Academic Progress

Satisfactory Academic Progress

Whether or not a student is making satisfactory progress towards the completion of their program is evaluated based on the following criteria:

  • Maintaining a satisfactory GPA
  • Keeping pace towards completion in the allowed timeframe
  • Maintaining a minimum course completion pace

Student records are evaluated against these criteria at the conclusion of each trimester. Negative evaluation results may result in a student being placed on Academic Probation.

For students receiving Federal Student Aid, the results of each evaluation will impact if the student remains eligible to receive aid funds. Negative evaluation results will be communicated to the student and the student will be placed on Financial Aid Warning status (more information below).

Minimum Grade Point Average

The C, or 2.00 average, is the mark of acceptable work and good standing for undergraduate programs. The B, or 3.00 average, is the mark of acceptable work and good standing for graduate and doctoral programs. If a student’s GPA falls below the standard for the program in which the student is enrolled, he or she will be placed on academic probation (more information below).

Maximum Timeframe for Completion

The University has established the following maximum time frames based on full-time and part-time enrollment status:

ProgramFull-time statusPart-time status
Associate of Arts (61 units)3 years5 years
Bachelor of Arts in Biblical and Pastoral Studies (120 units)6 years10 years
Bachelor of Arts in Interdisciplinary Studies (120 units)6 years10 years
Bachelor of Arts in New Testament Studies (120 units)6 years10 years
Master of Arts in Theological Studies (36 units)3 years5 years
Master of Divinity (74 units)6 years10 years
Doctor of Ministry (36 units)5 yearsFull-time only
Certificate Programs (16-18 units, Undergrad and Grad)3 years

Undergraduate full-time status is defined as a minimum of 24 semester hours (units) attempted in an academic year or 8 semester hours (units) attempted each trimester.

Undergraduate part-time status is defined as a minimum of 12 semester hours (units) attempted in an academic year or 4 semester hours (units) attempted each trimester. Less-than-part-time status is defined as anything less than part-time.

Graduate and Doctoral full-time status is defined as a minimum of 18 semester hours (units) attempted in an academic year or 6 semester hours (units) attempted each trimester.

Graduate part-time status is defined as a minimum of 9 semester hours (units) attempted in an academic year or 3 semester hours (units) attempted each trimester. Less-than-part-time status is defined as anything less than part-time.

Any extension beyond the time limit for a program requires the submission of a completion plan and approval by the appropriate Academic Dean. Such extensions are not automatic. The completion plan must give a schedule for the completion of remaining courses within a reasonable time.

Minimum Course Completion Pace

Students (Undergraduate and Graduate) must maintain a satisfactory course completion pace of at least 67%. Course completion pace is calculated by dividing the number of semester hours (units) completed by the number attempted. Courses where a student earns a final grade of A, B, C, or D are considered completed. Courses where a student earns a final grade of F, W, WF, or I are considered attempted but incomplete.

Example:
A student who enrolls in 8 three-unit courses in an academic year completes 6 courses, fails (F) 1 course, and withdraws (W) from 1 course. The student completed 18 units of the 24 units attempted which yields a course completion pace of 75% (18 / 24 = .75)

Students who fail to maintain the required minimum course completion will be placed on Academic Probation (see below).

Transfer credit accepted from other institutions will count towards units attempted and units completed.

Academic Probation

Academic probation is meant to be an early warning that a student is not making satisfactory progress toward graduation, and may be (but is not automatically) subject to dismissal at a future date.

A notice of academic probation is placed on the student’s grade report for each applicable enrollment period. The notice is removed when a student is no longer on probation. Since academic probation is a remedial action, individuals placed on academic probation may receive academic counseling from a Shiloh University academic advisor to explore possible reasons and/or solutions to the student’s academic performance. If necessary, a student’s course sequence plan will be revised.

Undergraduate
After 9 credits (semester hours), if an undergraduate student’s cumulative grade point average falls below the minimum acceptable standard (2.0), the student will be warned and placed on academic probation for the next 18 credits of study. Courses completed, courses withdrawn from, and courses dropped will all be considered part of the 18 attempted credits. Students may repeat a course one time only to improve a grade of C (2.0) or below. When the student’s cumulative grade point average reaches the minimum acceptable level or above, he/she will be removed from academic probation.

Graduate
When a graduate student’s cumulative grade point average falls below the minimum acceptable standard (3.0), the student will be warned and placed on academic probation for the next 9 credits of study. Courses completed, courses withdrawn from, and courses dropped will all be considered part of the 9 attempted credits. Students may repeat a course one time only to improve a grade of C (2.0) or below. In order for a graduate student to be removed from academic probation, the student’s cumulative grade point average must be raised to 3.0 or higher.

Doctoral
When a doctoral participant’s cumulative grade point average falls below the minimum acceptable (3.0), the participant will be warned and placed on academic probation until the participant has successfully raised their GPA to at least 3.0. A seminar may be repeated to earn a higher grade if necessary.

Financial Aid Warning

If a student receiving financial aid does not maintain satisfactory academic progress (SAP) at the time of evaluation, they will be placed on financial aid warning. Students given this status may continue to receive financial aid funds for one trimester. During this trimester, the student must reestablish SAP in order to continue receiving aid funds. If a student does not accomplish this, they may submit an SAP Appeal form. If an appeal is accepted, the student will be placed on Financial Aid Probation status (see below). If an appeal is not accepted, the student will no longer be financial aid eligible until they meet reestablish minimum SAP.

Financial Aid Probation

If a student placed on Financial Aid Warning status does not improve their satisfactory academic progress (SAP) during the subsequent trimester, they may submit an SAP Appeal to continue receiving funds. If this appeal is approved the student will be placed on Financial Aid Probation status for one trimester.

As part of the appeal approval process the University may require that the student takes an adjusted course load or prescribed course schedule. If the student does not reestablish SAP during that trimester, or meet the alternate requirements set by the University during the appeal process, they will no longer be eligible to receive aid funds. The student may regain aid eligibility if they are able to reestablish SAP.

Late Assignment Policy

Assignments and discussions are considered late if not received by Sunday 11:59 p.m. of the week they are due. However, specific due dates within a class week may apply to individual assignments. A 20% grade penalty will be applied for the first week an assignment is late. An additional 20% penalty (40% total) will be applied for the second week an assignment is late. Assignments submitted more than two weeks after the due date will not be accepted. Note: Late penalties are not assigned to tests and assignments that are computer scored. Instructors may choose to adopt a stricter late assignment policy. This will be noted in the course syllabus.

If a student experiences extraordinary circumstances such as illness, emergency, or disaster that prevents him/her from completing an assignment(s) on time, the student may request an assignment extension. Approvals of such will only be given for legitimate reasons and documentation may be required. Neglect, typical work responsibilities, or events planned in advance are not considered legitimate reasons.

Extension requests are to be submitted at least one day before the assignment due date; retroactive extension requests will not be accepted. Extension requests must be submitted to the instructor via an Assignment Extension Request Form. Informal email requests are not accepted.

Course Extension Policy

If a student experiences extraordinary circumstances such as illness, emergency, or disaster that prevents him/her from completing coursework before the trimester end date, the student may request a course extension. Approvals of such will only be given for legitimate reasons and documentation may be required. Neglect, typical work responsibilities, or events planned in advance are not considered legitimate reasons.

Course extension requests are to be submitted at least one week before the end of the trimester; retroactive extension requests will not be accepted. Extension requests must be submitted to the instructor via a Course Extension Request Form. Informal email requests are not accepted.

If granted, an incomplete (I) grade will be assigned. After the established due date, which cannot extend beyond the end of the following trimester, the student’s final grade will be calculated. The earned final grade will be counted in the computation of the GPA.

Leave of Absence

If a degree student feels that they need to interrupt their academic progress by taking a trimester off, they may request a leave of absence. A leave of absence (LOA) must be communicated in writing to the Registrar’s Office via a Leave of Absence form. Note that if a student requires a short leave of absence during a trimester but still wishes to complete their course(s), they should refer to the Course Extension Policy.

A degree student may not typically request a LOA for more than one trimester in any given 12-month period. Any Leave of Absence of that exceeds one trimester will be considered a program withdrawal unless the extended leave was preapproved via appeal. Students wishing to appeal for an extended leave may do so using a new Leave of Absence form.

Financial Aid Recipients
Students receiving Federal Student Aid cannot appeal to extend a Leave of Absence. If a student fails to return after an approved one trimester absence, it will be considered a program withdrawal. The program withdrawal date will be considered the first date of the approved absence (the first day of the absent trimester) and that time will count as part of the student’s 6 month loan repayment grace period.

Course Retake Policy

Undergraduate and graduate students may repeat a course one time only to improve a grade of C (2.0) or below. Doctoral students may repeat a course one time only to improve a grade of B (3.0) or below.

Repeated courses will count toward the calculation of full-time or part-time enrollment status. Repeat courses that were previously incomplete will count towards units attempted and completed. Repeat courses that were previously completed and are being taken for grade improvement will count towards units attempted but not towards units completed. Credit hours earned for the course will be assigned only once. Failure of a repeated course may affect the student’s ability to maintain satisfactory academic progress.

Remedial Course Policy

Students may be required to improve specific skills by taking remedial coursework. Remedial courses are not included in GPA calculations, and they do not count towards units attempted or units completed.

Academic Dismissal

Undergraduate
If after completing the additional 18 credits of study the undergraduate student on academic probation does not have the required cumulative GPA for his/her program, he/she will be subject to dismissal. The Academic Dean or Dean’s designee will notify the student, in writing, of the dismissal.

Graduate
If after the additional 9 credits of study the graduate student on academic probation does not have the required cumulative GPA for his/her program, he/she will be subject to dismissal. The Academic Dean or Dean’s designee will notify the student, in writing, of the dismissal.

Petition for Reinstatement

After one academic year, students who have been dismissed may petition for reinstatement through the University unless other criteria for possible reinstatement were included in the dismissal notice. All petitions for reinstatement will be considered on an individual basis. Reinstatement will be granted only on a petition demonstrating that there is a strong likelihood that the student possesses motivation and capacity to successfully complete the academic requirements.

The Academic Dean or Dean’s designee will notify the student in writing of the University’s decision regarding reinstatement. Students who are reinstated will be required to comply with any conditions set forth in the letter of reinstatement. The University reserved the right to either reinstate the student in their original program or in the version currently available at that time. A copy of all reinstatement forms and letters regarding academic status will be sent to the Registrar’s Office to be placed in the student’s University file.