Standards of Academic Progress at ACHS

Standards of Academic Progress

ACHS expects all students to maintain satisfactory academic progress (SAP) toward completion of their enrolled program. At the end of each semester, grade-point averages and rate of completion are calculated to determine academic standings.

How Satisfactory Academic Progress is Reviewed

SAP has two components you must meet in order to retain your eligibility for financial aid. All students are held to the following standards:

  • Grade Point Average – This qualitative standard requires undergraduate students to achieve and maintain a cumulative GPA (CGPA) of 2.0; 3.0 for graduate students.
  • Completion Rate (or Pace) – This quantitative standard requires you to complete at least 67% of ALL attempted courses. Also called your pace, this is your earned (completed) hours divided by your total attempted hours. For example, 42 credits earned/48 attempted credits = 87.5%.

To check your academic progress, you should log into your account at https://myachs.com and complete a degree audit (under My Utilities), which details your progress in your ACHS program. This transcript analysis is updated once grades are posted at the end of each semester.

GPA & Pace of Completion Calculations

Course Incompletes – “I” Grade

If a student is unable to complete a course due to circumstances beyond the student’s control, the student must request an incomplete “I” grade by the semester end date and indicate his or her intention to complete outstanding coursework (fees apply - view fee information online at https://www.achs.edu/other-fees). Please see the Incomplete Grading Policy for more information.

An “I” grade does not impact the calculation of CGPA. Credits associated with courses in which an Incomplete grade is received are included in Total Semester Credits Attempted and count toward the Maximum Time Frame for Completion.

Course Incompletes – “U” Grade

If a student is not able to complete the coursework and does not request an incomplete grade by the end of the semester, the student will receive a “U” grade, Ungraded, and will be required to retake the class or make alternate arrangements with his or her Student Success Advisor to complete outstanding coursework (fees apply - view fee information online at https://www.achs.edu/other-fees).

An “U” grade does not impact the calculation of CGPA. Credits associated with courses in which an Incomplete grade is received are included in Total Semester Credits Attempted and count toward the Maximum Time Frame for Completion.

When courses with an Incomplete “I” or Ungraded “U” grade are completed and a final grade assigned, the resulting credit and grade point will be included in the CGPA.

Course Withdrawals

A “W” grade is not included in the calculation of CGPA. Credits associated with courses with a “W” grade count toward the Total Semester Credits Attempted and Maximum Time Frame for Completion.

Course Repeats

Credits from all course attempts will be counted in Total Semester Credits Attempted. Only the highest grade received will be included in the calculation of CGPA. Credits from all course attempts also count towards the Maximum Time Frame for Completion. Students receiving Title IV Federal Financial Aid may repeat a course in accordance with ACHS’s academic policy and Department of Education guidelines.

Transfer Credits From Other Institutions,  Readmitted Students and Students Changing Majors

If a student transfers to ACHS from another institution, the transfer credits that have been accepted by the ACHS will count as Total Semester Credits Attempted and Total Semester Credits Completed. The grades from such credits will not be included in the calculation of CGPA.

If a student changes majors, ACHS credits that have been applied to the new major will count as Total Semester Credits Attempted and towards the student’s Total Semester Credits Completed at ACHS. The grades from such credits will also be calculated into the CGPA.

GPA & Grading Scale

Grade Grade Points (grade points per credit) Included in CGPA Included in Total Attempted Credits

A

4.0

Yes

Yes

A-

3.7

Yes

Yes

B+

3.3

Yes

Yes

B

3.0

Yes

Yes

B-

2.7

Yes

Yes

C+

2.3

Yes

Yes

C

2.0

Yes

Yes

C-

1.7

Yes

Yes

F

0.0

Yes

Yes

CHAL

Challenge Exam successfully passed; Credit given, no grade points

No

Yes

U

Ungraded due to lack of participation, no grade points or credit

No

Yes

U/Alt Grade

Indicates “U” grade was completed and converted to a passing grade, e.g. U/A or U/R in the event the course is retaken. Grade points and credits are assigned using the alternative grade’s measurement.

Yes

Yes

I

Incomplete, no grade points or credits

No

Yes

I/Alt Grade

Indicates “I” grade was completed and converted to a passing grade, e.g. I/A or I/R in the event the course is retaken. Grade points and credits are assigned using the alternative grade’s measurement.

Yes

Yes

P

Credit given, no grade points

No

Yes

NP

No credit given, no grade points

No

Yes

R

No credit or grade points

No

Yes

T

Transfer Credit Awarded – Credit given, no grade points

No

Yes

W

No credit or grade points

No

Yes

AW

Administrative Withdrawal; administratively assigned due to withdrawal by the institution. Reasons for AW include, but are not limited to, non-payment or violations of the ACHS Academic Honesty policy (Honor Code)  

No

Yes

Academic Standings

Academic standings are determined once SAP is calculated at the end of each semester. In all instances the length of academic standing, also referred to as the probationary period, shall be one semester unless notified otherwise.

NOTE: Any student who is not on Academic Warning, Academic Probation, or Academic Suspension is considered in good academic standing.

  • Academic Warning: Undergraduate students with a cumulative GPA below 2.0 will be placed on Academic Warning; 3.0 for graduate students. Students who attain a cumulative GPA of 2.0 (undergraduate) or 3.0 (graduate) or better will be removed from Academic Warning.
  • Academic Probation: Students who have a cumulative GPA below 2.0 for undergraduate students or 3.0 for graduate students for a second consecutive semester will be placed on Academic Probation. Students who attain a cumulative GPA of 2.0 (undergraduate) or 3.0 (graduate) or better will be removed from Academic Probation.
  • Academic Suspension (Administrative Withdrawal): Students who are on Academic Probation and have a subsequent term GPA below 2.0 (undergraduate) or 3.0 (graduate) will be placed on Academic Suspension and administratively withdrawn from the institution. Academic Suspension is recorded on the student’s academic record. Students who are academically suspended are no longer enrolled students and must apply for re-instatement subject to approval by the Academic Standards Committee.
  • Reinstatement to ACHS: Suspended students accepted for re-instatement will be approved on a provisional basis and required to successfully complete nine semester credits of individual courses with a 2.0 GPA for undergraduate and 3.0 GPA for graduate studies to demonstrate good academic standing prior to full re-instatement into an ACHS program.

The  Academic Standards Committee, chaired by the Academic Dean, is responsible for enforcement of the Satisfactory Academic Standing regulations and has discretionary authority to grant exceptions and to develop guidelines for administering these regulations.

Students will be notified of their academic standing status by telephone, email, or mail. They will then need to meet (in person or via telephone) with their Student Success Advisor to discuss tools and strategies for future success. Students placed on academic probation will have their registration restricted and are required to have regular meetings (by phone or conferencing technology) with their Student Success Advisor throughout the following semester.

Students are automatically removed from academic probation when they have met SAP requirements.

Students who have received notice of academic suspension have the right to petition the Academic Standards Committee if there are extenuating circumstances. A written petition must be submitted to the Academic Standards Committee within 30 days of the date of notification. Extenuating circumstances should be explained fully in the petition. The Committee may approve the petition, approve the petition with condition, or deny the petition and suggest alternative action. The academic petition can be completed online at https://contact.achs.edu/achs-petition.

Additional Information for Students Using Federal Financial Aid

Students receiving Title IV federal financial aid must meet the above requirements in addition to the following in order to maintain satisfactory academic progress and remain eligible for federal financial aid:

  • Participation: Students receiving federal financial aid are required to participate in substantive interaction with faculty. Students are required to establish participation within the first 14 days of the semester to be eligible to receive federal financial aid for the semester, and Title IV funds are then disbursed for a student under the assumption that the student will participate for the entire period for which the assistance is awarded. Students who fail to participate in course activities through the end of the semester and do not request to withdraw or apply for an incomplete grade will receive a “U” grade on their transcript and financial aid awards will be recalculated. In this case, the date of withdrawal used for the calculation of Return of Title IV Funds will be the midpoint of the semester. A date earlier or later than the midpoint will be used if the college has documentation of the last day the student participated.[1] This recalculation may require that unearned funds be returned to the Department of Education and may result in a balance due to ACHS. In such cases, students will remain financially liable. Note no student is obligated to tuition for a semester that has not commenced.
  • Maximum Timeframe - You have 150% of the time it takes to complete your program and remain eligible for financial aid (if applicable). This is measured in credits and reviewed at the end of each payment period. For students with a financial aid appeal, the maximum timeframe is also reviewed for future semesters to ensure the student will be able to regain good standing within the maximum time frame allowed. For example, an Associates Degree requires 60 credit hours to complete, which means you would have a MAXIMUM of 90 attempted credit hours to complete your degree before you are no longer eligible to receive financial aid. See the chart below for completion times.

Program Level Maximum Time Frame (attempted credits)

Associate of Applied Science Degree – 60 credits

90 credits

Undergraduate Diploma – 27 credits

41 credits

Undergraduate Diploma – 36 credits

54 credits

Masters Degree – 36 credits

54 credits

 

Participation and Maximum Timeframe are reviewed at the end of each semester.

Financial Aid Standings

If a review of the student’s academic record at the end of the payment period indicates that they have not met SAP, the student may be placed on financial aid warning or probation and aid may be cancelled with continued failure to meet SAP:

  • Financial Aid Warning – This occurs after the first semester the student does not meet SAP. Students will need to meet with their academic advisor (in person or via telephone) to identify how ACHS can help. Recommendations might be weekly meetings, tutoring, or outreach to an ACHS Ambassador for peer guidance, for instance. Students will remain eligible for federal student aid for one additional semester, after which SAP will again be reviewed. If a student is still not meeting SAP after a second consecutive semester, they will be required to appeal in order to be considered for continued financial aid eligibility.
  • Financial Aid Probation – This occurs after the second consecutive semester that the student did not meet SAP, and after a successful appeal.[2] Student eligibility is reinstated for one payment period (or more with an academic plan).
  • Cancellation of Aid - If a student’s cumulative grade point average and/or completion rate is less than the minimum standard after the Probation period and/or the student does not meet the terms of their academic plan, the student’s financial aid will be cancelled. Financial aid eligibility may only be reinstated once the student is again meeting SAP.

How to Appeal Cancellation of your Financial Aid

An appeal requires an academic plan and submission of appeal online at https://contact.achs.edu/financial-aid-warning-appeal. Please be specific in your appeal and include all information you would like the Committee to consider.

In certain situations, an appeal may be warranted, including, but not limited to, the following:

  • medical emergencies 

  • severe health issues

  • severe personal or family problems

  • financial or personal catastrophe

Your appeal will be individually reviewed by the Financial Aid Committee, and you will be notified in writing of the Committee’s decision within 30 days of receipt of the appeal. The committee’s decision is final.

If aid is cancelled, you may continue to take courses at your own expense until you have regained good academic standing by achieving a minimum cumulative GPA of 2.0 for undergraduate students or 3.0 for graduate students AND meeting the minimum pace by completing 67% of your total attempted credits.

 

Last revised 9/9/16

 

 


[1] In accordance with 34 CFR 668.22(c)(1)

[2] in accordance with 34CFR 668.34 (a)(9)