Satisfactory Academic Progress

US Federal Aid Loans - Satisfactory Academic Progress (SAP)
Requirements for Continuity of Funding

CQUniversity is required by U.S. federal law (34CFR 668.16) to define and enforce standards of Satisfactory Academic Progress (SAP) to all students applying for or receiving U.S. Federal Aid (subsidized, unsubsidized and PLUS).  These guidelines have been established to encourage students to progress and successfully complete the academic program for which aid is received.  It should be noted that although the University has a general policy for SAP, these requirements relate specifically to students in receipt of Title IV funding.

Students are entitled to modify their enrolment prior to the census date for each study period and retain eligibility for aid, provided they maintain a full-time enrolment whilst on-shore and do not drop below half-time whilst they are off-shore.  Students who drop below a half time loan are not eligible for US federal funding.  This requirement is linked to Immigration regulations, as international students studying onshore must study in the full-time mode.  Students must not enrol in any subject delivered by "flex" mode.

1. Monitoring of Academic Progress

The academic performance of students receiving Federal Aid will be reviewed at the end of each term.  This review will include consideration of the student's progress against the following qualitative and quantitative categories:

In order to receive US Federal funds, students must meet minimum standards for both of the abovementioned components, whilst simultaneously adhering to academic progress rules and to Australia Immigration legislation.  Failure to maintain the required standards can result in suspension of financial aid.

2. Academic Standing

Students must have a cumulative Grade Point Average (GPA) of 2.1 or greater at the end of each academic period.  CQUniversity shows its passing grades alphabetically from HD - P, which equates to a 4 point scale.  The following table has been provided to allow you to manually calculate your grades.

For the purposes of US Federal Aid:

1. A cross institutional assessment will be viewed in terms of the alphanumerical grade awarded by the institution that undertook the assessment.
2. PN or S will be viewed as a (C) grade
3. The grade WF will be assessed individually to ascertain whether there are any exceptional issues behind the withdrawal, and will include the timing of the withdrawal (including drop periods, university protocols) and whether the student is attempting to maintain the required GPA by withdrawal from courses. 

2.1 Maintaining Satisfactory Academic Progress - Coursework Students

Central Queensland University's process for monitoring and managing the academic progress of coursework students is detailed in the Monitoring Academic Progress Policy. This policy defines the minimum academic standards required for coursework students to maintain satisfactory academic progress in a course.

Students' progress is monitored at the end of every teaching period or term, as applicable.  Students who do not make satisfactory academic progress are notified and provided with advice regarding remedial action which they should take to improve their academic performance.  Students who still fail to maintain satisfactory academic progress may be subject to conditions placed on their enrolment or suspension from the program.

2.2 Maintaining Satisfactory Academic Progress - Research Students

Students undertaking postgraduate study via research mode are also bound by the same criteria in relation to time in which they are able to access aid and successful progression towards completion of their research.  The progress of research students is monitored via a progress report which is completed for each student in April and September of each year, by the Supervisor and Associate Dean Research & Innovation (ADRI) in conjunction with the student.  Where problems are identified in the report, the student's progress will be formally monitoring by the ADRI for a prescribed period.  Where more substantial problems result in an unsatisfactory progress report, the Dean Research will interview the student and the Supervisor to determine an appropriate course of action.

3. Maximum Timeframe

An undergraduate student is entitled to receive aid for 150% of the allocated course time frame.  The maximum timeframe for eligibility is as follows:

3 year degree - eligibility for aid 4.5 years
4 year degree - eligibility for aid 6 years

Students should be advised that whilst US federal eligibility may allow them to continue - individual academic progress rules and student visa restrictions may impact on the students' ability to continue within the program. 

4. Remedial, Non-Credit Courses and Incompletes

Non-credit courses will not be counted in assessing full-time hours.

A student is required to achieve a grade on any deferred or supplementary assessment within six (6) months of completing the relevant course. 

5. Transfer Students

Guidelines for transferring financial aid students into Central Queensland University:

• If no credits transferred in, then SAP evaluated solely on work at Central Queensland University

• If received transfer credits, those must be included when determining progress toward maximum timeframe.

6. Repeated Courses

Financial Aid may be allowed for repeated courses, as long as the student maintains satisfactory academic progress as measured by the qualitative and quantitative categories outlined in this document.

7. Withdrawal

Withdrawal from a course or courses should not affect a student's eligibility for US Financial Aid unless it means that they will not complete their program of study within the 150% of normal program duration, or they are not enrolled in at least 50% load for that term.  Please note withdrawal from courses may also affect their Student Visa status.

8. Notification of Suspension of Aid

Satisfactory Academic Progress (SAP) will be assessed for each student at the end of each academic period, to determine your eligibility for continued award or disbursement of aid.  The student will be notified in writing (by both email and hard copy) if they are placed on Financial Aid warning or if their Financial Aid eligibility has been suspended. The address used for all correspondence to the student will be the address recorded on the University's student system. 

9. Financial Aid Probation and Suspension

Students who fail to achieve the required GPA level commensurate within the duration of their program, and their academic level within that degree structure, will be placed on Financial Aid probation for six (6) months. 

Students who have been placed on probation and subsequently meet the GPA requirements in the next term will be removed from probation.  Student who have been placed on probation and do not meet the requirements applicable to program and level will be suspended and ineligible to receive financial aid until such time as they achieve the required GPA.

Students who transfer into a new academic program will also transfer with any SAP warning or sanction, and will still need to meet the specified criteria in the new program before re-establishing eligibility to receive financial aid.

10. Financial Aid Appeals

Students who have their eligibility for US Federal Aid suspended may appeal the suspension if compassionate and compelling circumstances exist, and are supported by acceptable documentary evidence.

Compassionate and compelling circumstances may include: 

a. Death of an immediate family member (parent, caregiver, spouse, sibling, dependant child etc )

b. The extended illness of the student - extended illness as defined as a documented chronic or recurring medical or emotional illness that causes the student to be absent from class at least 15 days or more

c. The extended illness of a family member that places hardship on the student. Immediate family member includes parent, spouse, caregiver, sibling, dependant child etc.

d. Other mitigating circumstances as determined by the Financial Aid Appeals committee.

Students must indicate in writing the reason(s) for failure to meet the necessary financial aid SAP requirements and why their financial aid should not be suspended.  All documentation to support the appeal is required at time of appeal submission. Disbursement of funds will not be made while an appeal is being processed.

All appeals must be received in writing within seven days of receipt of the Notice of Suspension.  The appeal shall be considered by the Financial Aid Director, or nominee.   The process to review the appeal must commence within 10 working days of lodgment of the appeal with the Financial Aid Director.  The Director, or nominee, shall have the power to uphold or dismiss the appeal or to make a new decision.  An appellant will be notified of the outcome of their appeal, and the reasons for the decision, as soon as possible by the Financial Aid Director.

Students must submit all documentation to:

Financial Aid Director
CQUniversity
Building 65
Bruce Highway
ROCKHAMPTON   QLD   4702

• SAP Appeal - GPA
• SAP Appeal - Excess of 150% 

If this appeal is rejected the student may appeal their suspension of aid, via written appeal to the Deputy Vice Chancellor (International). If a student wishes to undertake this option, they must advise Central Queensland University's Financial Aid office within 7 days of receiving a response from the Financial Aid Director. At that time, they will be forwarded the documentation for submission to the Deputy Vice Chancellor (International). Students who appeal will be informed of the Deputy Vice Chancellor's (International) decision, which is final. 

11. Reinstatement of Eligibility

Students who have been denied access to aid as a result of their failure to maintain the appropriate level, are required to monitor their individual academic progress, and when the student believes they have regained eligibility are required to submit the CQUniversity Financial Aid Application along with all supporting documentation to the Financial Aid Administrator. Students who are re-instated will automatically be placed on FAA probation.

12. Financial Aid and the CQUniversity Refund Policy

Central Queensland University has a clear refund policy for international students attending this institution. The following is an addendum for students who are utilising US federal student aid funds.

If a student who receives US financial aid withdraws from the University and is eligible for a refund of fees paid for that period of enrolment - a determination must first be made as to whether any of the refund money must be returned to the US Federal Aid program. If it is determined that refund money must be returned to the aid program, the distribution of Stafford money will be as follows:

1. Federal Stafford Unsubsidized
2. Federal Stafford Subsidized
3. Federal PLUS

Pro-rate refund calculations apply for any international student who is attending Central Queensland University and who withdraws within 60% off the payment period.

If Central Queensland University is required to pay money on the student's behalf to the US Department of Education as a result of their early withdrawal, the student is required to repay that money to the Central Queensland University. Only after these calculations and payments are done, will any remaining funds be returned to the student or their parents (Parent PLUS only).

Additionally if the student withdraws from the University whilst in receipt of aid, they may also be required to pay back money to the US Federal government.