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UPPS 07.07.07 - Academic Progress for Students Seeking to Continue State Waiver and Exemption Awards

Academic Progress for Students Seeking to Continue State Waiver and Exemption Awards

UPPS No. 07.07.07
Issue No. 2
Effective Date: 5/29/2018
Next Review Date: 2/01/2022 (E4Y)
Sr. Reviewer: Treasurer

  1. POLICY STATEMENTS

    1. This policy defines academic progress for waivers and exemptions (APWE) for all students in determining eligibility for the continuation of state exemption and waiver programs. This policy applies to all students who receive awards under these programs. It does not apply to waivers that allow nonresidents to pay the resident rate.

    2. This policy is authorized by Texas Education Code, Section 54.2001, to be effective for exemptions or waivers from all or part of the payment of tuition and fees beginning with the fall 2014 semester.

  2. ACADEMIC PROGRESS GUIDELINES

    1. The Texas Education Code, Section 54.2001 requires each graduate or undergraduate student to be making satisfactory academic progress each term to be eligible to continue receiving state exemption and waiver programs. APWE is defined in both quantitative and qualitative measures.

    2. The qualitative measure requires each student to maintain a satisfactory grade point average consistent with the requirement to obtain a degree or eligible certification at the university (See UPPS No. 07.07.01, Satisfactory Academic Progress for Undergraduate Students on Financial Aid, and UPPS No. 07.07.02, Satisfactory Academic Progress for Graduate and Post-Baccalaureate Teacher Certificate Seeking Students On Financial Aid):

      Degree Level GPA
      Undergraduate (First Baccalaureate) 2.0
      Undergraduate (Second Baccalaureate) 2.0
      Post-Baccalaureate Teacher Certification Seeking 3.0
      Master’s 3.0
      Doctoral 3.0
    3. The quantitative measure relates to the excessive hours limit. A student will be ineligible for any waivers and exemptions if, as of the beginning of the semester or term, he or she is considered to be excessive in accordance with Texas Education Code 54.014.

      For resident undergraduates and nonresident undergraduates permitted to pay resident tuition, excessive hours are defined as:

      Initial semester and subsequent terms enrolled: If # hours attempted in excess of required degree program: Excess Hours:
      Fall 1999-2005 >45 hours Yes
      Fall 2006 to present >30 hours Yes

      Effective fall 2009, hours earned before graduating high school and used to satisfy high school graduation requirements are not included in the excessive hours calculation.

      Excessive Hours Exception – The policy that exempts a student from paying the excessive hour tuition rate due to economic hardship is independent of this policy and will have no impact on the eligibility for a waiver or exemption.

    4. If a student fails to meet any requirement identified in Sections 02.02 or 02.03 at the completion of any semester or term, the student may not receive the exemption or waiver for the next semester or term in which the student enrolls.

    5. A student may become eligible to receive an exemption or waiver in a subsequent semester or term if the person:

      1. completes a semester or term during which the person is not eligible for an exemption or waiver; and

      2. meets each requirement of Section 02.02 and has not exceeded the excess hours in Section 02.03.

  3. NOTIFICATION PROCEDURES

    1. The definition of APWE will be published in official university electronic publications and will be communicated to all exemption and waiver applicants by Student Business Services (SBS) or the Office of the University Registrar.

    2. The student will be notified by letter or email if he or she is no longer eligible to receive the exemption or waiver within 10 working days after the semester ends and grades are posted on the student’s academic transcript.

  4. APPEALS PROCEDURES

    1. Once a student is first notified (verbally or in writing) of his or her being ineligible for an exemption or waiver, the student has 15 working days to submit an appeal. If a student is denied an appeal at any level (with the exception of an appeal 3 which is the highest level) and wishes to appeal to the next level, the student must submit a written notice of appeal to the next level within 10 working days after receiving an oral or written notice of the decision at the previous level.

    2. If the university denies a student an exemption or waiver for not meeting the standards for APWE, the student may file an appeal in any semester or term if mitigating circumstances may be shown. Mitigating circumstances may include:

      1. a showing of a severe illness or other debilitating condition that could affect the student’s academic performance;

      2. an indication that the student is responsible for the care of a sick or injured person and that the student’s provision of care could affect the student’s academic performance;

      3. the student’s active duty or other service in the United States Armed Forces or the student’s active duty in the Texas National Guard; or

      4. any other cause considered acceptable by the university.

    3. An appeal must include the following:

      1. student’s name, Texas State ID number, and email address;

      2. semester requesting appeal;

      3. request for exemption or waiver appeal to be reinstated;

      4. a written description that addresses why the student has failed to meet APWE;

      5. documentation to support any claims; and

      6. student’s signature.

      NOTE: Appeals submitted without documentation will be denied.

    4. The appeal reviewer will evaluate the circumstances. Any student who wishes to appeal the loss of his or her exemption or waiver due to not meeting APWE (as outlined above) must do so through the appeals process in Section 04.05.

    5. Under normal circumstances, an appeal to waive the conditions stated above must be made in the following order:

      1. to the supervisor of SBS or the supervisor of Veterans Affairs Office (appeal 1);

      2. to the associate director of SBS or associate university registrar in the Office of the University Registrar (appeal 2); and

      3. to the Exemption and Waiver Appeals Committee (appeal 3 which is the final appeal level). The director of SBS will chair this committee, comprised of a representative from the University Registrar’s Office, Office of Disability Services, Veterans Advisory Council, a student from the Student Government, an academic advisor, and a faculty member appointed by the Faculty Senate.

  5. REVIEWERS OF THIS UPPS

    1. Reviewers of this UPPS include the following:

      Position Date
      Treasurer February 1 E4Y
      Director, Student Business Services February 1 E4Y
      University Registrar February 1 E4Y
      Associate Vice President for Enrollment Management and Marketing February 1 E4Y
  6. CERTIFICATION STATEMENT

    This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from date of this document until superseded.

    Treasurer; senior reviewer of this UPPS

    Vice President for Finance and Support Services

    President