Student Academic Progress Policy

Responsible Unit: Enrollment Services | Executive lead: Provost 
Created: 05/2008 | Reviewed/Revised: 07/12/2018, 09/02/2020, 05/18/2023 | Effective: 06/13/2023 
Compliance: HEA Sec 484(c), 34 CFR 668.16(e), 668.32(f), 668.34; COCA 6.3, COCA 9.2, CAPTE 5E, ACOTE A.3.5, A.4.4, A.4.6, A.4.7, CODA 2-2 
Approving Body: PAC | Classification: Local: Students 

Policy: 
Each academic program is responsible for setting academic standards to detail continuation in and termination from the program, including appeal, remediation, and re-admission that comply with federal regulations, regional accreditation, and program-specific accreditation. Academic programs are responsible for reporting academic standards to the appropriate University Office for publication. 

Satisfactory academic progress must be measured at the end of each academic term for students in programs lasting one year or less and at least at the end of each academic year for all other programs. A student failing to meet one or more of the standards prior to a progress check will be placed on Warning. While on Warning, the student may receive financial aid. At a progress check, the student must be in good standing or may appeal to be put on Probation. A student who is not making academic progress is not eligible for federal Title IV student financial aid and is subject to dismissal. 

For programs without a GPA, the student must pass all required courses. For programs with a GPA, the student must meet the program GPA requirement, and for programs of more than two academic years must have a GPA of at least a “C” or its equivalent or must have an academic standing consistent with the program graduation requirements.  

At each progress check, the student must be evaluated as to whether it is possible to complete their academic program within the maximum timeframe. Students are not making academic progress at the point it is determined that it is not possible for them to complete their program within the maximum timeframe.  

Course withdrawals and repeats are allowed as part of a probation status and count as attempted credits. All periods of the student’s enrollment count when assessing progress. No student may advance beyond a progress check period with a failing or incomplete grade in any required course. 

Students will be notified of their academic standing status. Those on warning or probation status may not participate in PNWU-sponsored extracurricular events, research (outside of course activities), or organizations, are not eligible for PNWU-sanctioned travel, and may not run for or hold the position of executive, class, or club officer. Additional restrictions from activities may be included if deemed detrimental to academic performance.  

Probation status will be evaluated at the end of the next academic term. Regaining good academic standing may be achieved by successful remediation of the failed standard of progress. 
 
Remediation 
Following the progress check period, remediation will be determined by the academic program student progress committee. 

Appeal 
The student will have the opportunity to present to the academic program student progress committee any mitigating circumstances which directly contributed to the poor academic performance. The appeal must explain why the student failed to make satisfactory progress and what has changed in the situation that will allow them to make satisfactory progress during the next academic term.  

If the student progress committee determines the student should be able to meet the academic progress standards by the end of the subsequent academic term, the student will be placed on probation. If the determination is that the student will require more than one academic term to meet academic progress standards, the student will be placed on probation and an adjusted academic plan developed. The student’s progress will be reviewed at the end of each academic term to determine if they are meeting academic progress standards. 

A student dismissed who does not believe due process was properly followed may appeal the dismissal decision by submitting a detailed letter to the dean or provost if the academic program does not have a dean within five business days after receiving the dismissal notice. The decision of the dean/provost is final. 

Academic programs are responsible for documentation of appeals and providing documentation of probation or dismissal status to the Registrar and Financial Aid Office for processing and secure record keeping. 
 
Definitions:             
Adjusted academic plan—ensures that the student is able to meet the school’s satisfactory progress standards by a specific time or will take the student to successful program completion. 

Appeal—a process by which a student who is not meeting satisfactory academic progress standards petitions the school for reconsideration of their eligibility to continue enrollment and eligibility for federal financial aid funds.

Maximum timeframe – a period defined based on the length of the academic program. May be measured either in credit hours or calendar time. 

Qualitative standard is grade-based 

Quantitative standard is time-based 

Pace of progress is calculated by dividing the total number of hours the student has successfully completed by the total number of hours attempted. 

Probation—a status assigned to a student who is failing to make satisfactory academic progress and who successfully appeals, allowing one academic term of enrollment and federal financial aid funds. 

Warning—a status assigned to a student who is failing to make satisfactory academic progress prior to the progress check period. 

 
Procedures:              
N/A 

Related Documents: 
Federal Student Aid Handbook, Volume 1 – Student Eligibility 
 

Policy Resources

For assistance with policies and procedures contact:

Lori Fulton
lfulton@pnwu.edu