Satisfactory Academic Progress Policy for Merit Awards
All Kenyon College students receiving Institutional Merit Scholarships must meet the criteria for academic progress stated in this policy. The institutional programs governed by these regulations are the following:
• Honor Scholarship
• President's Scholarship
• Kenyon Excellence Award
• Distinguished Academic Scholarship
• Promise Scholarship
• Art Scholarship
• Music Scholarship
• Writing Scholarship
• S. Georgia Nugent Award in Creative Writing
Satisfactory Academic Progress standards include the following three elements:
• Maximum time frame within which a degree must be obtained
• Minimum cumulative grade-point average
• Minimum units earned per academic year
Maximum Time Frame
Maximum Time Frame is defined as the required length of time it will take a student to complete a degree program based on full-time enrollment status. For a student to remain eligible for institutional merit student aid, the student must conform to the time frame for completion of a Baccalaureate Degree (full-time enrollment allowance is 8 enrolled semesters).
Transfer Students
Semesters accepted by the Kenyon College Registrar will be included as part of the maximum time frame towards the completion of a degree. For example, if a student transfers in as a second-semester sophomore, they would have 5 (8 allowable full-time enrolled semesters — 3 full-time semesters completed elsewhere) semesters of institutional merit financial aid eligibility remaining at Kenyon College. Students are permitted to receive institutional merit funds for a period of time not to exceed eight (8) enrolled semesters including the time attended at the other institution(s).
Re-enrolling Students
The prior Kenyon semesters and units of a re-enrolling student are considered when determining maximum time frame.
Minimum Cumulative Grade-Point
Financial aid recipients must maintain a minimum of a 3.0 cumulative grade-point average to be eligible for institutional merit financial assistance. The academic year begins with Fall semester and ends with Spring semester.
Some students receiving financial aid may repeat courses, receive incompletes, or withdraw from classes. Below, these topics are addressed, with the information being consistent with the Kenyon College Catalog.
Repeated Courses
A student may repeat a course with the advisor's and instructor's approvals. If the student repeats a course that was previously failed, the new grade and credit become part of the permanent record and may apply toward graduation requirements. However, the F is not removed from the student's record, and both grades are calculated into the cumulative average.
If a student repeats a course for which credit and a passing grade were received previously, the new grade becomes part of the permanent record; however, no credit or quality points are received for the repeated course. Thus the new grade does not affect the student's cumulative average.
Incomplete Courses
Incomplete courses do not earn credit or influence the grade point in the semester in which the course is incomplete; however, the course grades are counted once concluded.
Withdrawal from Classes
Grades and credit, for students withdrawing from the College, depend on the time of the withdrawal. The policy is as follows:
- Before the end of the Thanksgiving vacation: W (no credit or grade) in all courses.
- Between Thanksgiving and the end of the first semester: W in all year courses;* F's in all semester courses, unless the courses have been completed (in which case grade and credit are recorded), or unless the deans find that the withdrawal is justified (i.e. because of illness), in which case WI is recorded.
- Between the beginning of the second semester and the end of the spring vacation: W in all year courses* and all second-semester courses.
- After spring vacation, but before the end of the second semester: F's in all courses* unless the deans find that the withdrawal is justified.
*Students who complete the first semester of year courses may request credit for that work. Half credit is granted if approved by both the instructor and the student's advisor. The grade assigned is usually, but not necessarily, the tentative grade. Instructors may require a final exam. In the absence of such a request for half credit, W is recorded as above.
Minimum Units of Credit
Minimum units of credit require financial aid recipients to earn the minimum units required for full-time enrollment status. At Kenyon College full-time enrollment status is required for a student to remain eligible for institutional merit financial aid. The following table shows the units required at the end of each academic year.
| ACADEMIC YEAR | UNITS REQUIRED |
|---|---|
| 1 | 3.5 - 4.0 |
| 2 | 7.0 - 8.0 |
| 3 | 10.5 - 12.0 |
| 4 | 14.0 - 16.0 |
Seniors who have earned 12.5 or more units are allowed to enroll for a minimum of 3.5 units during their senior year. Students can receive merit-based aid for a maximum of 8 semesters at Kenyon College.
Notice of Financial Aid Probation/Suspension from Financial Aid
An institutional merit financial aid recipient who fails to meet the standards of satisfactory academic progress will be notified in writing by the Office of Financial Aid of his/her status. Eligibility for the next academic year will be determined following Spring semester. Eligible aid recipients are allowed to continue to receive institutional merit financial assistance during a probationary period of up to one academic year (i.e. two semesters beginning with fall semester). If a student is not enrolled in the following Fall semester, his/her probationary period becomes effective with any subsequent period of enrollment, and will consist of two semesters of probation.
To be removed from merit financial aid probation, the student must make up the appropriate grade point and/or unit deficiency during the probationary period. Failure to overcome the deficiency within the probationary period will result in the suspension of institutional merit financial assistance. Students are allowed only one probationary period. If a student who has been placed on probation and subsequently reinstated fails to maintain the standards required, they will not be eligible for institutional merit financial aid until the deficiencies have been removed.
Financial Aid Suspension
Students who have been suspended from institutional merit financial assistance must make up the deficiency at their own expense. Time frame and earned units of credit will continue during the suspension period.
Right to Appeal/Procedures
All institutional merit aid recipients have the right to appeal a financial aid suspension decision by submitting an appeal to the Director of Financial Aid with a written explanation of the following: (1) how an error may have occurred; or (2) how mitigating circumstances beyond their control affected their academic performance. Mitigating circumstances include the following: (1) death in the family; (2) separation or divorce; (3) severe accident or illness of the student, parent(s), or other family member; (4) extended hospitalization of the student; (5) re-enrollment after a period of extended absence (three years or more) and (6) other extreme circumstances as determined by the Office of Financial Aid and/or Dean of Student Development. Appeals will be reviewed by the Financial Aid Appeals Committee, which consists of the Dean of Admissions and the Director of Financial Aid. All appeals must be filed no later than two weeks after the beginning of the semester. Students will be notified of a decision within four (4) weeks of submitting the appeal.
Eligibility for Reinstatement
A student may be reinstated for institutional merit financial assistance after one or more of the following: (1) approval of an appeal by the Financial Aid Appeals Committee; or (2) successfully completing the deficiencies at one's own expense. In cases of suspensions and/or denied appeals, the student will be required to notify the Office of Financial Aid with proper documentation when they are eligible for reinstatement. After eligibility has been established, any award will depend upon the availability of funds.