Federal regulations require the Office of Financial Aid to measure the satisfactory academic progress (SAP) of federal student loan recipients on a per term basis. The federal SAP policy is more defined than the seminary’s policy related to student academic progress. In order for students to receive financial aid they must remain in good academic standing.
All courses attempted and earned while attending Luther Seminary will be included when calculating your maximum attempted credits, GPA, and cumulative completed credits percentage under this policy. This policy will be used to determine eligibility for both federal and Luther Seminary originated financial aid.
Academic standing for financial aid purposes is measured in two ways – Qualitative and Quantitative. The current SAP will be used for qualitative and a new measure will be added for quantitative.
Student eligibility will be evaluated at the completion of the Fall, Spring and Summer terms. The winter term will be included with the Spring term. These standards apply to students in all degree programs regardless of attendance level (i.e. Full-time/Part-time).
Qualitative
Good Academic Standing
MA and MDiv Students are considered to be in good academic standing as long as they maintain a 2.0 cumulative GPA, 1.75 term GPA each term, and they are not currently on academic probation. Good Academic Standing for Advanced Theological Education (PhD, Th.M., and DMin) is determined by the Director for ATE.
For MA and MDiv students, Satisfactory Academic Progress consists of remaining in good academic standing, completing a minimum of 4.0 credits per academic year, and meeting the qualitative standard per the Office of Financial Aid (link)
Academic Probation
Academic probation impacts two primary areas of student experience: Academic Standing and Financial Aid.
Dropping below a cumulative GPA of 2.0 or any term GPA below 1.75 will trigger both a Financial Aid Warning and the student will be placed on Academic Probation. In addition, two incompletes in any one term will result in academic probation until the incompletes are resolved.
A grade of ‘W’ will not have any value in GPA calculation but may have an impact on financial aid under the quantitative portion <Link to Policy> of financial aid policy.
A maximum load of four full courses per semester is allowed while on academic probation.
The student remains on academic probation until the student completes three full credits with a grade of C (or higher) or Pass. Failure to earn a C/P or higher in the three successive courses, over a maximum of 3 academic terms will result in dismissal from the institution. Approved leave of absence will not count against the 3 term limit. The January term and summer term count as academic terms in this respect.
A student on academic probation cannot serve on Student Council, any Seminary committee, or as a Teaching Assistant (TA).
When a student is placed on academic probation they will also be placed on Financial Aid Warning. Students on Financial Aid Warning/Academic Probation must complete all courses attempted with a passing grade (see below for an explanation of “passing grade”). Failure to do so will result in Financial Aid Suspension. At this point students would have the option of continued attendance, but would ineligible for financial aid both Luther Seminary financial aid and federal student loans.
Incomplete Policy
| Incomplete In | Must complete in | Grade defaults to F first day of | If cumulative GPA falls below 2.0 Probation begins |
| Fall | Winter | Spring | Spring |
| Winter | Spring | Summer | Summer |
| Spring | Summer | Fall | Fall |
| Summer | Fall | Winter | Winter |
GPA Policy
Grade Point Averages (GPA) will be calculated by term and cumulatively for students in the Th.M., D.Min., and Ph.D. programs. Because coursework for the Th.M., D.Min., and Ph.D. programs must be passed with a grade of B or better to receive credit, the minimum GPA for these programs will be 3.0. GPA calculations on final transcripts for ATE graduates are provided with a written request.
GPA calculations for students in the Master of Arts and Master of Divinity programs will be calculated on final transcripts for graduates at the written request of students if at least 75% of their courses were taken with letter grades. This policy does not apply to transcripts for Graduate Certificate or affiliated students. Transfer courses are not calculated into the GPA.
GPA is used to Calculate academic standing and financial aid satisfactory academic progress
A+/A = 4.0
A- = 3.66
B+ = 3.33
B = 3.0
B- = 2.66
C+ = 2.33
C = 2.0
C- = 1.66
D+ = 1.33
D = 1.0
D- = .66
F = 0
P = 2.5
M = 1.0
F = 0
WF = 0
W = Not Calculated
Quantitative
As with Good Academic Standing, financial aid recipients must complete two-thirds (66.7%) of their attempted courses each semester to be eligible for financial aid. Satisfactory Academic Progress is measured after each semester (J-term will be paired with spring semester and all summer terms will count as one semester). Additionally students must have an overall completion rate of 66.7% to remain eligible. Only grades of A, A-, B+, B, B-, C+, C or P (pass) count as completed credits. Courses with grades of M (marginal), I (Incomplete), H (Hold), C-, D, F (Fail), NR (None Reported), NS (Not Satisfactory), NC (No Credit), WF (Withdrawal Fail), and W (Withdrawal) are not completed credits.
Students receiving a grade of I (incomplete) have one term to complete the course. Failure to do so will result in a grade of IF (Incomplete Fail). The student record will be reevaluated when a grade is received. Both grades will be used the calculation of the standard.
Students who withdraw after the census date (last day to withdraw) and receive a grade of W (Withdrawn) or WF (Withdrawn Fail) will have that course counted as attempted but not earned. It will not have an impact on GPA.
Further, students are also subject to a maximum timeframe for the receipt of aid. Student must complete their programs within 150% of the expected length of the program. Maximum timeframes are as follows:
- MA. – 21 courses
- M.Div. – 38 courses
- Th.M – This is monitored by the Advanced Theological Education Office (ATE). Students pursuing the M.Th. under the full-time path will be eligible for federal aid for 3 years. Students pursing under the part-time path will be eligible for federal aid for 7.5 years.
- Ph.D – This is monitored by the Advanced Theological Education Office (ATE). Students will be eligible for federal aid for 6 years.
Notes:
- Transfer courses accepted toward your current degree will be included in the calculation of your cumulative totals.
- For students that change degrees (M.A. to M.Div. or M.Div. to M.A.), all courses from previous and current degree will be counted in the calculation of your cumulative totals. Student cumulative course counts start over when beginning a Th.M. or Ph.D.
- Luther Seminary does not have majors, but does have concentrations. Changing concentrations will not have any effect on your cumulative course totals.
Students who fail to meet any of the above standards will be placed on Financial Aid Warning. Students will receive an email notice identifying the failed standard(s). This notification will include the steps they need to follow to correct the deficiency. Students may continue to receive aid while on Financial Aid Warning for a period of one term. Following the completion of a term under Financial Aid Warning students will be reevaluated. If they have failed to meet the above standards their financial aid will be suspended. At this point students would have the option of continued attendance, but would ineligible for financial aid both Luther Seminary financial aid and federal student loans.
Exceptions and appeals
Student may request exceptions to this policy, as noted above, by presenting a written description of their extenuating circumstances and their plan for establishment of good academic standing to the Financial Aid Appeals Committee. The student will be advised in writing of the decision after review by the Director of Financial Aid.
Financial Aid Satisfactory Academic Progress Appeal Form
This form is available in the financial aid portal under the drop-down menu – “Forms”
You may submit a satisfactory academic progress petition for one or more of the following reasons:
- A death in the family
- Accident
- Illness
- Other performance factors that were outside of your control
If you meet one or more of the reasons listed above and wish to petition, you must submit ALL of the following written documentation to the Office of Financial Aid within 30 days of the date on your suspension letter. In order for your petition to be considered, it must include each of the items.
- A detailed letter explaining the mitigating circumstance that affected your ability to make Satisfactory Academic Progress.
- An academic plan that has been created and approved with your academic advisor or the Student Resource Center. This form must be signed either by a representative of the Student Resource Center or your academic advisor.
- Where applicable, documentation of illness or medical condition. You must provide a letter from your attending physician stating the condition will longer hinder your ability to make satisfactory academic progress. The letter must also include the dates the condition occurred. The dates must coincide with the period you failed to make satisfactory academic progress.
The Financial Aid Appeals Committee will review the petition and notify you of a decision within 30 days of submission. After review, the student will be advised in writing of the decision by the Director of Financial Aid. Decisions of the Committee will be final.
When completing courses under an accepted academic plan you must complete all courses