Maintaining Financial Aid Eligibility

Federal regulations require Martin Luther College to establish satisfactory academic progress standards for student financial aid recipients. Martin Luther College’s standards of Satisfactory Academic Progress measure a student’s performance in the following three areas: completion rate, cumulative grade point average (GPA), and maximum time frame. The Financial Aid Office is responsible for ensuring that all students who receive federal, state, and institutional financial aid are meeting these standards. Progress is reviewed at the end of each semester. The Standards of Satisfactory Academic Progress apply for all financial assistance programs including Federal Pell Grant, Federal Perkins Loan, Federal Work-Study (FWS) Federal Supplemental Educational Opportunity Grant (FSEOG), Federal Family Education Loans (Stafford and PLUS), as well as assistance from the state and the institution. The only exceptions are Synod prep school tuition refunds and distance grants, which are based solely on being in attendance.

Cumulative GPA

In order to retain financial aid eligibility the student must maintain a cumulative GPA of:

• Following semester I -- 1.70
• Following semester II -- 1.80
• Following semester III -- 1.90
• Following semester IV -- 2.00
• Subsequent semesters -- 2.00

Maximum Time Frame

A student is no longer eligible to receive financial aid once the student has been in full time attendance for more than 150% of the number of semesters normally required to complete the student’s program. A four year program must be completed in twelve semesters. A five year program must be completed in fifteen semesters. A two year certificate program must be completed in six semesters. Students who attend less than full time will have the time of completion appropriately adjusted.

Completion Rate

At the end of each semester, a student’s academic progress will be measured by comparing the number of attempted credit hours with the credit hours earned (i.e., received a grade of A, B, C, or D). This includes any course for which the student has remained enrolled past the Drop/Add period. A student must earn 67 percent of credits attempted to maintain satisfactory academic progress.

The following are considered when evaluating a student’s satisfactory academic progress:

• Withdrawn Classes:
  Under special circumstances a student may withdraw from a course with the approval of the appropriate dean after the first two weeks of the semester and up to two weeks after midterm. For these courses the student’s record shows W and is not counted in computing the grade point average. An unauthorized withdrawal from a class is recorded as an F. This F is counted in the GPA.
• Incomplete Classes:
  Incomplete grades are temporary grades given when a student doing otherwise acceptable work is unable to complete the course assignments for reasons acceptable to the instructor. A first semester incomplete must be converted to a permanent grade by mid-term of the second semester, a second semester incomplete by the end of the summer session, and a summer session incomplete by mid-term of the first semester, or the permanent grade is recorded as an F.
• Pass/Fail Classes:
  Passing credits received for pass/fail courses are considered attempted and earned credits; failing grades in pass/fail courses are considered attempted but not earned.
• Repeated Classes:
  Classes for failed courses that are repeated because they are required for graduation are eligible for financial aid. Repeated courses are included in the calculation of attempted and earned hours. A student is allowed to repeat a course only twice.
• Audit Classes:
  Audited courses are not considered credits attempted or earned.
• Remedial Classes:
  Remedial courses are included in the calculation of both attempted and earned hours.
• Transfer Students:
  Transfer credits do not count in the calculation of the GPA, but they are included in the calculation of both attempted and earned hours.
• Change of Major:
  If a student changes majors, the hours attempted under all courses of study are included in the calculation of attempted and earned hours.

Probation and Suspension

Students who fail to achieve the cumulative GPA requirements for Satisfactory Academic Progress will be on probation and will receive financial aid one additional semester. The probationary semester is meant to inform the student of academic problems and provide for corrective action. Students, who achieve the GPA requirement for the number of semesters attended following the probationary semester, will no longer be on probation. Students who do not achieve the GPA requirement following the probationary semester, will be suspended from receiving financial aid for the following semester or summer session or for as long as the student is not in good standing. The Director of Financial Aid will send a letter to the student explaining the status.

A student will be granted only one probationary period.

Appeals and Reinstatement

To appeal the financial aid suspension, a student must submit to the Financial Aid Office a signed and dated letter of appeal explaining why financial aid should not be suspended. Acceptable reasons for an appeal include the following:

• Medical
• Family problems
• Emotional problem
• Learning disability
• Interpersonal problems with friends, roommates, or significant others
• Difficulty balancing such things as work, athletics, family responsibilities, and course work
• Financial difficulties
• Change in or addition to a program requiring more than the maximum allowable credits attempted
• Other special, significant or unusual circumstances

Documentation verifying the situation may be requested. The Financial Aid Committee will consider the appeal and render a decision, which the Director of Financial Aid conveys to the student in writing. If the appeal is not granted, this does not preclude a student from enrolling in subsequent semesters. Students will have their financial aid eligibility reinstated by the Financial Aid Office once all satisfactory academic progress standards are met.

Publicity

Martin Luther College’s SAP policy is published in the college catalog. New students are informed about Martin Luther College’s SAP policy by information included in the Frequently Asked Questions booklet which is sent to all applicants by the Admissions Office. Award letters include information directing the student to the college’s web address where SAP policy can be reviewed. During the week of fall midterm finals, a notice is posted on the MLC Portal reminding all students of the college’s satisfactory academic progress policy and directing them to the complete policy posted on the intranet or to printed copies available in the Financial Aid Office.