirds Successful Completion Rate

Undergraduate Degree, Agriculture Institute Degree, Graduate Degree, Professional Degree, Graduate Certificate and Non-Degree Students must successfully complete two-thirds (2/3) of all Attempted Hours. In order to successfully complete a course for the purposes of this calculation, students must have earned a grade of A, B, C, S, SR, CR, or D. To calculate the completion rate, the number of successfully completed hours is divided by the number of Attempted Hours and rounded up.

3.2.2 Minimum Cumulative Financial Aid GPA and Eligible Academic Standing Requirement

a) Undergraduate Degree and Agriculture Institute Degree Students

Maintain a minimum cumulative 2.0 Financial Aid GPA and an academic status that allows for continued enrollment (see NCSU REG02.05.01 – Continuation of Undergraduate Enrollment (Suspension Regulation)).

b) Graduate Degree Students

Maintain a minimum cumulative 3.0 Financial Aid GPA and an academic status that allows for continued enrollment, and is not terminated-reinstated or on academic probation (see NCSU REG02.45.01 – Academic Difficulty).

c) Professional Degree Students

Earn fewer than two M, F or U grades for any term in the academic year and maintain an academic status that allows for continued enrollment.

d) Graduate Certificate Students

e) Non-Degree Students enrolled in Teacher Licensure or Pre-requisite coursework determined to meet financial aid eligibility requirements

Maintain a minimum cumulative 2.0 Financial Aid GPA and an academic status that allows for continued enrollment (see RUL02.66.03 – Non-Degree Studies Enrollment).

3.2.3 Maximum Time Frame

a) Undergraduate Degree and Agriculture Institute Degree Students

Students must graduate or be able to graduate before attempting more than 150% of the hours required for their degree program (e.g. 180 hours for a 120-hour degree program). Transfer credits accepted toward degree completion are counted as attempted hours.

b) Graduate Degree Students

Students must not exceed the time limit for completion of their degree as set forth in NCSU REG02.25.10 – Time Limit for Completion of Graduate Degree, and must graduate or be able to graduate before attempting more than 150% of the hours required for the degree program (e.g. 45 hours for a 30-hour masters degree program or 108 hours for a 72-hour doctoral degree program).

c) Professional Degree Students

Students must not exceed the maximum time limit as established by the College of Veterinary Medicine and graduate or be able to graduate before attempting more than 150% of the hours required for the degree program (e.g. 253 hours for a 169-hour degree program).

d) Graduate Certificate Students

Students must not exceed the maximum time limit as established by the Graduate School and must complete the certificate or be able to complete the certificate before attempting more than 150% of the hours required for the certificate program (e.g. 18 hours for a 12-hour certificate program).

e) Non-Degree Students enrolled in Teacher Licensure or Pre-requisite coursework determined to meet financial aid eligibility requirements.

Students must not exceed the maximum hour requirements as set forth in RUL02.66.03 – Non-Degree Studies Enrollment, and must complete or be able to complete their program before attempting more than 150% of the hours required for the program (e.g. 27 hours for an 18-hour Teacher Licensure program).

4. REINSTATEMENT OF FINANCIAL AID ELIGIBILITY

4.1 Eligibility Appeal

4.1.1 Students failing to meet the Satisfactory Academic Progress eligibility criteria, as set forth in section 3 above, may appeal for reinstatement of financial aid eligibility. Appeals should be submitted to the Office of Scholarships and Financial Aid.

4.1.2 Appeals must document why the student failed to make Satisfactory Academic Progress and why the student believes that they will be able to achieve Satisfactory Academic Progress in the future. It is strongly encouraged that appealing students submit documentation supporting the appeal and the student’s request for reinstatement.

4.1.3 An appeal may be granted for circumstances including, but not limited to, the following:

a) Extended illness or hospitalization of the student;

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

c) Death or extended illness of an immediate family member; or

d) Other extenuating circumstances.

4.1.4 Additional Documentation

Additional documentation and information is required for the following appeals:

a) Students who have previously appealed. In these cases, students must provide appropriate supporting documentation;

b) Students exceeding the maximum time frame for degree, teacher licensure or graduate certificate program completion. In these cases, students must provide an approved course plan that corresponds with a graduation or program completion date;

c) Students that cannot meet the cumulative Financial Aid GPA and/or 2/3 Successful Completion Rate requirement after one probationary term. In these cases, students must provide an enrollment plan that corresponds with a date in which the student will meet the cumulative Financial Aid and/or 2/3 Successful Completion Rate requirement; and

d) As otherwise requested by the Office of Scholarships and Financial Aid.

4.2 Appeal Decision and Probation

4.2.1 After review of the Eligibility Appeal, students may be approved for receipt of financial aid for one term, and will be considered on financial aid probation during that term.

4.2.2 Students that are not able to meet the Satisfactory Academic Progress standards after one probationary term may be placed on an Academic Plan, which will outline the requirements for meeting the Satisfactory Academic Progress requirements for the remainder of the probationary term. All students placed on an Academic Plan are considered to be on financial aid probation.

4.2.3 If the student’s academic progress does not meet the Satisfactory Academic Progress standards at the end of the probationary term, the student may be denied financial aid.

4.3 Eligibility Reinstatement Without Appeal

Students meeting Satisfactory Academic Progress standards after any term may be evaluated to regain eligibility without appeal.

5. NOTIFICATIONS

5.1 Satisfactory Academic Progress for Aid Eligibility Status

Students may view the status of their Satisfactory Academic Progress for Aid Eligibility in MyPack Portal.

5.2 Loss of Eligibility

Students are emailed notification of their loss of aid eligibility, instructions on how to view unmet SAP requirements in MyPack Portal, and instructions on how to appeal for an exception due to extenuating circumstances.

5.3 Appeal Decision

Students are emailed their appeal decision and any requirements the students must meet.