Satisfactory Academic Progress (SAP)

The following policy applies to students at The University of Texas Medical Branch in accordance with 34 CFR-Part 668 as amended 06/05/2024.

Satisfactory Academic Progress (SAP) is defined as the successful completion of coursework toward an eligible certificate or degree.  Federal regulations require the Office of Student Financial Aid to monitor the academic progress of each student receiving financial aid.

Academic progress will be monitored at the end of each term using grades and/or GPA.  Students must maintain satisfactory academic progress in order to qualify for financial aid the next term.  Academic progress will be monitored at the end of each term or academic year for students in JJSOM Medicine and JJSOM PA (clinical year).

If a student fails to make SAP at the end of a term, they will be on “Financial Aid Warning” (FAW) for the next term.  During this time, the student can receive aid.  After that, if the student fails to make SAP for a second term, they will not be eligible for further aid but can appeal.  If the appeal is approved, the student will be on “Financial Aid Probation” (FAP) and can receive aid for one term.  At the end of that term, the student must be making SAP.  During the probationary term, the institution may impose conditions for student’s continued eligibility to receive aid.

Note: For all students other than JJSOM and PA students in their clinical year, a term is 4 months in length.  JJSOM and PA students in their clinical year are enrolled in one term per year which is 12 months in length, so SAP is only measured once after the 12 month term.

Students not meeting SAP will be notified via their campus email address of their status.

If a student is not eligible to receive aid because they are not maintaining SAP, they may appeal that decision to the Director of Student Financial Services (currently Anne Hale).  Students may submit an appeal for any reason they feel contributed to their inability to maintain SAP.  The student’s appeal must be in writing (email is acceptable) and must include why they failed to make SAP and what has changed that will allow them to make SAP at the next evaluation.  The Financial Aid Office (FAO) will consult with the Student Affairs Dean of the school in which the student attends to make a determination regarding the appeal.  If the appeal is approved, the student must be able to make SAP by the end of the next term OR the student will be placed on an academic plan that will ensure that they are able to meet SAP standards by a specific point in time.

 

Grades and GPA

All grades except the following will be used to determine SAP:  I, INC, IP, G, N, NR, R, Q, W, and WP.  Repeated courses and only UTMB course grades are included in the GPA calculation.  Grades of I or INC will not negatively impact the minimum number of hours passed or GPA requirement and will be followed up on 1 term after the grade of I or INC was received to ensure that the course was passed.  If not, the student will be placed on FAW for that failing grade.  GPA for student with an “I” will be based on term GPA rather than cumulative GPA.

GSBS:  Students must be enrolled in and pass (grade of “C” or better or “S”) at least 5 semester credit hours in any given term and maintain at least a 2.0 GPA.  Exceptions:  Students who are enrolled in dual programs, one being outside GSBS, will need to meet the minimum hour policy for their primary program.  Students who are in a plan that does not calculate a GPA are considered to be maintaining that portion of SAP as long as all courses are passed.

SPPH:  Students must be enrolled in and pass (grade of “C” or better or “S”) at least 5 semester credit hours in any given term and maintain at least a 2.0 GPA.  Exceptions:  Students who are enrolled in dual programs, one being outside SPPH, will need to meet the minimum hour policy for their primary program.  Students who are in a plan that does not calculate a GPA are considered to be maintaining that portion of SAP as long as all courses are passed.

SON:  Students must be enrolled in and pass (grade or “C” or better for undergraduate students and “B” or better for graduate students; or “S”) at least 3 semester credit hours in any given term and have no course failures (grade of “D”, “F”, or “U”).  Exception for graduate students:  If course does not contain a clinical component, no grade below “C” is acceptable. Undergraduate students must also maintain at least a 2.0 GPA and graduates a 3.0 GPA.

SHP:  Undergraduates students must pass with grade or “C” or better or “P” in all courses in any given term and maintain at least at 2.0 GPA, Graduate students must pass with a grade “B” or better or “P” and maintain at least 3.0  GPA for masters and doctoral students.

SOM Physician Assistant (PA):  Students must pass (grade or “B” or better or “P”) in all courses in any given term and maintain at least 3.0 GPA.

SOM Medicine:  Students must pass (no grades of F or U) all coursework in a given year.  Grades of “I” and “WP” are not included.  SOM does not calculate a GPA; therefore, students who are allowed to continue in SOM are considered to be maintaining SAP regarding GPA.

 

Maximum Time Frame

GSBS, SPPH, SHP and JJSOM PA

Students must complete their program no more than 150% of the required course hours.  For example, if your program has 30 required course hours to complete your degree, you may receive aid for a maximum of 45 credit hours. 

JJSOM MD

Students must complete their program in no more than two years beyond the normal length of the program.  The normal program length is 4 years.

For all programs, withdrawals and repetitions of courses will alter the calculation of Maximum Time From.  Those W will be included in the calculation.

Pace

GSBS, SPPH, SHP and JJSOM PA

The pace component of SAP is calculated by dividing the total number of hours completed by the total number of hours attempted. Students must be progressing at a pace of 67%.  Students enrolled in undergraduate programs are required to have completed 60 credit hours at another institution prior to matriculation at UTMB.  Those transfer credits will be added to the hours required at UTMB to be used in the calculation of pace.  Those transfer credits, along with any other transfer credits for students will be determined based on what has been recorded on the student’s record and added to the student’s total hours completed. 

JJSOM MD

JJSOM Medicine does not have semester credit hours, so progression is measured in terms of course units completed.  Since JJSOM Medicine students have 2 years past their normal program length to complete their program, they must be progressing at a pace of 67%.  Students who are repeating a year will be measured based on the curriculum for the year in which they are enrolled.  For instance, if a student is repeating year 1, he would need to have completed 32 units (48 x 67%). The number of required course units per year is as follows: a) Year 1=48, b) Year 2=49, c) Year 3=48, and d) Year 4=40.  Some Year 4 courses may be completed prior to Year 4. 

For all programs, withdrawals and repetitions of courses will alter the calculation of pace.  Those grades will be included in the calculation.

Updated:  June 5, 2024