Satisfactory Academic Progress (SAP) 

Maintaining Satisfactory Academic Progress (SAP) is crucial for retaining financial aid eligibility at the University of Montana. SAP standards encompass various factors, including GPA, Pace of Progression (PACE), and lifetime limits, which are closely monitored to ensure academic success. 

Key Components of SAP 

1. GPA (Grade Point Average): Your GPA reflects your academic performance and is a critical factor in determining SAP. It's essential to maintain a minimum GPA as outlined by the university's SAP policy to remain eligible for financial aid. 

1. PACE (Pace of Progression): PACE measures your rate of progress towards completing your degree. This includes successfully completing at least 67% of the credits you attempt. Falling behind on course completion can impact your SAP status and financial aid eligibility. 

1. SAPMAX (Maximum Timeframe): SAPMAX refers to the maximum timeframe allowed for completing your degree while receiving financial aid. The Department of Education sets SAPMAX, which is typically 150% of the published length of your program. Exceeding SAPMAX may result in the loss of financial aid eligibility. 

1. Lifetime Limits: Some financial aid programs have lifetime limits on the amount of aid you can receive. It's important to be aware of these limits and plan your academic career accordingly to avoid reaching them prematurely. 

Maintaining SAP 

To maintain eligibility for financial aid, it's essential to: 

• Achieve and maintain the minimum GPA required by the university's SAP policy. 

• Successfully complete at least 67% of the credits you attempt each semester to meet PACE requirements. 

• Be mindful of SAPMAX and lifetime limits to ensure timely degree completion and avoid exceeding allowable limits. 

Financial Aid Probation and Appeals 

If you fail to meet SAP standards and lose financial aid eligibility, you may have the option to appeal the decision or regain eligibility through a probationary period. Contact the Financial Aid Office for guidance on the appeals process and to explore your options for regaining eligibility. 

Contact Information 

For questions or assistance regarding maintaining financial aid eligibility at the University of Montana, please contact the Financial Aid Office: 

Financial Aid Office Phone: (406) 243-5373 Email: finaid@umontana.edu 

1. Understand UM's SAP Policy: Familiarize yourself with the University of Montana's SAP policy, which outlines the requirements for maintaining eligibility for financial aid. This policy includes criteria such as GPA, Progress of Progression (PACE) completion rate, and maximum timeframe (SAP MAX). 
2. Seek Academic Support Services at UM: Take advantage of UM's academic support services, including tutoring, academic advising, study skills workshops, and peer mentoring programs. These resources are designed to help UM students enhance their study skills, improve test-taking strategies, and achieve better grades. 
3. Meet with a UM Academic Advisor: Schedule a meeting with a UM academic advisor to discuss your academic goals and challenges. UM advisors can provide personalized guidance on course selection, study strategies, and academic improvement plans. 
4. Improve Study Skills: Enhance your study skills by implementing effective techniques such as creating a study schedule, breaking material into smaller chunks, practicing active reading and note-taking, and using mnemonic devices to aid memory retention. 
5. Utilize Test-Taking Tips: Improve your test-taking abilities by practicing sample questions, utilizing study groups for peer support and accountability, managing test anxiety through relaxation techniques and positive self-talk, and familiarizing yourself with test formats and instructions. 
6. Develop Strategies for Better Grades: Set specific, measurable, achievable, relevant, and time-bound (SMART) goals for improving your grades. Break down larger goals into smaller, actionable steps, and track your progress regularly. Stay organized, prioritize tasks, and allocate sufficient time for studying and completing assignments. 
7. Engage Actively in Classes: Actively participate in class discussions, ask questions, and seek clarification on topics you find challenging. Take thorough notes during lectures and review them regularly. Connect new material with prior knowledge and seek real-world applications to enhance understanding. 
8. Utilize UM's Academic Resources: Take advantage of UM's academic resources, such as the Writing Center, Math Learning Center, and subject-specific tutoring services. Attend workshops and seminars on study skills, time management, and academic success strategies offered by UM. 
9. Stay Motivated and Persistent: Stay motivated by setting intrinsic goals aligned with your personal values and interests. Celebrate small victories and milestones along the way. Stay persistent in your efforts to improve academically, and don't hesitate to seek support from UM faculty, advisors, and peers when needed. 

By implementing these strategies and utilizing UM's academic support services, you can enhance your study skills, improve your grades, and work towards meeting SAP requirements to maintain eligibility for financial aid at the University of Montana. Remember, academic success is a journey, and continuous effort and perseverance are key to achieving your goals. 

All undergraduates and students pursuing a Doctorate in Pharmacy must maintain a cumulative GPA of 2.0.

Beginning autumn 2016, newly matriculated law students must maintain a GPA of 2.3. Those that began their programs prior to that term are required to have a cumulative GPA of 2.0.

Students pursuing a Doctorate in Physical Therapy must maintain a cumulative GPA of 2.5. All other graduate and professional students must maintain a cumulative GPA of 3.0.

If a student takes only remedial courses in a given term, a GPA will be calculated using the grades earned in those courses, even though the grades are not normally factored into the cumulative GPA.  The student’s SAP standing will be based on this modified GPA.

In subsequent terms, the grades from the remedial courses will not be used in the GPA calculation, but the SAP standing calculated for that term will be used in determining a student’s SAP standing the following term.

All students must pass at least 67% of cumulative attempted credits. Only courses receiving grades of 'A', 'B', 'C', 'D', 'N', or 'CR' will count as completed courses. Courses with all other grades, including withdrawals ('W', 'WF', 'WP') and incomplete's ('I'), are considered unsuccessful attempts and will lower the Pace percentage. Repeated courses are counted as attempts each time they are taken.

For calculation purposes transfer credits that are recorded as earned will be included in both the total credits attempted and the total credits earned. Transfer credits that were attempted elsewhere but did not result in earned credits will not be counted in the Pace calculation.

Remedial courses, whether they are passed or failed, are not counted in the Pace calculation. However, no student may receive aid for more than 30 attempted remedial credits.

At the end of each term, if a student fails to meet either the GPA requirement, the PACE requirement or both, a calculation will be done to determine if it is mathematically possible for them to come into compliance with the SAP standards within one semester. If it is mathematically possible, the student will automatically be placed on financial aid warning. Students on warning continue to be eligible for financial aid for one semester. Then, at the end of the next semester, if the GPA and PACE earned are not in compliance with either requirement, the student will be ineligible for financial aid until they either meet the SAP requirements without financial aid or have an SAP appeal approved. 

Students on financial aid warning who do not come back into compliance within one semester are ineligible for all federal and state financial aid including tuition waivers. This is called financial aid suspension or not making satisfactory academic progress. A student will remain on suspension until they either meet the SAP requirements without financial aid or have an SAP Appeal approved. 

If the student has a grade changed or completes a grade of incomplete (I) that updates their GPA or PACE, then the student would notify the Financial Aid Office so that their eligibility status can be reviewed. It is the student’s responsibility to request that the SAP be reviewed in such cases. 

If a student has a significant circumstance beyond their control such as an illness or death in the family, physical or mental health crisis, accident, economic hardship, additional/loss of work hours, loss of childcare, computer/internet issues via distance education or other explainable event, then the student can appeal with documentation to request their aid be extended. This is not an exhaustive list of circumstances. Documentation if vital. 

The Satisfactory Academic Progress Appeal Form is available on our website or in our office. We highly recommend students submit the SAP Appeal when they are first notified of their financial aid suspension. Appeals are reviewed in the order they are received. Appeals submitted close to the start of the semester may run into peak processing delays. Therefore, it is imperative to know your SAP status and do your best in your academic endeavors. 

We recognize that first-year students are new to campus and their first semesters on campus can take time to transition. We would recommend a first-year student who is having an SAP issue reach out to their academic advisor and/or one of the Student Services offices to intervene, advise and help the student move towards student success. Being a first-year student or a first-time appeal is not an automatic approval. We are still required to look at the appeal on a case-by-case basis so introspection and stating what happened in that given semester and creating a personal plan of action to improve will help the appeal. Advisors and on-campus staff can also write supportive letters as documentation. Keep in mind that how the situation has changed and/or steps taken to improve is a part of the appeal process. 

The written appeal must explain specifically what circumstances prevented the student from making satisfactory academic progress and what changes have occurred so that the same circumstances will not hinder future progress. Documentation confirming the student’s extenuating circumstances and confirming that the student can successfully return to school is required. 

Each appeal is reviewed on a case-by-case basis. Strong documentation also helps to provide context but there is no guarantee that an appeal will be granted. In reviewing appeals, the nature of the extenuating circumstance, the likelihood of the circumstances reoccurring, and the overall academic record of the student are all considered. Since the goal of financial aid is for the student to graduate, if a student has submitted multiple appeals throughout their studies, it is less likely for the SAP appeal to be approved. Students with multiple appeals are highly recommended to have a secondary plan to pay for the term in case their appeal is denied. Some private loan lenders allow students with SAP issues to borrow private loans, but these require credit checks and sometimes, co-signers. 

Examples of documentation (not an exhaustive list): 

Car Accident – police report, doctors note or insurance documentation. 

Illness or Injury – letter from physician, hospital, or Curry Health Center 

Loss of Childcare – letter from agency or childcare provider 

Loss of Employment or Increase of Hours Worked – letter from employer, pay stub(s) unemployment benefits statement. 

Change of Major – letter from advisor, department, or instructor 

Subject: SAP Appeal for Fall 2024 Semester 

Dear [Financial Aid Office], 

I am writing to appeal the suspension of my financial aid due to not meeting Satisfactory Academic Progress (SAP) requirements during the Fall 2024 semester. I understand that my grades did not meet the university's standards, and I take full responsibility for my academic performance during that time. 

During the Fall semester, I encountered unforeseen personal challenges that significantly impacted my ability to focus on my studies. My father, who was my main source of emotional support, passed away suddenly, leaving me emotionally distraught and struggling to cope with my loss. Additionally, I was diagnosed with a medical condition that required ongoing treatment, further affecting my ability to attend classes regularly and complete assignments on time. 

Despite these challenges, I am determined to improve my academic standing. I have developed a comprehensive plan to ensure my success moving forward, which includes seeking counseling to cope with my grief and managing my medical condition effectively. Furthermore, I have enrolled in tutoring sessions and study groups to enhance my understanding of the course material and improve my grades. 

To support my appeal, I have attached documentation confirming my father's passing and medical records verifying my diagnosis and treatment plan. Additionally, I have included letters from my counselor and healthcare provider outlining the support they are providing to help me overcome these challenges and succeed academically. 

I am committed to regaining eligibility for financial aid and am confident that with the support systems in place, I will achieve academic success in the upcoming semesters. 

Thank you for considering my appeal. 

Sincerely, [Your Name]

Example 2: 

Subject: SAP Appeal for Spring 2024 Semester 

Dear [Financial Aid Office], 

I am writing to appeal the suspension of my financial aid for the Spring 2024 semester due to not meeting Satisfactory Academic Progress (SAP) requirements. I understand that my grades fell below the university's standards, and I take full responsibility for my academic performance during that time. 

During the Spring semester, I faced unexpected challenges that hindered my ability to focus on my studies. My part-time job, which I relied on to cover living expenses and tuition, cut back my hours significantly, leaving me with financial instability and stress. As a result, I was forced to take on additional work hours to make ends meet, leaving me with limited time to dedicate to my coursework. 

Recognizing the need for improvement, I have developed a comprehensive plan to address these challenges and ensure my academic success moving forward. I have secured a more stable source of income and adjusted my work schedule to prioritize my studies. Additionally, I have sought assistance from academic advisors and faculty members to create a realistic study plan that accommodates my work commitments. 

To support my appeal, I have attached documentation confirming the reduction in my work hours and my revised work schedule. Furthermore, I have included letters from my academic advisor and employer, affirming their support and acknowledging the steps I am taking to improve my academic performance. 

I am committed to regaining eligibility for financial aid and am confident that with the adjustments made, I will excel academically in the upcoming semesters. 

Thank you for considering my appeal. 

Sincerely, [Your Name]

Example 3: 

Subject: SAP Appeal for Summer 2024 Semester 

Dear [Financial Aid Office], 

I am writing to appeal the suspension of my financial aid for the Summer 2024 semester due to not meeting Satisfactory Academic Progress (SAP) requirements. I acknowledge that my grades did not meet the university's standards, and I take full responsibility for my academic performance during that time. 

During the Summer semester, I encountered significant challenges that impacted my ability to succeed academically. I was diagnosed with anxiety disorder, which intensified during the semester and affected my ability to concentrate on my studies and attend classes regularly. Additionally, I faced financial difficulties due to unexpected medical expenses associated with my diagnosis, causing further stress and distraction. 

In response to these challenges, I have taken proactive steps to address my mental health and financial situation. I have started attending counseling sessions regularly to manage my anxiety and develop coping mechanisms to improve my focus and academic performance. Moreover, I have reached out to the university's financial aid office to explore additional funding options and support services available to students experiencing financial hardship. 

To support my appeal, I have attached documentation confirming my diagnosis of anxiety disorder and medical bills incurred during the semester. Additionally, I have included a letter from my counselor outlining the treatment plan and progress I have made in managing my anxiety. 

I am committed to regaining eligibility for financial aid and am confident that with the support systems in place, I will achieve academic success in the upcoming semesters. 

Thank you for considering my appeal. 

Sincerely, [Your Name]

Example 4 

Subject: SAP Appeal for Fall 2024 Semester 

Dear [Financial Aid Office], 

I am writing to appeal the suspension of my financial aid for the Fall 2024 semester due to not meeting Satisfactory Academic Progress (SAP) requirements. I understand and accept responsibility for my academic performance during this period. 

During the Fall semester, I encountered unforeseen circumstances that significantly impacted my ability to maintain the required GPA. In September, I was involved in a serious car accident that resulted in injuries requiring extensive medical treatment and rehabilitation. As a result of the accident, I missed several weeks of classes and was unable to complete assignments and exams on time. 

In response to the challenges posed by my recovery, I have taken several steps to improve my academic performance and ensure future success. Despite the physical and emotional toll of the accident, I communicated with my professors to arrange accommodations for missed coursework and exams. Additionally, I utilized academic support services such as tutoring and study groups to catch up on missed material and strengthen my understanding of course content. 

To support my appeal, I have attached documentation related to the car accident, including medical records and a police report detailing the incident. Furthermore, I have included letters from my healthcare providers outlining the extent of my injuries and the treatment plan implemented to aid in my recovery. 

I am committed to regaining eligibility for financial aid and am confident that with the support systems in place, I will achieve academic success in the upcoming semesters. 

Thank you for considering my appeal. 

Sincerely, [Your Name] 

• Most students whose appeals are granted will be placed on extended eligibility. Students on extended eligibility are on an academic plan. Students on extended eligibility will be allowed to continue to receive aid until they come back into compliance with the SAP policy if they meet the SAP standards measured on a term-by-term basis. In other words, if an undergraduate student meets both the GPA requirement of 2.0 and earns 67% of their credits in each term, then they continue to receive financial aid under extended eligibility until their overall GPA and PACE meets SAP standards. 
• In limited situations, a student may be placed on financial aid probation. Students on probation have one semester to come back into compliance with the SAP policy or they will be on financial aid suspension again. Similarly, in limited situations, students who are on an academic plan (extended aid eligibility) will have additional stipulations such as a limited course load or being required to seek assistance from academic support staff. These situations are to help the student seek the resources out that may help them be successful in college. 
• Students who fail to meet the terms of the academic plan or who were on probation but fail to come back into compliance in one term will be placed back on financial aid suspension. We allow students to submit second appeals; however, the second appeal would usually have to be a new explainable event, a revised treatment plan, or a different documentation. The federal regulations regarding SAP are to ensure students are using federal funds for educational purposes and are on track to earn their degree.  

If a student's appeal is denied, we will explain the reason for the denial. 

An appeal is most often not approved because: 

• The explanation the student provided for why they did poorly academically is not considered an extenuating circumstance. 

• Adequate documentation was not provided. 

• The circumstance has not been resolved well enough to predict a successful term. 

• The student’s academic record does not show enough progress and it would be difficult to return to eligible standing. This is usually due to multiple appeals or multiple withdrawals. It these situations, no more appeals are likely to be granted until the student improves their academic performance without financial aid. 

If a student whose appeal was denied would like to discuss options, the student should contact the Financial Aid Office to speak with a senior staff member. The senior staff member will be able to determine if there is additional documentation that can be submitted, request a secondary look at the appeal and/or bring the appeal to the full committee. Students who have SAP issues and have their appeal denied or choose not to appeal often take out private loans to fund college without federal and state financial aid. Private loans usually require a co-signer and take more time to process than federal aid so plan accordingly. Student Accounts also has a deferred payment plan that can help break up the payments into more manageable portions. 

Students who choose not to submit an appeal or who have an appeal denied, can have their eligibility reinstated once they come back into compliance with the policy. Those students find alternate means of funding their education until they meet SAP requirements. Senior staff members in financial aid are available to outline exactly what a student needs to do to come into compliance with both the GPA and PACE component of the SAP policy. They can also suggest alternate means for paying for classes.  

Another valuable resource is your academic advisor. Campus programs such as tutoring, TRIO, Office of Student Success, Office of Disability Equity, Montana10, Financial Education, Curry Health Center, Payne Family Native American Center, and others can also help.

The Financial Aid Office will automatically recalculate a student's SAP status if an instructor submits a grade change to the Registrar’s Office for the term immediately preceding the current semester. This includes changing grades of I (incomplete), N (course in progress) and MG (missing grade) to a passing grade. 

Grade changes for coursework older than the most recent term reviewed when SAP status at the end of the term. If a student wants it reviewed sooner, they need to specifically request to have the Financial Aid Office staff to reevaluate their SAP status. All grade changes must be updated by the Registrar’s Office on a student’s transcript before the SAP status will be recalculated.  

If a student takes advantage of the Academic Forgiveness policy, their GPA will be adjusted. However, all credits attempted (even if ‘forgiven’) are still considered in the PACE calculation as attempted credits. Since they were ‘forgiven,’ they will not be counted as earned credits even if they previously received a passing grade.