Office of Financial Aid and Scholarships
Satisfactory Academic Progress

In order for students to receive federal, state, and institutional aid, they must be making "satisfactory academic progress" toward a degree. The rules for satisfactory academic process depend upon the type of aid involved ESF College Aid, Federal Aid, and New York State Aid.

ESF College Aid

Full-time undergraduate students receiving any of the following ESF awards are eligible to have their awards renewed in future years if they maintain an overall Grade Point Average (GPA) as indicated and complete the FAFSA by the February 1st priority deadline each year:

• ESF Transfer Scholarship - 2.50 GPA
• ESF College Aid Grant (ESF College Scholarship) - 2.50 GPA
• ESF Asimov Scholarship - 2.50 GPA
• ESF Foundation Renewal Grant - 2.50 GPA
• ESF Presidential Scholarship - 3.00 GPA
• ESF in the High School Scholarship - 3.00 GPA
• ESF National Scholarship - 3.00 GPA
• ESF Phi Theta Kappa Scholarship - 3.00 GPA
• ESF Centennial Hall Scholarship - 2.50 GPA (student must also reside in Centennial Hall to remain eligible for this scholarship)
• ESF OCC/ECC Transfer Scholarship - 3.00 GPA
• ESF Legacy Scholarship - 2.50 GPA
• ESF College Foundation Endowed Awards (Individually Named) - 2.50 GPA (unless specified otherwise for specific awards)

Federal Student Aid

Undergraduate and graduate students must meet specified criteria in order to be eligible for Title IV Federal Student Assistance, which includes Federal Pell Grants, Federal Supplemental Educational Opportunity Grants, Federal Student Loans, the Federal College Work-Study Program, and the Federal Parent Loan for Undergraduate Students. The criteria that students must meet to be eligible for Title IV student aid are the same criteria all ESF students must adhere to in terms of institutional academic policies and, specifically, academic progress requirements.

The evaluation criteria are the following:

1. appropriate cumulative and term grade point averages to ensure satisfactory academic progress;
2. receipt of a degree within the prescribed time limit for the student's program;
3. successful accumulation of credits toward a degree.

1. Cumulative Grade Point Average

Undergraduate students enrolled in an approved degree program at the Syracuse Location

In order to remain eligible for Title IV Federal Student Assistance, a student must meet the cumulative and semester grade point average requirements of the Academic Performance Policy. A student will no longer be eligible for federal aid if the student’s cumulative grade point average and most recent term grade point average are below 2.0 or when the cumulative grade point average alone is less than the required limits in the chart below.

Graduate students enrolled in an approved degree program at the Syracuse location

In order to remain eligible for Title IV Federal Student Assistance, a student must meet the minimum cumulative grade point average of 3.000 as indicated in the Academic Performance Policy.

Students enrolled in an approved degree program at the Wanakena location

In order to remain eligible for Title IV Federal Student Assistance, a student must meet the minimum cumulative grade point average of 2.000.

2. Maximum Timeframe

Students receiving federal student aid funds must make steady academic progress toward their degrees. While most students pursue their degrees on a full-time basis, others do not. In order to allow for maximum flexibility to complete a degree, federal regulations state that students' maximum timeframe to be eligible for federal aid shall not exceed 150 percent of the published length of time it takes to complete that degree on a full-time basis.

The following chart lists the maximum number of credit hours a student may take and still receive federal student aid. These figures are based on 150 percent of the credit hours required to complete each of the degrees offered by the College—regardless of the time it takes to complete that degree.

For any program not specifically listed, the maximum timeframe is 150% of the number of credits required to obtain the degree.

Standard of Satisfactory Academic Progress for Purpose of Determining Eligibility for Federal Aid

3. Pace of Progression

Federal student aid (Title IV) eligibility is also related to the successful completion of credit hours completed versus credit hours attempted. This component of eligibility is referred to as Pace of Progression or Pursuit of Program. Pursuit of Program is defined as: the cumulative number of credit hours completed divided by the cumulative number of credit hours attempted. This equation is tied back into the overall credits needed to be earned to graduate for any of our degrees. Generally, the cumulative number of credits a student must complete to remain fully eligible is 67 percent (.67) of the attempted credits. Percentages are rounded up for this calculation. For example, a student completing courses at a rate of 66.5 to 66.9 percent will be considered to be completing courses at a 67 percent rate. Students receiving federal student aid from Title IV programs must be making progress towards their degree at the cumulative rates of completion as follows:

• 50% cumulative rate of completion for undergraduate first-year students.
• 67% cumulative rate of completion for all other undergraduate class years.
• 67% cumulative rate of completion for all graduate class years.

An example of meeting the requirement is:

Cumulative Credits Attempted = 15
Cumulative Credits Completed = 12
Pace of Progression = 12 divided by 15 = .80

The completed credits exceed .67 and the student is eligible for continuing to receive Title IV aid by successfully meeting the Pace of Progression requirement.

An example of not meeting the requirement is:

Cumulative Credits Attempted = 15
Cumulative Credits Completed = 6
Pace of Progression = 6 divided by 15 = .40

The credits completed fall below the minimum requirements and therefore the student is not meeting the Pace of Progression requirement.

Treatment of Incomplete Grades, Withdrawals, Repeated Courses, Remedial Courses, Change of Major, and Transfer Credits

1. Incomplete grades

Incomplete grades do count as attempted credits, but grade point average will only be affected once the incomplete status has been resolved and a final grade assigned. The assigned grade and the attempted/completed credits will be included in the Satisfactory Academic Progress calculations during the next regular review.

Resolution of incomplete grades follows the “Incomplete and Missing Grades” College policy as follows:

Incomplete and missing grades

A temporary grade of I may be assigned by an instructor only when the student has nearly completed the course but because of significant circumstances beyond the student’s control the work is not completed. Grades of I should be resolved within one academic year. If the incomplete is not resolved within one year, it will be changed to a grade of I/F or I/U, depending on the grading basis for the course. No degree will be conferred until all grades of I have been resolved.

2. Withdrawals

Withdrawals from courses after the deadline to drop a course each semester (end of the 4th week) will be included in Satisfactory Academic Progress reviews based on the grades assigned according to the College’s “Withdrawal from ESF” policy. All courses dropped after the deadline to drop a course (end of the 4th week) will be considered attempted but not completed. Courses dropped by the deadline to drop a course will not be included in the Satisfactory Academic Progress reviews.

Withdrawal from ESF

Students who withdraw from matriculation at the College on or before the deadline to drop a class for a semester will have their records marked: “Withdrew on (date).” Courses will appear for that semester with the grade of W.

Students who withdraw after the end of the 4th week of the semester, but on or before the last class day before the final examination period, will have either WP (withdraw passing) or WF (withdraw failing) listed after each uncompleted course. Students who do not withdraw on or before the last class day will have a grade on a scale of A-F, an I (incomplete), or I/F (unresolved incomplete) assigned by the instructor for each registered course.

Students who wish to withdraw from ESF should schedule a meeting to review the withdrawal process and complete an exit interview in the Office of Student Affairs.

Withdrawal from Individual Courses

Students may drop individual courses up until the last day to add as set by the Registrar in the ESF Academic Calendar using an add/drop form. Dropped courses during this period will be completely removed from the transcript when dropped on or before this deadline.

Deadlines and actions to be taken after the last day to add deadline are:

• Last day to add – Week 4: After the last day to add (as per the academic calendar), students may drop a course without record of registration, until the end of the 4th week of classes.
• Weeks 5-9: A student who withdraws from a course after the last day of the 4th week and by the last day of the 9th week will receive a W (Withdraw) grade on his or her permanent transcript, and the student will remain on the course roster. The W grade will not affect the GPA, and will not be replaced when the course is repeated.
• Weeks 10-14: A student who withdraws from a course after the last day of the 9th week and by the last day of the 14th week will receive a W or a WF (withdraw failing) on his or her permanent transcript, and the student will remain on the course roster. The WF grade will not count in the student’s GPA. W and WF grades are not replaceable. The W (when assigned after the last day of the 9th week) and WF grade will be assigned by the instructor at the end of the semester.

Precise deadline dates noting the official end of weeks above shall be listed on the ESF Academic Calendar found on the Registrar’s webpage.

3. Repeated Courses

Repeated courses will be included in Satisfactory Academic Progress reviews according to the College’s “Repeating Courses” policy:

Repeating Courses

Undergraduate students may repeat any course previously taken either to earn a higher grade or because of a previous failure. Courses taken at ESF or Syracuse University that contribute to the GPA may be repeated. Ability to repeat a course may be limited by space availability, providing priority for first time registrants.

Repeated courses will be reported as follows: a) the original and the repeated grade(s) appear on the transcript; b) only the higher (or highest) grade is included in the calculation of the cumulative grade point average. The highest grade will be marked with an "I" for included to show that it is included in the cumulative GPA. Any other grades will be marked with an "E" for excluded to show that it is excluded from the cumulative GPA.

When a student earns the same grade in a repeated course a) the grade is calculated once in the cumulative grade point average and b) the credits and quality points are applied to the most recent term or semester in which the grade was earned. Credit hours for the repeated course may be counted only once toward meeting graduation requirements.

For state-based financial aid, repeated courses in which students have received a passing grade will not count toward full time status. Students retaking courses may find their financial aid reduced if they fall below 12 credits when the retaken courses are not included. Students should contact the Financial Aid Office to determine the impact of retaking courses on their financial aid. Students receiving Federal Aid may repeat a previously passed course one time and still receive aid. Students may receive aid for previously failed courses that are repeated more than once. All repeated courses count as attempted credits for the purposes of measuring Satisfactory Academic Progress.

4. Remedial Courses

Eligible remedial courses will be included in the Satisfactory Progress review in all categories.

5. Change of Major

If a student changes major, courses previously taken which do not apply to the new major will not be considered as part of the Satisfactory Academic Progress Review.

6. Transfer Credits

For the purposes of Satisfactory Academic Progress reviews, all transfer credits that are accepted as meeting a degree requirement will be counted as both attempted and completed credit hours.

Title IV Aid: Satisfactory Academic Progress Review Process

Students receiving Federal Title IV aid will be reviewed for Satisfactory Academic Progress by the College at the end of each term of enrollment, including summer terms, in order to comply with our responsibility with the regulations. This review will monitor a student’s status in each of the three evaluation criteria. Based on this review, each student will be determined to be in one of four eligibility categories as noted below. Students will be notified of any change in status which affects eligibility for Title IV aid.

1. Eligible - meeting Satisfactory Academic Progress Requirements and eligible for Title IV aid.
2. Financial Aid Warning - not meeting Satisfactory Academic Progress Requirements at the end of the previous term, but still eligible for Title IV aid.
3. Ineligible - Not meeting Satisfactory Academic Progress Requirements and not eligible for Title IV aid.
4. Financial Aid Probation - Not meeting Satisfactory Academic Progress Requirements but eligible for Title IV aid based on an approved appeal and an approved academic plan, if deemed necessary through the appeal process.

Eligible

Students will be determined to be in the eligible category when meeting the calculated Pace of Progression, Maximum Timeframe, and Grade Point Average requirements or when previously on Financial Aid Probation and currently working under and meeting all conditions of an approved academic plan.

Financial Aid Warning

Eligible students who are not meeting any of the Satisfactory Academic Progress Requirements at the end of a term will automatically be placed in a status of Financial Aid Warning. Students placed in this status will remain eligible for one additional semester of Title IV aid.

Ineligible

Students already in a status of Financial Aid Warning will be placed in the ineligible category if any of the following conditions are met at the time of review:

• The student is not meeting the Pace of Progression requirements.
• It has been determined that the student is no longer able to complete the degree requirements within the maximum timeframe. Note that this is not the point at which the student has attempted the maximum allowed credit hours.
• The student is not meeting the Grade Point Average Requirements.

Financial Aid Probation

Students in the Ineligible category may appeal that status based on extenuating circumstances such as the death of a relative, an injury or illness of the student, or other special circumstances. Appeals must be submitted in writing to the Director of Financial Aid and must include the following:

• Why the student failed to make progress toward the degree
• What has changed that will allow the student to make progress
• Documentation supporting the information included in the appeal. Such documentation could include, but is not limited to, communication from doctors, counselors, or other service providers, confirmation of use of academic support services, medical records, signed statements from third parties knowledgeable of the situation, etc.

If an appeal is approved, the student will be placed on Financial Aid Probation status and will regain eligibility for Title IV aid. Students on Financial Aid Probation may receive Title IV aid for one semester if it is determined that the student should be able to meet all Satisfactory Academic Progress requirements by the end of that semester. If it is determined that the student will not be able to meet all Satisfactory Academic Progress requirements by the end of one semester, an academic plan can be developed to allow for additional semesters of eligibility as indicated in that plan. Students without an approved academic plan who do not meet all Satisfactory Academic Progress requirements after one semester of Financial Aid Probation will be again placed in the Ineligible category. Additional appeals are allowed as long as the circumstances are not exactly the same as those that were used for a previous appeal.

Academic Plan

Students in Financial Aid Probation status who will not meet all Satisfactory Academic Progress requirements within one semester may regain Title IV aid eligibility by developing and following a specific academic plan. The need for an academic plan will be determined during the appeal process. Students in need of an academic plan will need to submit a plan proposal to the Financial Aid Office which specifies the following:

• The specific date or scheduled time when the plan will end and the student should be meeting all Satisfactory Academic Progress requirements.
• The cumulative GPA which must be reached or maintained each semester such that the cumulative GPA will be meeting the minimum progress requirements when the plan ends.
• Any changes made to the maximum number of credits which can be attempted.
• The percentage of attempted credits which must be successfully completed each semester such that the Pace of Progression will be meeting the minimum progress requirements (or the new requirements established in the plan) when the plan ends.
• Other requirements deemed necessary which are related to the circumstances of the student’s successful appeal.

Students who are successfully following all conditions of an approved Academic Plan will be considered eligible for Title IV aid.

Title IV Aid : Degree Applicable Courses and Repeated Courses

Degree Applicable Courses : Students may only receive federal aid for courses which are required for degree completion. Students enrolled in credits beyond the number required for the degree or enrolled in courses that are not applicable to a degree requirement will have financial aid adjusted accordingly.

Repeated Courses : Students may repeat a previously passed course one time and still receive aid. Students may receive aid for previously failed courses that are repeated more than once.  All repeated courses count as attempted credits for the purposes of measuring Satisfactory Academic Progress.

New York State Aid

All students who are awarded financial assistance will be required to maintain satisfactory academic progress each semester in order to keep their awards. Academic progress standards for all awards provided by New York are listed below. Recipients of a New York state award must adhere to the following state requirements:

• Academic Progress: Students must meet the minimum grade point average standards listed in the following charts to be eligible for an award the next semester.
• Program Pursuit: Students must meet the minimum number of credit hours listed in the following chart each semester based on a full-time course load of 12 credit hours.

Waivers for New York State Awards

Students who fall below the credit or grade point average requirements listed on the following charts may apply for a waiver to continue their eligibility for financial aid. Students are allowed only one waiver during undergraduate work and only one waiver during graduate work. A waiver will be granted only after the student and College officials agree that a waiver is in the best interest of the student. The waiver is not automatic. The waiver must be filed within the academic period it should cover. Requests are made through the director of Financial Aid and Scholarships.

Waivers for the cumulative grade point average requirement may be granted only when failure to meet this requirement is due to:

• the death of a relative of the student;
• the personal injury or illness of the student;
• other extenuating circumstances.

Requests for a waiver are made through the director of Financial Aid and Scholarships.

Standard of Satisfactory Academic Progress for Purpose of Determining Eligibility for New York State Student Aid

The following charts list the credit hours a student must complete and the grade point average a student must maintain to receive the award payment.

For students pursuing an associate degree program at ESF:

Noncredit remedial instruction can be counted toward a full-time academic load as set forth in 145-2.1 of the Commissioner's Regulations. The number of credits in this chart refers to work completed toward the degree.

For students pursuing a bachelor's degree program at ESF:

Noncredit remedial instruction can be counted toward a full-time academic load as set forth in 145-2.1 of the Commissioner's Regulations. The number of credits in this chart refers to work completed toward the degree.

For students pursuing any graduate degree program at ESF:

Standard of Pursuit of Program for Purpose of Determining Eligibility for New York State Student Aid

The following chart lists the minimum number of credit hours a Bachelor's degree student must complete each semester.

New York State Aid : Degree Applicable Courses and Repeated Courses

Degree Applicable Courses : Students may only receive NY State aid for courses which are required for degree completion. Students enrolled in credits beyond the number required for the degree or enrolled in courses that are not applicable to a degree requirement will have financial aid adjusted accordingly. Students with remaining degree requirements less than 12 credits (typical full-time enrollment) may, in the final term of the degree program only, enroll in additional non-required credits to maintain full-time enrollment.

Repeated Courses : A student can repeat a course and have the course count as part of the minimum full-time or part-time course load for NY State financial aid purposes when the student did not previously earn credit for the course.