Maintaining Satisfactory Academic Progress (SAP)

Federal and State financial aid regulations require that all financial aid recipients maintain satisfactory academic progress in their programs of study. Below is a brief outline of the standards to achieve satisfactory progress for financial aid recipients at Montana State University-Great Falls College of Technology. For a complete copy of the policy contact the Financial Aid Office.

• Students are required to maintain a minimum 2.0 cumulative grade-point average (C average). Students with less than a 2.0 CGPA, but at least a 1.50 CGPA, at the end of each academic term will be placed on financial aid probation for the next academic term and placed on financial aid suspension at the end of the probation term if the CGPA is not 2.0 or above. If at any time a student’s CGPA is less than a 1.50, the student will be placed on financial aid suspension;
• Students must complete 67 percent of the number of attempted credits as of the end of the add/drop period each term;
• Students have a maximum time frame in which to receive financial aid, which is generally 150 percent of the number of required credits specified for each program of study;
• Students who have been placed on financial aid suspension and bring themselves into good standing may be reinstated for the payment period following the semester in which they regained satisfactory progress status. Students must submit a written request for reinstatement;
• Students will receive written notice when they are placed on financial aid probation or suspension; however, it is the student’s responsibility to know if they are maintaining satisfactory academic progress for financial aid recipients.

Students who have been placed on financial aid suspension because of failure to meet the satisfactory academic progress requirements may appeal in writing to the Financial Aid Office for review of circumstances. Forms to appeal are available online at www.msugf.edu/finaid/sap.asp or in the Financial Aid Office. Current Federal regulations allow only for mitigating circumstances and occurrences beyond the student’s control to constitute an eligible appeal. All appeals must contain documentation to verify the mitigating circumstances listed in the appeal.

Contact the Financial Aid Office for a complete satisfactory academic progress policy for financial aid recipients.

Changes to Financial Aid Policies or Requirements

Exceptions or amendments to any of the specific provisions regarding financial aid policies or requirements may be made at any time, without publication, due to changes in Federal, State, and/or institutional regulations and policies.

Credit Hour Completion

A student must successfully complete 67% of the number of attempted credits each term. Attempted credits will be based on a student's credit load at the end of the add/drop period for each term.  Examples of expected completion are listed below. 

Satisfactory completion means a student has received a minimum grade of D or P (satisfactory in pass/fail class).  Grades of I (incomplete), F (failed), W (withdraw), or PL (progress limited) are NOT considered adequate or acceptable in maintaining academic progress.

A student is on Financial Aid Suspension until (1) a written appeal based on extenuating circumstances is approved through the Office of Financial Aid (see Appeal Process Section) or (2) the student brings himself/herself into good standing at MSU Great Falls College of Technology without the benefit of financial aid.  Financial aid will not be awarded or disbursed for any term that a student is on financial aid suspension.

Grade Point Average (GPA)

A student must maintain a 2.0 cumulative grade point average to maintain satisfactory academic progress.  Credits accepted in transfer from other colleges and institutions are not used when calculating a student’s GPA.

If a student’s cumulative grade point average drops below a 2.0 but is at least a 1.50 and he/she completed at least 67% (rounded) of the number of attempted credits,  he/she will be granted a probationary semester to raise his/her CGPA to at least a 2.0.  The student will be placed on financial aid suspension if his/her CGPA is not at least a 2.0 after this probationary term.

If at any time a student’s CGPA is less than a 1.50, the student is on financial aid suspension.  No probationary term is granted for a student whose CGPA is less than a 1.50. 

Financial aid suspension  due to GPA continues until (1) the student’s written appeal based on extenuating circumstances is approved through the Office of Financial Aid (see Appeal Process section) or (2) the student brings himself/herself into good standing (raises his/her CGPA) at MSU College of Technology without benefit of financial aid.  Financial aid will not be awarded or disbursed for any term that a student is on financial aid suspension

Maximum Time Frame (Credit Limit)

A student's financial aid eligibility is limited to 150% of the required credits for each program of study as stated in the current MSU Great Falls College of Technology catalog.  Examples of credit limits are listed below. 

Required credits include required pre-requisite classes for any program. Attempted credits include all transfer credits accepted by the Office of Admissions regardless of whether or those credits apply to a student's program at MSU Great Falls College of Technology.   This limit applies to all ATTEMPTED credits at MSU Great Falls College of Technology regardless of how long ago those credits were taken or if the credits were taken for another program. 

In addition to the above credit limit, ALL students are limited to 30 attempted credits or remedial coursework.

If extenuating circumstances prevent a student from completing his/her program of study in this time frame, a student may submit a written request for extension to the Office of Financial Aid. See the section on the Appeal Process for more details.

The Appeal Process

A student who has been suspended form financial aid, but has documented EXTENUATING circumstances preventing him/her from meeting the standard outlined in this policy, may submit a written appeal to the Office of Financial Aid.  Click here for a Satisfactory Academic Progress Appeal Form [PDF] .  Examples of extenuating circumstances would be (1) documented illness of the student or student's immediate family member, (2) documented death of student's immediate family member, or (3) other documented circumstances out of the student's control.  Extenuating circumstances that will NOT be considered will be (1) lack of or poor academic advising or (2) a student's financial aid file not being completed until late in the term.  The Financial Aid Appeal Committee will review the written appeal, all attached documentation, and the student's entire academic history to determine if the student's documented circumstances warrant approving the student's aid eligibility for the next term of enrollment.  The student must explain in the appeal how the documented circumstances will not prevent him/her from maintaining satisfactory academic progress in the future.

If the appeal is approved, the student will be allowed one term to bring himself/herself into good standing with regards to ALL the satisfactory academic progress requirements.  If the appeal is denied, the student must bring himself/herself into good standing at MSU-Great Falls College of Technology without the benefit of financial aid.  If suspended for exceeding the maximum time frame (credit limit), see the following paragraph for requesting an extension.  

If the student exceeds the maximum time frame (credit limit) allowed for his/her plan of study, a written request for an extension of financial aid eligibility must be submitted to the Financial Aid Office.  This written request must explain and document the circumstances preventing the student from completing the plan of study in the credits allowed.  Based on the student's current credits earned, an extension of attempted credits may be granted on a case-by-case basis.  The student must be demonstrating satisfactory academic progress to be considered for any credit extension.  If the appeal is denied for maximum time frame (credit limit) extension, the student is ineligible for financial aid at MSU-Great Falls College of Technology for that program of study.  The student cannot bring himself/herself into good standing at MSU-Great Falls College of Technology by attending without the benefit of aid.  A student who repeatedly violates the satisfactory academic policy in one program of study can be considered ineligible for financial aid in a new program of study.  

It is the student' responsibility to read and understand the standards of this policy.  In addition, it is the student's responsibility to initiate all appeals or requests for reinstatement. Reinstatement of financial aid is subject to funds available at the time of reinstatement.  A student who is suspended for an entire term during the academic year cannot receive financial aid for that term. 

Exceptions or amendments to any of the specific provisions regarding satisfactory academic progress standards may be made at any time, without publication or notification, due to changes in federal, state and/or institutional regulations or policies.