Satisfactory Academic Progress Policy for Undergraduate Programs

Advanced Technology Institute’s Satisfactory Academic Progress (SAP) Policy for Undergraduate Programs measures whether eligible undergraduate students are progressing at a responsible rate towards the completion of their educational objectives. Students must be in compliance with this Policy in order to maintain their continued federal financial aid program eligibility. This Policy applies to all undergraduate students, however, regardless of participation in federal financial aid programs.

The evaluation points contained in the Policy are designed to help identify students who would benefit from an early intervention and/or remediation. Most critical to this Policy is a student’s ability to enroll in and complete courses on a consistent and successful manner. Failure to complete courses successfully for any reason may negatively affect satisfactory academic progress. Failing courses or withdrawing from courses could also result in the loss of financial aid and academic dismissal. It is very important that students attend all registered courses and complete them successfully.

Satisfactory Academic Progress Policy

Advanced Technology Institute calculates Satisfactory Academic Progress using both qualitative (cumulative grade point average and quantitative measurements (incremental completion rate and maximum time frame) at specified evaluation periods.

Cumulative Grade Point Average (CGPA)

A student’s CGPA is calculated by:

  • Multiplying credits for each course by grade points associated with the grade earned;
  • Totaling the grade points earned for all the courses (See the Grading Policy for grade points assigned to each letter grade); and
  • Dividing total grade points earned by the total number of quality credits.

Example: Cumulative Grade Point Average calculation

Course Grade Credits assigned to the course Grade Points Total quality point for the course
ORN120 B 4 3 4 x 3 = 12.0
AUT121 A 4 4 4 x 4 = 16.0
AUT122 B 4 3 4 x 3 = 12.0
AUT123 B 4 3 4 x 3 = 12.0
COM220 C 2 2 2 x 2 = 4.0
SM210 A 2 4 2 x 4 = 8.0
TOTAL 20 19 Total quality points = 64.0

CGPA = 64.0 (total quality points) divided by 20 credits = 3.2 or 3.0 (rounded)

The CGPA is rounded up to the nearest tenth if the last digit is 5 or greater. It is rounded down to the nearest tenth if the last digit if the last digit is less than 5. (For example: 1.95 = 2.0, 1.94 = 1.9)

Undergraduate students must achieve and thereafter maintain at least a 2.0 (or “C” average) CGPA by the end of the fourth semester and thereafter.

Incremental Completion Rate (ICR)

A student’s ICR is calculated by:

  • Totaling the number of credit hours attempted;
  • Totaling the number of credit hours successfully
    completed; and
  • Dividing the total number of credit hours successfully
    completed by the total number of credit hours attempted
    and expressing that as a percentage.

Credits attempted are those credit hours that the student transfers from another post secondary institution and any credit hours the student is registered for at Advanced Technology Institute at the conclusion of the add/drop period of each five-week term. All Advanced Technology Institute courses for which a student is registered after that date will be included. Completed course work is defined as the total number of hours in which a student receives a grade of A, B, C, or F, regardless of whether the grade received is considered a passing grade for the student’s program.

For the calculation of the ICR, there is no rounding of the percentage; therefore, if a student receives a 66.665%, and the requirement is 66.67% the student would not satisfy this evaluation point.

Example 1: After four semesters, a student has attempted 66 credits and successfully completes 40. The ICR is calculated by dividing 40 by 66, which equals 60.60%. The ICR requirement at the end of four semesters is 66.67% and Student, therefore, would not meet the ICR requirement at this evaluation point.

Example 2: After two semesters, a student has attempted 30 credits and successfully completes 15. The ICR is calculated by dividing 15 by 30, which equals 50.00%. The ICR requirement at the end of two semesters is 50%, therefore, the student meets the ICR requirement at this evaluation point.

Students must successfully achieve and maintain a 66.67 % incremental completion rate of courses attempted credits by the end of the fourth  semester and thereafter.

Maximum Time Frame

A student may not attempt more than 150% of the credits in his/her program (or remaining credits in his/her program in cases where the student brings in transfer credits from another institution). In the case of advanced standing due to transfer credits from another institution, challenge exams, etc., the number of credits will be reduced to reflect the transfer courses from another institution and the maximum time frame is then calculated based upon those credits.

The minimum number of credit hours required for an undergraduate degree at Advanced Technology Institute varies; therefore the maximum number of credit hours that a student may attempt will vary.

Example: In an associate’s degree program consisting of 60 semester credit hours, the student must complete the program within 90 attempted semester credit hours.

The maximum timeframe always applies, regardless of whether a student changes his/her program of study or if he/she is pursuing multiple degrees or concentrations.

Students who exceed 150% of the program credits will be dismissed from the college.

Academic Progress Table

The Satisfactory Academic Progress Policy evaluation points, required quantitative and qualitative measurements, and the corresponding actions required for failure to achieve and maintain the required academic achievements are summarized in the following Academic Progress Table:

Evaluation Period Semester Required Minimum CGPA* Required Incremental Completion Rate Completion % of Credits Attempted Required action Academic Status These statuses apply to both academics and financial aid
1 1.50 40% of credits attempted Warning
2 1.50 50% of credits attempted Probation (if on Warning)
3 1.75 60% of credits attempted Probation or Dismissal (if on Probation)
4 and each semester thereafter 2.0 66.67% of credits attempted Probation or Dismissal (if on Probation)

Change of Program

Students will be allowed one change of program and the student may change his or her program at any point of his or her enrollment. The following changes are NOT considered a change of program:

  • Change from a day program to an evening program of the same program (shift change)
  • Change from a diploma program to an associate’s program in the same specialization
  • Change from one concentration within a program to another concentration within the same program

Courses that apply to the second program will be recorded and will affect the student’s CGPA, Incremental Completion Rate and Maximum Time Frame. Students who change programs must sign a new program enrollment agreement.

Course Withdrawals

Students are charged tuition and fees and receive grades for the credits attempted. Student enrollment status for purposes of academic achievement and financial aid determination is based upon course attendance. A pattern of course withdrawals could cause a student to exceed the maximum time frame allowed for program completion and therefore fall below the standard for satisfactory academic progress. Additional charges may also result.

Credits Attempted

The credits attempted total includes any time a student receives a grade for a course. This includes the letter grades of “A” through “F,” a passing grade of “P,” (for non-foundational courses), an incomplete grade of “I,” and a withdrawal with no grade penalty of “W.” Courses for which a student enrolls but then drops during the add/drop period at the beginning of a session is not counted as credits attempted for the Satisfactory Academic Progress calculation. In addition, all credit hours transferred to Advanced Technology Institute for the current enrollment are included and counted as credits attempted.

Evaluation Period

An evaluation period is used to determine academic progress. Advanced Technology Institute uniquely defines the evaluation period for each student, as the college employs a student-based semester system. At Advanced Technology Institute, each student’s semester is uniquely defined as three (3) consecutive terms, which is 15 weeks.

All terms and semesters of a student’s continuous enrollment, whether or not the student received financial aid, are also included in the SAP review. In addition, all credit hours transferred to Advanced Technology Institute for the current enrollment for program changes are included and counted towards a student’s maximum time frame.

Grade Report

Grade reports are posted in the Advanced Technology Institute Student Portal following the completion of each term. Students receiving a failing grade will be required to meet with a Program Director or designee to develop an Academic Success Plan (ideally prior to registering but at the latest prior to the last day to drop/add for the next term) that details a specific plan for academic recovery. This plan may include actions such as mandatory tutoring, periodic advising as well as taking a reduced number of courses.

Interruption of Enrollment

When a student withdraws prior to graduation, the student may re-enter Advanced Technology Institute within five years (two years for nursing, physical therapist assistant, diagnostic medical sonography, and medical radiography students) and retain full academic credit provided the course(s) is still applicable to the program. Clinical courses may require passing clinical competency evaluations.

After one year, examination may be required when skill proficiency and significant curriculum changes are involved. Re-entering students will be charged tuition and fees at the rate in effect upon their re-entry. These re-entering students will also be required to assume the curriculum taught at the time of re-enrollment.

Minimum Academic Requirements to Graduate

The minimum academic requirements for a student to graduate are: CGPA of 2.0, 66.67% ICR, and completion of the program in no more than 150% of total program credits. Please see Graduation Requirements in this catalog for the complete list of graduation requirements.

Repeated Courses

A student enrolled in all coursework toward a certificate, degree or diploma must be able to pass the course after three attempts or the student will be academically dismissed.

Repeated courses due to course withdraw or failure. A course may not be repeated more than once without approval of the Director of Education or designated academic official. Grades achieved in courses that are repeated due to course withdrawal (W, WP) or failure (F, WF) will replace previous withdrawal or failing grades in the CGPA calculation. A pattern of course repetitions could cause a student to fall below the minimum standard for satisfactory academic progress. A student who is approved to repeat a course due to a failing grade (F, WF) must successfully pass the course by the third attempt. After three failed attempts the student will be academically dismissed.

When a course is repeated due to a failure, credits accrue only when the student attains a passing grade for that course. Additional tuition charges apply when a student repeats courses. Students who withdraw or earn a failing grade in a course should register for the same course in the subsequent term to improve his/her academic performance.

Repeated course to improve a grade. A student may repeat a course to improve the grade and subsequently, his/her CGPA. In the case of repeated courses to improve a grade, only the highest grade earned will be calculated in the CGPA while all the credits attempted will be calculated in the ICR and Maximum Time Frame. Students are eligible for Financial Aid for only one repetition of a previously passed course. Students may be charged a tuition fee to repeat a course to improve a grade. Please see Tuition, Books, and Fees in the Financial Policies section.

Warning, Probation or Dismissal

The Academic Progress Table demonstrates the evaluation points for CGPA and ICR; failure to achieve these milestones will result in a status change that provides the student with an additional semester to improve his/her academic standing. A student who completes his/her first semester and fails to meet the minimum requirements will be placed on warning; a student on warning remains eligible for financial aid. If a student who is on warning fails to achieve the required progress at the end any subsequent evaluation point of a warning period, s/he will be placed on probation or dismissed from the college. Probation may only be granted with a student’s successful appeal with an Academic Review Board (ARB). A student who is on probation remains eligible for financial aid, however, a student may remain on probation for only one semester. If a student on probation fails to achieve satisfactory academic progress at the next evaluation point, the student will be dismissed from the college.

A student will be removed from academic warning or probation when s/he meets the requirements for satisfactory academic progress.

Please note that a student may be dismissed for academic reasons without previous academic action. In addition, at any given evaluation point, if it is determined to be mathematically impossible for the student to meet the academic requirements for graduation, the student will be dismissed.

Appealing an Academic Dismissal

In order to re-establish eligibility for Financial Aid, a student must appeal the academic dismissal by requesting an Academic Review Board (ARB). The written appeal must state the mitigating circumstances that contributed to the academic determination or dismissal. The written appeal must be supported with appropriate documentation of the mitigating circumstances with explanation on how the circumstances have been remedied or changed. Mitigating circumstances are events that are outside the students control and are unavoidable.

Examples of events that may be considered a mitigating circumstance and which has negatively impacted academic progress include but are not limited to: death of an immediate family member, student illness requiring hospitalization, divorce proceedings, previously undocumented disability, work-related transfer or change in work schedule during the term, natural disaster, financial hardship such as foreclosure or eviction, and others.

The student may be asked to appear in person during the review process when deemed necessary by the Campus Director of Academic Affairs or request an ARB. The appeal process ends with the Campus Director on each campus. Appeals may result in any one of the following actions:

  • Reinstatement on probation with an academic plan where the student will be held to specific requirements which must be met by the end of the next semester. Reinstatement after dismissal will be granted only if mitigating circumstances exist.
  • Denial of reinstatement
  • A student may appeal an academic determination or dismissal one time.
  • A student who is granted an appeal may be reinstated and, if otherwise eligible, receive financial aid. The student must meet with the Financial Aid Advisor on campus to determine any changes to the student’s financial aid. The above minimum standards for satisfactory academic progress will continue to be applied to assess the student’s academic performance.

Procedures for Reentry/Readmission after Academic Dismissal

A student who is denied an appeal is not eligible for reentry to the college for a period of one year. A student dismissed for violating satisfactory academic progress must appeal in writing to the Campus Director of Academic Affairs or the ARB for reentry (if within 3 months of dismissal) or readmission (if one year or longer). If applying for readmission, the student must meet with the Campus Director of Academic Affairs at least two weeks prior to the start of the term in which the student wishes to return. Also, any student who ceased attendance and whose grades in the last term of attendance caused him or her to not meet the standards for satisfactory academic progress must go through the same appeal process. The appeal procedure described in the preceding section applies. The student must demonstrate resolution to any mitigating circumstances.

A reentry/readmission student who is granted an appeal may be reinstated and, if otherwise eligible, may receive financial aid. The student will be placed on probation at the start of the next academic term or upon re-entry and may be required to meet certain additional academic conditions as specified by the Campus Director of Academic Affairs or the Academic Review Board in their decision to grant the appeal. The above minimum standards for satisfactory academic progress will continue to be applied to assess the student’s academic performance.