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Satisfactory Academic Progress (SAP) for USA Direct Loan
Program Recipients
Approving authority
Pro Vice Chancellor (International)
Approval date
21 May 2015
Advisor
Manager, Financial Aid and Sponsorships (International)
intl-financialaid@griffith.edu.au
Next scheduled review
2020
Document URL
http://policies.griffith.edu.au/pdf/SAP for USA Direct Loan Program
Recipients.pdf
TRIM document
2015/6008023
Description
This policy specifies the eligibility of a qualified student to participate in the
USA Direct Loan (DL) Program. Participation is based on a student's
satisfactory academic progress and timeframe in which they successfully
complete a program of study.
Related documents
Academic Standing, Progression and Exclusion Policy
US Federal Student Aid Handbook
Student Review and Appeals Policy
Student Review and Appeals Procedures
Review of a Decision Form
[Introduction] [Scope and Eligibility] [Satisfactory Academic Progress - GPA] [Maximum Timeframe]
[Warning and Suspension] [Review and Appeal Against Suspension] [Probation] [Re-establishment of
Satisfactory Academic Progress] [Withdrawal from Study]
1.
INTRODUCTION
All students applying for or receiving US Federal Aid (Direct Loan subsidised, Direct Loan
unsubsidised and Direct Loan PLUS) at Griffith University must progress satisfactorily towards
completion of their academic program.
Griffith University is required by US Federal law (34 CFR 668.32(f), 34 CFR 668.34, 34 CFR
668.16(e) to define and enforce standards of Satisfactory Academic Progress (SAP) for students
receiving Federal Student Aid.
2.
SCOPE AND ELIGIBILITY
This policy applies to students applying for or receiving US Federal Aid (Direct Loan subsidised,
Direct Loan unsubsidised and Direct Loan PLUS).
To remain eligible for Federal Student Aid, an international student must make Satisfactory Academic
Progress (SAP) in accordance with this Policy. A student’s eligibility will be evaluated at the end of
each semester. The evaluation will consider a student’s progress under the following categories:
a) Academic Standing (including Griffith University’s Academic Standing, Progression and
Exclusion Policy)
b) Pace of Progression
c) Maximum Timeframe.
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Satisfactory Academic Progress (SAP) for USA Direct Loan Program Recipients
Students are entitled to modify their enrolment within the first two weeks of each semester and retain
eligibility for Federal Student Aid, provided they do not drop below half-time enrolment during a
semester of study.
The International Financial Aid Office is responsible for evaluating a students' continued eligibility for
US Federal Student Aid.
3.
SATISFACTORY ACADEMIC PROGRESS (SAP) - GPA
A Direct Loan Federal Aid student is required under section 497(e) of the USA Higher Education Act
to have a Cumulative GPA of 2.0 or higher on the USA 4.0 Grading scale.
Direct Loan students studying at Griffith University are required to maintain a Cumulative GPA of
5.0 (Australian 7.0 scale) to meet SAP requirements for the purpose of Federal Financial Aid.
The USA 4.0 GPA scale is converted to the Australian 7.0 GPA as shown below.
Australian Scale
USA Scale
7.0 (High Distinction)
4
6.0 (Distinction)
3
5.0 (Credit)
2
4.0 (Pass) and (Non-graded Pass*)
1
3.0 (Fail)
0
2.0 (Fail)
0
1.0 (Fail)
0
Withdrawn with Fail (WF)
0
Fail no submission of assessment (FNS)
0
* A non-graded pass is not normally included in a GPA calculation, but if included, the assigned grade value
is 4 (on the Australian grading scale).
The cumulative career GPA is calculated by summing over all attempts at all courses, excluding
courses with a grade of Non-graded Pass (NGP).
Griffith University’s GPA is converted to the USA 4.0 scale using the following formula: Total Credit
Points / Term Total x 10 = GPA on USA 4.0 scale.
A minimum GPA of 5 (2.0 on the US scale) is required to meet SAP requirements. The table below
shows the Griffith University GPA and USA GPA equivalences.
For example, a new student that commenced in semester 1/2011 has a Direct Loan for the 2011
financial aid award year and needs to Satisfy SAP for USA loan students. The student has taken 40
credit points in his/her first semester. The minimum GPA the student needs to meet the Satisfactory
Academic Progress at the end of the semester is a GPA of 5.0.
Grades (based on 4 courses per
semester worth 40 CP)
2
Griffith GPA
required for SAP
USA Grade
4 Credits
5.0
2.0
2 Distinctions + 2 Passes
5.0
2.0
1 High Distinction + 1 Credit + 2 Passes
5.0
2.0
1 High Distinction + 3 Passes
4.75
1.75
3 Credits + 1 Pass
4.75
1.75
4 Passes
4.0
1.0
Satisfactory Academic Progress (SAP) for USA Direct Loan Program Recipients
An academic grade will only be considered for evaluating SAP once it has been posted to a student’s
academic record.
The following grades are not included in the GPA calculation to determine SAP:

W – Withdrew

CTG – Continuing

T – Transfer Credit (however is included in maximum timeframe calculation).
The following grades, which are applied to a student’s academic record to identify an incomplete
course, are not considered when evaluating SAP:

RW – Result Withheld

UNF – Unfinalised

DEF – Deferred Examination

SUP or SSP – Supplementary Assessment.
3.1
PhD Students – Maintaining Satisfactory Academic Progress
Students undertaking a PhD program are required to meet maximum timeframe and SAP
requirements. The International Student Financial Aid Office will confirm SAP using the
Statement of Progress obtained from the HDR Student Centre.
Loan funds will not be disbursed until proof of SAP as defined by this policy has been provided
to the International Student Financial Aid Office.
4.
MAXIMUM TIMEFRAME
Griffith University is required by US Federal law (34 CFR 668.8(k)) to enforce a maximum timeframe
for which a student can receive Federal Student Aid.
An undergraduate student is entitled to receive Federal Student Aid for 150% of the allocated
program timeframe.
1) 3 year degree – eligibility for aid is 4.5 years
2) 4 year degree – eligibility for aid is 6 years
3) 5 year degree – eligibility for aid is 7.5 years.
A graduate student is entitled to receive Federal Student Aid for 150% of the allocated program
timeframe.
1) 1 year postgraduate degree – eligibility for aid is 1.5 years
2) 2 year postgraduate degree – eligibility for aid is 3 years
3) 3 year postgraduate degree – eligibility for aid is 4.5 years.
A student becomes ineligible for US Federal Student Aid when it is identified that the student WILL
exceed the maximum timeframe, NOT at the point when they reach the maximum timeframe.
5.
WARNING AND SUSPENSION
5.1
Federal Student Aid Warning Letter
Students who do not meet the SAP requirements (refer Sections 3 and 4) at the end of a
semester, will receive a Federal Aid Warning Letter. The warning letter will be sent to the
student’s Griffith University email account.
A student remains eligible to receive Federal Student Aid for the semester immediately
following receipt of a Federal Aid Warning letter. The student is required to make SAP at the
end of that semester.
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Satisfactory Academic Progress (SAP) for USA Direct Loan Program Recipients
A student who fails to attain SAP at the end of the semester immediately following receipt of
the Federal Aid Warning letter will have their Federal Student Aid suspended.
5.2
Notification of Suspension of US Federal Student Aid
A student’s eligibility for US Federal Student Aid will be suspended if they fail to meet the SAP
requirements (refer Section 3) for 2 consecutive semesters, or if it is identified they will not
complete their degree within the maximum timeframe (refer Section 4).
A Notice of Suspension of Federal Student Aid will be sent to the student’s Griffith University
email account.
Students whose Federal Student Aid is suspended will be eligible to re-apply if they meet SAP
requirements in a subsequent semester.
Students may appeal their suspension of Federal Student Aid. Please refer to Section 6
Review and Appeal Against Suspension of Federal Student Aid.
6.
REVIEW AND APPEAL AGAINST SUSPENSION OF FEDERAL STUDENT AID
A student may apply for review of a decision of the International Financial Aid Office made under the
provisions of this policy to the Associate Director, International Administration, Griffith International.
The student must first meet with a Griffith International Student Advisor to discuss the reason/s they
were unable to make SAP and how they propose to make SAP in the future. After meeting with an
International Student Advisor, the student may make an application for review within 10 working days
of the Notice of Suspension. The application is to be made using the Review of a Decision form, in
accordance with the University’s Student Review and Appeals Policy and Student Review and
Appeals Procedures.
Satisfactory Academic Progress: - the application for review of decision must include details on:
a) why the student failed to meet SAP, and
b) how their circumstances have improved in such a way to allow them to make SAP in the
following semester.
Maximum Timeframe: - the application for review must include:
a) a study plan approved by Student Administration outlining a completion pathway and new
completion date
b) a copy of the Academic Intervention Plan approved and signed by both the student and the
International Student Advisor
c) a statement advising the circumstances that have caused or will continue to cause study to
extend past the maximum timeframe allowed. If the circumstances will continue into the
future the statement should also include how the student plans to manage these
circumstances to enable successful completion by the new completion date.
The outcome of the review will be sent to the student’s Griffith University email account and the
International Financial Aid Office within ten (10) working days from the date of receipt of the request
to review the Notice of Suspension. If the review is successful, the student will again be eligible for
Federal Student Aid.
If the student is dissatisfied with the outcome of the review, he or she may lodge an appeal within 10
working days of notification of the review outcome. The appeal must be in writing using a Review of a
Decision form and be lodged with the Pro Vice Chancellor (International) or delegate as Relevant
Senior Officer in accordance with the Student Review and Appeals Policy and Student Review and
Appeals Procedures.
Disbursements of funds will not be made until a successful review and/or appeal outcome and
reversal of the decision to suspend the loan is obtained.
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Satisfactory Academic Progress (SAP) for USA Direct Loan Program Recipients
7.
PROBATION AFTER A SUCCESSFUL APPEAL AGAINST SUSPENSION
A student, who successfully appeals the suspension of their Federal Student Aid, will be placed on
Probation. The student will receive a Federal Student Aid Probation Letter, emailed to their Griffith
University email account.
Probationary status allows a student to receive US Federal Student Aid for ONE semester only.
A student on probation may not receive Federal Student Aid for subsequent semesters UNLESS:
a) the student is now making SAP; or
b) the International Financial Aid Office has determined that the student has met requirements
specified in the Academic Intervention Plan and the student will continue studies as outlined
in the Plan.
If, at the end of the probationary semester, the student has not met the conditions above, the student
will again be suspended from receiving Federal Student Aid. A student can only regain eligibility by
obtaining the required cumulative GPA 5.
An appeal against suspension of Federal Student Aid at the end of the probationary semester is not
permitted.
8.
RE-ESTABLISHMENT OF SATISFACTORY ACADEMIC PROGRESS
A student who loses Federal Student Aid eligibility may regain eligibility from the beginning of the
next semester after meeting SAP which includes obtaining a GPA of 5 and a successful assessment
of completion within the maximum timeframe. A student who regains eligibility during a period of
enrolment (usually a full academic year) is eligible for a loan for the entire period of enrolment in
which SAP is met. This means a student may be eligible for payment of funds for a semester they
have completed within the period of enrolment.
9.
WITHDRAWAL FROM STUDY
If a student withdraws, or is excluded from their degree under the University’s Academic Standing,
Progression and Exclusion Policy within the first 60% of a semester, both the student and the
University may be required to repay a portion of the US Federal Student Aid already disbursed for
that semester. The amount that must be repaid is calculated pro rata based on the student’s
withdrawal date.
The US Department of Education considers 100% of the student’s aid earned (i.e. no repayment will
be required) if the withdrawal or exclusion date occurred after the completion of 60% of the semester.
In determining the percentage of the semester completed, Griffith University counts all calendar days
except scheduled breaks that are five (5) days or longer.
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Satisfactory Academic Progress (SAP) for USA Direct Loan Program Recipients