Students may not attend or participate in classes for which they have not registered. Students will not receive credit for attending and completing a course in which they are not registered. Students may be placed on the waiting list for a course that is full. Please consult the program staff for the program-specific procedure for progressing through wait lists.
For students not automatically registered for classes by the Program, registration requests may be submitted online using the student portal. Online registration instructions:
- Log in to Student Portal.
- Click on: Registration.
- Register for classes, add/drop a course, and make any needed changes to class schedule.
- If problems arise with student portal access, please contact the Helpdesk by email at firstname.lastname@example.org or by phone, toll-free: (800) 372-8176 ext. 7800.
- For all other course registration problems, contact Student Central.
Priority Registration Guidelines
In cases where more students register for a course than space allows, first priority is given to students for whom the course meets a degree requirement. Among these students, priority is assigned as follows:
- Students with the fewest number of credits left to complete.
- Students with the greatest number of credits in progress (courses being taken currently but not yet completed).
- The date the registration request is received.
Students for whom the course is an elective are then given priority based on the guidelines above. Contact program staff for program-specific procedures.
Course Drop/Withdrawal Policy
The course drop period is the first seven calendar days of the semester or the first seven days of a course delivered in the first or second eight-week term. Courses may be dropped during this period with no financial penalty and will not appear on the student’s permanent record.
Changes in registration must be made online through the student portal or in writing by completing the course drop and withdrawal form. Tuition refunds for courses dropped are subject to the course drop/ withdrawal policy.
Students must formally drop or withdraw from a course for which they have registered, but do not plan to attend or complete. Failure to withdraw before the first 50% of the elapsed course time will result in a grade of WF.
Students who drop a course online through the designated drop period; will not be charged a drop fee and the course will be removed from the transcript.
Written requests to drop or withdraw from a course must be submitted through the course change/withdrawal form.
Written requests received once the drop period has ended will be charged a $30.00 drop fee per request and liability for payment will be incurred.
Tuition refund for courses are calculated based on the amount of elapsed course time as measured from the start date of the term/semester until the end date of the term/semester.
- Up to 20% of the amount of elapsed course time: 100%
- 21-35% of the amount of elapsed course time: 75%
- 36-50% of the amount of elapsed course time: 50%
- After 51% of the amount of elapsed course time: None
Withdrawals requested after the drop period ends and up to the first 50% of the course will result in the grade of W on the student’s transcript. Withdrawals requested after 50% of the scheduled course has been completed will result in a grade of WF (No Credit) on the student’s transcript.
Tuition Refund Appeal for Extenuating Circumstances
Requests for a refund of all or a portion of tuition charges due to extenuating circumstances must be submitted within 90 calendar days after the semester ends. Requests must include a letter of explanation citing your situation and the reason why tuition should be refunded. Include reasons you were unable to follow the usual refund/drop procedures and attach third party documentation citing the circumstances. Documentation needs to sufficiently justify and address the extenuating situation.
Should a refund be granted, a W (for withdrawal) will remain on your academic record for each course.
Administrative Withdrawal from a Course
Failure to follow course withdrawal procedures will result in administrative withdrawal.
Students who do not attend or participate within the first seven calendar days of a course will be administratively withdrawn from the course with 100% tuition refund.
Students who do not participate or do not attend class for seven calendar days, after the first seven calendar days, will be administratively withdrawn for an eight-week course. Students who do not participate or do not attend class for 14 calendar days will be administratively withdrawn for a 16-week course.
Outside the drop period, the tuition refund is based on the last date of attendance and will result in an X grade, which negatively impacts the GPA, on the student’s transcript.
Students who complete the degree requirements in a semester with no course registration will be enrolled in BR100 for undergraduate students and GR100 for graduate students; both courses are referred to as continuous registration courses. There is no cost for registration in BR100 or GR100. Selected graduate programs that require continuous enrollment courses do incur a charge.
Students who do not register for consecutive semesters due to reasons such as health issues or military service may request a leave of absence from the university. Please see Leave of Absence policy.
Leave of Absence Policy
Students may request a leave of absence from the university if they do not plan to enroll for courses for the next consecutive semester. Examples of why a student might request a leave of absence may include the following: military leave, medical emergency, family emergency, and work-related situations such as a change in professional duties.
A request for a leave of absence must be made in writing to the student’s respective program director and registrar prior to the planned leave. Students requesting a leave of absence must be in good academic standing and must be on track to complete their program within the program time limit. Extensions to an already approved leave of absence may be requested following the same process used for the original request. Students who are not on an approved leave of absence will be administratively withdrawn from the university.
Course Incompletion Due to Call to Active Military Duty
Students called to active military duty, for a period of 30 or more consecutive days, before completing their courses have three options. They must indicate their choice in writing to the Associate Vice President of Enrollment Management and Student Services or designee, before departure.
If the student is close to completion of the course, he or she may make arrangements with the program director to complete the course or request a grade of Incomplete (I). The student then completes the remaining required work when they return. There are no academic or financial penalties associated with a grade of “I”. If the student does not complete the work within 90 calendar days of his or her return, the grade of “I” will be changed to W (Withdraw) and the student will need to re-register and retake the course.
The student may request withdrawal from the course. There are no academic or financial penalties associated with withdrawal from a course under these circumstances. No drop fee will be charged and the student will receive a full tuition refund. The course will be removed from the transcript.
The student may remain in the course and complete the course for full credit. Class sessions missed due to performing active military service will not negatively impact the student’s grade or standing in the course. The student is not automatically excluded from completing assignments while performing active military service.
Military: Annual Duty, Drill Service or Training Leave
Saint Mary’s University of Minnesota supports students who are members of the United States armed forces, National Guard, and reserve units. Students who are members of the National Guard or military reserves are encouraged to defer their annual duty, drill service or training leave obligations or register for courses that fall outside of the scheduled duty. If this is not possible, a letter from the commanding officer stating that deferment is not possible must be submitted to the program director and instructor in advance of the needed annual duty, drill service or training leave. All course assignments due during the annual duty, drill service or training leave must be completed within the course dates. If additional time is needed, students must request an incomplete grade from the instructor before the course ends. See I/grade policy.
Clinical Time: Annual duty, drill service and training leave time must be made up hour for hour in the clinical area. The student’s semester break time may be used to make up the missed hours at the end of the semester in which the annual duty, drill service or training leave occurred. If the annual duty, drill service or training leave exceeds the time allotted for semester break and/or goes beyond the semester, a grade of “IP” will be granted and the student may arrange to make up the time in consultation with the Clinical Director. Students must be aware that the ability to do extended shifts or “call” shifts to make up time away may not be an option.
Course Incompletion Due to Service Connected Disability
Students who have service-connected disabilities as certified by the United States Department of Veterans Affairs and whose service-connected medical conditions or medical treatment requirements reasonably prevent the student’s attendance at or progress in part or all of the students studies at any given time have three options. Students will be asked to provide written verification of the existence of the medical condition or medical treatment.
If the student is close to completion of the course, he or she may make arrangements with the program director to complete the course or request a grade of Incomplete (I). The student then completes the remaining required work when they have completed medical treatment or made sufficient medical recovery. There are no academic or financial penalties associated with a grade of “I”. If the student does not complete the work within 90 days of his or her return, the grade of “I” will be changed to W (Withdraw) and the student will need to re-register and retake the course.
The student may request withdrawal from the course. There are no academic or financial penalties associated with withdrawal from a course under these circumstances. No drop fee will be charged and the student will receive a full tuition refund. Any tuition refunds will be subject to the state or federal financial aid program requirements.
The student may remain in the course and complete the course for full credit. Class sessions missed due to medical treatment or medical condition will not negatively impact the student’s grade or standing in the course. The student is not automatically excluded from completing assignments while receiving medical treatment or recovering from the medical condition.
Refund of Room, Board and Fees for Call to Active Duty or Service-Connected Disability
Students who have been called to active military service or have service-connected disabilities as certified medical condition or medical treatment requirements reasonably prevent the student’s attendance at or progress in part or all of the students studies at any given time may receive a full refund of amounts paid for room, board, and fees. The refund amounts will be attributable to the time period during which the student was servicing in active military service or receiving medical treatment or dealing with the person’s medical condition and did not use the facilities or services for which the amounts were paid. Any refund of room, board, and fees is subject to the requirements of the state or federal financial aid program regulations. Students will be asked to provide written verification of the order to active service or of the existence of the medical condition or medical treatment before any refund can be processed.
Course Credit and Scheduling Policies
Regular Course Time Standards:
A class hour is a 50-minute period.
One traditional graduate credit requires a minimum of 15 contact hours. In addition, it is suggested that students invest a minimum of two hours per contact hour in outside study.
Courses in the bachelor of science (B.S.) degree completion program with reduced class hours require a minimum of 11 contact hours. In addition, it is suggested that students invest three hours per contact hour in outside study.
Courses in the doctoral degree programs with reduced class hours require a minimum of 13 contact hours. In addition, it is suggested that students invest three hours per contact hour in outside study.
Dissertation courses require a minimum of 120 hours per credit.
Lab courses require a minimum of 30 contact hours per credit.
Practicum/Field Experience requires a minimum of 60 hours per credit.
Class meeting dates are to be held as published unless a change is authorized by the program director.
Instructors determine an appropriate break schedule.
Canceled classes will be rescheduled.
Contact hours per credit: 15
Outside study by student per credit: 30
Bachelor of Science:
Contact hours per credit: 11
Outside study by student per credit: 33
Master, Ed.S, and Psy.D. degrees:
Contact hours per credit: 15
Outside study by student per credit: 30
DBA and EDD degrees:
Contact hours per credit: 13
Outside study by student per credit: 39
Online and Blended Delivery Course Time Standards
Blended courses combine face-to-face meetings and substantial online instruction.
The number of face-to-face meetings differs based on the program delivery model, but the total amount of time invested by the student is equivalent to traditional courses.
Total time in hours per credit invested by the student in class meetings, online instruction, and outside study: 45
Bachelor of Science:
Total time in hours per credit invested by the student in class meetings, online instruction, and outside study: 44
Master and Ed.S. degrees:
Total time in hours per credit invested by the student in class meetings, online instruction, and outside study: 45
Total time in hours per credit invested by the student in class meetings, online instruction, and outside study: 52
See program requirements for lab, practicum and field experience.
The full/half-time policy of the Registrar’s Office of Saint Mary’s University of Minnesota is as follows:
Full-time = 12+ credits per semester
3/4 time = 9-11 credits per semester
Half-time = 6-8 credits per semester
Full-time = 6 credits per semester
3/4 time = 4-5 credits per semester
Half-time = 3 credits per semester
2 cr. =440 hours = half-time
2 cr. =440 hours = half-time
Counseling and Psychological Services Practicum only:
PY712 2 cr. = 200 hours = half-time
PY708 2 cr. = 350 hours = half-time
Nurse Anesthesia Clinical Practicum only:
NA770 = 2 credits = 480 hours = full-time
NA771 = 2 credits = 480 hours = full-time
NA772 = 3 credits = 600 hours = full time
NA773 = 3 credits = 600 hours = full time
NA774 = 2 credits = 480 hours = full-time
Marriage and Family Therapy Practicum only:
MFT671 = 2 credits = 300 hours = half-time status
MFT672 = 2 credits = 300 hours = half-time status
MFT673 = 2 credits = 300 hours = half-time status
MFT674 = 2 credits = 300 hours = half-time status
Doctorate of Business Administration:
Full-time = 6+ credits per semester or 2 credits of dissertation work
3/4 time = 4-5 credits of coursework
Half-time = 3 credits of coursework or 1 credit of dissertation work or
Doctorate of Education:
Full-time = 6+ credits per semester or 2 credits of dissertation EDD830
3/4 time = 4-5 credits of coursework
Half-time = 3 credits of coursework or 1 credit of dissertation EDD830 or EDD834, EDD899 Comprehensive Examination (1 cr.)
Doctorate of Psychology:
Full-time status (satisfied by one of the following)
Registration for 6 credits of coursework
Registration for full-time internship (PYD990, PYD991, PYD992)
Half-time status (satisfied by any one of the following)
Registration for 3 credis of coursework
Registration for Practicum (PYD840, PYD841, PYD842, or PYD843)
Registration for 1 credit of dissertation (PYD993, PYD994, PYD995, PYD996, PYD997)
Tuition and Fees
The tuition and fees schedule is available online at www.smumn.edu/sgpptuition. Students are required to pay the current tuition rate for all classes taken toward their degree. The tuition is based on the tuition rate of the program through which the course is offered.
Saint Mary’s University of Minnesota reserves the right to revise tuition payment policies at any time. Should this occur, current students will be notified prior to the effective date of the changes.
Billing statements are available in the student portal. Students are responsible for checking their student portal regularly to access their tuition account information. Payment for classes is due the 15th of the month following semester end. Payment due dates are based on the course start date.
Saint Mary’s students online in Engage must pay their tuition in full by the 8th day of class. Failure to pay will result in withdrawal from the class.
Financial Agreement Form
Students are financially responsible for all charges incurred on their account regardless of the method of payment. All students are required to sign a financial agreement form online prior to registration.
Tuition bills may be paid by personal check, money order, ACH (Automatic Clearing House) or credit card online, or by loan funds directly applied to a student’s account. Saint Mary’s University uses CashNet to process online payments. CashNet is a PCI Security Standard compliant website. Students may access CashNet through their student portal. Electronic payment can be made in two ways.
ACH TRANSFER (ELECTRONIC CHECK) Students may enter checking account or savings account information. There is NO FEE for this form of payment. A $20 fee will apply to all ACH return items.
CREDIT CARD Visa, MasterCard, Discover, Diners Club, and American Express are accepted. CashNet will assess a 2.75% nonrefundable fee for credit card use. Debit cards are treated the same as credit cards and the fee will apply.
A finance charge of $10 per month will be added to all balances past due. Should it become necessary to forward this account for collection, the student will be responsible for all additional fees.
To avoid service charges, students may pay online the same day tuition is due. Payments made online will appear on their Saint Mary’s University student account the same day. Students with a hold on their account may pay online to remove the hold which will enable registration online as long as no other hold exists. Registration for classes at Saint Mary’s indicates acceptance of this tuition payment policy.
A service charge of $20 will be assessed against their student account for each check returned for insufficient funds. This includes ACH transactions returned for payments made through CashNet.
Employer Tuition Reimbursement
Students whose employers reimburse their tuition costs need to file a tuition reimbursement form each year in September at Student Central. The tuition reimbursement form is available on Blackboard, under the Student Central tab.
Students who have a tuition reimbursement form and employee reimbursement policy on file with Student Central will not be required to pay finance charges until the 15th of the month following semester end.
Tuition discounts are applied to the student account in the semester following notification and verification of eligibility for the tuition grant. Students eligible for both the tuition discount and corporate grant may not use both at one time. Eligible students need to file a tuition discount form each year in September at Student Central. The tuition discount form is available on Blackboard, under the Student Central tab.
Students receiving a corporate grant through the corporate partnership program with Saint Mary’s and their employer will need to complete the tuition discount form annually. The tuition discount form is available on Blackboard, under the Student Central tab.
Tuition Discount for Military or Veterans
All current and retired military personnel, as well as veterans, enrolling in a degree or certificate program are eligible for a 10% tuition discount. Eligible students need to file a military and veteran tuition discount form to initiate the discount. The tuition discount form is available on Blackboard, under the Student Central tab. The 10% discount does not apply to the spouse and dependents of any service member on active duty.
Saint Mary’s University defines a student eligible for the military tuition rate as one (1) of the following.
- Active duty
- National Guard, Active Duty, Reservists, Retirees, Veterans
- Veterans (discharged under honorable conditions—must provide DD Form 214)
- * All U.S. Military Branches are included under Active Duty, Reservists, Retirees and Veterans. (U.S. Army, U.S. Navy, U.S. Marine Corps, U.S. Air Force and U.S. Coast Guard)
Military Personnel and Veterans Benefits
Montgomery G.I. Bill, Federal Tuition Assistance, Minnesota State Tuition Reimbursement, and the Minnesota G.I. Bill Grant are processed through the certifying official at Student Central.
Students who are enrolled at Saint Mary’s University and eligible for Department of Veterans Administration benefits, should contact the certifying official at Student Central regarding application of these benefits for their program.
Students who have benefit forms on file with Student Central will have until the 15th of the month after the semester ends. Students waiting for benefits will not be required to pay service charges until the 15th of the month after the semester ends. Students choosing to also use financial aid must notify the Financial Aid Office regarding this outside funding source.
All students are encouraged to make tuition payments online. Payments may be made online through the student portal. Tuition payments not paid online should be sent to the Business Office at the following address.
Saint Mary’s University of Minnesota
700 Terrace Heights #8
Winona, MN 55987-1399 USA
Toll free: 877-304-4273
To express concerns, contact:
Saint Mary’s University of Minnesota
2500 Park Avenue
Minneapolis, MN 55404-4403 USA
Toll free: 866-437-2788, Ext. 4566
Delinquent Account Policy
The university reserves the right to modify the terms and conditions of this policy prior to registration for any semester by sending a notice to current students at their Saint Mary’s University email address. Students are responsible for checking their email account and for all information sent to their account.
Students with balances on their accounts on the billing date of any month will receive a statement with the amount owed designated as the new balance. Payments are due on or before the billing due date. Payments, credits, or charges received or made after the billing due date will be reflected on the next monthly statement.
If the new balance shown on the monthly statement is paid before the billing due date, no finance charge will accrue. If full payment is not made by the billing due date, a finance charge of $10.00 is imposed on the adjusted balance of the account.
The university applies the $10.00 finance charge balance of the student’s account monthly until the balance is paid in full. Students may pay the balance in full at any time. Accounts are delinquent when the payment terms on a student’s account have not been met. When an account becomes past due, a past due notice will appear on the student’s billing statement.
The university has the right to take steps to collect the balance owed, including, but not limited to, prohibiting the student from registering for classes; dropping registration for future courses; withholding course credits, academic transcripts, and diplomas; remanding the student’s account to a collection agency; requiring prepayment for all future courses and taking legal action to collect the amount due. The university is authorized to release financial information to those concerned with collecting the balance owed.
The student shall pay all costs incurred by the university in association with collecting monies owed. This may include collection agency fees, attorney fees, and court costs.
Clearance for Registration
Before student registration is processed, all outstanding financial accounts with Saint Mary’s University must be paid in full (unless an Employer Tuition Reimbursement Policy is on file with Student Central). All registrations are cleared through the Business Office. If a student has an account balance and needs immediate clearance for registration, payment may be made online through the student portal to settle the account. Student registration for the next session/term/ course will be removed without notification if the student has an account balance from the previous session/term/ course.
Student’s Billing Rights
If a student believes a bill is incorrect, or if a student needs more information about a bill, the student should contact:
Saint Mary’s University of Minnesota
2500 Park Avenue
Minneapolis, MN 55404-4403 USA
Telephone: 612-238-4566 Toll free: 866-437-2788, Ext. 4566
Saint Mary’s University of Minnesota
700 Terrace Heights #8
Winona, MN 55987 USA
Telephone: 507-457-6655 Toll free: 877-304-4273
The student must contact the university in writing within 60 calendar days of the charges in question. In the letter, the student must provide the following information:
- Student name and account number
- Dollar amount of suspected error
- Description of the error or an explanation of why the student believes there is an error. If the student needs more information, describe the item about which the student is unsure.
The university will acknowledge a student’s letter within 30 days, unless it has corrected the error. Within 90 calendar days, the university will either correct the error or provide explanation as to why it believes the bill to be correct. After receiving a student’s letter, the university may not attempt to collect the amount in question or report the student as delinquent. However, the university may continue to bill the student for the amount in question and to include finance charges. The student is not obligated to pay the parts of the bill in question, but is responsible for the remainder of the balance, if any.
If the university finds an error was made, the student will not have to pay the amount or any finance charge that may have accrued on the amount in question. If the university finds no mistake, the student is then immediately responsible for the amount and may be responsible for any finance charges accrued. In either case, the university will send out a new statement that reflects the amount the student owes.
If the university’s explanation does not satisfy the student, the student must inform the university within 10 calendar days that he or she still refuses to pay the bill in question. The university will then tell any party to whom it reports the student’s nonpayment that the student has a question about the bill. The university will further tell the student the name of anyone to whom it reports nonpayment information. The university is further obligated to report to all parties when the matter has been resolved.
Financial Aid Policies and Scholarships
Degree-seeking students who are enrolled at least half-time may be eligible for financial aid. Students wishing to use financial aid must complete a Free Application for Federal Student Aid (FAFSA) annually, which can be found at www.fafsa.ed.gov. FAFSA forms can be sent electronically to the university’s Financial Aid Office by entering Saint Mary’s federal school code, 002380, on the form. Additional information regarding financial aid can be found at www.smumn.edu/sgppfinancialaid.
Student financial aid award packages will include Federal Direct Loan products, if the student is eligible. After completing the application and guarantee process, loan proceeds will be credited directly to the student’s tuition account. If a credit occurs on the tuition account as a result of the student loan, a refund of that credit will occur within 10 business days.
Undergraduate students may be eligible for the Federal Pell Grant and/or the Minnesota State Grant. Grants will be applied to the student’s tuition account after the drop period. If a credit occurs on the tuition account as a result of the grant, a refund of that credit will occur within 10 business days.
Students receiving outside scholarships must contact the Financial Aid Office immediately upon notification of the scholarship award. Outside scholarships will be credited to the student’s tuition account after the student has completed all procedures requested by the outside agency and the university has received the funds. Saint Mary’s offers a number of scholarships annually. Information regarding scholarships can be found online at www.smumn.edu/sgppfinancialaid.
Students whose financial aid award package does not cover the university-determined cost of education should contact the Financial Aid Office to receive information on alternative loan options.
Purchasing Textbooks on Credit with Financial Aid
Students may use financial aid to purchase textbooks through the campus bookstore. To be eligible, students must have a financial aid award on file and have enough financial aid for a refund. Students will only be able to use up to the dollar amount of your refund (maximum $600 per semester) for your textbooks. Textbooks must be purchased prior to the start of the semester either in store or online.
- Collect books and/or ask bookseller for help
- Present student ID and course schedule and let the cashier know you’d like to use your financial aid to pay for your courses
- If you do not have your student ID card, present a copy of your schedule that includes your student ID number, and a photo ID
- Visit the bookstore website or click “Textbooks” on the “My Schedule” page in the Student Portal
- Select books and proceed to checkout
- Click on “Financial Aid” when choosing payment method
- Enter name and student ID number
- Continue process of ordering and submit
Financial Aid Consortium Agreements
Financial aid eligibility is based on satisfactory academic progress (SAP) standards that Saint Mary’s University of Minnesota is required by the U. S. Department of Education to establish, publish, and apply. The Financial Aid Office measures academic performance and enforces SAP standards to ensure that financial aid recipients progress toward completion of their degree. Students who fail to meet these standards become ineligible to receive financial aid until compliant with all of the requirements detailed in this policy.
To demonstrate Satisfactory Academic Progress, a student’s academic performance must meet two main SAP components. The first is a qualitative component, represented by grade point average (GPA). The second is a quantitative component measured by credit completion (the ratio between attempted and completed credits) and the maximum time frame to complete the degree or certificate program.
Section 1. SAP Standards
Undergraduate students are required to maintain a minimum GPA of 2.0 each semester and a cumulative program GPA of 2.0. Graduate students are required to maintain a minimum GPA of 3.0 each semester and a cumulative program GPA of 3.0.
All students must complete a minimum number of credits to successfully meet a cumulative 67% completion rate, both semester and cumulatively. To calculate a student’s cumulative rate of progression, please reference the following example:
Cumulative Credits Completed / Cumulative Credits Attempted = Completion Rate
|6 cr. completed/9 cr. attempted
| = 67%
| 6/9 = 67%
|3 cr. completed/6 cr. attempted
| = 50%
| 9/15 = 60%
|6 cr. completed/6 cr. attempted
| = 100%
|15/21 = 71%
Credit completion refers to grades of A, AB, B, BC, C, CD, or P. Withdrawals, incompletes, and repeated courses are included in credits attempted.
Maximum Time Frame
All undergraduate and graduate students are expected to finish their degrees within an acceptable period of time. Financial aid recipients may continue to receive federal aid through their cumulative attempted credit that equals 150% of the required number of credits needed to complete their program, including transfer credits from another college that apply to the Saint Mary’s program.
Section 2. Definitions/Conditions
Attempted Credit: An attempted credit includes all credits for which you are registered, but do not plan to attend or complete. Grades of I, W, NC, F, WF, and X, or drops are attempted, but not counted as earned credits. Audit credits are not counted as attempted or earned credits.
Consortium/Joint Program Credits: Credits accepted by the University are included with attempted and earned credit totals.
Credit: A credit is the unit by which academic work is measured.
Cumulative Credits: Cumulative credits represent the total number of credits evaluated (attempted and earned) for all periods of enrollment at the University, including any terms for which the student did not receive aid.
Earned credits: Earned credits are those that are successfully completed with a grade of A, AB, B, BC, C, CD, D, and P.
Grade Point Average (GPA): The GPA is calculated using a grade point value outlined in the catalog for grades A, AB, B, BC, C, CD, D, F, WF, and X. Although a grade of P will count as credit earned, it carries no grade point value.
Incompletes: An “I” is included in the cumulative credits attempted. These credits cannot be used as earned credits until a passing grade is assigned.
Post-Secondary Education Options (PSEO): Credits earned while a PSEO student at Saint Mary’s University will be included in the cumulative credit completion standard, GPA, and maximum time frame calculation. PSEO credits earned at another post-secondary institution will be treated as transfer credits for federal financial aid purposes.
Program/Major Changes: In regards to program/major changes for SAP purposes, a student may change programs/majors one time. This will result in the re-setting of SAP qualitative and quantitative calculations. However, any credits that are applicable to the new program/major will still be counted. If a student completes a degree program and then enrolls in another degree program, then SAP begins with the start of the new degree program.
Remedial Credits: Remedial credits occur during a student’s program of study. The courses are required to progress in the program, but do not count towards the credits earned in the program. These credits are not counted in the SAP calculation.
Repeat Credits: Repeats may be allowed in order to improve a grade or meet program requirements. They are included in credit completion and maximum time frame standards. The most recent grade will become the grade calculated for GPA.
Transfer Credits: Grades associated with transfer credits are not included in the cumulative GPA calculation. Transfer credits accepted by Saint Mary’s University that are applicable to the current degree program apply toward the maximum time frame calculation for that program.
Section 3. Implementation
Academic progress for every financial aid applicant will be monitored after each semester. All of a student’s academic coursework is considered in the review process, whether the student received aid that term or not. The assessment will be based on the student’s entire academic record, including all transfer credit hours accepted.
Financial Aid Warning
If the student does not meet either the GPA or Credit Completion standard, the student will be placed on Financial Aid Warning for the next registered term. While on warning status, students are eligible to receive financial aid. Students on warning status are encouraged to use the many academic support services on campus to improve their academic standing.
To be removed from financial aid warning status the student must meet GPA and credit completion standards. A student who has reached the maximum time frame prior to completing the program will no longer be eligible for financial aid.
Financial Aid Suspension
Students who do not meet the minimum cumulative GPA and/or credit completion ratio or do not meet the terms of financial aid warning status will no longer be eligible for federal, state or institutional aid. Students may be eligible for private loan programs and outside assistance that does not require SAP.
Provided the student’s academic status allows for registration, s/he may attend the University at his or her own expense until the minimum cumulative GPA and credit completion requirement has been met. Once requirements are met, the student may regain federal, state and/or institutional aid.
Saint Mary’s University may immediately deem a student ineligible for financial aid in the event of extraordinary circumstances, such as a student who registers for but does not earn any credits for two consecutive terms, or a student who demonstrates an attendance pattern that abuses the receipt of financial aid.
Students who failed to meet these standards due to unusual circumstances may appeal the financial aid SAP suspension status.
Financial Aid Appeal
A student who is unable to achieve satisfactory academic progress and is suspended from receiving financial aid has the right to complete a one-time appeal based on unusual or extenuating circumstances, such as illness, injury or other special circumstance. The student may appeal the financial aid suspension status at any time during the term if:
The record shows that the student has now earned the required qualitative and quantitative SAP standards.
Unusual circumstances interfered with the student’s ability to meet SAP standards, including but not limited to:
Illness, accident, or injury experienced by the student or a significant person in the student’s life.
Death of a family member or significant person in the student’s life.
Divorce experienced by the student or parent.
Reinstatement after an academic dismissal or extended break in the student’s enrollment.
Personal problems or issues with spouse, family, roommate, or other significant person.
To appeal, students must submit to the Financial Aid Office the following:
A statement from the student explaining the nature of the extenuating circumstances that contributed to the SAP deficiency. This must include an explanation of how the barriers/circumstances to academic success have been removed.
Third party statement and/or documentation to support the circumstances.
If compliance cannot be achieved in one semester, an approved academic plan must be developed by the student and program director.
SAP appeal documentation is collected by the Financial Aid Office and submitted to an appeal committee for review. The committee reserves the right to deny an appeal.
Financial Aid Probation
If the student successfully appeals the financial aid suspension status, the student will be placed on financial aid probation for the next registered term. While on probation, students are eligible to receive financial aid. Students on probation status are encouraged to use academic support services on campus to improve their academic standing.
Financial Aid Probation with Academic Plan
If the student is on an academic plan, the student must follow the plan exactly. The academic plan supplements the traditional SAP requirements. If a course is not offered during a particular semester, the student may change the course with approval from the Financial Aid Office and program director.
During financial aid probation with academic plan, financial aid will be awarded on a semester-by-semester basis until the student meets the qualitative and quantitative SAP standards.
Financial Aid Termination
If the student does not successfully complete financial aid probation or financial aid probation with academic plan, financial aid eligibility for federal, state, and institutional aid will be terminated without the option for appeal. The only way to regain financial aid eligibility is to pay tuition out-of-pocket until SAP standards are met. Students may be eligible for some private loan programs and outside assistance that does not require SAP.
Withdrawal from the University
Federal law requires institutions and/or the student to return the portion of financial aid that is considered UNEARNED, called Return to Title IV. This policy applies only when during the term, the student withdraws from ALL classes AND the percentage of the term completed is equal to or less than 60%. Course load reductions that leave a student with at least one remaining class are not affected by this policy, but may result in reduction in Institutional or State aid. Returning of Federal aid must be done within 45 days of the student’s withdrawal. The following example illustrates how the policy works:
- Calculate the percentage of the term completed (# days completed / # days in semester x 100). If greater than 60%, then no return of Federal financial aid is required. If less than or equal to 60%, then proceed to step #2.
- Determine the percentage of Federal financial aid EARNED by multiplying the total amount of Federal financial aid received for the term by the percentage in step #1. You are permitted to keep this amount in your student account.
- Determine the amount of UNEARNED Federal financial aid that must be returned to financial aid programs accounts by subtracting the amount of EARNED Federal financial aid (determined in step # 2) from the total amount of financial aid received for the term.
- There are specific calculations that determine how much of the UNEARNED financial aid must be returned to the federal program(s) by the institution and how much must be returned by the student.
- There is a prescribed order in which funds must be returned to the programs:
- Unsubsidized Direct Stafford Loan
- Subsidized Direct Stafford Loan
- Federal Perkins Loan
- Federal PLUS Loan
- Federal Pell Grant
- Federal Supplemental Educational Opportunity Grant (SEOG)
- Federal TEACH Grant
- Iraq/Afghanistan Service Grant
It is possible, depending on the date of withdrawal, to have no refund of tuition and fees, although part of the Federal financial aid may be required to be returned. For example, if a student withdraws from the university after the end of ALL refund periods, it is possible that the student may owe the full amount of billed costs. Even if the student does not finish the term, he/she may still be charged for these fees.
If, when the Financial Aid Office is completing the Return to Title IV worksheet, it may be determined that additional aid could have been disbursed to the student and/or parent. A post-withdrawal disbursement will be offered in writing to the student or parent. The student or parent will have 30 days from the date the notice is sent to respond. The notice will include if any of the post-withdrawal disbursement will be used to reduce a student’s current tuition bill.
Furthermore, if the withdrawal occurs after the end of ALL refund periods but on or before 60% of the term is completed, the student may be required to repay all or part of the financial aid as determined in steps #1-5 above. If the student is required to repay all or part of your financial aid, they will be notified of the amount required to be repaid. In addition, future registration at Saint Mary’s University and requests for academic transcripts may be denied until repayment is complete.
How to Withdraw
To initiate the withdrawal process, obtain a withdrawal form from Student Central. The Financial Aid Office will perform the appropriate calculations to determine the amounts (if any) of the Federal financial aid that must be returned to the program accounts.
The withdrawal date is the date you begin the withdrawal process. If you fail to withdraw officially, the withdrawal date will become the midpoint of the term, unless the institution can document a later date. In certain circumstances if an earlier date of last academic activity is determined, this date may be used in the calculation of “earned” federal aid.
Institutional and State Refund Policy
The Return of Title IV policy, cited above, only considers federal aid. Saint Mary’s is also required to determine if any institutional, state or private financial aid must be returned if you completely withdraw. Saint Mary’s offers pro-rated tuition refunds and on-campus room refunds through the sixth week of classes. Board will be refunded through twelve weeks.
If you withdraw during a period of time that allows for a refund of tuition, a portion or all of your institutional, state and/or private funding may be reduced or cancelled. If you receive a 100 percent refund on all courses for a particular term, all institutional, state and private funding must be returned to the appropriate aid program(s). If your institutional refund was not used to fully repay the Return of Title IV aid, a proportional share of the remaining institutional refund must be returned to the appropriate non-federal aid program(s).
Transcripts and diplomas will not be issued to any student with an outstanding account balance.
Requests for transcripts must be submitted electronically through the National Student Loan Clearing House.