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Academic Standards of Progress for Financial Aid Eligibility

All students enrolled at Baylor College of Medicine are considered to be making satisfactory progress unless otherwise determined by the Committee on Student Promotions and Academic Achievement.

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.

Scope

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.

General Requirements

Time Limits on Financial Aid Eligibility

A student will be permitted a time limit of 150 percent 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.

Program Name Standard Maximum
Doctor of Medicine 48 Months 72 Months
Doctor of Medicine/Research Track 60 Months 90 Months
Doctor of Medicine/Joint Doctorate GSBS 96 Months 144 Months
Doctor of Medicine/Joint Masters 63 Months 95 Months
Doctor of Medicine/Joint Doctorate 84 Months 126 Months
Master of Science/Physician Assistant 30 Months 45 Months
Master of Science/Orthotics and Prosthetics 30 Months 45 Months
Doctor of Nursing Practice/Nurse Anesthesia 36 Months 54 Months

Transfer students completing only the Clinical Phase of training at Baylor College of Medicine will be permitted a time limit of 150 percent the length of the standard required length of study to complete the clinical phase.

Program Name Standard Maximum
Clinical Phase - Doctor of Medicine 24 Months 36 Months
Clinical Phase – Physician Assistant 17 Months 25 Months

The Nurse Anesthesia and Orthotics/Prosthetics programs do not accept transfer students into the clinical phases of their programs.

There is no lightened-load program at Baylor College of Medicine. Students in joint degree programs are considered less than half-time, but are progressing at a full-time pace while enrolled in the other program.

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 meet completion of the program by the maximum permitted time will be suspended from financial aid eligibility.

Completion of Course Requirements

  1. Each student will be evaluated for Academic Progress at 5 points during their academic career:

    February, upon completion of Block 3
    July, upon completion of Block 6
    February, upon completion of Block 8
    June 30, upon completion of the MS2 year
    June 30, MS3 students with incomplete requirement
  2. School of Allied Health Sciences students will be evaluated for Academic Progress as follows during their academic career:

    Physician Assistant Students

    December, upon completion of Fall 1
    July, upon completion of Spring 1
    December, upon completion of Fall 2
    July, upon completion of Spring 2
    December, upon completion of clinical training in Fall 3

    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

    Orthotic and Prosthetic Students

    December, upon completion of Fall 1
    July, upon completion of Spring 1
    December, upon completion of Fall 2
    July, upon completion of Spring 2
    December, upon completion clinical training in Fall 3

    Grade Requirements

    Baylor College of Medicine Medical School does not measure academic progress by means of a cumulative grade point average. The student is required to complete all required courses in the curriculum with a passing grade in order to graduate. Therefore, grade performance as a measure of satisfactory academic progress for financial aid eligibility must be reviewed in the context of each course for which the student registers. The standards of academic progress are based on the guidelines used by the Committee on Student Promotion and Academic Achievement, who determine whether a student is making Satisfactory Academic Progress. The following standards for financial aid eligibility have been established:

    Medical Students

    A student’s academic progress for financial aid purposes will be reviewed in accordance with the guidelines used by Committee on Student Promotion and Academic Achievement. Any student required to remediate or repeat coursework will be reviewed by the Office of Student Financial Aid in blocks 3, 6, 8. Third and fourth year students will be reviewed on advice from the Committee on Student Promotion and Academic Achievement. If a student has not achieved satisfactory academic progress, the Office of Student Financial Aid will be notified by written notification from a senior associate dean in Student Affairs.

    Allied Health Students (Physician Assistant/Nurse Anesthesia/Orthotics and Prosthetics)

    A student’s academic progress for financial aid purposes will be reviewed in accordance with the guidelines used by Committee on Student Promotion and Academic Achievement. Any student required to remediate or repeat coursework, will be reviewed by the Office of Scholarships & Student Financial Planning in Fall 1 and Spring 1. Third-year students will be reviewed on advice from the Allied Health Student Promotions Committee. If a student has not achieved satisfactory academic progress, the Office of Scholarships & Student Financial Planning will receive written notification from the School of Allied Health Sciences.

    A student who fails to meet grade and course requirements will be placed on financial aid probation for a full year by the Director of Scholarships & Student Financial Planning. 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 Scholarships & Student Financial Planning.

    Appeals of Financial Aid Probation or Suspension

    A student placed on probation or suspension may submit a written appeal to the Financial Aid Subcommittee of the Student Affairs Committee (a) reasons why he/she did not achieve minimum academic standards and (b) reasons why his/her aid eligibility should not be terminated or should be reinstated if the aid has been terminated. Each appeal will be considered on its own merit. Individual cases will not be considered as a precedent. The financial aid process will be on hold and funding will not be provided for the individual student during the process of an appeal of suspension.

    1. The Financial Aid Committee will review the appeal within three weeks of its receipt and determine if exceptional circumstances exist. The Office of Student Financial Aid will be advised in writing of the decision within one week of the appeals’ consideration.
    2. A student wishing to appeal the Financial Aid Committee to the Dean of Medical Education may do so in accordance with these procedures:

      - A written appeal must be sent to the Dean of Medical Education within two weeks of the Financial Aid Committee's decision.

      - The Dean of Medical Education will review the student’s appeal and communicate his decision to the Financial Aid Committee.

      - The Financial Aid Committee will notify the student in writing of a final decision within one week.

    Reinstatement

    A student shall be reinstated for financial aid eligibility at such time as he or she successfully remediates any deficiency in meeting eligibility requirements as set forth in this policy. The Office of Student Financial Aid will confirm with the Registrar the ruling made by the Committee on Student Promotions and Academic Achievement indicating whether the student has met the minimum requirements for reinstatement.

    Enforcement

    The Office of the Dean of Medical Education shall have the primary responsibility for enforcing this policy. The Office of the Registrar and the Office of Student Financial Aid and other offices that maintain student information relevant to the enforcement shall provide information, when requested by the senior vice president and dean of Medical Education.

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