Article 10: Academic Standards for Financial Aid Table of Contents

Article 10.1 Time Limits on Financial Aid Eligibility

Article 10.2 Grade Requirements upon Completion of Courses

Article 10.3 Appeals of Financial Aid Probation or Suspension

Article 10.4 Compliance

Article 10.5 Institutional Refund Policy

Article 10 Academic Standards for Financial Aid Eligibility

All students enrolled in the School of Health Professions are considered to be making satisfactory progress unless otherwise determined by the School of Health Professions Student Promotions Committee.

This policy has been developed to ensure that the BCM Student Financial Aid Program meets or exceeds the requirements set forth by federal regulations governing Academic Standards of Progress for Financial Aid Eligibility for students who receive Title IV funding.  The full Financial Responsibilities, Financial Aid Eligibility, and Satisfactory Academic Progress Requirements for Students is available in the BCM Policy and Procedure Manual 23.1.02

http://intranet.bcm.edu/index.cfm?fuseaction=Policies.Display_Policy&Policy_Number=23.1.02.

This policy applies to those students receiving Title IV financial aid. The policy may also serve as a guide to regulate non-Title IV or private funding.

Article 10.1 Time Limits on Financial Aid Eligibility – A student will be permitted a time limit of 150% the length of the standard required length of study as a full-time student to complete the program for which he or she is enrolled.

Time Limits on Financial Aid Eligibility

Program  

Standard   

Maximum

Master of Science/Genetic Counseling

21 Months

32 Months

Master of Science/Physician Assistant  

30 Months  

45 Months

Master of Science/Orthotics & Prosthetics   

30 Months 

45 Months

Doctor of Nursing Practice/Nurse Anesthesia   

36 Months   

54 Months

Transfer Physician Assistant students completing only the Clinical Phase of training at Baylor College of Medicine will be permitted a time limit of 150% the length of the standard required length of study to complete the clinical phase. The Nurse Anesthesia and Orthotics/Prosthetics programs do not accept transfer students into the clinical phase of their programs.

Time Limits on Financial Aid Eligibility

Program  

Standard 

Maximum

Clinical Phase – Physician Assistant  

17 Months

25 Months

There is no lightened-load program in the School of Health Professions.

Students electing a leave of absence for academic or personal reasons will be measured for financial aid eligibility based on the timeline during their full-time academic enrollment only.

A student failing to complete the program by the maximum time permitted will be suspended from financial aid eligibility.

Article 10.2 Grade Requirements upon Completion of Courses - School of Health Professions students will be evaluated for Academic Progress as follows during their academic career:

Physician Assistant Students and Orthotic and Prosthetic Students
• December, upon completion of Fall 1
• July, upon completion of Spring 1
• December, upon completion of Fall 2
• June, upon completion of Spring 2
• November, upon completion of clinical training in Fall 3 for students with incomplete requirements

Nurse Anesthesia Students
• July, upon completion of Spring 1
• December, upon completion of Fall 1
• July, upon completion of Spring 2
• December, upon completion of 5 clinical rotations
• July, upon completion of 12 clinical rotations
• December, 3rd–year students with incomplete requirements

Genetic Counseling Students
• December, upon completion of Fall 1
• June, upon completion of Spring 1
• December, upon completion of Fall 2
• June, upon completion of Spring 2
• September, upon completion of incomplete requirements

Grade Requirements

A student’s academic progress for financial aid purposes will be reviewed in accordance with the guidelines used by the Health Professions Sciences Student Promotions Committee. Students can apply for federal aid at any time during their enrollment period prior to the deadlines posted. Students repeating a semester or an academic year are eligible to apply for aid. Students repeating for a third time in a semester or academic year are not eligible for federal aid, although they may apply for an outside alternative loan.

Any BCM student who fails to meet grade and/or course requirements will be placed on financial aid probation for a full year by the Director of the Office of Financial Aid. Students on probation for financial aid eligibility must, by the end of the probationary enrollment year, attain satisfactory academic status. Failure to do so will result in suspension of financial aid eligibility by the Director of the Office of Financial Aid.

The School of Health Professions assigns letter grades and a student may be placed on academic probation or warning due to a GPA below 3.0. Students are considered to be making Satisfactory Academic Progress until and unless they are dismissed from their program.  Students are required to successfully complete all required coursework.

Article 10.3 Appeals of Financial Aid Probation or Suspension – Students who do not meet the minimum standards for satisfactory academic progress may appeal to the Office of Student Financial Aid for reinstatement of their financial aid eligibility. Circumstances which may be considered as a basis for an appeal may include family emergency, death in the student’s immediate family, a student’s medical illness or injury, or other undue hardships. Appeals should be submitted in writing and must include relevant documentation. Office of the Student Financial Aid must receive the written appeal no later than 60-days after the start of the academic period for which the financial aid is requested. Appeal decisions will follow the procedures outlined in BCM’s Student Grievance Policy (Other Academic or Student Services Issues Section). Refer to BCM’s Student Grievances website for the policy and additional details (https://www.bcm.edu/education/academic-faculty-affairs/student-services/student-grievances).

Article 10.4 Compliance – The Office of Student Financial Aid in coordination with the Office of Compliance will monitor BCM’s Student Financial Aid Program’s compliance with the requirements set forth by federal regulations governing academic standards of progress for financial aid eligibility pertaining to students who receive Title IV funding.

Article 10.5 Institutional Refund Policy

Students who withdraw from school, go on a leave of absence for longer than 60 days, are dismissed or otherwise stop attending classes will have Tuition and the Facility Fee refunded as indicated below. Refunds are calculated based on the length of the enrollment period for which the students are charged. Students are charged in half-year increments.

• Withdraws prior to the first day of classes or never attends classes: 100 percent**
• Withdraws or stops attending during the first three weeks of classes: 90 percent**
• Withdraws or stops attending during the fourth week of classes: 80 percent**
• Withdraws or stops attending during the fifth week of classes: 70 percent**
• Withdraws or stops attending during the sixth week of classes: 60 percent**
• Withdraws or stops attending during the seventh week of classes: 50 percent**
• Withdraws or stops attending during the eighth through thirteenth weeks of classes: 25 percent**
• Withdraws or stops attending after the thirteenth week of classes: No Refund*
• Ph.D. students are charged tuition for the number of months attended.

**Rounded to the nearest dollar

Federal financial aid students who receive federal financial aid and do not complete at least 60 percent of the enrollment period for which they are charged are subject to return of Title IV funds calculation. This calculation allows for the refund of charges equal to the percentage of time remaining in the enrollment period.

Baylor College of Medicine determines the official date of a student's withdrawal and the official date a leave of absence begins (based on last class day of attendance). The Office of Student Financial Aid makes the refund and repayment calculations. Examples of refund calculations are maintained in the Office of Student Financial Aid and are available upon request.

Students who are placed on an official leave of absence may, and are encouraged to, continue their health insurance plan. These charges would be excluded from any refund calculation. Those who do not wish to continue their health insurance while on a leave of absence will have those charges pro-rated once the appropriate forms are filed with the Benefits Division.

If Title IV federal funds were used to pay institutional charges, any refund calculated must first be returned to the Title IV programs. The amount of the refund must be allocated to the Title IV programs in the following order:

• Unsubsidized Federal Stafford Loan Program
• Subsidized Federal Stafford Loan Program
• Federal Perkins Loan Program
• Any other Title IV program
• Other federal, state, private or institutional sources

Note: Only those programs administered by the College are listed above. All students are required to attend an exit interview prior to the date they stop attending the College. Group sessions are scheduled for graduating students. Students are responsible for calling to schedule their exit interviews and should ensure they schedule their appointments well in advance of their last day of attendance. Any refund due a student will be made either on the student's last day of attendance or mailed to the address provided.

Students who believe that individual circumstances warrant exception from published policy may send a letter of appeal to the director of Operational Accounting. Appeals will be reviewed and a decision made by the director of Operational Accounting.

Note: Any reference to the return of the Title IV federal aid is subject to change in order to comply with federal regulations.