Satisfactory Academic Progress

All students maintain satisfactory academic progress according to the standards listed in this section. Students meeting these standards shall be considered in good academic standing. Failure to meet these standards will jeopardize the student’s good standing with the school. Med-Assist School of Hawaii will closely monitor each student’s performance to insure compliance with these basic provisions.

Qualitative Standard

Students must meet minimum academic performance standards in terms of the “quality” of the work being performed and is reflected in a minimum grade point average that must be maintained. In all programs offered by the Med-Assist School of Hawaii, a student needs to maintain a cumulative grade point average of 70% or higher.

Quantitative Standard

This measures the sufficient “quantity” of the academic work being performed by the student and takes into account two (2) factors: 1) a maximum time frame in which students must complete the program; and 2) a method of calculating incremental progress that assures the student is progressing sufficiently to complete the program within the maximum time frame. In order to pass the quantitative standard to satisfactory academic progress students must meet both factors.

 

  1. Maximum Time Frame: The maximum time frame students are allowed to complete their academic program may not exceed 150% of the published length of the academic program as determined by the school. The maximum time frame for both the Medical Assistant Program and the Professional Medical Coder Program is as follows:

 

Medical Assistant (MA) Program 

Standard Time 150% Maximum Time Allowed
925 Clock Hours 1387.50 Clock Hours
40 Credit Hours 57.00 Credit Hours

 

Professional Medical Coder (PMC) Program 

Standard Time 150% Maximum Time Allowed
120 Clock Hours 180 Clock Hours

 

 

Thus, a student will not be considered to have exceeded the maximum allowable time frame so long as the cumulative total of their attempted credits/clock hours do not exceed the maximum amounts listed above depending on the academic program they are enrolled in. Students not exceeding the maximum allowable time frame are considered to be meeting this specific condition of satisfactory academic progress. Conversely, once exceeding these maximum program amounts shall mean that the student is not making satisfactory academic progress.

 

2. Incremental Progress: Students must make sufficient incremental progress on the number of completed courses in order to assure program completion by the maximum time frame. This is defined by passing courses at a minimum completion percentage that reflects the ratio of all credit/clock hours completed against the credit/clock hours attempted. This is defined by the following formula:

 

Standard Time / Maximum Time           =          Minimum % Demonstrating Incremental Progress                

                                   

When taking each of the program requirement credit hours or clock hours and dividing it by the maximum allowed credit hours or clock hours the resultant incremental percentage is 67% as is displayed below:

          MA In Credit Hours          MA In Clock Hours         PMC In Clock Hours

                38/57 = 67%                   925/1387.50 = 67%              120/180 = 67%

Thus, a student is assured of completing the academic program within the maximum time frame as long as at any given point in time s/he has completed the cumulative coursework at a ratio whereby the number of credits/clock hours passed to the number of credits/clock hours attempted reflects a minimum of 67%. Conversely, failure to demonstrate this minimum incremental percentage during an incremental review means that the student is not progressing at a rate that will enable her/him to complete the academic program within the maximum time frame allowed.

 

 

Incremental Review

Students will be reviewed for satisfactory academic progress during an institutionally defined mid-point (or one half) of the academic program based on when they started. For the Medical Assistant Program, since it consists of seven phases conducted typically over nine months, the literal mid-point would be four and a half months. But since grades would not be completed at such a time, the review shall take place at the close of the 4th phase, which is typically five months into the program. For the Professional Medical Coder Program, the mid-point, defined in completed weeks, the review shall take place after the 7th week of the 13-week program. Incremental review shall involve the evaluation of the academic progress of all students in terms of meeting both qualitative and quantitative measurements of satisfactory progress.

 

Definition of Attempted Credits/Hours

In reviewing a student’s satisfactory academic progress during incremental review all completed “attempted” credits/hours shall be taken into consideration. The following identifies all circumstances that describe what will be counted as attempted credits/hours:

  • The credits/clock hours from all completed courses whether successfully completed (i.e. 70% and above) or failed (69% and below)
  • The credits/clock hours from all completed repeat courses whether successfully completed (i.e. 70% and above) or failed (69% and below)
  • The equivalent credits/clock hours from all courses that were dropped
  • The equivalent credits/clock hours from all courses that at the point of incremental review are marked as incomplete
  • The equivalent credits/clock hours from all transfer courses that have been accepted in lieu of certain courses within the academic program
  • The equivalent credits/clock hours from all courses that have been accepted due to a successful course challenge

Attempted remedial courses are not considered attempted credits/clock hours. Courses which are dropped due to a student’s withdrawal from the program within the first five (5) days of commencing the Medical Assistant Program shall not be counted as attempted credits.

 

Definition of Passed Credits/Hours

In reviewing a student’s satisfactory academic progress during incremental review those credits/clocks hours that will be considered as passed shall include:

  • The credits/clock hours from all successfully completed courses (i.e. 70% and above)
  • The equivalent credits/clock hours from all transfer courses that have been accepted in lieu of certain courses within the academic program
  • The equivalent credits/clock hours from all courses that have been accepted due to a successful course challenge

Passed remedial courses are not considered passed credits/clock hours.

 

Failure to Meet Satisfactory Academic Progress

Students who fail to meet either the qualitative or quantitative standards of satisfactory academic progress at the point of incremental review shall be considered not making satisfactory academic progress. Students who further do not pass the quantitative standard related to maximum time frame at any time (i.e. not only during institutional incremental review) shall be considered as not making satisfactory academic progress at the point they exceed the maximum attempted credits/clock hours allowed. Students who are not making satisfactory academic progress shall be subject to the following academic sanctions, which may include academic probation and subsequent dismissal from the program. 

 

Academic Probation

Students will be placed on academic probation under the following conditions:

  • Failure to meet satisfactory academic standards at the point of incremental review
  • Failure to maintain a cumulative grade point average (GPA) of at least 70% at the close of any academic phase
  • Failure of a course

Students meeting any of these conditions shall be placed on a period of probation. For the Medical Assistant Program a period of probation shall constitute one academic phase. For the PMC program, a period of probation shall constitute one academic week.

1. Requirements Under Academic Probation

Students placed on academic probation, depending on the individual circumstances of the student’s academic performance as determined by faculty, will be subject to mandatory tutoring sessions and/or weekly academic counseling to monitor the students’ progress until such time as when they are no longer considered under probation.

2. Removal From Academic Probation

Students shall be removed from academic probation status when they successfully remedy the condition that placed them under probation. More specifically:

For students who did not meet satisfactory academic progress at the point of incremental review, satisfactorily meeting the conditions of satisfactory academic progress at the close of the next academic phase (for MA students), or the next week (for PMC students).

For students whose cumulative GPA failed to attain 70% at the close of any academic phase the attainment of a GPA of at least 70%.

For students who failed a course, the successful passage of that course.

3. Maximum Probationary Time

Students will be allowed a maximum of two probationary periods to improve their academic performance so as to be considered in good academic standing.

 

Academic Dismissal

Any of the following will result in academic dismissal from Med-Assist School of Hawaii:

  • Failure to meet the standards of satisfactory academic progress at the conclusion of two probationary periods
  • Failure of the same course twice
  • Failing a total of four (4) courses within the entire academic program
  • Withdrawing from the same course a third time
  • Withdrawing from a course four (4) times within the entire academic program
  • Failure to return from an approved leave of absence
  • Failure to complete the academic program within the maximum timeframe allowed

 

Appeal Process

Students wishing to appeal actions taken against them in conjunction with the standards associated with satisfactory academic progress must submit a letter to the Administrative Committee within five (5) working days of the academic action.  Each appeal will be reviewed on a case-by-case basis and the decisions of the committee shall be final. 

 

Re-Admission

A student who has been dismissed for academic reasons may apply for re-admission to Med-Assist School of Hawaii. Each application for re-admission will be reviewed by the school’s Administrative Committee on a case-by-case basis. If granted re-admission a student may not resume the academic program any sooner than two (2) academic phases following the phase in which the academic dismissal occurred. 

 

Satisfactory Academic Progress Regarding Federal Financial Aid

Students receiving federal financial assistance must demonstrate satisfactory academic progress (SAP) according to federal financial aid guidelines. These guidelines are imbued within the school’s satisfactory academic progress policy that is described in “Satisfactory Academic Progress”. In addition, the following policies and procedures apply to all federal aid recipients who must meet federal SAP requirements.

1. Satisfactory Academic Progress Review: A review of SAP for every student will be performed prior to each disbursement of federal financial aid. This is generally prior to the first disbursement of aid (first disbursement) and after the first payment period, which is the conclusion of the first four (4) academic phases (second disbursement), where it is expected that at least one half of the total program hours will have been completed. It should be noted that no review of a student’s SAP is required if at the point of a student’s first disbursement the student has yet to complete an academic phase. Students who are determined not to be making SAP according to the provisions stated in the school’s Satisfactory Academic Progress Policy shall not be eligible for future disbursements of federal financial aid until such time as they meet the standards of SAP.

2. Appeal Process: Students wishing to appeal decisions with regard to satisfactory progress can make an appointment and meet with the FAA. If such a meeting does not satisfy the student, the appeal may then be submitted to the Fiscal Administrator within five (5) days of having met with the FAA. The Fiscal Administrator shall review the appeal and render a decision. This decision shall be final.In determining a resolution to the student’s appeal, the Fiscal Administrator may elect to convene a meeting of the Administrative Committee, which, in addition to the President, includes the Financial Administrator and the Dean/Director of Programs.

3. Financial Aid Probation: Students who believe that their SAP was affected by circumstances beyond their control can make an appointment to meet with the Financial Aid Advisor (FAA) and see if they might be eligible to receive continued assistance under financial aid probation. Financial aid probation may be granted if a student’s SAP has been affected by any of the following conditions:

a. Medical illness.

b. Medical injury.

c. Death of a family member.

d. Other mitigating circumstances.

Students not making SAP who would like to be considered for financial aid probation, must submit a written appeal to the FAA and explain how any of the conditions listed above might have adversely impacted their SAP. Should the FAA determine that a student’s SAP was adversely impacted by at least one of the reasons described and believes that the student will be able to regain satisfactory academic progress during the subsequent payment period, continued financial aid eligibility may be granted under financial aid probation. Financial aid probation may be granted if a student’s SAP has been affected by any of the conditions listed above, AND, it is believed that the student should be able to make satisfactory academic progress during the subsequent payment period.

 

Return of Title IV Funds

Students who receive federal financial aid and who completely withdraw from the academic program may be required to return a portion, or all, of their financial aid according to federal regulations governing the return of Title IV funds.

When a student withdraws or is dismissed from Med-Assist School of Hawaii, a determination of the potential refund is made based upon the length of time the student was enrolled and the amount of funds earned. This is calculated by determining the percentage of Title IV grant or loan assistance that has been earned by the student and then applying this percentage to the total amount of Title IV grant or loan assistance that was disbursed or could have been disbursed to the student for the payment period as of the student’s withdrawal date. Any assistance not earned is to be returned to the Department of Education.

If a student has completed more than 60% of the payment period, s/he is considered to have earned 100% of the Title IV grant and loan aid received for the payment period, and no funds need to be returned to the Title IV programs.

Med-Assist School of Hawaii will return any portion of unearned Title IV funds for which the school is responsible. It is also the school’s responsibility to inform the student of the amount of unearned Title IV grant aid that s/he must return, if applicable. It is the responsibility of the student, or his or her parent if a PLUS Loan is involved, to repay any unearned funds that the school did not return according to the normal terms of the loan.

Final charges, and what is determined to be what the student owes to Med-Assist School of Hawaii, will be determined according to the school refund policy (which adheres to Hawaii State regulations) and this “Return Of Title IV Funds” policy. If a refund is due, and financial aid has been disbursed, all tuition refunds will be first made to the Title IV programs. To assist the student in minimizing indebtedness, refunds will first be returned to appropriate loan programs in the order of applicable PLUS Loans, then Direct Unsubsidized Loans, and then Direct Subsidized Loans. If the student has taken out no loans, or entire loan proceeds have been appropriately refunded and their remains additional unearned aid to return, applicable federal grant funds shall be refunded in the order of the FSEOG, and then Pell Grant.

The date of determination by Med-Assist School of Hawaii that the student has withdrawn is determined as follows:

  • For a student providing official notification of his or her withdrawal, the date of determination is the date the student notifies the school that s/he withdrew.
  • For a student who does not provide notification of his or her withdrawal, Med-Assist School of Hawaii will make a determination as to whether the student should be dropped and a refund calculated if a student has been absent for over 14 days.
  • For a student who does not return from an approved leave of absence, the date of determination is the earlier of the date the leave of absence ends, or, the date the student notifies the school that s/he will not be returning.

NOTE: For students taking an unapproved leave of absence, the date of determination will be that date that the student began the leave of absence.

Med-Assist School of Hawaii must return Title IV program funds no later than 45 days after the date of determination.

A post-withdrawal disbursement is a disbursement made to a student who has withdrawn but who has earned more aid than has been disbursed. Neither Med-Assist School of Hawaii nor the student is required to return funds when the student is eligible to receive a post-withdrawal disbursement. A post-withdrawal disbursement must exhaust available Title IV grant funds before utilizing available loan funds. A post-disbursement of Title IV grant funds must be delivered within 45 days after the date of Med-Assist School of Hawaii’s determination that the student withdrew. If the student is eligible for a post-withdrawal disbursement of a loan, it must be offered to the student, or, in the case of a PLUS Loan, the parent, within 30 days of the date of determination.

To make a post-withdrawal disbursement all of the following conditions must be met:

  • The student’s SAR (Student Aid Report) or ISIR (Institutional Student Information Record) was processed by the federal processor on or before the date of the student’s withdrawal. NOTE: This does not apply to PLUS Loans since a financial aid application (i.e. FAFSA) is not required for a parent to borrow a PLUS.
  • The SAR or ISIR contains an official EFC (Expected Family Contribution).
  • Med-Assist School of Hawaii had certified the loan on or before the date of the student’s withdrawal.
  • The borrower had signed the MPN (Master Promissory Note) for the loan prior to the date Med-Assist School of Hawaii completed the return of Title IV funds calculation.

All student information, regarding either leaving the program before its completion, or, finishing the program but at a later date than first determined, will be processed into the National Student Loan Database (NSLDS) to assure proper loan repayment data is recorded.

 Return of Federal Aid Calculation Differs from the School’s Refund Policy

The amount of federal aid that needs to be returned to the federal government is calculated utilizing a federal formula that compares the amount of aid a student received to the apportioned time the student was in school during a respective payment period. This formula is based on federal regulatory policy and is NOT the same as the school’s institutional refund policy. In determining the final adjusted financial charges that a withdrawing student owes, Med-Assist School of Hawaii is required to follow these federal calculation guidelines in conjunction with its own refund policies. The satisfactory return of Title IV funds may in fact result in a remaining balance still owed by the student to Med-Assist School of Hawaii.