Satisfactory Progress Policy

(Applicable to All Students in Each Program)

Satisfactory Academic Progress (SAP) standards are published and are reasonably applied for measuring whether an otherwise eligible student is making SAP in his/her program of study.   In order to maintain eligibility for financial aid, students must make satisfactory academic progress toward their Diploma or Degree.

Federal regulations require all schools participating in the Title IV, HEA Federal Student Aid programs to monitor SAP. These standards are applicable to all students enrolled in all programs and are used to measure their satisfactory progress toward graduation. The written policy is provided to all students prior to the first class session and is consistently applied to all applicable students. Evaluations are maintained in students’ files.

The SAP policy for Title IV, HEA students is identical to the school standards for students enrolled in the same educational programs who are not receiving Title IV aid.

The Financial Aid Administrator reviews the Title IV SAP policy to ensure it meets all federal requirements. The Registrar notifies the Financial Aid Office if the school changes academic policies.

SAP standards are established by the faculty in consultation with the Academic Office. Students must maintain SAP according to both a Quantitative (pace) and Qualitative (grade point average) standard in order to continue enrollment. SAP is measured at the end of each Evaluation Period (financial aid payment period), and will be checked prior to disbursement of aid.  Evaluations determine if students have met the minimum requirements for SAP and are maintained in the student file.

Quantitative Measure

To be considered meeting SAP, students are required to maintain a Pace of Completion of a minimum of 67%.  This will ensure students complete 100% of their educational program in no longer than 150% of the published length of the program for programs measured in credit hours and 150% of the published length of the program as measured by the cumulative number of clock hours the student is required to complete and expressed in calendar time for clock hour programs.  

Evaluations are conducted at the end of each payment period to determine if students have met the minimum pace requirements and for clock hour programs, are based on the cumulative attendance percentage as of the last day of the evaluation period. The attendance percentage is determined by dividing the total hours accrued/attended by the total number of hours scheduled. At the end of each evaluation period, the school determines if students have maintained at least 67% cumulative attendance since the beginning of the course. This indicates that, given the same attendance rate, the student will graduate within the maximum time frame allowed. Full-time students are scheduled to attend 25 clock hours weekly and part-time students are scheduled to attend 20 clock hours weekly.

For credit hour programs, pace is based on the completion percentage of credits.  This percentage is determined by dividing the total number of credits earned by the total number of credits attempted.  Again, a minimum of 67% credits earned must be maintained at each evaluation period.

The qualitative measure used to determine SAP is based on cumulative grade point average.  Students must maintain a cumulative grade point average of at least 2.0 (C) at the end of each evaluation period.

Evaluation Periods
Program Name
Total Clock Hours/ CreditsPublished Program Length
Maximum Timeframe in Clock/Credit Hours
Maximum Timeframe in Calendar Time
Evaluation Periods
Home Health Aide75 Clock Hours3 Weeks112 Clock Hours5 Weeks1-38 Clock Hours
39-75 Clock Hours
*Full Specialist
(25 Hours per Week)
900 Clock Hours36 Weeks
1350 Clock Hours
54 Weeks
1-450 Clock Hours
451-900 Clock Hours
*Full Specialist
(20 Hours per Week)
900 Clock Hours 45 Weeks1350 Clock Hours68 Weeks
1-450 Clock Hours
451-900 Clock Hours
*Cosmetology
(25 Hours per Week)
1200 Clock Hours48 Weeks1800 Clock Hours72 Weeks1-450 Clock Hours
451- 900 Clock Hours
901-1200 Clock Hours
*Cosmetology
(20 Hours per Week)
1200 Clock Hours60 Weeks1800 Clock Hours90 Weeks1-450 Clock Hours
451- 900 Clock Hours
901-1200 Clock Hours
*Instructor Training
(25 Hours per Week
600 Clock Hours24 Weeks900 Clock Hours36 Weeks1-300 Clock Hours
301-600 Clock Hours
*Instructor Training
(20 Hours per Week
600 Clock Hours30 Weeks900 Clock Hours45 Weeks1-300 Clock Hours
301-600 Clock Hours
*Barber
(25 Hours per Week)
1200 Clock Hours48 Weeks1800 Clock Hours72 Weeks1-450 Clock Hours
451- 900 Clock Hours
901-1200 Clock Hours
*Barber
(20 Hours per Week)
1200 Clock Hours60 Weeks1800 Clock Hours90 Weeks1-450 Clock Hours
451- 900 Clock Hours
901-1200 Clock Hours
*Nursing (AS)72 Credits6 Sem’s
96 Weeks
108 Credits9 Sem’s
120 Weeks
Each Semester
(16 Weeks)
*Medical Assistant (AS)73 Credits6 Sem’s
96 Weeks
109 Credits9 Sem’s
120 Weeks
Each Semester
(16 Weeks)
*Patient Care Technician
(25 Hours per Week)
640 Clock Hours26 Weeks960 Clock Hours39 Weeks1-320 Clock Hours
321-640 Clock Hours
*Patient Care Technician
(20 Hours per Week)
640 Clock Hours32 Weeks960 Clock Hours48 Weeks1-320 Clock Hours
321-640 Clock Hours
Skin Care300 Clock Hours12 Weeks450 Clock Hours18 Weeks1-150 Clock Hours
151-300 Clock Hours
Nail Technology240 Clock Hours10 Weeks360 Clock Hours15 Weeks1-120 Clock Hours
121-240 Clock Hours

*Title IV Approved Programs

Maximum Timeframe

A student must complete his or her program within 1.5 times the normal program length in clock hours/credit hours. Clock hour program example:  a student enrolled in a 900 hour program must complete all program requirements within 1350 clock hours, or 54 weeks, as expressed in calendar time.   Credit hour program example: a student enrolled in a 72 credit program must complete all program requirements within 108 attempted credits. If at any point, it becomes mathematically impossible for the student to complete the program within the maximum timeframe of 150%, the student will become ineligible for additional financial aid funds.

Definition of Academic Year

An academic year is defined as 900 clock hours and 36 weeks for clock hour programs which are scheduled 25 hours per week.  An academic year is defined as 900 clock hours and 45 weeks for clock hour programs which are scheduled 20 hours per week.   For programs measured in credit hours, an academic year is defined as 30 semester credits and 32 weeks.

Grading System

(Applicable to All Students in each program)

The instructor will review each student progress regularly. Both theory and practical work must have a minimum grade of 75% (C).

The scale below is used for both theory and practical work.

A –          90 – 100                (4.00)

B –           80 – 89                  (3.00)

C –           75 – 79                  (2.00)

F –           < 75

The Financial Aid Administrator and the Registrar monitor Satisfactory Academic Progress. Students who fail to meet SAP are placed on Financial Aid Warning.  If there is no improvement by the end of the next payment period, the student could be placed on Financial Aid Probation.  Students have the option to appeal the decision in writing and provide supporting documents for any unusual circumstances that warrant special consideration such as injury or illness, death of a relative or any other special circumstances.

Clock Hours

A Clock hour is a period of time consisting of a 50 – 60 minute class, lecture or recitation in a 60 minute period; a 50 – 60 minute faculty supervised laboratory, shop training or internship in a 60 minute period; or 60 minutes of preparation in a correspondence program.

Credit hours

One semester credit hour is equivalent to:

Theory =              15 Clock Hrs.

Lab=                       30 Clock Hrs.

Externship =       45 Clock Hrs.

Financial Aid Warning

Universal Career School evaluates SAP at the end of each Evaluation Period (payment period). Students who do not meet both the Quantitative and Qualitative SAP measures described above will be put on Financial Aid Warning for one evaluation (payment) period.  Students who are put on Financial Aid Warning continue to receive Title IV aid for one evaluation (payment) period after they are placed on FA Warning status. The status will be conferred automatically without the student appealing the SAP status.

 

If the student is not meeting Satisfactory Academic Progress at the end of the Financial Aid Warning period, the student will be notified that he/she is considered NOT making SAP and is therefore, not eligible for additional Title IV funds

Appeal Process for Financial Aid

Students have five (5) business days after being notified of their SAP status to submit an appeal letter. The appeal must be in writing and given to the Executive Director, who will meet with the Financial Aid and Academic Appeals Committee to make a decision on the appeal.

The basis on which a student may file an appeal are: injury or illness; death of a relative; or other special circumstance. Students must provide supporting documents and describe in writing any unusual circumstances that warrant special consideration. Students must provide information as to why they did not make SAP and what has changed that will allow them to make SAP by the next evaluation point.

The Executive Director will provide a decision in writing within ten (10) business days.

Executive Aid Probation

If an appeal is approved/granted, the student will be placed on Financial Aid Probation. If Financial Aid Probation status is granted, the student regains Title IV, HEA eligibility for one evaluation (payment) period only.  Students must be making SAP at the end of the payment period to regain Title IV, HEA funding for the next payment period.

Students who regain SAP at the next evaluation period regain full eligibility for Title IV, HEA funding. Students not making SAP will be withdrawn from their program of study.

Re-enrollment

Students who withdraw and wish to re-enroll will be allowed to do so without loss of clock hours and grades previously earned, provided the student is in good standing and that no more than three years have elapsed since the student’s last day of attendance. Students who want to re-enroll after three years of the last day of attendance will be required to take a practical and written evaluation to determine the amount of hours needed to complete their program of study.

Reinstatement of Title IV, HEA AID

Reinstatement of aid is limited to the period under evaluation. Students meeting SAP by the conclusion of the Warning or Probation period will be removed from the warning/probation status and will regain eligibility for Title IV, HEA funding.

Transferring programs within the institution

Students who wish to transfer from one program to another within the institution must meet with the Registrar and request it on writing, clock hours will be credited according to program curriculum if the student withdrew or was dropped from a program and would like to enroll in the same discipline or field or discipline. If the students wishes to enroll in a totally different discipline no credit will be given for the hours completed within that program.

Transfer of Credits/Clock Hours

Students who are transferring from another school must provide the School with the following documentation:

  • A certification of credits or clock hours from prior institution attended, such as: degrees, diplomas and certificates as verification of credit and clock hours.

The School will perform a practical evaluation to the transferring student and will grant credit for the amount of hours that the student deserves according to the evaluation. This credit will not exceed the amount of hours appeared in the certification provided by the student. If a student from Universal Career School should request a transfer to another School, all tuition balances must be satisfied prior to preparation of transcript. There will be no charge for transfer or transcript services. There is no guarantee that credits/clock hours earned at Universal Career School will be accepted at other institutions.

Appeals

Students who wish to appeal probationary status or enrollment termination may do so by submitting a letter to the President of the School. The letter should describe any special circumstances the student feels deserves further consideration. The President will render a decision regarding the student’s appeal in five (5) business days and the student will then be notified. The School President’s decision will be final.

Academic and Personal Advisement

Individual and group advising is provided throughout a student’s tenure at the school. Students are encouraged to seek advising with their instructor’s or with the school’s administration regarding academic concerns or personal concern or issues that may interfere with their training.

Housing Services

The school does not provide housing services.

Resource Center

The Resource Center is available to all students of Universal Career School Monday to Friday from 9:00 a.m. to 9:00 p.m. There are four computers with internet capabilities, a TV set and VCR are available to students to view video tapes related to their program of study, as well as magazines and books pertaining to the industry.

Placement Services

The school makes every effort to assist its graduates in obtaining employment, however, the school does not guarantee employment to any student/graduate implied or indirectly implied. Job placement is a joint effort between the school and students. The students are expected to follow certain guidelines regarding interview appointments, suitable dress, and behavior for positive results to occur. School placement assistance and job information is available without charge. The school maintains a placement file listing current job openings available in the area. If 16 years of age, no guarantee is made for employment upon graduation.

Transportation

Public transportation is available at a cost of $3.50 approximately per day (round trip). Information is given to students regarding bus routes.

Student Records

The school will maintain permanent student records and will guarantee the right of the student to gain access to their files. A written request will be required, or an appointment should be scheduled with the Registrar to review the records with the students. All grades, services, and hours are recorded and kept on file. The school recognizes the right to privacy; therefore, no information on any student will be released without the written permission of the students. For any student denied entry or suspended from the school, his/hers records will remain on file for at least one year.

Grievance/Appeal Policy

Should any student have a grievance (unresolved complaint) about their educational program, faculty or other, the student is to write a complaint outlining the details of the grievance or incident addressed to the Registrar. For any dispute that is unresolved, students are encouraged to voice their grievance with the School’s President. Students may refer their grievance if unresolved to the following addresses: Commission for Independent Education. ATT: Consumer Unit, 325 West Gaines Street, Suite 1414, Tallahassee, FL 32399-0400, (850) 245-3200 or Toll Free (888) 224-6684, or to the Council on Occupational Education, 7840 Roswell Road, Bldg. 300, Suite 325, Atlanta, GA 30350, (800) 917-2081.

Students Rights

All Universal Career School students have the right to know:

  • The name and address of Licensing Organization if you have a complaint that goes unresolved.
  • The special facilities and services available to the handicapped.
  • How the School determines whether you are making Satisfactory Academic Progress, and what happens if you are not.
  • Information about the School’s Programs, Faculty and Facilities.
  • The cost of attending, and the School policy on refunds of students who drop out.