Satisfactory Academic Progress
Purpose
Federal regulations (34 C.F.R. § 668.34) mandate that institutions define Satisfactory Academic Progress (SAP) for enrolled students who are Title IV recipients. SAP requires the successful completion of degree requirements according to established increments that lead to awarding the degree within known completion limits. The SAP evaluation measures the student’s progress qualitatively and quantitatively. The student will have up to 150% of the published program to successfully complete the program. The following policy outlines the standards for SAP as defined by the HMSOM. The policy applies to all enrolled students, whether or not they are recipients of financial aid.
Applicability
All HMSOM enrolled students. SAP review will be applicable to Title IV and institutional funding.
Appearance of Grades in Registrar
Policy
A student who fails to meet one or both of the standards for SAP, qualitative and/or quantitative, is ineligible for financial aid beginning with the term immediately following the term in which the SAP requirements were not met, pending results of the appeal process outlined below. Students at “Risk of Dismissal” will be considered Not Meeting Satisfactory Academic Progress for Financial Aid.
Qualitative Measures
Phase 1
The HMSOM measures progress with Phase 1 courses with grades of Pass or Fail. Each of the summative components of the final grades are evaluated using a specific rubric. Performance reports of “Meets Expectation (ME),” “Meets Expectations with Recommendations (MER),” or “Does not meet Expectation (DNM),” are assigned for each component of the course.
In line with the Academic, Professionalism, and Clinical Performance Standards Policy, Section: VIII Student Status & Standing, any student who has received two (2) or more DNMs, two shelf failures, or two clerkship failures will be “At Risk of Dismissal.”
Phase 2 and 3
The HMSOM measures progress with Phase 2 Clerkships and Sub-Internships with the following grade assignments. Each of the summative components of the final grades are evaluated using a specific rubric. Grades of “Honors (H),” “High Pass (HP),” “Pass (P),” or “Fail (F)” are assigned for the final grade. Electives, Selectives, Human Dimension, and Phase 3 ILP completion will be graded as Pass/Fail.
In line with the Academic, Professionalism, and Clinical Performance Standards Policy, Section: VIII Student Status & Standing, any student who has received two (2) or more DNMs, two shelf failures, or two clerkship failures will be “At Risk of Dismissal.” Any clerkship, rotation, or activity from which the student has received a withdrawn, incomplete/conditional, or failed grade at the time of annual review will be counted as an unsatisfactory grade.
In line with the Academic Promotion and Graduation Policy, students are expected to take and successfully pass USMLE Step 1 and Step 2 (CK and CS). Students must pass USMLE Step 1 in order to progress into Advanced Clinical Rotations. Students must pass USMLE Step 2 in order to move on to Phase 3 of the curriculum, including before graduating.
If each of these Step exams is not passed, the student is considered to not be making SAP.
Quantitative Measures
The maximum timeframe in which a student must successfully complete the MD degree is six years. Students must successfully pass 67% of their coursework during the academic year to remain eligible for Title IV and institutional funding. Students who complete the required coursework within established cohort timeframes are considered to be meeting the quantitative measurement at the end of each academic year.
Procedure
SAP is assessed on an annual basis at the end of the academic year, which ends approximately June 30 each year. Students who fail to achieve SAP during any established increment are notified by the Office of Student Financial Services and may be placed on financial aid probation following a successful appeal, which requires an academic plan. If approved, a student may be placed on financial aid probation for the subsequent term if it is determined that they can regain SAP eligibility after one term. If the student fails to meet SAP during their one-semester financial aid probation period, the student’s aid will be suspended with the ability to appeal for the upcoming term.
A student who has lost eligibility for federal aid due to not meeting Satisfactory Academic Progress cannot automatically regain eligibility by taking a leave, sitting out for a term, or paying their tuition out of pocket. Eligibility can only be reinstated by eliminating all SAP deficiencies and filing a successful appeal, or filing a successful appeal demonstrating mitigating circumstances.
Appeal for Reinstatement of Financial Aid Eligibility
Eligibility for continued financial aid will only be re-established if the student subsequently meets Satisfactory Academic Progress (SAP) requirements and submits a successful appeal, or if the student successfully appeals the decision in writing to the Office of Student Financial Services.
Exceptional circumstances warranting an appeal and possible exceptions include pregnancy, injury or illness of the student, death of a family member, or other special circumstances.
- A signed appeal must include a detailed statement of the facts and circumstances supporting the appeal and explain why the student believes the determination should be changed.
- The student must also provide information describing what led to the unsatisfactory academic performance and what has changed that will allow them to make satisfactory academic progress at the next evaluation.
- Supporting documentation must be provided.
Responsibility
The Office of Student Financial Services is responsible for monitoring and enforcing Satisfactory Academic Progress and will notify any student whose financial aid eligibility has been impacted.