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Academic Requirements for Financial Aid

Federal Financial Aid Programs

Standards of Satisfactory Academic Progress and Pursuit of Program for Determining Continuing Eligibility for Federal Title IV Financial Aid

The standards of Satisfactory Academic Progress for federal financial aid are the same as the College's academic standards. Students who are academically dismissed are not eligible for federal financial aid. In order for a student to be in Good Academic Standing, federal and state regulations require students to maintain pursuit of program and they must make satisfactory academic progress toward completion of their program of study. Please refer to the Standards for Academic Progress charts (below) to determine academic status.

Credits Attempted Compared to the GPA

 Cumulative GPA
Total Credit Hours Academic Academic Academic
Attempted Warning Probation Dismissal
12 -18 credits 1.50 - 1.99 .50 - 1.49 Below .50
19 - 36 credits 1.75 - 1.99 1.00 - 1.74 Below 1.00
37 - 48 credits 1.85 - 1.99 1.50 - 1.84 Below 1.50
49 or more credits 1.85 - 1.99 1.75 - 1.84 Below 1.75

Or
Credits Attempted Compared to Credits Earned

 If credits earned are less than 
Total Credit Hours Academic Academic Academic
Attempted Warning Probation Dismissal
12 -18 credits 9 6 3
19 - 36 credits 15 12 9
37 - 48 credits 24 21 18
39 - 60 credits 30 27 24
61 - 72 credits 37 34 31
73 or more credits 60% of credits
attempted
55% of credits
attempted
50% of credits
attempted

Timing of Evaluations and Evaluation Process

The standard measures academic progress at the end of each semester in which Title IV aid is awarded to students, not including winter mini-semester. Evaluation of progress will occur shortly after final grades have been posted by the Registrar and notices will be sent out promptly.

Note: Although the college does not evaluate academic status at the conclusion of the summer session, the Financial Aid Office does evaluate summer academic progress to determine future eligibility for federal financial aid. Once summer grades are posted, students that meet the dismissal criteria for academic standards, will not be eligible for federal financial aid.

Academic Dismissal

A student will be dismissed when he/she fails to meet the minimum academic standards of academic progress and/or pursuit of program. A student who is academically dismissed is not eligible for federal financial aid.

Financial Aid Appeal Process

A Financial Aid Appeal Form, separate from the Academic Appeal Form, must be submitted to the Financial Aid Office by the due date posted on the form for consideration of reinstatement of aid. Applications will be available by contacting the Financial Aid Office. Reinstatements are only considered due to extenuating circumstances. If a financial aid appeal is approved, students will be awarded aid and then placed on a financial aid probation period for the subsequent term. In order to continue to receive Title IV federal aid, the student must be making satisfactory academic progress based on the Good Academic Standing charts at the conclusion of the term. The Financial Aid Office will review the student’s Satisfactory Academic Progress to determine continued eligibility. Final decisions regarding federal student aid are determined by the Financial Aid Appeals Committee.

What are the Title IV Financial Aid Programs?

Federal Pell Grant, Federal SEOG, Federal Work-Study and Federal Direct Student Loans

What is the difference between "attempted" and "earned" credit hours?

Attempted credits include all course work included in the student's academic history at Herkimer County Community College, except for transfer and advanced placement credits.

Earned credits include all attempted (non-remedial) courses for which a passing grade has been received (D- or higher). Grades listed as "Incomplete" at the time of evaluation will be considered attempted and unearned, but will not affect the grade point average.

Incomplete Grades

A letter grade of "I" (incomplete) will count as attempted credits toward a student's pursuit of program. In certain cases, financial aid eligibility and satisfactory academic progress cannot be determined with incomplete grades. These students will not be eligilble for financial aid and will be responsible for all college costs incurred until a final grade is determined. It is the student's responsibility to notify the Financial Aid Office once a final grade has been submitted.

Repeated Classes

Are you taking a class at HCCC that you previously completed? This may affect your current financial aid awards! Repeating a course which a student previously passed (D- or higher grade) may affect a student's eligibility for financial aid. For state aid purposes, if a student repeats a course that was previously passed, that course cannot be included as part of the student's enrollment status. For federal aid purposes, a student may repeat a previously passed course only once for that class to be included as part of the student's enrollment status.

Course Load Requirements

The U.S. Department of Education and N.Y.S. Education Department mandate that courses must be creditable toward the degree, diploma or certificate program in which the student is enrolled. Student’s financial aid may be adjusted or canceled if enrolled courses are not applicable toward their program.

Maximum Timeframe for Completion (150 Percent Rule)

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. A student who has attempted over 90 credit hours for a two year degree or 45 credits for a certificate should seek advisement from a financial aid advisor regarding remaining aid eligibility. The number of attempted credits in determining maximum timeframe will include transfer, remedial, failed and withdrawn credits.

If a student changes their course of study, the hours attempted under all courses of study are included in the calculation of the maximum time frame. The Financial Aid Office will review student’s eligibility at the end of each semester and will notify students if he/she will no longer be eligible for federal aid programs (grants and loans) for any future semester.

Maximum Timeframe Appeal Process

A student who has lost his/her financial aid eligibility due to exceeding the maximum time frame may submit an appeal to the Financial Aid Office if there were extenuating circumstances which contributed to the student's inability to complete the program of study. Examples of extenuating circumstances would be medical concerns, death in the family, fire or other catastrophic events, legal problems or other circumstances beyond your control that occurred during the term for which you lost eligibility. Appeal forms are available by contacting the Financial Aid Office. Final decisions regarding federal student aid are determined by the Financial Aid Appeals Committee and will notify students of the their financial aid eligibility. If the appeal is granted, the student is required to work with their advisor to develop and follow an academic plan for graduation.

Incomplete Grades

A letter grade of “I” (incomplete) will count as attempted credits toward a student’s pursuit of program. In certain cases, financial aid eligibility and satisfactory academic standing cannot be determined with incomplete grades. Students in this category will not be eligible for financial aid and will be responsible for all college costs incurred until a final grade is determined. It is the student’s responsibility to notify the Financial Aid Office once a final grade has been submitted.

State Financial Aid Programs

To be eligible for NYS Tuition Assistance Program (TAP), Part Time TAP, and Aid for Part Time Study (APTS) and other state scholarships, students must meet the academic progress and program pursuit standards shown (in the charts) below. For each full time semester that a student receives a TAP award, he will use 6 points. Students may accrue a total of 48 points of eligibility but may only use 36 of those points at a 2 year institution. Points can also be earned for Aid for Part Time study and Part time TAP.

Standards of Satisfactory Academic Progress for Determining Eligibility for NYS Financial Aid

Chart A

This chart is for all students who first received a TAP award prior to the 2010-2011 academic year.

Before being certified for payment a student have1st Award2nd Award3rd Award4th Award5th Award6th Award
Accrued at least this many credits (earned hours) 0 3 9 18 30 45
At least this grade point average (GPA) 0.0 .5 0.75 1.3 2.0 2.0
And must have completed at least this many credit hours in the previous semester of study (quality hours) 0 6 6 9 9 12

Chart B

This chart is for all students receiving a TAP award beginning with the 2010-2011 academic year and thereafter.

Before being certified for payment a student have1st Award2nd Award3rd Award4th Award5th Award6th Award
Accrued at least this many credits (earned hours) 0 6 15 27 39 51
At least this grade point average (GPA) 0.0 1.3 1.5 1.8 2.0 2.0
And must have completed at least this many credit hours in the previous semester of study (quality hours) 0 6 6 9 9 12

Note: Remedial credits are counted as attempted hours but are not calculated under earned hours.

All three criteria in the above chart must be met in order to retain state financial aid in the subsequent semester. A final grade of other than "I",“W” or “AW” must be earned for credit to be included. If a student withdraws from a course, it may affect aid for the next semester.

C Rule

A 2.0 cumulative GPA must be maintained after cumulating four semesters of TAP. This requirement cannot be waived.

Duplicative Benefits

Duplicative benefits are those that duplicate the purpose of state grants or scholarships. Generally, this refers to funds that are specifically intended to cover tuition charges. The total of TAP/state grants and duplicative benefits cannot exceed a student’s actual tuition liability. Therefore students may have their TAP award reduced or cancelled due to these benefits. Examples of duplicative benefits are tuition waivers, tuition scholarships and some veterans benefits.

One Time Waiver of State Aid

A student may appeal the loss of state aid eligibility if the required New York State progress or pursuit standards are not met.  Only one waiver can be granted during undergraduate studies.  The student must document that there were extraordinary circumstances such as a family death, crisis or medical situation which prevented the student from meeting the standards.  The 2.0 cumulative GPA requirement (C Rule) is not subject to the One Time waiver.

Repeating a passed course

For state aid eligibility, student's who repeat a class that they have previously passed (D- or higher grade), this course(s) cannot be included as part of the student's minimum credit hours to receive state financial aid.

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