Satisfactory Academic Progress 

Satisfactory Academic Progress (SAP) Overview

The purpose of this policy is to describe the Universal College of Healing Arts’ process for determining a student’s eligibility for continued receipt of Title IV federal funds.

 In accordance with federal policy, to remain eligible for financial aid, students must continue making Satisfactory Academic Progress (SAP) toward their diploma, certification, or degree. This is monitored by reviewing cumulative grade point average (GPA), the pace at which a student completes coursework and the maximum timeframe in which a student may complete an academic program. All SAP policies apply to all students at the Universal College of Healing Arts, including full and part-time students in all three programs (Hellerwork SI, Massage Therapy Diploma, and Massage Therapy Associate).

 

 Federal regulations (HEA Sec. 484(c), CFR 668.16, CFR 668.34) require all schools participating in Title IV financial aid programs to have a Satisfactory Academic Progress (SAP) policy that meets the requirements outlined below. These SAP requirements apply to all college coursework taken previously, regardless of whether the student received financial aid at that time. This includes coursework transferred to the Universal College of Healing Arts from another institution. These conditions apply to all students, and SAP is one of many factors used to determine student eligibility for Title IV financial aid programs.

 

 In accordance with federal regulations, financial aid will only be applied to courses included in a student’s program of study (diploma, certification, or degree). Any courses a student chooses to take outside of the program of study (diploma, certification, or degree) will not receive financial aid. A student’s SAP status is based on the student’s entire academic record at the Universal College of Healing Arts, and all other schools attended (includes all transferrable credits), regardless of whether financial aid is received.

Satisfactory Academic Progress Policies

Sap Policies 

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Requirements for Maintaining SAP


To maintain Sap, a student must:


1. Maintain a minimum cumulative grade point average (GPA)
A student must maintain at least an overall GPA of 2.5. Students are Given Progress (Grade) Reports at Midterm and at the end of the semester. If the student does not improve their GPA by the end of the first pay period, they are notified by email that they have been placed on Warning. An Academic Action Plan is requested from the student. In such a plan, the student identifies areas they need to improve, such as time management for learning, improved study skill methods, identification of support system needs, and any assistance that Teachers can provide. The Academic Advisor, Teachers, and UCHA President will add to the Action Plan as needed. Qualified to receive Financial Aid, students can continue to receive Financial Aid during the Warning period.

If any student fails to meet SAP at the end of the second pay period, they are placed on Academic Probation.
They are notified by email, and another Academic Action Plan is required. Students who fail to meet SAP after the Academic Probation that is, at the end of the second payment period, lose their Financial Aid eligibility unless they successfully appeal and subsequently placed back on probation. If the student fails to bring up their GPA to 2.5 or greater by the end of their third payment period while being on an appealed Academic Probation, they will not be eligible for financial aid. Students whose GPA had fallen below the minimum, who then later raise their GPA above the required standard, can re-establish and become off Academic Probation and maintain their eligibility for aid if they meet the minimum standards. For those students whose GPA has fallen below the minimum after being on Academic Probation and who were issued a denial with any appeal will be withdrawn, that is, denied attendance, from the program. Students who have been denied aid or attendance due to a GPA below the minimum standards may be granted aid or reinstatement on an appeal basis. Students are issued a Student Advisement Form allowing for an appeal process to begin. A Non-Punitive grade is graded as the student either satisfactorily passing (credit) or failing (non-credit). The course will count toward the minimum number of credit hours to be completed but will not affect the student’s GPA. Any Non-credit remedial courses will not count towards the minimum number of credit hours to be completed nor affect the GPA.

2. Complete at least 67% of all attempted credit hours
Attempted credit hours are reviewed at the end of each semester, and the aggregate percentage of coursework attempted and passed must equal 67% or greater at each review. For example, a massage therapy student who enrolls for 12 credit hours and completes 8.5 credit hours has completed an acceptable percentage of attempted credit hours, 67% or greater. This percentage is calculated by dividing the total number of credits or hours successfully completed by the number of hours or credits attempted.
Course work finished within thirty (30) days after the end of each semester is acceptable by the President’s approval only. After the thirty days, any course with incomplete course attendance, classroom hours not made up, and unfinished assigned work, will be considered Incomplete and graded with an ‘F’ or ‘I.’ It will be up to the President to determine if the course will need to be retaken or any further extension may be given, such as in a case for Internship/Externship where the student could not obtain the required number of hours to no fault of their own. This may be due to a health condition where the student was unable to perform during the required timeframe. All courses below the 70% minimum grade requirement will need to be retaken. Repeat courses may
only qualify once for financial assistance.


3.  Maximum Time Frame
A student is allowed a maximum time frame not to exceed 150% of the educational program’s published length. 

 

  • The Diploma program is a 1000 clock hour program, divided into semester increments over a 12-month period. A full-time Diploma student to comply will not exceed an 18-month time frame. Maximum Time Frame will also consider Semester Credits. Students must complete at least 70% of their attempted credits each semester to ensure on-time program completion. This maximum time frame or pace will be evaluated at the end of each semester. Students are informed on their end-of-semester Grade Report of the number of credits they have registered for and the number they have completed. Warnings will be issued to any student that is not meeting the 150% timeframe. Program Termination will be issued once they have gone past the 150% time-frame from their final semester.

  • The Associate Degree Program, because it is a 20-month program, has a maximum time frame of 30 months for a full-time student. This maximum time frame or pace will be evaluated at the end of each semester. 

  • The Hellerwork Program is an 18-month program, whereas the maximum timeframe would be 27 months.  This maximum time frame or pace will be evaluated at the end of each semester with appropriate warnings or termination. A less than full-time student maximum time frame will be calculated using the 150% rule according to their program length. For example, a student who attends a part-time status where the program might take 24 months would have 36 months. This maximum time frame or pace will be evaluated at the end of each semester with appropriate warnings or termination.

Course Completion

Course work finished within thirty (30) days after the end of each semester is acceptable by the President’s approval only. After the thirty days, any course with incomplete course attendance, classroom hours not made-up, and unfinished assigned work, will be considered Incomplete and graded with an ‘F’ or ‘I.’ It will be up to the President to determine if the course will need to be retaken or any further extension may be given, such as in a case for Internship/Externship where the student could not obtain the required number of hours to no fault of their own. This may be due to a health condition the student was unable to perform during the required timeframe. All courses below the 70% minimum grade requirement will need to be retaken. Repeat courses may only qualify once for financial assistance.

Transfer Students/ Credit Granted


Transfer credit for courses taken (attempted) and successfully completed (75% or higher) at institutions accredited by an agency recognized by the U.S. Department of Education or the Council for Higher Education Accreditation. This may include other approved massage schools attended during the past 12 months if the credits can be documented through an official transcript and a course description.  Credit for additional coursework taken will be reviewed on a case-by-case basis. Transfer Credits for courses are taken from a previous post-secondary school may be considered when determining a student’s compliance with UCHA’s Satisfactory Academic Progress Standards.


Transfer hours will be included in the number of hours completed toward the student’s program. The student must provide an original (official seal and signature) academic transcript from the college attended, which the UCHA President will review.   The President will determine the final determination of the required content of a transfer course and acceptance of the credit toward the UCHA program. This may be done by reviewing Course descriptions and or consulting with the attended college. Any number or Letter Grade with 75% or a C from an approved Transfer course will transfer as a P (Pass) grade and be calculated accordingly for the GPA.  Before receiving a UCHA diploma, a student must complete at least 50% of their course work directly from the college. UCHA cannot guarantee that its course credits will be transferable or accepted by another educational institution.


 Testing Out of a class is allowed provided the student has received credit at another post-secondary school. The student must demonstrate to the President a high qualitative knowledge of the subject matter, which meets a minimum of 90 – 100% of UCHA requirements.  Any Noncredit remedial courses will not count towards the minimum number of credit hours to be completed.


For course work previously taken past 12 months, testing out of a class is allowed. The student has received credit at another accredited post-secondary school/College and demonstrates to the UCHA President a high qualitative knowledge of the subject matter that meets a minimum of 90% or above the UCHA requirement. Testing out in a class will count as the student has obtained a successful course grade towards completing the overall program. 
UCHA does not offer experiential credit in that Nebraska statute states 83-004.03 Operating Requirements: Sec. 3: Not credit a student with hours except when hours were earned in the study or the practice of massage therapy in accordance with the required curriculum, except massage schools may transfer college or university credit into the massage course of study.

 

 

SAP Monitoring and Appeals

Students will be evaluated throughout the semester on both participation and quality of academic and hands-on lessons. At Mid-term and at the end of each semester, the student will see a written summary of their current progress and grades. A student who is not making satisfactory progress at the end of the first pay period shall be placed on Warning. If the student on Warning achieves satisfactory progress for the subsequent period but has not achieved the required grades for overall satisfactory progress, they will be placed on Warning for one more pay period. Students are issued a Student Advisement Form where they can accept or appeal the Warning Status. If the student fails to achieve satisfactory progress for the second warning period, the student is placed on Academic Probation. An appeal process is provided for. If a Student should not meet the SAP requirement by the end of the Academic period, that is, at the end of the second pay period, an appeal process is provided for, and only with success may a student continue. Students may be considered but not limited to consideration to continue if they choose a self-pay option. If the student then meets that SAP requirement by the next pay period, they would resume their eligibility for financial aid but still on probation until they again meet SAP requirements at the next pay period.

A student may appeal if there are extenuating circumstances. Examples of these include personal or family critical illness (both physical and mental), natural disaster impacting the student or family’s home, assault, etc. If an SAP appeal is approved, the student will be placed on SAP financial aid probation. To appeal, students must complete the SAP Appeal Form, which requires a student to explain the situation, document circumstances, and develop an Academic Recovery Plan with an academic advisor.

About SAP Financial Aid Probation

If a student is put on financial aid probation, their academic progress and financial aid eligibility will be reviewed at the end of the pay period. The student will be asked to sign a semester-by-semester SAP Probation Agreement that will explain the terms and requirements of the probation.

Students on SAP financial aid probation will be monitored for improvement and adherence to probationary terms, including the Academic Recovery Plan. While on probation, an undergraduate student is expected to achieve a semester grade point average of 2.0 or above, not receive an “I” in any coursework, and receive a “P” in each Pass/Fail course. The student must have an overall GPA of 2.5 to graduate.  Students on probation must also follow the terms of their Academic Recovery Plan. They continue to receive aid while on financial aid probation but will be monitored. A student will be removed from SAP financial aid probation upon successful completion of the Academic Recovery Plan. This is demonstrated by obtaining a GPA consistent with the minimum requirement for their academic level and completing an aggregate percentage of 70% or more of all attempted credit hours.

Failure to Meet SAP Probation Requirements

Students who do not meet the terms of financial aid probation (Academic Probation) and who were unsuccessful in the appeal process are not eligible for aid and or attendance in any subsequent semester. A written letter and email notification are sent to all students who fail to comply with the terms of their probation.

Changing Major or Degrees

Once enrolled, a student who wishes to change from a Diploma Program to a Degree Program or vice versa may do so at the end of any semesters. Students will need to notify the President in writing of the anticipated change. New title IV calculations would be made for any additional semesters, or monies would be recalculated for any returns of Title IV fund for a semester that now will not be taken.

Students cannot transfer from the Massage Therapy Program to the Hellerwork Program or vice versa and expect credits to transfer. A student would have to officially withdraw from one of these programs and apply to be accepted to the other. Title IV funds would be calculated accordingly to return monies to Title IV.

Special Circumstances Affecting SAP Status

Students can contact the financial aid advisor if they have lost their financial aid eligibility and they believe they have special circumstances that relate to the SAP.  With proper documentation of circumstances (i.e., doctor’s notice, a letter from the academic advisor, etc.), they may appeal by completing a Satisfactory Academic Progress Appeal Form. Also, they should contact their academic advisor to help them develop a plan for achieving good academic standing.

Incomplete Courses/Work, Poor Grades, and Withdrawal


Only courses for which the student received a grade of A, B, C, D, or P are acceptable and will count as a completed course. A grade of F, I, or W is not acceptable and does not count as Completed for the purpose of the student’s Completion Percentage. Students who fail to complete at least 67% of attempted credit hours will have their financial aid suspended. This percentage is calculated by dividing the total number of hours or credits successfully completed by the number of hours/credits attempted.  Permission for making up incomplete work may be granted when unforeseeable emergencies and justifiable reasons cause the student to be unable to complete the academic work by the end of the course. The student is responsible for initiating a request for an incomplete, but the incomplete grade (I) is assigned at the instructor’s discretion. Course work finished within thirty (30) days after the end of each semester is acceptable by the President’s approval only. The new letter grade will then replace the Incomplete. The GPA will be recalculated with the new letter grade. The total of credits earned will be recalculated. After the thirty days, any course with incomplete course attendance, that is, classroom hours not made-up and/or with incomplete assigned work, will be considered Incomplete and graded with an (F) or (I). It will be up to the President to determine if the course will need to be retaken or any further extension may be given, such as in a case for Internship/Externship where the student could not obtain the required number of hours through no fault of their own. This may be due to a health condition the student was unable to perform during the required timeframe. All courses below the 70% minimum grade requirement will need to be retaken. Repeat courses may only qualify once for financial assistance.

Repeated and Not-for-Credit Classes


A Repeated Course is a course taken a second time and could affect a student’s cumulative grade point average. Repeated courses will count toward the minimum number of hours to be completed per semester but will not affect the completed cumulative credit hours.  A student repeating a course and receiving a non-passing grade may receive aid for that course under certain circumstances; see the following examples for detailed information.


A student may not receive aid to repeat a class for which a grade of ‘I’ was received and was not completed within the maximum time frame set by the course instructor. Students who receive a passing grade may repeat a class once. 
If the student is repeating a course, they need to take care that your school or college has not designated it as not-for-credit. If so, the student may be required to repay some of their already disbursed financial aid.  
 

Semesters with All Failing Grades

Students will be asked to verify attendance during a semester in which all grades received are unacceptable (as defined above). Failure to verify attendance in each class will result in the cancellation of all aid for the semester.

 

Academic Holds and Financial Aid

Academic holds are used by UCHA to prevent future registration by students who need to resolve academic issues. If the student has an academic hold, the Office of Financial Aid will not determine such student’s financial aid eligibility or release funds to them until the academic hold is removed by the school or college. To resolve academic hold situations, the student should contact their school academic advisor.

 

Early Probationary Period

The first six-weeks of the program(s) is an Early Probationary Period. A student may be dismissed due to academic performance or behaviors that violate the college’s policies or values. A student’s Early Probationary Period may be extended or reinstated after a six-week period due to academic performance or violating policies that do not warrant immediate dismissal. If a student is placed on an Early Probationary Period status, they will be given a notice.

The notice in the Student Advisory Record will detail which behavior needs to be implemented or discontinued within a specific time period. If the student complies with the Student Advisory Record requirements, the Early Probation will be removed as defined in the Advisory Record.

 

Grading Regulations

The Accreditation Bureau of Health Education Schools, commonly known as ABHES, requires an institution accredited to develop and enforce a policy for satisfactory progress standards. Also, the Higher Education Act of 1965, as amended to date, mandates minimum standards of satisfactory academic progress for students receiving financial aid. All semesters of college coursework must be considered, regardless of whether they received aid each semester. The standards for determining satisfactory academic progress at the Universal College of Healing Arts (UCHA) are applied in the following area:

  • Interpretation and Enforcement: The President of UCHA will have the primary responsibility to interpret and enforce this policy. Unusual issues related to this policy may be directed to the President for consultation.

  •  Grade Points: A system of grade points is used to determine a student’s standing for graduation: Grade points are assigned to the respective grades as follows: for each credit unit, the grade of A is assigned 4 points; B, 3 points; C, 2 points; D, 1 point; F, 0 points. P (Pass) and F (Fail) units are not counted in a student’s GPA.

  •  Grade Point Average: A student’s Grade Point Average (GPA) is the qualitative measurement used for their college academic work. A 2.0 average equals a “C” grade average. To stay in the UCHA program, students need to maintain a minimum of 70% per individual class and a cumulative grade average of 75% (GPA 2.5) to graduate and receive a diploma or degree.

Grading System


Ongoing Grade reports are available to students via the Schoology classroom. End of Semester grade reports with the GPA calculations is provided in a secure network for the individual student to review. Grades are based on the quality of work as indicated on the Course Syllabus and Rubrics. The end-of-semester report will show the CGPA and all hours and semester credits earned out of the number attempted. Earned quality points are calculated for each course by multiplying the grade point value for the grade received for the course multiplied by the credit hour value of the course. For example, a 4.0 credit course with a grade of B would earn 12.0 quality points (credit value of course94) times grade point value of (B)3). 
The Cumulative Grade Point Average (CGPA) is calculated by dividing the total earned quality points by the total attempted credits. The chart below illustrates letter grades, description, percentage points, meaning, and quality points.

Grade Point Average Calculation


Grade Point Average (GPA) is the numeric measure of a student’s average performance in all completed letter-graded courses.  The grade points earned for each course are computed by multiplying the course’s credit hours by the grade point of the final grade received. The Semester GPA is computed by dividing the sum of the grade points earned in all courses taken during that semester by the total number of credit hours attempted during that semester. The Cumulative Grade Point Average (CGPA) is calculated by dividing the total earned quality points by the total credits attempted. UCHA’s transcripts show two different grade point averages:

 

  • Semester GPA is the point average of the student’s grades over one semester.

  • Cumulative GPA is the average of the student’s grades over all the academic courses they have taken at UCHA, University, or Community College. Units are counted toward your degree or utilized to satisfy major and or elective requirements.

 


 

Calculate Grade Points for Each Course Being Used in the GPA

Chart A4.PNG

The official GPA is calculated by dividing the total number of grade points by the total number of attempted credits. These figures can be found on the official transcript.   Attempted are found in the Credit Hours Attempted column; Grade Points are found in the Points column.

The GPA is calculated by converting each letter grade into Grade Points and then multiplying each grade by credit value.   The end-of-semester report will show the GPA and all hours and semester credits earned out of the number attempted. Earned quality points are calculated for each course by multiplying the grade point value for the grade received for the course multiplied by the credit hour value of the course. For example, a 4.0 credit course with a grade of B would earn 12.0 quality points (credit value of course94) times grade point value of (B)3). The Cumulative Grade Point Average (CGPA) is calculated by dividing the total earned quality points by the total attempted credits. Chart A1. Below illustrates the letter grades, description, percentage points, meaning, and quality points.

Application of Grades and Credits


As chart (A1) describes the impact of each grade on a student’s academic progress. For calculating academic progress, grades of F, W, and I are counted as hours attempted but are not counted as hours completed.  
The student must repeat any required course in which the student receives a grade of F or W grade. This W or F will now remain part of the student record if not replaced. If the course is no longer offered, a substitute course may be used subject to approval from the school’s President.  In the case of repeated courses, the better of the two grades is calculated into the CGPA. The lower grade will be replaced by a double asterisk (**), an indication that a higher grade has been earned for a separate attempt at the course. If the same grade is obtained when a course is repeated, only the first and corresponding grades will be calculated into the CGPA. Both repeated and original credits will be counted as attempted credits in the rate of progress calculations.

Change of Grades


All grades are final in the absence of mistake, fraud, bad faith, or incompetence. A student who believes a final grade to be incorrect may contact their instructor. In the absence of the instructor, the request shall be referred to the college president.   Ongoing Grade reports are available to students via the Schoology classroom. End of Semester grade reports with the GPA calculations is provided in a secure network for the individual student to review. Grades are based on the quality of work as indicated on the Course Syllabus and Rubrics.

 

Conversion from Clock Hours to Credit Hours


For Each Course:

  • 5 Lecture hours = 1 -semester credit

  • 30 Lab hours = 1-semester credit

  • 45 Externship hours = 1 semester credit

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