Home | Prospective Students | MyESC | Search Tools | Request Info

	Check Records	Register	Studies and Degree Plan	Online Studies	Library and Learning Resources	Student Life	Policies and Procedures	Help and Contacts

ELIGIBILITY FOR NEW YORK STATE FINANCIAL AID

Policies and Procedures Home > Other Policies >

Award programs affected by the New York State (NYS) regulations include: Tuition Assistance Program (TAP) Regents Award - Child of Veteran (CV) Regents Award - Child of Corrections Officer Award Persian Gulf Veterans Award and Vietnam Veterans Tuition Assistance (VVTA) State University Supplemental Tuition Assistance Program (SUSTA) Aid for Part-time Study (APTS) "Good Academic Standing" Students who receive any NYS financial awards are required to maintain “good academic standing” as defined by the regulations of the NYS Commissioner of Education in order to remain eligible for state financial aid. The regulations define a student in good academic standing as one who: pursues the program of study in which s/he is enrolled (pursuit of program), makes satisfactory academic progress toward the completion of his/her program's requirements (satisfactory academic progress) and In addition, New Your State Education Law requires if in the grading with evaluation option, maintains a grade point average (GPA) of 2.0 or better after having received four full-time New York State financial aid payments or the equivalent in part time funds. There are three criteria for maintaining good academic standing: “pursuit of program,” “satisfactory academic progress” and “grade point average.” These criteria are described below. Students who do not meet the requirements for pursuit of program, satisfactory academic progress and grade point average (GPA is waived for students in the narrative-only option) lose their eligibility for NYS financial aid. To remain eligible for NYS financial aid, a student must satisfy all three criteria. Pursuit of Program The first criterion for maintaining good academic standing for eligibility for NYS financial aid is pursuit of program. To be in pursuit of program, a student must receive either a passing or a failing outcome in a certain percentage of studies each term, depending on the number of state aid payments the student has received (which may be different from the number of enrollment terms at the college). The required percentage is illustrated in the Pursuit of Program Table for full-time students who have received funds under the Tuition Assistance Program (TAP). An outcome that indicates that the student substantively engaged in a study or course through the enrollment term is necessary to satisfy the "pursuit of program" requirement. Both passing and failing outcomes are acceptable. An incomplete (IN) is acceptable as long as it changes to either a passing or failing outcome within 16 weeks of the end date of the study. However, a withdrawal (WD) or drop (DR) outcome does not meet the requirement for pursuit of program, because it indicates no substantial engagement in a study or course over the full enrollment term. Empire State College Pursuit of Program Table* Number of full-time terms in which NYS financial aid has been received (e.g. through TAP)** Must receive a FC, EP, NC or IN*** for: 1, 2 3, 4 5 or more 50 percent of minimum full-time requirement (6 credit hours) 75 percent of minimum full-time requirement (9 credit hours) 100 percent of minimum full-time requirement (12 credit hours) *The table illustrates expectations for full-time (12 or more credits) enrollment. A student who enrolls on a less than full-time basis must make progress proportionate to what is illustrated in the table. For example, two payments for part-time enrollments (e.g. through APTS) equal one payment for a full-time enrollment (e.g. through TAP). Program or center staff can advise individual students regarding these calculations. **The number of terms refers to the number of state aid payments the student has received, which may be different from the number of enrollments at Empire State College. ***An incomplete (IN) outcome must become a passing or failing outcome within 16 weeks of the end date of the study to satisfy the pursuit of program requirement. A student must earn a FC, EP, NC or IN outcome for the percentage of study designated in the table for each term of enrollment, to be eligible for NYS aid in the next term. For example, a student who has received two TAP payments must have outcomes that meet the pursuit of program standard for at least 6 credits in the second enrollment (i.e. 50% of the 12 credit minimum for full-time enrollment status), to be eligible for any NYS state aid in the third enrollment. Satisfactory Academic Progress The second criterion for maintaining good academic standing for eligibility for NYS financial aid is satisfactory academic progress (SAP). To achieve and maintain satisfactory academic progress status, a student must accumulate a minimum number of credits per enrollment. The college's Satisfactory Academic Progress Table specifies the minimum number of credits the student must accumulate to maintain satisfactory academic progress. Students who do not meet the minimum academic progress requirements (on academic warning for unsatisfactory academic progress) are not eligible for NYS financial aid Grade Point Average (for those in the grading with evaluation option) The third criterion for maintaining good academic standing for eligibility for NYS financial aid is the grade point average (GPA). Students in the grading with evaluation option must maintain a 2.0 or better after receiving four full-time New York State financial aid payments. All NYS aid payments are counted regardless of when they were made or what institution the student attended. A student who is new to Empire State College is assumed to meet the minimum GPA requirement. The college uses only Empire State College studies to compute the GPA thereafter. The table below provides the minimum GPA required to maintain eligibility for New York State financial eligibility after each payment. Minimum GPA Number of full time payments 1 2 3 4 Minimum GPA required in order to receive the next payment 1.1 1.2 1.3 2.0 Bear in mind that that the college’s academic policy requires students to earn a 2.0 after having completed 8 graded credits. A student who does not achieve a 2.0 after completing 8 graded credits is placed on academic warning. The college provides up to 16 additional credits to restore the GPA to a 2.0. A student who does not achieve the minimum GPA after attempting 24 credits at Empire State College is academically dismissed. Thus, a student may meet NYS financial aid requirements and not be eligible to reenroll for failure to meet the college’s minimum GPA requirement. A student who comes to Empire State College after attending another college and receiving 4 full-time NYS financial aid payments must earn a minimum of a 2.0 at the end of the first term of enrollment at Empire State College to remain eligible for subsequent NYS financial aid payments. The Effect of Withdrawal If a student withdraws from a course or study, his/her enrollment status, SAP rate, and/or state aid eligibility may be affected, depending on the effective date of the withdrawal and the number of state aid payments the student has already received (see Pursuit of Program Table). A withdrawal is not included in the calculation of the G.P.A. THerefore, it does not affect a student's G.P.A. In calculating enrollment status and rate of progress, "credit attempted" is the number of registered credits after day 28 of the enrollment term. Thus, the date of withdrawal affects whether the credits are counted in the number of credits attempted. For example, for a student who first enrolls for 12 credits and then withdraws from one 4-credit study on or before day 28, the enrollment status for the term changes to part-time and the progress rate is calculated on 8 credits attempted. If the student withdraws after day 28, the enrollment status for the term is still full-time and the progress rate is calculated on 12 credits attempted. If a full-time student withdraws after day 28 and incurs full tuition liability, s/he will lose TAP for the next term if s/he does not meet the pursuit of program standard for the current term. If the student withdraws before day 28 and tuition falls below the full-time rate, the student’s TAP award for the current term is cancelled. Further information may be obtained from the Student Financial Services Office. The Effect of Administrative Withdrawals NYS regulations for financial aid establish course completion expectations. If a student receives an outcome of administrative withdrawal (ZW) for a study or course, his/ her SAP rate and/or state aid eligibility may be affected depending on the effective date of the drop and the number of state aid payments the student has already received (see Pursuit of Program Table). A drop outcome is not included in the calculation of the GPA. Therefore, it does not affect a student’s GPA. A ZW outcome may mean the amount of the student's financial aid award is reduced or the student is required to pay back some or all of the NYS financial aid awarded. The amount depends on the last date of contact or “attendance.” Further information may be obtained from the Student Financial Services Office. ELIGIBILITY ASSESSMENT The College assesses student eligibility for New York State financial aid at two points in each enrollment: On the date the enrollment officially starts, the student must meet citizenship, residency, high school graduation and good academic standing requirements. If the student fails to meet any of these requirements on the first day of the enrollment, s/he is not be eligible for New York State financial aid for that enrollment term. By the 28th day of the enrollment term, the student must meet the full-time or part-time study requirements and must be fully matriculated (admitted as a degree seeking student) at the college. A student who fails to meet enrollment requirements by day 28 is not eligible for NYS financial aid. A student who is not matriculated by day 28 is not eligible for NYS financial aid. TAP ELIGIBILITY IN COMBINED TERMS Students may combine enrollments in the September and November terms or in the March and May (15 week) terms for the purposes of determining enrollment status and thus TAP eligibility. The college has defined two combined terms:September/November and March/May (15 week). Studentswhose enrollments total 12 or more credits throughout one of the combined terms are considered full time for that combined term. Students must register for all courses they are taking during the combined term by the start date of the first of the two terms. TAP payments are disbursed after the student begins the 12th credit. Regaining Eligibility for New York State Financial Aid A student may regain eligibility for NYS financial aid through one of the following four methods: A student may regain eligibility for NYS financial aid through one of the following four methods: Meeting the standard the student failed to meet previously, during an enrollment term in which no state award is paid. A student who failed to meet the pursuit of program standard may regain eligibility by meeting the pursuit of program standard in a subsequent term in which the student receives no state aid. A student who failed to meet the satisfactory academic progress standard may regain eligibility by accumulating the number of credits required to make satisfactory academic progress, through additional enrollment(s) for which the student receives no state aid. A student who failed to meet the grade point average standard may regain eligibility by earning the minimum required grade point average through enrollment(s) for which the student receives no aid. Being readmitted and/or reinstated at ESC after an absence of at least one calendar year and after the student provides evidence in writing to the center or program administrator of his/her ability to successfully complete a degree program. A student who is readmitted and/or reinstated after failure to make satisfactory progress must meet the credit accrual requirement the student failed to meet prior to losing eligibility within the next 16 credits of enrollment. Transferring to another institution. Applying for and receiving a one-time waiver. Students in the evaluation with grading option must have a cumulative GPA of 2.0 if they have received 4 or more full-time payments. A student repositioned on the SAP chart must still meet the minimum GPA requirements for the number of NYS aid payments s/he has received. Eligibility Waivers One-Time Waiver of Eligibility Standards for New York State Awards A student who fails to meet the state standards for pursuit of program and/or satisfactory academic progress may request a one-time waiver of these standards. A waiver enables the student to receive NYS aid for one additional enrollment term. New York state permits only one waiver at the undergraduate level and one at the graduate level. This applies across all institutions attended. The director of student fiancial services may grant a waiver when the student fails to meet the pursuit of program standard, fails to meet the satisfactory academic progress, or fails to meet both standards inteh same term. However failure to meet the pursuit of program and satisfactory academic progress may not result in two separate waives. The one-time waiver is not automatic. The student request for a waiver for his/her most recent enrollment. Approval of a request for a one-time waiver occurs in two parts: 1. The dean of teh student's center for program for program verifies the student's academic eligibility. 2. The director of student financial services determines that the request meets New York state requirements for a waiver of financial aid regulations. The director of student financial services approves the waiver only if both parts of the process are complete and the academic and New York state requirements are met. Students must submit the information required for both parts to the dean, using the required form. When a one-time waiver is granted for failure to make satisfactory academic progress, the last term of enrollment does not count negatively in determining satisfactory academic progress. The student must meet the credit accrual requirement s/he failed to meet before losing eligibility within the next 16 credits of enrollment. Note: The one-time waiver has no direct effect on enrollment eligibility, which is an academic determination upon which the waiver is contingent. C Average Waiver A student in the narrative evaluation with grading option who fails to meet the state standards for grade point average may request a waiver of the GPA standard. A waiver is possible only in extraordinary or unusual situations. A waiver enables the student to receive NYS aid for one additional enrollment term. The C average waiver is separate from the New York State one-time waiver. The Director of Student Financial Services may grant a C average waiver more than once. The C average waiver is not automatic. The student may request a waiver for his/her most recent enrollment. The C average waiver request is made following the procedure described above for the one-time waiver. Repeat of Studies with Credit Awarded Repeat of any study for which credit has been awarded and that the College does not require the student to repeat may not be considered part of that student's course load for financial aid purposes. Students can receive state aid to repeat studies for which they earned no credit . If a student is repeating a study or course in which s/he earned a passing grade initially, the student will not earn credit twice. When a student successfully completes a repeated study, the college uses the higher grade for the two studies in calculating the student’s GPA. However, both studies count as credits attempted in calculating SAP, but only one study counts in the calculation of credits earned. The study with the lower grade receives a grade that indicates that it has been repeated and it does count as credits earned or in the GPA calculation. Maximum Number of Payments An undergraduate student may receive NYS financial aid payments for no more than the equivalent of eight full-time enrollment terms. NYS "C" Average Requirement NYS standards require that students achieve a “C” average to maintain state financial aid eligibility. Since Empire State College does not use a grading system for all students, the state has waived this requirement for ESC students who opt not to receive grades. Pre-College Studies For payment purposes, pre-college studies may be counted toward full- or part-time enrollment status. However, at least 50% of the minimum number of credits required for full- or part-time status must be college level study. Thus, a full-time student must enroll for at least 6 credits of college level study, and a part-time student must enroll for at least 3 credits of college level study. The one exception is that in the first enrollment, a full-time student may take up to 9 pre-college credit equivalents and must take at least 3 credits of college level study. Final Enrollment Term In the final term only, NYS financial aid regulations permit studies to count toward financial aid eligibility standards related to full- or part-time enrollment status, even if some of the credit is not necessary to complete degree requirements. The enrollment must include some credit that is required to complete the student’s degree. Empire State College permits such credit beyond the degree to count for financial aid eligibility in the final term, only if all of the following criteria are met: The student has an approved degree program The enrollment term is identified as the final enrollment for the degree The enrollment includes one or more studies or courses that apply toward the student’s degree requirements The Director of Student Financial Services disallows any NYS aid award if any one of these criteria is not met. Notification of Ineligibility for State Financial Aid Awards The Student Financial Services Office notifies students regarding their ineligibility for further NYS financial aid. Students may obtain information on their financial aid status by contacting the Student Financial Services Office. Adopted: February, 2002 Revised: April, 2003 and April 7, 2004,May 2007