Satisfactory Academic Progress (SAP) policy

Policy on Satisfactory Academic Progress (SAP) for students who receive US Title IV funding (W D Ford Federal Direct Loans).

1. Overview

All students who receive US Title IV funding (W D Ford Federal Direct Loans) whilst studying at the University of Leeds are required to make satisfactory academic progress (SAP) against the University’s defined and enforced standards for taught (Bachelor and Masters degrees) or code of practice for research (Doctoral degree) programmes (PDF) in order to continue to be eligible to receive Title IV funding.

Although the University has an institutional policy for standard academic achievement, this policy relates specifically to US students in receipt of Title IV funding. It should be noted that the University standards for all enrolled students on the same course apply to all regardless of the individual student’s source of funding.

The US Department of Education requires that the University of Leeds, in line with CFR 34 688.34, regularly checks a student’s progression to ensure they are meeting the criteria outlined in the following sections. The checks are measured both qualitatively and quantitatively as described in the following sections.

This policy is separated into three distinct sections which relate the type of degree a student is studying:

Section 2, Bachelor degree SAP policy
Section 3, Masters degree SAP policy
Section 4, Doctoral degree SAP policy

The University of Leeds determines SAP differently based on the type of degree a student is studying. This includes differences in how we check the qualitatively and quantitatively progression, the regularity in which we carry out the check, and how the check is performed.

The following sections will detail for each degree type how we measure the qualitative and quantitative progression, the regularity of SAP checks, what happens if SAP is not met, probationary periods that may apply, and any appeal that students can make if SAP is not met.

2. Bachelor degree SAP policy

(a) Frequency of SAP checks

Bachelor degrees are multi-year programmes. In accordance with CFR 34 668.34, SAP will be checked annually prior to the start of the new academic year once grades are conferred as part of the progression exercise.

The US Loans Administration team will review the student record to ensure they are recorded as ‘permitted to progress’ by the academic team in their school.

Students are required to meet the following quantitative and qualitative measurements (which are based on the University’s academic regulations for taught programmes) to be ‘permitted to progress’ into the next academic year.

(b) Quantitative measurement

US Title IV regulations state that a student must complete their programme of study in a maximum of 150% of the normal time taken to complete the programme. This time scale is known as the ‘maximum timeframe’ (CFR 34 668.34(a)(5)(ii)).

Students in receipt of Title IV funding who are unable to complete their Bachelor degree programme of study within the ‘maximum timeframe’ will become ineligible to receive further Title IV funding. This is not strictly a measurement of time but of progression through the programme.

The University US Loans Administration team will calculate the number of credits attempted and passed at the point of each SAP check to ensure students are progressing at an acceptable rate of study in line with the University’s academic regulations for taught programmes.

This quantitative measure is affected by course incompletes, withdrawals, or repetitions, or transfers of credit from other institutions. Credit hours from another institution that are accepted toward the current educational programme counts as both attempted and completed hours (CFR 34 668.34(a)(6)).

The University’s academic regulations for taught programmes (8.3) states that a student studying a Bachelor degree ‘must have been awarded at least 100 credits in the previous programme year in order to progress’. This is a rate of study equivalent to 83.3%. If a student fails to pass 100 credits in a given academic year and does not progress into the next year of study, then they will fail to meet the quantitative measurement as per this policy.

(c) Qualitative measurement

CFR 34 668.34(a)(4)(ii) states, ‘the student must […] have academic standing consistent with the institution's requirements for graduation’, maintaining good academic standing throughout.

Bachelor degree students are expected to maintain an average grade of at least 40 (Third Class) to enable them to graduate from their degree course (see academic regulations for taught programmes, 10.4.7).

Grades are ratified at the end of each academic year to determine eligibility to progress into the next academic session, or graduate from a degree programme. If the expected grade average is not achieved the student will be offered the opportunity to resit any required assessment at the end of the year to ensure they maintain good academic standing.

(d) How SAP is determined

Prior to the start of each academic year the University US Loans Administration team will review the student record to ensure they are recorded as ‘permitted to progress’.

Students are required to meet both the quantitative and qualitative measurements set out in sections 2(b) and 2(c) (which are based on the University’s academic regulations for taught programmes) to be ‘permitted to progress’ into the next academic year.

If a student is not marked as ‘permitted to progress’ and does not progress into the next year of study they will considered not to be making SAP.

(e) If a student does not make SAP

If, following the progression exercise, a student has not passed 100 credits specific to their current level of study (quantitative) with an average mark of at least 40 (Third Class) (qualitative) they will not be marked as ‘permitted to progress’ and not be making SAP.

The University US Loan Administration team will contact the student directly by email. This will serve to notify the student of the impact this will have on their eligibility to receive Title IV funding and to inform them they are not making SAP.

Instructions will also be provided on what action the student can take next (see Section 6, Appeals).

Students who are studying a Bachelor degree cannot be put on a financial aid warning or a probation period as SAP is not checked prior to each payment period.

If it is determined that a student is not making SAP and therefore ineligible to receive Title IV funding they can submit an appeal to the Student Funding Manager (see Section 6, Appeals).

3. Masters degree SAP policy

(a) Frequency of SAP checks

In accordance with CFR 34 668.34, SAP will be checked prior to each payment period as the majority of Masters degree programmes at the University of Leeds are one year in duration. Even if the duration of the programme is greater than one year, checks will still be carried out prior to each payment period.

However, where the programme duration is greater than one year an additional check will be carried out prior to the start of each subsequent academic year to ensure the student is recorded as ‘permitted to progress’ by the academic team in their school.

Prior to each payment period the US Loans Administration team will ensure a Masters degree student continues to be registered (determined by a review of the student’s record) and therefore meeting the following quantitative and qualitative measurements (which are based on the University’s academic regulations for taught programmes).

(b) Quantitative measurement

34 CFR 668.34(5)(i) sets out the ‘maximum timeframe’ as defined in paragraph (b). In reference to graduate programmes (Masters degrees are graduate programmes) the ‘maximum timeframe’ is ‘a period defined by the institution that is based on the length of the educational program’.

The University’s academic regulations for taught programmes (6.1.3) sets out the maximum period of registration as ‘24 months after the expiry of the minimum period of study prescribed for their programme’. Whilst a student may have up to 24 months following the expiry of their minimum period of study to obtain the credits required to graduate this does not mean they would automatically be eligible to receive Title IV funding during such a period.

A Masters degree has a maximum credit load of 180 and a student must pass at least 150 credits by the end of the academic year to meet the minimum required credit volume to graduate (see academic regulations for taught programmes, Table A). This is a rate of study of 83.3%.

Prior to each payment period, a student must have completed a minimum of 50 credits (rate of study of 83.3%) in the previous period to meet this quantitative measure.

The US Loans Administration team will review the student record prior to each payment period to confirm the student continues to be registered on their programme to confirm this quantitative measurement is being met.

Previous study at another institution including, incomplete study, withdrawals, repetitions, and transferred credits will all also be taken into account when checking the quantitative measurement.

(c) Qualitative measurement

CFR 34 668.34(a)(4)(ii) states, ‘the student must […] have academic standing consistent with the institution's requirements for graduation’, maintaining good academic standing throughout.

Masters degree students are expected to maintain an average grade of at least 50 (Pass) to enable them to graduate from their degree course (see academic regulations for taught programmes, 10.1.1).

Failing to achieve a mark of 50 in a specific module at the point a SAP check is carried out does not necessarily mean that SAP is not being made. The qualitative measure is based on the average mark at the point a check is carried out. In line with the academic regulation it is possible to resit or resubmit and assessment at the next available opportunity where the minimum mark is not achieved.

(d) How SAP is determined

Prior to each payment period the US Loans Administration team will ensure a Masters degree student continues to be registered (determined by a review of the student’s record) and therefore meeting the quantitative and qualitative measurements set out sections 3(a) and 3(b) (which are based on the University’s academic regulations for taught programmes).

(e) If a student does not make SAP

If, following a SAP check prior to a payment period, a student studying a Masters degree is determined to not be making SAP the US Loan Administration team will contact them directly by email.

This will serve to notify the student of the impact this will have on their eligibility to receive Title IV funding and to inform them they are not meeting SAP. Instructions will also be provided on what action the student can take next.

In such cases, a student may be issued with a financial aid warning covering one payment period (see section 5, Financial aid warning).

The student must be making SAP by the end of the payment period the financial aid warning covers to become eligible to continue receiving Title IV funding (see Section 7, How to re-establish Title IV Funding eligibility for more details).

A student who is deemed to not be making SAP, or is placed on a financial aid warning has the right to appeal the decision (see Section 6, Appeals for further information).

4. Doctoral degree SAP policy

(a) Frequency of SAP check

CFR 34 668.34 states that SAP must be check at least annually for multi-year programmes. The US Loans Administration team carry out a check in advance of the second payment period of the award year which requires the academic supervisor to complete an online SAP form confirming that the student has passed the most recent progress review meeting (see sections 4(b), 4(c), and 4(d) of this page for more detail).

(b) Quantitative measure

34 CFR 668.34(5)(i) sets out the ‘maximum timeframe’ as defined in paragraph (b). In reference to graduate programmes, the ‘maximum timeframe’ is ‘a period defined by the institution that is based on the length of the educational program’. The maximum time periods for Doctoral degrees can be found on the How long does a research degree take? page.

A standard Doctoral degree at the University of has a maximum duration of four years. We define the ‘maximum timeframe’ as 150% of the maximum duration, meaning a student can receive Title IV funding for up to six years, providing they meet the qualitative measure throughout. This is inclusive of writing up periods, viva voce preparation, and any period of correction.

(c) Qualitative measure

Doctoral programmes at the University of Leeds do not have an associated credit values and are therefore considered to be pass/fail programmes. However, the code of practice for research degree candidature (PDF) states that progress will be monitored formally at regular intervals (7.1) as part of the First Formal Progress Review (FFPR), the subsequent Annual Progress Review (APR), or as part of the Progress Support Process (PSP).

Passing a progress review will be considered evidence that the qualitative measure is being met.

(d) How SAP is determined

To confirm the quantitative and qualitative measurements are being met, the US Loans Administration team will request confirmation from the primary supervisor that the student has demonstrated in either the FFPR, the APR, or the PSP that they are meeting the required academic objectives.

Supervisors will be asked to complete an online form to confirm this information prior to the second payment period in each academic year to ensure we are confirming SAP against the most recent progress review.

(e) If a student does not make SAP

If, following a SAP check a student studying a Doctoral degree is determined to not be making SAP, the US Loan Administration team will contact them directly by email. This will serve to notify the student of the impact this will have on their eligibility to receive Title IV funding and to inform them they are not meeting SAP. Instructions will also be provided on what action the student can take next.

In such cases a student may be issued with a financial aid warning covering one payment period (see section 5, Financial aid warning). The student must be making SAP by the end of the payment period the financial aid warning covers to become eligible to continue receiving Title IV funding (see Section 7, How to re-establish Title IV Funding eligibility for more details).

A student who is deemed to not be making SAP or is placed on a financial aid warning has the right to appeal the decision (see Section 6, Appeals for further information).

5. Financial Aid warning

If a student is no longer maintaining SAP they will be advised in writing by US Loans Administration team and issued with a ‘financial aid warning’. This warning will last for one payment period (that is until the next disbursement) during which time student can still receive financial aid.

Instructions will be provided to the student by email regarding how to submit an appeal and the timescales within which the appeal must be submitted (see section 6, Appeals).

Please note, students studying a Bachelor degree cannot be issued with a financial aid warning as SAP is determined annually and not prior to each payment period.

6. Appeals

The University does not have the right to waive the SAP requirement for any student.

If a student fails to make SAP then they will lose their eligibility to receive Title IV funding. However, students may submit an appeal following notification that they are not making SAP and will be given the opportunity to demonstrate exceptional circumstances.

The appeal should be submitted to the Student Funding manager.

Exceptional circumstances may include:

the death of a relative (parent, spouse, sibling, child)
the extended illness of an immediate family member (parent, spouse, sibling, child)
the extended illness of or injury to the student
other special circumstances as determined by the Student Funding manager.

Students will be required to indicate why they believe financial aid should not be terminated and state what has changed in their situation that will allow them to meet satisfactory academic progress at the next evaluation date.

Students will also be required to supply documentary evidence in support of their appeal. This may include:

a copy of death certificate.
a medical certificate from a registered doctor or psychiatrist.
a statement from tutor or other senior school official.
bank statements or financial accounts.
other relevant evidence specific to the appeal.

The student will also be required to submit information to evidence what has changed that will enable them to once again meet the SAP requirements at the next evaluation point (CFR 34 668.34 (a)(9)(iii)). This may include:

an agreed academic plan, drawn up by a supervisor or tutor, that shows a clear set of steps that are required to meet revised outcomes
evidence of grades obtained as part of resits showing modules previously fail have been passed.

All appeals should be submitted in writing along with supporting documentation to:

Alison Jackson – Student Funding Manager
Student Funding
Level 9, Marjorie and Arnold Ziff Building
Leeds University
LS2 9JT

Disbursement of Title IV funding will not be made while an appeal is being processed.

(a) Communication of the appeal outcome

The outcome of the appeal will be communicated to the student in writing within 21 days of submission providing all necessary supporting evidence is complete. The outcome of the appeal is final.

(b) Financial aid probation

Once a student has successfully appealed a decision they will be placed on financial aid probation, and continue to be eligible to receive Title IV funding for one further payment period (CFR 34 668.34 (a)(8)(i)).

7. How to re-establish Title IV eligibility

Following a period of financial aid warning/probation, or a period of failing SAP, a student will need to demonstrate that they have fulfilled the original academic requirements that had not been met, leading them to failing SAP. This will generally be through resubmission of assessment but can also be via formal confirmation from a supervisor in the case of research students.

For all undergraduate and taught postgraduate students (non-research) a check will also be carried out to ensure they can complete the remainder of the course within 150% maximum timeframe prior to any Title IV funding being reinstated.

Students exceeding the 150% time limit cannot receive federal aid and cannot be reinstated at any point.

US Loan Administration team

University of Leeds

Definitions – CFR 34 668.34 (b)

Appeal

Appeal means a process by which a student who is not meeting the institution's satisfactory academic progress standards petitions the institution for reconsideration of the student's eligibility for title IV, HEA program assistance.

Financial aid probation

Financial aid probation means a status assigned by an institution to a student who fails to make satisfactory academic progress and who has appealed and has had eligibility for aid reinstated.

Financial aid warning

Financial aid warning means a status assigned to a student who fails to make satisfactory academic progress at an institution that evaluates academic progress at the end of each payment period.

Maximum timeframe

For an undergraduate program measured in credit hours, the maximum timeframe is a period that is no longer than 150 percent of the published length of the educational program, as measured in credit hours, or expressed in calendar time;
For an undergraduate program measured in clock hours, the maximum timeframe is a period that is no longer than 150 percent of the published length of the educational program, as measured by the cumulative number of clock hours the student is required to complete and expressed in calendar time; and
For a graduate program, the maximum timeframe is a period defined by the institution based on the length of the educational program.