Procedure 2.9.1 - Academic Standing & Financial Aid Satisfactory Academic Progress

Minnesota State Procedure

Part 1: Purpose

To establish consistent practices for the effective and responsible management of federal and state student financial aid, and to ensure compliance with federal and state regulatory requirements.

Part 2: Definitions

Academic Success Plan

A plan developed between the institution and the student that stipulates the GPA and completion rate standards a student must meet to remain enrolled and ensure the student can meet the satisfactory progress standards by a specific time.

Developmental Coursework

Courses numbered below college level 0-999 designed to prepare students for study at the postsecondary level.

Financial Aid Suspension of Students on Warning Status

A student on financial aid suspension status is not eligible to receive financial aid. Students whose financial aid eligibility has been suspended may regain their eligibility only through the institution’s appeal process or when they are again meeting the institution’s financial aid satisfactory academic progress cumulative grade point average and completion percentage standards.

Fresh Start

Attempted credits and grades earned that are not used in the calculation of a student’s grade point average. Fresh Start does not apply to a student’s financial aid eligibility.

Maximum Time Frame

The maximum number of cumulative attempted credits within which a student must complete their academic program.

Payment Period

Institutions shall measure Satisfactory Academic Progress at the end of each academic semester/term.

Probation Status

A status under which a student who has successfully appealed a suspension shall regain their financial aid eligibility for one payment period, after which they must either have met the institution’s cumulative GPA and Completion Percentage standards, or have successfully completed the requirements of an academic success plan developed for the student by the institution.

Qualitative Measure

The Grade Point Average (GPA) a student must maintain in order to retain financial aid eligibility.

Quantitative Measure

The “pace” at which a student must progress through their program to retain financial aid eligibility.

Remedial/Developmental credits

Credits earned from developmental courses that are numbered 0-999. Referred to as “remedial” credits in federal financial aid regulations.

Required Completion Percentage

The percentage of cumulative attempted credits that a student must successfully complete in order to retain financial aid eligibility.

Warning Status

A status under which a student shall continue to retain their financial aid eligibility for one payment period despite a determination that they have not met either an institution’s grade point average standards, or completion percentage standard or both.

Part 3: Qualitative Measures of Progress

Subpart A: Grade Point Average

All students are required to maintain a minimum cumulative GPA of 2.0. All LSC credits are included in the calculations. Determining financial aid satisfactory progress begins with the first credit. Evaluation for determining satisfactory academic progress, however, does not begin until after the student has attempted their 5^th credit, unless this would prevent a student from meeting the standards by the time of their completion of the program. Grades of A, B, C, D, F and FN will be included in the GPA calculation.

Part 4: Quantitative Measure of Progress

Subpart A: Required Completion Percentage

All students are required to complete a minimum of 66.66% of cumulative registered credits. All credits are included in the calculations Evaluation for determining satisfactory academic progress, however, does not begin until after the student has attempted their 5^th credit, unless this would prevent a student from meeting the standards by the time of their completion of the program. Determining financial aid satisfactory progress begins with the first credit.

At the end of each semester, the college shall compare the number of credits the student successfully completed to the number of credits the student attempted to determine whether the student is progressing at a rate that will allow completion of the program within the maximum time frame. Non-developmental courses for which a student receives a letter grade of A, B, C, D, and P are included in the calculation of cumulative credit completion percentage as courses successfully completed.

Courses for which a student receives a letter grade of I, IP, NC, W, F and FN will be treated as credits attempted but not successfully completed. Blank (Z) grades will be treated as credits attempted but not successfully completed. Audited courses (V) are not counted into the calculation for either GPA or completion rate.

Subpart B: Financial Aid Recipients Maximum Time Frame for Program Completion

All students are expected to complete their program within an acceptable period of time. The maximum time frame for financial aid recipients is 150% of the published credit length of their program. For example, the maximum timeframe for a 60-credit program is 90 attempted credits. A student exceeds maximum timeframe when it is mathematically impossible for them to complete their program in the allotted credits. Up to 30 attempted credits of developmental courses are exempt from a student’s 150% completion rate.

The maximum time frame pertains to any student seeking financial aid eligibility regardless as to whether the student received financial aid for attempted credits in the past.

Students who have only one active program at LSC will lose their eligibility for financial aid when the total number of attempted credits in combination with accepted transfer credits is equal to or more than 150% of the credit length of their active program. Withdrawals are considered attempted credits.

Students with more than one active program will lose their eligibility for financial aid when the total number of attempted credits is equal to or more than 150% of the credit length of the program they are actively pursuing.

Each semester the college will project a student’s ability to meet academic standards prior to the end of their program. If it is projected that the student cannot meet academic standards within 150% of the credits required to graduate, or the student cannot earn a cumulative grade point average of 2.0, the student will be immediately suspended from financial aid eligibility.

Part 5: Evaluation Period

All students with registered credits during a semester/term will be evaluated against the satisfactory academic progress standards at the end of the payment period. Minimum satisfactory progress requirements must be met after the completion of the 5^th attempted credit. All credits attempted are included in the cumulative calculation.

Non-standard classes shall be evaluated on the basis of the semester or payment period in which they are scheduled.

Part 6: Failure to Meet Standards

Subpart A: Financial Aid and Academic Warning

1. Warning status. If at the end of the payment period a student has not met either the institution’s grade point average standard or required completion percentage standard, the institution shall allow that student to remain enrolled and retain their financial aid eligibility under a warning status for one payment period.
2. Reinstatement of students on warning status. If at the end of the warning period a student who has been on warning status has met both the institution’s cumulative grade point average and completion percentage status, the institution shall end the student’s warning status.
3. If a student on warning fails to meet the cumulative measures at the end of their warning period but achieves a 2.5 and 100% completion for that term, the stop-out period may be waived, and the student may enroll after completion of an academic success plan. However, an appeal is required for reinstatement of financial aid.

Subpart B: Financial Aid and Academic Suspension of Students on Warning Status

If at the end of the warning period a student who has been on warning status has not met both the institution’s cumulative grade point average and completion percentage standards, the institution shall suspend the student immediately upon completion of the evaluation.

Subpart C: Financial Aid Suspension of Students for Other Reasons

1. Suspension for maximum time frame failure. If at the end of the payment period a student has failed to meet the institution’s standard for measurement of maximum time frame, the institution shall suspend the student from financial aid eligibility upon completion of the evaluation.
2. Suspension for extraordinary circumstances. Students may immediately be suspended in the event of extraordinary circumstances, including but not limited to previously suspended and (reinstated) students whose academic performance falls below acceptable standards during a subsequent term of enrollment; students who register for courses, receive financial aid and do not attend any classes; and students whose attendance patterns provide evidence of misuse of the receipt of financial aid.
3. Suspension for inability to meet program requirements within the maximum timeframe. If at the end of any payment period the institution determines that it is not possible for a student to raise their GPA or course completion percentage to meet the institution’s standards before the student would reach the end of the program for which the student is receiving financial aid, the institution shall suspend the student from financial aid eligibility immediately upon completion of the evaluation.

Part 7: Appeals and Probation

Subpart A: Appeals

Students may request to waive the sit-out period in cases where the student can demonstrate/document that the circumstances that led to their suspension no longer exist or impact the student or there were extenuating circumstances beyond the student’s control. The process for appealing for academic reinstatement is as follows:

1. All students must submit a written appeal that includes an explanation why the student failed to make satisfactory academic progress and what has changed in the student’s situation to allow the student to demonstrate satisfactory progress at the end of the next payment period.
2. The deadline to appeal is the Tuesday prior to the start of the semester. The deadline to complete an academic success plan is the Friday before the start of the semester.
3. Appeals must also meet one of the criteria listed. Meeting one or more of these criteria does not guarantee a student’s appeal will be automatically approved:
4. Extenuating Circumstances beyond the student’s control and supporting documentation as defined below. Examples may include:

   Extenuating Circumstance: Chronic ongoing medical condition or illness that prevented attendance for two or more weeks.
   Documentation Example: Signed letter from physician or health care provider on letterhead with dates that coincide with enrollment period, accident/hospital report, or completion of health care provider form included with appeal form.

   Extenuating Circumstance: Unexpected military activation.
   Documentation Example: Deployment orders with dates coinciding with enrollment period.

   Extenuating Circumstance: Death in the family, student’s injury or illness or other special circumstances as determined by the institution.
   Documentation Example: Legal documentation of death (i.e. death certificate). For dependent adult you must also provide proof that either yourself or deceased were a primary caretaker of the other.

   Extenuating Circumstance: Legal circumstances.
   Documentation Example: Legal documentation (i.e. police report, order of protection).

   Extenuating Circumstance: Other
   Documentation Example: LSC is committed to equitable processes. Students with extenuating circumstances who are unable to provide documentation as listed above are encouraged to visit with an advisor to discuss options for an appeal.

5. An institution shall notify a student in writing of the result of all appeals. Notification of approved appeals shall include the standards that the student is expected to meet or the academic success plan that the student is expected to complete in order to retain financial aid eligibility at the end of the next payment period. Notification of denied appeals shall describe the reason(s) for the denial and the institution’s process for appealing that denial.

Subpart B: Probation

A student who fails to make satisfactory academic progress will be placed on suspension. Academic reinstatement is determined separately from reinstatement of financial aid eligibility.

Students who are suspended for the first time from LSC are required to sit out on semester prior to re-entry without financial aid.

Suspended at end of: Fall Semester
Earliest Semester to Return: Summer following suspension

Suspended at end of: Spring Semester
Earliest Semester to Return: Fall following suspension

Suspended at end of: Summer Semester
Earliest Semester to Return: Spring following suspension

Students on a second or subsequent suspension are required to sit out for one full year before re-entry without financial aid.

All students who are re-enrolling after academic and/or financial aid suspension will enter on probation for one payment period and must meet with an Advisor to complete an Academic Success Plan and comply with any specific conditions established in the plan or LSC policy. Failure to do so will result in immediate suspension.

Subpart C: Probationary Status

A student who has successfully appealed shall be placed on probation for one payment period. If at the end of the next payment period, a student on probation status:

1. Has met the institution’s cumulative grade point average and completion percentage standards, the student shall be returned to good academic standing.
2. Has not met the institution’s cumulative grade point average and completion percentage standards but has earned a 2.5 or better and completed 100% of semester credits and met the conditions specified in their academic success plan, the student shall retain their financial aid eligibility under an academic success plan for a subsequent payment period.
3. Has not met the institution’s cumulative grade point average and completion percentage standards and has also not met the conditions specified in their academic success plan, the student shall be re-suspended immediately upon completion of the evaluation.

Subpart D: Request for Reconsideration of Academic or Financial Appeal for Financial Aid Reinstatement

Students whose academic reinstatement appeals are denied may submit a request for reconsideration to the Vice President of Academic and Student Affairs within 10 calendar days of the appeal decision or prior to the first day of the term, whichever comes first. Requests for reconsideration of financial aid reinstatement to the Vice President of Administration are also considered within the same timeframe. In either case, the decision of the Vice President is final and binding. These requests must include a copy of the initially denied suspension appeal and must include additional documentation not provided in the initial appeal.

Part 8: Notification

The college will notify the student via their student email account any time the student is placed in warning status or suspended from the institution. Notification of warning status will include the conditions of the warning status. Notification of suspension will include the process by which a student may appeal for reinstatement.

The college shall notify a student via their student e-mail any time a student is placed on probation and shall include the standards the student is expected to meet or the academic success plan the student is expected to complete in order to remain enrolled and/or retain financial aid eligibility at the end of the next payment period.

Part 9: Reinstatement

Subpart A: Exceptions to Appeals Process

Students who have been suspended may regain their eligibility only through the college’s appeal process or when they are again meeting the college’s cumulative academic progress qualitative and quantitative standards. Neither paying for one’s own classes nor sitting out a period of time is sufficient in and of itself to re-establish a student’s financial aid eligibility. Exceptions to this rule are as listed:

1. The Director of Workforce/CECT has the discretion to authorize an exception to allow a student to enroll in courses required by their employer and offered through the division of Workforce/CECT.

Part 10: Treatment of Grades

Courses for which a student receives a letter grade of A, B, C, D, and P are included in the calculation of cumulative credit completion percentage as courses successfully completed. Courses for which a student receives a letter grade of I, IP, NC, W, F and FN will be treated as credits attempted but not successfully completed. Blank (Z) grades will be treated as credits attempted but not successfully completed. Audited courses (V) are not counted into the calculation.

Subpart A: Fresh Start

Credits for which students have been granted a Fresh Start (See Policy 3.13 Fresh Start) will be recorded and retained in the student data system in such a way that they will be included in both the grade point average and completion percentage measurement of financial aid satisfactory academic progress.

Subpart B: Audited Courses

Audited courses will not be funded by financial aid and are not included in any satisfactory academic progress measurements.

Subpart C: Consortium Credits

Credits for which financial aid is received under a consortium agreement will be recorded in the student data system to be included in cumulative GPA, completion percentage, and maximum time-frame calculations.

Subpart D: Remedial/Developmental

Remedial/developmental are included in the GPA and excluded from the completion percentage measurement of satisfactory academic progress. Up to 30 attempted credits of developmental courses are exempt from a student’s financial aid 150% completion rate.

Subpart E: Repeated Courses

Repeated credits will be calculated into completion percentage for satisfactory academic progress and may be financial aid eligible. The higher grade will be used to calculate cumulative GPA. A student may repeat a course up to two times.

Subpart F: Transfer Credits

Transfer credits accepted by Lake Superior college and applied to the student’s program requirements shall be counted as credits attempted and completed for calculation of cumulative completion percentage. Grades associated with these credits shall not be used in calculating cumulative GPA.

Transfer credits accepted by the college and applied toward a student’s general education, program, or degree requirements will apply toward the maximum timeframe calculation.

Subpart G: Withdrawals and Incompletes

Credits for which a grade of “W” or “I” is received are considered attempted credits but not successfully completed credits for the purpose of monitoring satisfactory academic progress. Thus, a “W” or an “I” does not impact GPA but does negatively impact the cumulative completion percentage.

Subpart H: Program Changes

Maximum timeframe calculations will include previously completed courses that are needed to graduate from the new declared major a student is actively pursuing.

History

Date Implemented: April 4, 2002

Date Updated/Revised: February 14, 2014, July 8, 2015, April 11, 2016

Provisionally approved pending FSGC review: May 26, 2021; President and FSGC approved Sept. 8, 2021

Updated/Revised: March 20, 2024

President's Signature Date: August 1, 2024