Mountwest

Academic Progress

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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. Mountwest 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:

  • Subsidized Loans
  • Unsubsidized Loans
  • Parents’ Loan for Undergraduate Students (PLUS) Programs

4. West Virginia and other State Grant and/or Scholarship Programs

II. Evaluation Increments

Students may be allowed to receive financial aid for an academic year; however, final Satisfactory Academic Progress is evaluated at the end of each semester of enrollment. There will be an additional evaluation increment after mid-term each semester. Students who are no longer in attendance  after mid-term, may not receive student loan distributions or other pending financial aid payments. Final academic progress standing will be evaluated at the end of each semester.

III. Components

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

IV. GPA Requirement

Associate Degree                                            

Hours Attempted Overall GPA
Mid-Term Evaluation 1.75
0-44 1.75
45+ 2.00

Certificate of Applied Science

Hours Attempted Overall GPA
    Mid-Term Evaluation     1.75
    0-15     1.75
    16+     2.00

Note: The Office of Financial Aid 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.

V. Maximum Hours

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 Financial Aid office 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. Students have the right to submit an appeal and must submit an Appeal Form along with a Degree Audit Form (includes classes needed to complete the degree) to the Financial Aid Office.

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 3 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 Office of Financial Aid is subject to penalty.  The penalty assigned by Mountwest Community & Technical College is the repayment of funds granted to the student.

VI. Hours Passed

Associate Degree

Hours Attempted Hours Completion Ratio
    Mid-Term Evaluation     60%
    0-44     60%
    45+     67%

 

Certificate of Applied Science

Hours Attempted Hours Completion Ratio
    Mid-Term Evaluation     60%
    0-15     60%
    16+     67%

 

VII. Withdrawal, Academic Forgiveness, Incomplete, Repeated, and Non-Credit Remedial Hours

  • Withdrawal, academic forgiveness, incomplete, repeated and non-credit remedial hours are counted for the calculation of hours attempted and GPA.
  • 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.
  • 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.

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.

VIII. Transfer and Readmission

Students who transfer into Mountwest 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 Mountwest 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.

Students who have not been continuously enrolled at Mountwest Community and Technical College will be placed on financial aid warning status during their first semester enrolling or re-enrolling at Mountwest Community and Technical College. Students may request an Administrative Review of the warning status by completing the Administrative Review for Warning Status form and supplying any requested official transcripts from previously attended institutions. Students who have a successful Administrative Review will be able to receive student loan disbursements prior to the mid-term disbursement.

IX. Students who do not meet academic progress

A. Status of non-compliance

1) Suspension Status

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.

2) Probation Status

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 Office of Financial Aid. Some students on probation may need to adhere to an academic plan developed in conjunction with their academic advisor.

3) Warning Status

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.

4)  Maximum Hours Evaluation Status

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 Office of Financial Aid.

X. Appeal Process

The student may submit documented reasons to the Office of Financial Aid 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.

A. First Request to Appeal Satisfactory Academic Progress Financial Aid Suspension

Waivers or appeals may be decided by the Dean of Student Services, Director of Financial Aid or his/her designated representative in Financial Aid. The following documentation must be submitted to the Financial Aid Office:

  • Appeal Form
  • Letter of Extenuating Circumstances and Plan for Improvement
  • Supporting Documentation

B. Request to Appeal Maximum Hour Financial Aid Suspension

Waivers or appeals may be decided by the Dean of Student Services, Director of Financial Aid or his/her designated representative in Financial Aid. The following documentation must be submitted to the Financial Aid Office:

  • Appeal Form
  • Letter of Extenuating Circumstances and Plan for Improvement
  • Supporting Documentation
  • Degree Audit Form completed by the student’s Program Director

C. Deadlines for Appeals

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.

D. Appeal Procedures

The student must submit a Financial Aid Suspension Appeal Form to the Office of Financial Aid, 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.

E. The Satisfactory Academic Progress standing can be appealed when one of the following conditions exists:

  • Illness or injury of the student
  • Illness, injury, or death of a family member
  • Natural Disasters i.e.: floods, fires, tornadoes, hurricanes, or earthquakes
  • Criminal acts inflicted on the student or student’s family. For example: terrorism, kidnapping, or theft.
  • Emotional problems supported by documentation from a counseling agency, counselor or psychiatrist.
  • Documented errors of an official designated representative of the Vice President of Academic Affairs resulting in unacceptable academic progress.
  • Legal entanglements i.e.: divorce, child custody, extended jury duty or bankruptcy