Satisfactory Academic Progress (SAP)

Federal law requires the College to establish standards of satisfactory progress toward the degree and to monitor each recipient of federal aid to ensure that the student is making satisfactory progress according to those standards. Bates applies the same Satisfactory Academic Progress standards to all students, regardless of financial aid status. The concept of satisfactory progress mandates the monitoring of both qualitative progress, represented by the student’s grade point average (GPA), and quantitative progress, which is the number of credits the student has earned thus far.

Students’ academic progress is reviewed twice a year: following the fall semester and following Short Term, when both the winter semester and Short Term are considered. A Short Term course is considered part of students’ cumulative GPA when graded with a letter grade and is included when calculating good standing or probation. The Short Term GPA alone does not result in dismissal, as outlined in the qualitative standards below. Courses for which students have been granted deferrals cannot be counted towards the quantitative or qualitative standards until the deferrals are complete and final grades have been posted. Students with approved deferrals will be reviewed for satisfactory progress after the submission of the final grade(s). In the event that this review occurs after the beginning of the subsequent semester, a student who would otherwise be eligible for dismissal will be placed on academic probation.

Credits transferred to Bates from other institutions apply to the overall total credits necessary for graduation and will be counted as both attempted and completed hours for satisfactory academic progress.

The Committee on Academic Standing is responsible for evaluating students’ progress, reviewing students’ academic standing, and evaluating petitions for exceptions to these standards, including requests for exceptions of severe illnesses or personal emergencies. The College has established these standards:

Qualitative Standards

For students in good academic standing:

• If the semester GPA is below 1.0: dismissal.
• If the semester GPA is above 1.0 but the cumulative GPA is less than 2.0: probation.
• If the semester GPA is above 1.0 and the cumulative GPA is equal to or greater than 2.0: good academic standing.

For students on academic probation:

• If the semester GPA is below 2.0: dismissal.
• If the semester GPA is equal to or greater than 2.0 but the cumulative GPA is less than 2.0: probation.
• If the semester GPA and cumulative GPA are both greater than or equal to 2.0: good academic standing.

Final semester seniors:

• Students graduate if the normal degree requirements, including courses, Short Term courses, and total grade point averages, are met. This applies to students on academic probation from the prior semester, even if they do not fulfill the normal probationary requirements for good academic standing in the second senior semester.

Qualitative Dismissal

Students dismissed for failing to meet the above qualitative standards are ineligible to return to Bates until they reestablish their eligibility after academic dismissal. The Office of Registrar and Academic Systems informs students and their advisors about changes in academic standing. After consulting with their student support advisor, students may petition the Committee on Academic Standing to have the standard of academic dismissal waived. The waiver is valid for one semester at a time; should the student remain below the minimum qualitative standard after the semester for which requirements are waived, they must petition for another waiver to remain enrolled. 

To reestablish eligibility, dismissed students must petition the Committee on Academic Standing. Dismissed students must spend at least one semester away from Bates and readmission is not automatic; the Academic Standing Committee may deny readmission if it determines that the student is not ready to return to Bates. The evidence required by the committee that the student is ready to re-enroll varies but typically includes at least two transferable courses, as defined by the Bates Transfer Credit Policy, with grades of "B" or better in all courses taken, and discussion in the petition of the circumstances that led to the dismissal, experiences undertaken while away, and reasons why the poor academic performance is unlikely to be repeated.

Students readmitted following an academic dismissal, either through a dismissal waiver or through reestablishing eligibility, are placed on academic probation in the subsequent semester, regardless of cumulative GPA.

Students dismissed from the College a second time must typically spend at least one year away from Bates before petitioning to re-enroll. All other standards described above apply. Readmission is not automatic; the Academic Standing Committee may deny readmission if it determines that the student is not ready to return to Bates.

Students dismissed from the College a third time are dismissed with finality and are not eligible to reenroll at Bates. In extraordinary circumstances, a student dismissed with finality may petition the Committee on Academic Standing to waive the dismissal with finality.

Quantitative Standards

Standard credit progress towards the degree is noted below. To comply with the satisfactory progress policy, each student must successfully earn the following minimum number of semester course and Short Term (ST) course credits:

Quantitative Standards

Semester	Standard Progress	Minimum Progress
1	4.0 credits	3.0 credits
2	8.0 credits	6.0 Bates credits
3	12.0 credits	10.0 credits
4	16.0 credits	14.0 credits
5	20.0 credits	18.0 credits
6	24.0 credits and 0.5 ST credits	22.0 credits and 0.5 ST credits
7	28.0 credits and 0.5 ST credits	27.0 credits and 0.5 ST credits
8	32.0 credits, including 1.0 total ST credits	32.0 credits, including 1.0 total ST credits

Quantitative Dismissal

The Office of the Registrar and Academic Systems notifies students if they have not met the quantitative standards. Students are considered withdrawn until satisfactory progress is reestablished. If denied aid or permission to return because of failure to meet the quantitative satisfactory-progress policy standards, students may reestablish eligibility for federal aid by subsequently meeting the standards through transfer credit or the posting of other non-Bates credit. The Committee on Academic Standing may also readmit students who petition the committee for readmission when there are exceptional or extenuating circumstances. A student who has reestablished eligibility may be considered for aid for upcoming periods but not for periods during which standards were not met. The student support advisor, the academic advisor, and/or the Office of the Registrar and Academic Systems consult with students seeking to rectify grades or earned credit deficiencies.

Financial Aid

All students, with the exception of transfer students, are expected to complete the degree in 8.0 semesters. Students are eligible to continue enrollment and receive financial aid for 8.0 full-time semesters. Any student not meeting the outlined satisfactory progress standards is ineligible to return to Bates College or receive federal student aid. 

Students receiving financial assistance who meet qualitative and quantitative academic standards and make satisfactory academic progress toward degree completion are considered in good financial standing and eligible to receive institutional and Title IV financial assistance.

Students in good academic standing who receive a warning that they have insufficient credits to meet progress standards or are placed on academic probation will receive a financial aid warning from the Director of Student Financial Services and can continue receiving federal and institutional financial aid for one semester.

Students receiving financial aid who fail to make satisfactory academic progress after the warning period and are dismissed by the College will not be eligible to continue receiving federal and institutional financial aid unless they meet the following conditions:

• Successfully appeal their dismissal, in which case they will be placed on academic probation for the following semester;
• Successfully appeal the financial aid SAP determination, in which case they will regain their eligibility for the following semester.

The Director of Student Financial Services will notify students who receive an academic warning or are placed on academic probation in writing of their financial aid status and outline the steps they can take to maintain or regain financial aid eligibility for the following semester.

Appeals

Students who believe that there are extenuating circumstances that should be considered may appeal a financial aid SAP determination by submitting a written appeal to the Director of Student Financial Services by the date provided in the Director’s written notice. In consultation with the Associate Dean of Students and/or the Director of Student Support Services, the Director will evaluate each request on a case-by-case basis. Students are notified in writing of the outcome of the appeal review.

To appeal, the student must submit a written statement that includes:

• A narrative explanation of the extenuating circumstances (e.g. death, injury or illness of a family member, or other special circumstances) that prevented the student from meeting the minimum requirements.
• A description of the student’s plan to succeed in their program of study and an explanation of what has changed will allow them to meet SAP at the next evaluation point.

Students are encouraged to submit any additional documentation that will explain their circumstances and support their appeal, including a copy of the student’s academic plan, if applicable. If an appeal is granted, the student will be eligible to receive aid on a probationary basis for one semester. The student’s record is reviewed at the end of the semester to determine eligibility for the subsequent semester. Students who fail to make progress at the end of the probation period lose their aid eligibility for the following semester. Students who meet progress standards and move to good academic standing after their probation period regain their financial aid eligibility.

Additional Information

Students who fail to make satisfactory academic progress and are dismissed by the College are ineligible to receive the following types of financial aid: Federal Pell Grant; Federal Supplemental Educational Opportunity Grant (FSEOG); Federal Work-Study; Federal Direct Loan; Federal Direct PLUS Loan; Bates Grant; and Bates College employment. Students who receive approval from the Committee on Academic Standing to reduce their course load below 3.0 credits may be required to repay a portion of their financial assistance. Students participating in the Federal Work-Study Program are subject to termination of employment. A student who is suspended for unsatisfactory scholarship or disciplinary or financial reasons is denied permission to continue to attend classes, enroll in subsequent terms, reside in College housing, receive Bates-funded financial aid, participate in Bates-sponsored extracurricular activities, or use facilities in ways that are not also open to the general public.