To be eligible for financial aid, students must be making Satisfactory Academic Progress (SAP) toward the completion of their Certificate or Associate Degree program. The following standards apply to all students receiving assistance from any federal, state, or Bay College scholarship programs.
The Financial Aid Office will monitor academic progress at the end of each semester and at the end of the Spring/Summer session. This includes all attempted course work whether or not financial aid was received during the semester/session. To maintain financial aid eligibility, three distinct criteria are monitored and must be met:
- Quantitative Standard: Students must pass a minimum 2/3 of all attempted credits at Bay College.
For example: To stay on pace for an Associate Degree requiring 64 credits, a student cannot withdraw or fail more than 31 credit hours. For a certificate program requiring 32 credits, a student cannot withdraw or fail more than 15 credit hours.
- Qualitative Standard: Students must maintain a 2.0 cumulative grade point average (GPA).
- Maximum Timeframe Standard: The number of attempted credits in which a student is expected to complete their degree or certificate cannot exceed 150% of the published length of the program. Withdrawals, repeats, and failed credits are all counted toward the Maximum Timeframe. This Maximum Timeframe standard is intended to be long enough to allow for changes in a major, transfer credits, withdrawn courses, etc.
Additional Satisfactory Academic Progress Requirements and Information
- Attempted credit hours include all courses for which a student is registered at the end of the posted term add/drop period (census date).
- At Bay College, a grade of D- or above is considered passing.
- Grades of “I,” “W,” “WP,” “WF,” “NP,” and “F” do not count as successful completion. But are counted as attempted credit hours in the Pace Progression and Maximum Timeframe calculations.
- A student may repeat a previously passed course once and receive financial aid for it. A student may repeat a failed or withdrawn course until it is passed. Repeated courses count toward Pace Progression and Maximum Timeframe calculations.
- Changing an academic program more than once may not be considered as the basis for an appeal.
- Students that attend Bay after completing a Bachelor’s Degree must appeal their financial aid eligibility in order to receive financial aid for an Associate Degree or Certificate.
- A student will be notified in writing sent to his/her current address as reported in Student Records. It is the student’s responsibility to keep the Student Records Office informed of your current address.
Financial Aid Eligibility Statuses
- Good—A student is maintaining all Satisfactory Academic Progress Standards.
- Warning—A student is placed on one semester of financial aid Warning Status if he/she fails to maintain any or all of the Satisfactory Academic Progress Standards and has completed at least one course with a passing grade during the semester. To continue to receive awarded financial aid during the warning semester, the student will need to complete all portions of the Financial Aid Warning Contract. Performance during the warning semester determines subsequent action. If the aid recipient completes the required 2/3 of credit hours attempted and has maintained a minimum 2.0 cumulative GPA, the recipient will be returned to Good status. If the recipient fails to satisfy the standards of the Satisfactory Academic Progress Policy, the recipient will be placed on financial aid Suspension status.
- Suspension—A financial aid recipient is suspended from financial aid in either of two situations:
- When a student does not demonstrate any academic progress by completing at least one course with a passing grade during the semester.
- When a student on Financial Aid Warning fails to complete the minimum 2/3 of all attempted credits hours and/or does not establish a cumulative 2.0 GPA.
- Probation—A student may be placed on probation if he/ she has successfully appealed their suspension status and demonstrates that he/she has the ability to earn a cumulative 2.0 GPA and 2/3 completion rate by the end of their next semester. If after one semester on probation the student is not back to Good Status, he/she will be suspended from financial aid.
- Academic Plan--A student on suspension that has successfully appealed their suspension but cannot return to a Good Status within one additional semester must meet with an advisor and develop a Financial Aid Academic Plan. The Academic Plan must be strictly followed and the conditions set forth must be met. The student will remain on the Academic Plan until returning to a Good Status. If conditions are not met, the student will be placed on Suspension Status and will be responsible for paying for any additional classes needed to bring them back to the Good Status.
All students on suspension must pay for school-related costs, including tuition, fees, and books from personal resources until SAP standards are again met. A student who does not meet the eligibility requirements due to special or extenuating circumstances may appeal.
There are two ways to reestablish eligibility for financial aid:
- Meet standards: Complete, at a student’s own expense, enough credits to reestablish the required 2/3 pace standard and bring or maintain a cumulative GPA of 2.0 or above.
- Appeal: If a student has extenuating circumstances, he/she may contact the Financial Aid Office via email firstname.lastname@example.org or calling (906) 217-4020 to request a Financial Aid Satisfactory Academic Progress Appeal Form. The appeal must include why the student failed to meet these standards, what has changed that will allow the student to meet these standards, and appropriate supporting documentation as outlined in the Financial Aid Satisfactory Academic Progress Appeal Form. An appeal will not be considered unless documentation supporting your request is provided. Submitting an appeal does not guarantee reinstatement. If this appeal is approved the student will be placed on Financial Aid Probation Status or Academic Plan Status.
Examples of acceptable extenuating circumstances may include:
- Illness that prevented the completion of coursework (provide documentation from your doctor indicating the onset, duration, severity of your illness and whether you are healthy enough to return to school).
- Major illness in the IMMEDIATE (spouse, child/stepchild, parent) family (provide documentation from the doctor indicating the onset, duration, and severity of the illness).
- Death of an IMMEDIATE family member (spouse, child/stepchild, parent). Provide copies of a death certificate or obituary notice.
- Other family emergencies that prevent completion of coursework.
Maximum Timeframe Standard
A student’s financial aid will be terminated upon reaching the maximum credit hours allowed. Please note: withdrawals, repeats, and failed, course work are counted toward the maximum timeframe.
A student has the right to request an extension of aid eligibility should they exceed or expect to exceed the 150% maximum attempted credits. The student will need to complete the Financial Aid Maximum Timeframe Appeal Form and follow a plan for completion based on a degree audit. Submission of an appeal does not guarantee approval.
If the student’s Maximum Timeframe Appeal is approved, the student will be limited to courses REQUIRED for the completion of his/her degree or certificate, must maintain a minimum semester GPA of 2.0, and successfully complete every course listed on their degree audit in the first attempt (100% completion of attempted credits instead of 2/3). No repeats, withdrawals, failures, or incompletes will be allowed. Failure to meet these requirements will result in suspension of financial aid eligibility.
Submitting the Financial Aid Satisfactory Academic Progress Appeal or Maximum Timeframe Appeal Form
A student with extenuating circumstances who wishes to appeal his/her financial aid denial status must complete either the Financial Aid Satisfactory Academic Progress Appeal Form or the Maximum Timeframe Appeal Form.
Incomplete appeal forms or appeals submitted without required documentation will be denied.
Appeals for students owing a repayment of financial aid due to withdrawal, whether official or unofficial, will not be reviewed until the outstanding balance is resolved.
You will be notified in writing of your appeal decision. You may appeal your Failure to Meet Satisfactory Academic Progress standards twice during your academic career at Bay College. You may submit a request for additional time only once during your academic career at Bay College.
An appeal based on a specific special circumstance will only be considered once for that circumstance. For example, your appeal for failure to meet the Financial Aid Satisfactory Academic Progress Standards is based on a specific chronic medical condition. You may not base any other appeal on that specific medical condition again.
Review of Financial Aid Appeals
Financial Aid appeals will be reviewed on a case-by-case basis. This review could take up to 15 working days. Appeals not received before the start of a semester will not be considered for that semester but will be considered for the following semester.
Denial of an appeal does not stop a student from taking courses at Bay College. However, the student must pay school-related costs, including tuition, fees, and books, from personal resources.