Satisfactory Academic Progress Policy (SAP)

Satisfactory Academic Progress Policy (SAP)

Satisfactory academic progress starts with good attendance.  To be making satisfactory academic progress, a student must attend at least 70% (80% in some programs) of the scheduled class hours on a cumulative basis during each evaluation period and to have a minimum 2.0 grade point average by graduation.  

Each program has its own evaluation points for determining satisfactory academic progress.  Thus, this policy is broken down by program, or a group of programs.

Intensive English Program, Attendance: Attendance is monitored every week for every class.

First warning letter relative to attendance:  If the student is below 70% after the first two weeks of any class, the student is sent a warning letter through a return-receipt email.  The Registrar’s office phones the student and meets with the student to explain the attendance requirements.  The student may be sent to also meet with Student Success to have the student learn more about ways to get to class on time, be in class, etc. If the student brings up his/her attendance, there is no further action.  

First probation relative to attendance:  If attendance is not improved by the end of the session (the fourth week of class), the student is placed on probation for the next session. The student is notified of probation through a return-receipt email. The Registrar’s office also phones the student and meets with the student to explain the attendance requirements again and determine what issues are getting in the way of attendance. The student is also notified that probation also affects any student who is on a F-1 Visa, as the student cannot transfer to another school in status (SOLEX will not release a transcript) and that student cannot request an extension of his/her program of study (no extension of the F-1 Visa). The student is sent to also meet with Student Success to have the student learn more about ways to get to class on time, be in class, etc. If, during the next session, the student meets the attendance requirement, the probation is lifted at the end of the next session. 

Second probation relative to attendance:  If the student has successfully met the attendance, after being on probation, and a lack of attendance at the 70% mark occurs for a second time, the student is immediately placed on probation. The student is notified of this by the Registrar’s office through a return-receipt email that also explains the consequences of not attending, or failing to bring up the attendance to the desired percentage rate.  The student is also notified that probation also affects any student who is on a F-1 Visa, as the student cannot transfer to another school in status (SOLEX will not release a transcript) and that student cannot request an extension of his/her program of study (no extension of the F-1 Visa). In addition to the email, the Registrar also phones the student and meets with the student to explain the attendance requirements. The student will be sent to also meet with Student Success to have the student learn more about ways to get to class on time, be in class, etc. 

If the student does successfully meet the expectations, the probation is lifted after the end of the next session.  At this point, the student is sent a letter and a return-receipt email explaining that if the student falls below the 70% attendance for the third time, the student will be administratively withdrawn from the program, with no probationary period. At this time, the Registrar notifies the program director, who then also phones the student and meets with the student to explain the seriousness of the situation and tries to determine how to further help the student.  

Administrative withdrawal for attendance: However, if during the next session, the student does not meet the attendance expectations at any point, while on probation, the student will be administratively withdrawn from the class, and the program. The student is notified of administrative withdrawal through return-receipt email and through a phone call made by the Registrar’s office to notify the student of the same.  The program director will also be notified by the Registrar of the administrative withdrawal. The student is also notified that the administrative withdrawal terminates the F-1 Visa agreement, and the U.S. government is notified that the student will need to leave the country.

At the point that the student has been on probation for a total of three sessions within a twelve-month period, the student will be administratively withdrawn from the program and SOLEX. If the student falls below the 70% attendance for a third time or the student has attendance below 20%, the student will be administratively withdrawn from the program.   Likewise, if the student misses 15 consecutive days of classes, the student will be immediately administratively withdrawn.

Intensive English Program:  Academic Progress: Academic progress is monitored monthly. 

First warning letter relative to academic progress: If the student’s grade point average for a course falls below 2.0, the student is sent a warning letter by return-receipt email from the Registrar’s office, and the program director notifies that student through a phone call or personal meeting. The student may be sent to Student Success for help with academic skills building. If the student brings up his/her grade point average by the end of the session (3 months for one level), there is no further action.

First probation relative to academic progress: If the student does not bring up his/her grade point average by the end of the session (3 months for one level), the student is scheduled to repeat that level, and is placed on academic probation.  The student is notified through return-receipt email that academic probation will be lifted only if the student passes the class level that the student is taking. The student is also notified that probation also affects any student who is on a F-1 Visa, as the student cannot transfer to another school in status (SOLEX will not release a transcript) and that student cannot request an extension of his/her program of study (no extension of the F-1 Visa).

In addition to the return-receipt email from the Registrar’s office, the student is phoned by the program director and a personal meeting is set up to discuss academic concerns.  The student is also sent to Student Success for additional information on academic support. If the student brings up his/her grade point average by the end of the session (3 months for one level), there is no further action.

Administrative withdrawal relative to academic progress: If the student fails to raise the grade point average by the end of the next class level, the student is administratively withdrawn. The student is notified of administrative withdrawal through return-receipt email and through a phone call made by the Registrar’s office to notify the student of the same.  The student is also notified that the administrative withdrawal terminates the F-1 Visa agreement, and the U.S. government is notified that the student will need to leave the country. The program director will also be notified by the Registrar of the administrative withdrawal. The program director may meet with the student to further help the student understand why this happened and the options for filing an appeal.

The student may repeat a level while on probation to help raise the grade point average, but must pass that repeated class to remain a student-in-good standing at SOLEX.  At the point that the student has had two academic probations, and failed two classes, the student will be administratively withdrawn.

Career Programs Attendance:  Attendance is monitored every week.

First warning letter relative to attendance:  If a student falls below 80% attendance for any three-week period of time, the student will be given a warning through return-receipt email from the Registrar’s office, and through contact with program administration. The Program Director, also phones the student and meets with the student to explain the attendance requirements.  The student may be sent to also meet with Student Success to have the student learn more about ways to get to class on time, be in class, etc. That warning is in effect for the rest of that semester/completion of course. If the student meets the attendance requirement for the rest of the semester, the warning is cancelled. 

First, and only, probation relative to attendance:  If the student falls below the 80% attendance for a second, separate period of time (during the course of the program, including the same or different classes), the student is placed on probation. The student is notified of this through a return-receipt email from the Registrar’s Office that also explains the consequences of not attending, or failing to bring up the attendance to the desired percentage rate, including the possibility of administrative withdrawal from the program.  The Program Director, also phones the student and meets with the student to explain the attendance requirements.  The student will be sent to also meet with Student Success to have the student learn more about ways to get to class on time, be in class, etc. If the student meets the attendance requirement for the rest of the semester/completion of course, the probation is lifted at the end of that semester/completion of course. 

Administrative Withdrawal relative to attendance:  If the student falls below the 80% attendance for a third, separate period of time (during the course of the program, including the same or different classes), the student will be administratively withdrawn from the program. The student is notified of administrative withdrawal through return-receipt email and through a phone call made by the Registrar’s office to notify the student of the same.  The Program Director will also be notified by the Registrar of the administrative withdrawal. The program director may meet with the student to further help the student understand why this happened and the options for filing an appeal.

Career Programs:  Academic Progress: Likewise, academic progress is monitored each week.

 First warning letter relative to academic progress: If the student’s grade point average for a course falls below 2.0 for any three-week period of time, the student will receive a warning through return-receipt email from the program administration, which will also have phone or personal contact with the student.

First, and only, probation relative to academic progress: If the student does not bring up his/her grade point average within the next three weeks, the student will be placed on academic probation. The student is notified through return-receipt email by the Program Director (also copied to the Financial Aid Administrator) of the academic probation and that the academic probation will be lifted only if the student passes the class that the student is enrolled in with a grade point average of at least 2.0. This notification also includes the termination of financial aid, if the student is receiving financial aid. The student is notified that he/she is responsible for all payments, including fees and tuition.  In addition to the return-receipt email, the student is phoned by the Program Director and a personal meeting is set up to discuss academic concerns. The student may repeat a class while on probation to help raise the grade point average, but must pass that repeated class to remain a student-in-good standing at SOLEX. 

Administrative withdrawal relative to academic progress: If the student fails to raise the grade point average by the end of the course, or has maintained a grade point average below 2.0 for two courses, the student is administratively withdrawn. At the point that the student has had two academic probations, and failed two classes, the student is administratively withdrawn.  The student is notified of administrative withdrawal through return-receipt email and through a phone call made by the Registrar’s office to notify the student of the same.  The Program Director will also be notified by the Registrar of the administrative withdrawal. The Program Director may meet with the student to further help the student understand why this happened and the options for filing an appeal.

Summary of SAP Action/Evaluation Points

Item

Intensive English Program

Career Programs

Attendance warning

End of two-weeks after class starts

Each three weeks throughout a course on weekly basis

Attendance if on warning

End of four-weeks after class starts (end of class)

Next three weeks on weekly basis

Attendance if on first probation

End of second class

Second time any three weeks of a course are missed, considering all weeks on a weekly basis

Attendance if on second probation

End of third class

Not Applicable

Withdrawal for lack of attendance

Weekly start of fourth session on

Third time any three weeks of any course or the program is missed

Withdrawal for lack of attendance

Weekly fell below 70% for the third time

NA

Withdrawal for lack of attendance

Weekly attendance of less than 20%

NA

Withdrawal for lack of attendance

Weekly, misses 15 consecutive days of class

NA

Academic warning

End of monthly session falls below 2.0

Every three weeks

Academic Probation

End of level at three months

Three weeks after first warning

Withdrawal for lack of Academic Progress

End of next class level at three months

End of course

Withdrawal for lack of Academic Progress

NA

End of any two courses

For all programs: 

Reporting Attendance:

In all programs, the instructor is expected to accurately report attendance, as it is part of the overall calculation for attendance.

Absent: The student is considered Absent when the student does not attend the assigned class session or has not actively participated in that session’s class (sleeping, texting, emailing, surfing the Internet during class when it is not part of the class activities, etc., during class). When the student is considered absent, there are not minutes of attendance reported for that session.

Tardy: The student is considered Tardy when the student enters the class more than five minutes after the designated start time.  Only the actual number of minutes that the student is in class are counted in the attendance. 

Early Departer: The student is considered as an Early Departer when the student leaves the class five minutes or more prior to the class being dismissed. 

Minutes of Attendance: Only the actual number of minutes that the student is in class are counted in the attendance.  The number of missed minutes is counted in the overall record of minutes of attendance. The instructor is not allowed to excuse an absence.  In the event that the student has a medical or exceptional emergency circumstance, documentation of this absence should be provided to the program coordinator/director and to the Registrar for consideration. 

Attendance Monitoring: The Registrar is in charge of monitoring overall attendance. The Program Coordinator/ Director, or the CAAO (when there is no coordinator/director) is in charge of monitoring academic progress. At the point that either of the student’s attendance or grade point average warrants a warning letter, or probation, the Registrar and the Program Director will meet to discuss the language for the warning letter.  The Registrar will notify the Directors of Student Success, Financial Aid, and the CAAO of all warning letters, probation letters, and administrative withdrawals.

Leave of Absence

Any student may be granted a Leave of Absence (LOA) for legitimate emergencies. Generally, only one LOA shall be granted in a 12-month period, and for a maximum of 180 school days. More than 180 school days may be granted to allow a student to re-enter a class at the point at which the student left for the LOA, depending on the program. For semester-based programs, a LOA may mean that a student sits out one or more semesters to become eligible to start the next offering of that particular class. The LOA, together with any additional leaves of absence, must not exceed a total of 180 days in any 12-month period unless the student is in a career program that does not have the course needed in sequence again at the time of return. In that circumstance, the student does not return until the course is re-offered. For career programs, a leave of absence will not be granted during a course. The student who leaves a course without completing the course work will be administratively withdrawn from the course, or fail the course, depending on time of the student no longer attending the course, unless the student withdraws from the course.

A student must request the LOA in writing in advance of the beginning date of the leave of absence, unless unforeseen circumstances prevent advance notice. All requests for a leave of absence must be made in writing, signed and dated by the student, and submitted to the Registrar’s Office. The anticipated date of return must be indicated on the request. A school official will meet with the student personally to discuss the request and determine whether the leave will be granted. The student will be informed of the decision no later than five (5) days after receipt of the request. A student who misses 15 consecutive days of classes without an LOA will be terminated. The student must contact the Registrar’s Office one week before their LOA authorization expires and register for the next session. If a student fails to attend school on the scheduled date of return from a leave of absence, that student will be terminated. Any refund due the student will be paid within 30 days from this documented drop date.

When a student takes an authorized Leave of Absence, the record of attendance stops recording attendance from that point forward. When the student re-enters the program, the student must start a course from the beginning of the course, and the attendance for that course starts afresh, but the student’s overall attendance monitoring continues from where it was prior to the leave of absence from that particular course. When a student takes an authorized Leave of Absence from a program, the record of academic achievement stays with the student.  The “LOA” indicator is not counted against the student.  However, if the student was on probation at the time of the authorized Leave of Absence, the probationary status is reinstated at the time that the student returns to a program. In the event that a student took a Leave of Absence from a program, and the program is terminated, the student will not be able to re-enter the program at a later time. If the student is in the IEP program, the student Leave of Absence must be reported to the U.S. Immigration Office.  The loss of student status means that the U.S. immigration regulations are violated, and the student also loses legal status in the United States.

Student-initiated Withdrawal

Any student may initiate his/her own withdrawal from the program and SOLEX at any point.  The student completes a withdrawal form which is submitted to the Registrar, with a copy forwarded to the Program Coordinator/Director.  Depending on the academic program, and the student’s status at the time of withdrawal, the student may or may not be accepted back into the program if the student re-applies to return to the program. When a student withdraws from a program, the record of attendance stops recording attendance from that point forward. If the student re-enters the program, the student must start a course from the beginning of the course, and the attendance for that course starts afresh, but the student’s overall attendance monitoring continues from where it was prior to the withdrawal from that particular course. When a student withdraws from a program, the record of academic achievement stays with the student.  The “W” grade is not counted against the student.  However, if the student was on probation at the time of withdrawal, the probationary status is reinstated at the time that the student re-enters a program. In the event that a student withdrew from a program, and the program is terminated, the student will not be able to re-enter the program at a later time. If the student is in the IEP program, the student withdrawal must be reported to the U.S. Immigration Office.  The loss of student status means that the U.S. immigration regulations are violated, and the student also loses legal status in the United States. 

Student Appeal of (Self-) Withdrawal: The student has the right to appeal his/her own decision of withdrawal/drop from a class and/or a program of study.  If the student chooses to appeal, a written statement as to the reasons for not meeting academic progress, with supporting documentation must be provided to the President within five calendar days of the receipt of the withdrawal notice. The appeal must be accompanied by documentation of the mitigating circumstances that have prevented the student from attaining satisfactory academic progress, and the circumstances as to why the student wants to reverse the self-withdrawal. Only extraordinary circumstances will be considered. The student must set forth a plan on how to improve/change relative to the circumstances leading up to withdrawal.   The President will assess all appeals, and determine whether the student may be permitted to continue in school on a probationary status, despite not meeting the satisfactory progress requirements. The student will be sent the written decision within ten days of the Institute’s receipt of the appeal. The decision of the President is final.

Administrative Withdrawal

Administrative withdrawal means that the student is immediately stopped from continuing in his/her studies.  Administrative withdrawal is noted on the student’s transcript.  Both administrative and student-initiated withdrawal result in termination of an F-1 student’s status. Loss of student status means that the U.S. immigration regulations are violated, and the student also loses legal status in the United States. 

Any student who is administratively withdrawn for lack of satisfactory progress is responsible for meeting his/her financial obligations to the school. Any student who initiates his/her own withdrawal is responsible for meeting his/her financial obligations to the school.

Student Appeal of Administrative Withdrawal: The student has the right to appeal the decision of administrative withdrawal.  If the student chooses to appeal, a written statement as to the reasons for not meeting academic progress, with supporting documentation must be provided to the President within five calendar days of the receipt of the administrative withdrawal notice. The appeal must be accompanied by documentation of the mitigating circumstances that have prevented the student from attaining satisfactory academic progress. Only extraordinary circumstances will be considered, such as a death or severe illness in the immediate family. The student must set forth a plan on how to improve.   The President will assess all appeals, and determine whether the student may be permitted to continue in school on a probationary status, despite not meeting the satisfactory progress requirements. The student will be sent the written decision within ten days of the Institute’s receipt of the appeal. The decision of the President is final.

Reinstatement: The student who is reinstated on appeal is automatically on a probationary status for the next course attended, during which time the student must meet the terms and conditions set out in the President’s letter granting the appeal.  At the end of that evaluation period, and at the end of every evaluation period thereafter, the student’s academic status will be reviewed.  The student may continue on probation as long as he or she meets the terms of the probation, or until such time as satisfactory academic progress is regained.

Maximum Time Frame for Completion

The student must complete all course work in no more than 1.5 times the normal program length, as measured in contact/credit hours offered.  This 1.5 times normal program length is referred to as the maximum time frame.  For example, the Intensive English Language Program (IEP) which is 36 weeks in length must be completed within 54 calendar weeks.  Time spent on an approved leave of absence is not counted against the maximum time frame.  Time spent on an approved grade of Incomplete in the career programs is not counted against the maximum time frame.                                          

Make-up Work

            Make-up hours must be pre-arranged with instructor, must be completed outside of normally scheduled class hours, and completed within the 150% Maximum Time Frame.

            Course Repetitions

A student who receives a grade of “F” for a level/course attempted is placed on academic probation and must repeat the course/level.  A course/level may be repeated once during a program. The better of the two grades will be used to calculate the academic grade average.  The lower grade will be converted to a grade “R” indicating that the course has been repeated.  Both the original and repeated credits will be counted as attempted credits in academic progress calculations. Such graded courses/levels must be successfully repeated within the 1.5 maximum time frame except where the career program did not have that class in the next semester/academic grading period.  In that case, the time spent to wait for the next class offering is not counted against the maximum time frame.

Incomplete Grade

An incomplete grade “I” signifies that not all the required coursework was completed during the term of enrollment. The “I” grade is assigned only if the student has been making satisfactory progress in the course but is unable to complete the coursework because of unusual circumstances that are deemed acceptable by instructor. The “I” grade is not calculated into the term GPA or CGPA at the time it is awarded. All required coursework must be complete and submitted within two weeks after the end of the term for the IEP program. For the career programs, the coursework must be submitted before starting the next course in the class sequence.  Depending on the program, and offerings, the student may sit out the continued sequence the student was enrolled in to finish up the incomplete and then continue the sequence the next time that it is offered.  If course requirements are not satisfied by the deadline, the “I” is converted to an “F” and will affect the student’s cumulative GPA.

Grade

Coursework Attempted

Coursework Completed

Calculated in GPA

A-D

Yes

Yes

Yes

F

Yes

No

Yes

Incomplete (I)*

Yes

No

Yes

Withdrawal (W)

Yes

No

No

Administrative Withdrawal (AW)

Yes

No

No

Repeated course (R)

Yes

No

No

Pass (P)

Yes

Yes

No

Audited course (AUD)

No

No

No

*A student who receives an “I” that results in a CGPA below the SAP standards will be placed on probation until such time as the “I” is removed and the CGPA is reevaluated.

Transfer of Credit

Credits transferred in from another institution of higher education are not considered for attendance or academic progress.  The transfer grade is not calculated in the overall grade point average at SOLEX College.

Program Transfers and Earning Additional Credential

Within the career programs, if a student changes programs, all SOLEX courses that can be applied to the new program are used in all SAP calculations (CGPA, completion rate and maximum time frame), including courses with grades of W, AW or F. Courses that are not in the new program are excluded from all S.A.P. calculations. A determination of courses that may be included in the new program as electives will be made in consultation with the program directors. If a student earns a credential at SOLEX College and enrolls in another program for an additional credential, all courses that have been successfully completed and can be applied to the new program are used in all S.A.P. calculations (CGPA, completion rate and maximum time frame/maximum credits). Courses that are not in the new program, including courses with grades of W, AW, or F, are excluded from all S.A.P. calculations.

Grade Report Release

Students can expect grade reports to be available after the 4th complete day after the last day of a session, term or semester. In some unusual instances, grade reports may be delayed longer and a period of up to 5 days would be required.  Every effort is made to release grade reports as soon as possible after course completion.  Note:  Transcripts will not be released if there is an outstanding balance owed to the college.