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The Academic Progress Policy

I. Satisfactory Academic Progress

A student’s satisfactory progress toward a determined educational goal (related to credit hours completed and grade point average earned) is the basis for continued receipt of financial aid funds. Kanawha Valley Community and Technical College has adopted the following standards by which it monitors financial aid recipients’ academic progress. These standards ensure the proper distribution of financial assistance to eligible students. Students who are enrolled and making continuous progress in a program leading to degrees or certificates are eligible for aid. Students receiving assistance from any of the following aid programs must meet the Standards of Satisfactory Progress policy:

      1. Federal Pell Grants, Federal Supplemental Educational Opportunity Grants (FSEOG)
      2. Federal Work-Study Programs (FWS), Perkins Loans
      3. Ford Federal Direct Education Loan (DL) Program including:
        1. Subsidized Loans
        2. Unsubsidized Loans
        3. Parents’ Loan for Undergraduate Students (PLUS) Programs
      4. West Virginia and other State Grant and/or Scholarship Programs

 

    1. Evaluation Increments
    2. Students may be allowed to receive financial aid for an academic year; however, Satisfactory Academic Progress is evaluated at the end of each semester of enrollment. 



    1. Components
      1. GPA Requirement
      2. Maximum Hours Requirement
      3. Hours Passed vs. Hours Attempted
      4. Suspension Status, Probation Status, Warning Status and Appeals

 

    1. GPA Requirement
      1. Associate Degree
Hours Attempted Overall GPA
0-29 1.50
30-44 1.75
45+ 2.00

 

      1. Certificate of Applied Science
Hours Attempted Overall GPA
0-15 1.75
16+ 2.00


Note: 

        The Division of Student Services will use the GPA as reported in the Banner Student System. The GPA used in calculating Satisfactory Academic Progress must include credits that may not be calculated in an academic GPA, examples including but not limited to, developmental courses, academic forgiveness, transfer credits, etc.

 

    1. Maximum Hours
    2. Federal regulations require a maximum time frame for completion of a degree or certificate. A student will not be eligible for Title IV federal aid if the degree is not completed within 150% of the normal credit hours required to complete the degree or certificate program. Financial Aid will be suspended for students who have attempted 90 or more credit hours for a two year degree or 45 credits for a certificate. The number of attempted credits in determining maximum timeframe will include transfer, remedial, failed and withdrawn credits. 



      When students change their course of study or major, the hours attempted under all courses of study are included in the calculation of the maximum time frame. The Division of Student Services will review eligibility at the end of each semester and will send notification to students who are no longer eligible for federal aid programs (grants and loans) for any future semester. 



      An associate degree example: The number of credit hours required to complete the degree is 60 credit hours. To calculate the maximum hours, one would use the following formula: 60 x 1.5 = 90 hours. Once the student exceeds these hours, he/she will no longer be eligible for any type of federal aid as an undergraduate pursuing an associate degree. 



      If students have a previously completed an associate degree, or a bachelor degree, all financial aid will be suspended and has the right to submit an appeal and must submit an academic evaluation to the Division of Student Services.



      When students have met all requirements to receive a degree in their stated major, an application for graduation must be submitted. Change of major is not an option. Refusal to graduate in the intended major will result in financial aid suspension. 



      Students who have exceeded maximum hours are limited to 4 major changes. Students are permitted to change majors at any time; however, this may result in financial aid suspension.



Note:

       Any misrepresentation of a degree program to the Division of Student Services is a crime. The penalty assigned by the federal government is currently $10,000 in fines and/or 5 years in prison. The penalty assigned by KVCTC is the repayment of funds granted to the student.



    1. Hours Passed

 

      1. Associate Degree
Hours Attempted Hours Completion Ratio
0-29 50%
30-44 58%
45+ 67%

 

      1. Certificate of Applied Science
Hours Attempted Hours Completion Ratio
0-15 60%
16+ 67%

 

    1. Withdrawal, Academic Forgiveness, Incomplete, Repeated, and Non-Credit Remedial Hours
      1. Withdrawal, academic forgiveness, incomplete, repeated and non-credit remedial hours are counted for the calculation of hours attempted and GPA.
      2. In cases of repeated courses, a student may continue to repeat a failed course and receive Financial Aid until it is passed. A student, who has exceeded the maximum hours for his or her major, may not receive Financial Aid to repeat courses on the academic evaluation that are failed or withdrawn.
      3. A student is eligible to receive Financial Aid for one repeat when repeating a previously passed course to obtain a higher grade.
        1. Allowable: Repeated coursework may be included when determining enrollment status in a term-based program if a student needs to meet an academic standard for a particular previously passed course, such as a minimum grade.
        2. Not permissible: A student enrolls in four classes in the fall semester and passes only three of them; the institution requires the student to retake the failed class and also the other three classes because of failing the one class. When the student repeats all four classes in the spring semester, the failed class would be included in the student's enrollment status, but the three classes passed would not be.
      4. Students may only attempt 30 semester hours of developmental (remedial) courses. Once a student has reached the 30 semester hour limit, Financial Aid may not be used to pay for further developmental (remedial), new, or repeated coursework.

 

    1. Transfer and Readmission
    2. Students who transfer into Kanawha Valley Community and Technical College in the fall or spring term with one or more semesters of classes and who do not meet the satisfactory academic progress requirements will be automatically placed on financial aid suspension and must appeal the suspension. Students seeking readmission to Kanawha Valley Community and Technical College in the fall or spring term and who do not meet the satisfactory academic progress requirements will be automatically placed on financial aid suspension and must appeal the suspension.



      Transfer and readmission students who have completed one semester of classes prior to entering or re-entering Kanawha Valley Community and Technical College will be required to submit a financial aid appeal if they do not meet the following criteria:
      1. Must not be on academic suspension
      2. Must not have exceeded the maximum hours allowed (Section V)

 

    1. Transient
    2. Transient students should seek financial assistance from their home school.



    1. First Time Freshman Students
    2. First time freshman students will be awarded financial aid, providing they are in good academic standing and meet all eligibility requirements to receive federal and state funds.



    1. Provisional and Conditional Admissions
    2. Students who have provisional or conditional admissions status will not be granted financial assistance until fully admitted to the college.



    1. Students who do not meet academic progress
      1. Status of non-compliance
          1. Suspension Status
          2. Students are placed on financial aid suspension status after one semester. Students on suspension cannot receive Financial Aid. Students will be removed from Financial Aid suspension and/or probation when in compliance with the GPA and Hours Passed rules. Students cannot exceed the maximum hours allowed.

 

          1. Probation Status
          2. Probation status is granted to students who have successfully appealed. Students can receive aid during their probationary period after signing and submitting a Satisfactory Academic Progress Contract to the Division of Student Services.

 

          1. Warning Status
          2. Warning status may be granted to students with extenuating circumstances i.e.: A student who was forced to withdraw due to an accident or illness. Appropriate documentation must be provided.

 

          1. Maximum Hours Evaluation Status
          2. Maximum Hours Evaluation status is granted to students who have successfully appealed. Students can receive aid during this period after signing and submitting a Satisfactory Academic Progress Contract to the Division of Student Services.

 

        1. Appeal Process
        2. The student may submit documented reasons to the Division of Student Services for failure to maintain satisfactory academic progress. Valid reasons are listed in section XII (2.d.). The academic progress requirements may be waived based on written procedures below. Any appeals granted must be well documented as they would otherwise be violations of federal standards. 

 

            1. First Request to Appeal Satisfactory Academic Progress Financial Aid Suspension
            2. Waivers or appeals may be decided by the Vice President for Student Services, Director of Financial Aid or his/her designated representative in Financial Aid. The following documentation must be submitted to the Division of Student Services:
              • Appeal Form
              • Letter of Extenuating Circumstances and Plan for Improvement
              • Supporting Documentation

 

            1. Request to Appeal Maximum Hour Financial Aid Suspension
            2. Waivers or appeals may be decided by the Vice President of Student Services, Director of Financial Aid or his/her designated representative in Financial Aid. The following documentation must be submitted to the Division of Student Services:
              • Appeal Form
              • Letter of Extenuating Circumstances and Plan for Improvement
              • Supporting Documentation
              • Academic Evaluation Form completed by the student’s Program Director
              The student may submit documented reasons for failure to maintain satisfactory academic progress to the Division of Student Services.

 

          1. Deadlines for Appeals
          2. Students planning to appeal should appeal as soon as they are notified of their financial aid suspension. Tuition and fees are due at the start of each term. In order to avoid difficulties involved in late payment of tuition and fees, submit the appeal promptly and observe the deadline dates. 
              For an appeal to have meaning, the appeal must be granted in time to allow the student’s award to be processed before grades are released for that semester.In addition, student loans cannot be processed after the enrollment period ends.
                Federal regulations require that once the standing of a student is known, then the award must reflect that information. Thus, a student granted an appeal before the end of the semester and awarded after the end of the semester may become ineligible for the award by the time the award is granted. Financial aid appeals cannot be retroactive. 



              1. Appeal Procedures
              2. The student must submit a Financial Aid Suspension Appeal Form to the Division of Student Services, using the official college Appeal Form,
                and include documentation to support the reason for granting an appeal.
                Appeals cannot be processed if the student is placed on Academic Suspension.



              1. The Satisfactory Academic Progress standing can be appealed when one of the following conditions exists:
                1. Illness or injury of the student
                2. Illness, injury, or death of a family member
                3. Natural Disasters i.e.: floods, fires, tornadoes, hurricanes, or earthquakes
                4. Criminal acts inflicted on the student or student’s family. For example: terrorism, kidnapping, or theft.
                5. Military involvement i.e.: draft or US service duty
                6. Emotional problems supported by documentation from a counseling agency, counselor or psychiatrist.
                7. Documented errors of an official designated representative of the Vice President of Academic Affairs resulting in unacceptable academic progress.
                8. Legal entanglements i.e.: divorce, child custody, extended jury duty or bankruptcy

      Phone: (304) 205.6700
      Email: admissionss@kvctc.edu
      Online: Apply Now!
      2001 Union Carbide Drive
      S. Charleston, WV 25303

      Kanawha Valley Community and Technical College is an equal opportunity/affirmative action institution and does not discriminate against any person because of race, gender, age,color, religion, disability, national or ethnic origin. For more information: Michelle Bissell, Title IX Coordinator (304) 205-6600.