ENROLMENT CONDITIONS
Students will retain eligibility for US. Federal Aid provided that:
- Any modifications to their enrolment are recorded prior to the census date for each payment period;
- Students maintain an enrolment of at least ‘half-time’. This is defined as a minimum of 6 credit points per payment period for coursework students, and a minimum 0.5 study load for research students;
- Students must not enrol in any subject delivered by ‘external mode’ or ‘limited attendance mode’. This includes subjects offered by online delivery.
MONITORING OF ACADEMIC PROGRESS
Title IV funds recipients will have their progress monitored by the US Loan Administrator at the International Students Office, to determine eligibility for continued awards of aid. This monitoring and evaluation process will consider a student’s progress under the following categories:
- Qualitative Standard (Academic Standing)
- Quantitative Standard (Pace of Completion)
Conditions for meeting the requirements under these two categories are defined in the following tabs.
UNDERGRADUATE STUDENTS
QUALITATIVE STANDARDS
Title IV funds recipients must meet the Academic Standing requirements by maintaining Satisfactory Academic Progress in their program, as outlined in their specified Faculty Rules and Syllabus.
Undergraduate degree students – achieve the required credits at the end of each academic year until completion:
- A student has to obtain Faculty specific credits on the prescribed curriculum every academic year (payment period) to progress to the next year of study.
- Subject to the rules pertaining to a particular qualification, faculty specific requirements and any special restrictions on credits in the rules, a student obtains credit in any course that s/he successfully completes.
However, even if a student obtains such credit, s/he may be refused permission to renew her/his registration if s/he fails to comply with the minimum requirements of study prescribed.
Example: Three year Bachelor of Arts Degree
Full-time students select four pairs of courses in their first year of study that yield a total of 144 credits, students further select three pairs of second year courses in their second year of study that yield a total of 144 credits. Students select two majors in their third year of study yielding a total of 144 credits. In order for an undergraduate Bachelor Arts student to qualify, they must have a total of 432 credits and two academic majors.
FA SAP Assessment
Monitored at the end of each semester after the uploading of grades on the University’s Student System. Grades for 50% of the courses for the year are finalised.
Progression assessed before the second disbursement and again at the end of the academic year.
- N.B: No student will be eligible to progress to the next year of study unless all the required credits are met as per the prescribed curriculum for that specific degree/program.
Students’ progress will be monitored twice within a payment period. This will be done to assist poor performing students with remedial actions that would help improve their academic progress before the end of the payment period. Students who still fail to maintain satisfactory academic progress and are required to repeat courses from the same year of study may be subject to conditions placed on their enrolment or suspension from the course as prescribed by the School.
Incomplete Courses
Incomplete Courses where the student did not write the necessary assessment and a 50 percent mark or above was obtained, will be deemed as a fail unless decided otherwise by the Senate.
Exemptions
On admission and subject to Rule G7.9 the Senate may grant a student exemption from a course or part of a course offered by the University where it has deemed a student to have a sufficient understanding of the subject matter to warrant the student not having to complete the course or part of the course. An exemption is not a credit but allows the student to proceed to the subsequent year of study in a particular course. The full number of credits required for a qualification is not affected by the granting of an exemption.
Credits from Prior Learning
Recognition of prior learning means the taking into account of the previous learning and experience of the applicant by the Senate either for purposes of admission and/or for the granting of exemption or full or partial credit towards one or more courses.
Supplementary Assessments
The Senate may permit a student who has failed a course to present herself/himself for a supplementary assessment where such assessment is permitted by the rules of the Faculty, which teaches and examines the course, unless otherwise agreed by the faculties concerned. Supplementary assessments may only be deferred in circumstances considered by the Senate to be exceptional.
Withdrawal of or refusal to grant credits and/or exemptions
The Senate may withdraw or refuse to grant credits and/or exemptions if, in the opinion of the Senate, the time which has elapsed between obtaining the credit or exemption and completion of the other requirements for the award of a qualification is excessive or is excessive in view of the nature of the subject.
Failed Courses
If a student fails, a course i.e. does not obtain the prescribed mark to obtain credits, will be required to repeat the course in the subsequent payment period. As per the relevant Faculty Rules and Syllabus, failed courses may affect a student’s permission to proceed to the next year of study.
Prerequisite Non-credit Bearing Courses
Where a student, is required to attend a course which does not constitute a credit towards the qualification for which s/he is registered or to perform any other requirement prescribed for any particular year of study for any qualification, her/him failure to attend such course or to perform such other requirement may result in her/him being refused permission by the Senate to register for the subsequent year of study or any particular year of study thereafter.
QUANTITATIVE STANDARD (Pace of Completion)
All undergraduate programs have a prescribed period for completion measured in years as listed in each Faculty Rules and Syllabus. A student has to obtain Faculty specific credits on the prescribed curriculum every academic year (payment period) to progress to the next YOS. A 50 percent mark and above has to be obtained in a course to be credited.
If a student fails to obtain the specific program, the Senate may cancel credits, and readmission. However, this decision can be appealed with the relevant Head of School.
If a student who receives Title IV funds has successfully appealed readmission, he/she will automatically be placed on Federal Aid Probation.
Maximum Timeframe
Students must successfully complete their program within a period of no longer than 150% of the published length of the program. Students must progress through their course at a pace that ensures that they will graduate within the maximum timeframe below.
| Course Length | Maximum Timeframe |
|---|
| 3 Year Undergraduate |
4.5 Years |
| 4 Year Undergraduate |
6 Years |
Maximum Timeframe and Pace of Completion, on a cumulative basis per academic year:
Example: Bachelor of Arts as illustrated above
144 credits x 150% = 216 attempted credits
144credits / 216 credits = 67% (rounded)
All attempted credits (credits and exemptions, etc.) is taken into consideration when calculating the Pace of Completion.
Program Completion
A student has to obtain Faculty prescribed credits over the prescribed minimum period to graduate for the registered program.
POSTGRADUATE STUDENTS
QUALITATIVE STANDARDS
Title IV funds recipients must meet the Academic Standing requirements by maintaining Satisfactory Academic Progress in their courses, as outlined for coursework students and research students below.
Coursework Students
Wits University’s process for monitoring and managing the academic progress of coursework students is detailed in the specific Faculty Rules and Syllabus. This policy defines the minimum academic standards required for coursework students to maintain satisfactory academic progress in a course.
Where appropriate a faculty may offer a program leading to the degree of master by research and coursework by:
a) Attendance, completion of a curriculum approved by the Senate and submission of coursework and Research Report on an approved topic by the Senate; or
b) Attendance and completion of an approved curriculum.
FA SAP Assessment
Monitored annually after the uploading of grades on the University’s Student System.
Progression assessed annually at the end of the academic year.
- N.B: No student will be eligible to progress to the next year of study unless all the required credits are met as per the prescribed curriculum for that specific degree/program.
- Attend, perform the work of the class and, as the Senate determines, present herself/himself for examination in the courses prescribed, or present work in lieu thereof as may be required of him/ her for courses prescribed in the syllabuses.
- Obtain credit in every course at the first attempt:
Students who still fail to maintain satisfactory academic progress and are required to repeat courses from the same year of study may be subject to conditions placed on their enrolment or suspension from the course as prescribed by the School.
Students’ progress will be monitored annually. This will be done to assist poor performing students with remedial actions that would help improve their academic progress before the end of the payment period. Students who still fail to maintain satisfactory academic progress may be subject to conditions placed on their enrolment or suspension from the course.
Incomplete Courses
Incomplete Courses where the student did not write the necessary assessment and a 50 percent mark or above was obtained, will be deemed as a fail unless decided otherwise by the Senate.
Exemptions
On admission and subject to Rule G7.9 the Senate may grant a student exemption from a course or part of a course offered by the University where it has deemed a student to have a sufficient understanding of the subject matter to warrant the student not having to complete the course or part of the course. An exemption is not a credit but allows the student to proceed to the subsequent year of study in a particular course. The full number of credits required for a qualification is not affected by the granting of an exemption.
Credits from Prior Learning
Recognition of prior learning means the taking into account of the previous learning and experience of the applicant by the Senate either for purposes of admission and/or for the granting of exemption or full or partial credit towards one or more courses.
Supplementary Assessments
The Senate may permit a student who has failed a course to present herself/himself for a supplementary assessment where such assessment is permitted by the rules of the Faculty, which teaches and examines the course, unless otherwise agreed by the faculties concerned. Supplementary assessments may only be deferred in circumstances considered by the Senate to be exceptional.
Withdrawal of or refusal to grant credits and/or exemptions
The Senate may withdraw or refuse to grant credits and/or exemptions if, in the opinion of the Senate, the time which has elapsed between obtaining the credit or exemption and completion of the other requirements for the award of a qualification is excessive or is excessive in view of the nature of the subject.
Failed Courses
If a student fails, a course i.e. does not obtain the prescribed mark to obtain credits, will be required to repeat the course in the subsequent payment period. As per the relevant Faculty Rules and Syllabus, failed courses may affect a student’s permission to proceed to the next year of study.
Prerequisite Non-credit Bearing Courses
Where a student, is required to attend a course which does not constitute a credit towards the qualification for which s/he is registered or to perform any other requirement prescribed for any particular year of study for any qualification, her/him failure to attend such course or to perform such other requirement may result in her/him being refused permission by the Senate to register for the subsequent year of study or any particular year of study thereafter.
QUANTITATIVE STANDARD (Pace of Completion)
Conditions for the Degree of Master by coursework and research report
A candidate must:
Provided that, by permission of the Senate in a case considered by it to be exceptional, a candidate who has completed all but one of the courses may be permitted to repeat such a course the next time it is offered: Provided further that if the candidate again fails that course, her/his registration will be cancelled.
- Under the guidance of a supervisor appointed by the Senate, conduct research on a topic approved by the Senate and submits a research report for the approval of the Senate.
- If required by the Senate, present herself/ himself for such examination or test, oral or written, concerning the subject of her/his research report as the Senate may determine.
Maximum Timeframe
Students must successfully complete their program within a period of no longer than 150% of the published length of the program. Students must progress through their course at a pace that ensures that they will graduate within the maximum timeframe below.
| Course Length | Maximum Timeframe |
|---|
| 2 Year Masters |
3 Years |
| 3 Year Masters |
4.5 Years |
Program Completion
In order to qualify for this degree, candidates must fulfil all of the requirements as stipulated.
The Chairperson of the Graduate Studies Committee will approve the award of the degree of Master by Coursework and Research Report in straightforward cases. A straightforward case is considered to meet the following criteria:
a) The coursework marks fall broadly into the same range of pass, so that no discrepancy emerges, and both the internal and external examiners have awarded the research report a similar class of pass.
b) Only minor corrections to typographical and grammatical errors or minor flaws in referencing and presentation are required.
In all other cases, the examiners’ reports will be received by an appropriately appointed panel of the Graduate Studies Committee for a decision in respect of the award of the degree.
If the discrepancy in marks is, less than 15% the Chair of the Graduate Studies Committee may determine the final mark in consultation with senior academics.
If the discrepancy is more than 15%, an ad hoc committee shall be called, comprising either the Chair or one of the Vice-Chairs of the Graduate Studies Committee, the supervisor, and two other academics in the School. The mark agreed upon by the ad hoc committee shall be considered final.
POSTGRADUATE STUDENTS
Research Students
Conditions for the Degree of Master by research
A candidate shall:
- Conduct such research as the Senate may determine under the guidance of a supervisor;
- After consultation with the supervisor (if there be one), present to the Senate, original practical work and to the satisfaction of the Senate. The research shall be regarded as 50% original practical work and 50% dissertation.
The dissertation shall include an analysis of the practical work presented. Such practical work shall, unless the Senate otherwise determines, be commenced on first registration for the degree. The practical work must be available for the scrutiny of the examiners at the time of the examination of the dissertation. In addition, the candidate shall provide a permanent record of the practical work. S/he may achieve this purpose by submitting appropriate diagrams, photographs, transparencies, etc. together with each copy of the dissertation.
FA SAP Assessment
An annual Progress Report is provided to the US Loan Administrator at the International Students Office, for each student upon request, to allow monitoring for US Federal Aid purposes.
Failed Assessment (Masters by Research)
A student has to satisfy all the requirements for the degree of Master including submission of a Research Report by the date stipulated in the Faculty rules is deemed to have failed. If Senate grants him/her such extension s/he is required to register for the subsequent payment period.
Pace of Completion
The Senate may cancel the registration of a postgraduate student registered for a program by research if a higher degrees committee (or equivalent), on the recommendation of the relevant Supervisor(s) and Head of School, has considered the research proposal and/or other milestones of the research of that student and has judged the research proposal or the progress towards the milestones to be academically unsatisfactory or, in material aspects, incomplete.
The Higher Degrees Committee may appoint a panel comprising one member of the higher degrees committee, the relevant Supervisor and the relevant Head of School for advising the Higher Degrees Committee. Reasons must be given when such registration is cancelled and an appeal against such cancellation may be made to the Dean of the Faculty, who will then propose membership of an ad hoc committee to review the case.
If a student who receives Title IV funds has successfully appealed readmission, he/she will automatically be placed on Federal Aid Probation.
Maximum Timeframe
Students must successfully complete their program within a period of no longer than 150% of the published length of the program. Students must progress through their course at a pace that ensures that they will graduate within the maximum timeframe below.
| Course Length | Maximum Timeframe |
|---|
| 2 Year Masters |
3 Years |
| 3 Year Masters |
4.5 Years |
| 4 Year Phd |
6 Years |
Program Completion (Masters by Research and PhD)
A candidate must, after consultation with the supervisor, if there were one, present for the approval of the Senate a dissertation on a subject approved by the Senate, such dissertation to constitute both an application of the methods of research and some contribution to the advancement of knowledge in the subject chosen.
Federal Aid Suspension
Students, who do not meet the Academic Standing requirements with their respective Faculty, where the Senate has had their registration cancelled, will have their Federal Aid suspended.
Students who are suspended are not eligible to receive financial aid, unless an appeal is submitted and approved.
If the student successfully appealed against their registration cancellation, they can re-apply for their Federal Aid to be re-instated. Students who are re-instated will automatically be placed on Federal Aid probation.
Notification of Suspension of Aid
If it is determined by the US Loan Administrator at the International Students Office, that a student is not eligible for continued awards of Federal Aid, the student will be notified in writing by email and to the registered term correspondence address on the University’s student system.
Financial Aid Warning
This status is only for students who were making SAP for which they were enrolled or who are in the first payment period of their program. Students will be placed on SAP warning for one term if they fail to meet the required overall cumulative qualitative completed credits percentage standards.
While on warning, the student may still receive financial aid. To be removed from warning status, the student must attain the required cumulative qualitative and/or cumulative quantitative standards by the end of the warning period (warning last for one payment period only).
The student will be suspended from receiving subsequent financial aid at the end of the Financial Aid Warning period if they fail to attain the required standards.
Students may appeal their suspension of Federal Aid, as detailed below.
Appeals
A student may appeal a financial aid suspension. The appeal must include an explanation of why the student failed to meet SAP and what has changed in the student’s situation that would allow them to meet SAP standards during the term. Circumstances are limited and cannot be based upon a student’s need for assistance or the lack of knowledge that financial aid assistance was in jeopardy. In addition to the above statement, students will further need to follow the below:
- A student who wishes to appeal a decision of the US Loan Administrator at the International Students Office, made under the provisions of this policy may lodge an appeal in writing with the Head of the International Students Office, setting out the grounds for the appeal. Any relevant supporting documentation must be attached e.g. confirmation of readmission from the Faculty.
- The appeal must be lodged within 10 working days from the date of notification of the decision of the US Loan Administrator at the International Students Office. Where in the opinion of the Head of the International Students Office, there are circumstances beyond the control of the student, the Head of the International Students Office may extend the time for lodging an appeal.
- A complainant shall have the right to be heard in person by the Head of the International Students Office, prior to any decision being made. Students who wish to do this must indicate as such in the initial appeal application.
- The appeal may be based only on the following grounds:
- Death of a family member (parent, spouse, sibling, dependent child etc.);
- The extended illness of the student – extended illness as defined as a documented chronic or recurring medical or emotional illness that causes the student to be absent from class at least 15 days or more;
- The extended illness of an immediate family member that places hardship on the student. Immediate family member includes parent, spouse, sibling, dependent;
- Other mitigating circumstances, as determined by the Head of the International Students Office.
- Disbursements of funds will not be made while an appeal is being processed.
- The Head of the International Students Office shall consider the appeal.
- The process to review the appeal must commence within 10 working days of lodgment of the appeal with the Head of the International Students Office.
- Another member of the University community, not acting in a legal capacity, may assist a complainant who elects to be heard in person by the Head of the International Students Office but the support person shall take no part in the proceedings, except at the express invitation of the Head of the International Students Office.
- The Head of the International Students Office shall have the power to uphold or dismiss the appeal or to make a new decision.
- A complainant will be notified of the outcome of their appeal, and the reasons for the decision, as soon as possible by the Head r of the International Students Office.
Regaining Eligibility when a Financial Aid Appeal has not been granted
If a Financial Aid Probation Appeal is denied or an appeal was never submitted, the student may regain eligibility to receive financial aid by completing a number of courses without receiving federal financial aid. It is the student’s responsibility to contact the US Loan Administrator at the International Students Office if it can be demonstrated that SAP standards are being met or that an Academic Plan has been developed that, if followed, will ensure the student is able to meet SAP standards by a specific point in time.
Federal Aid Probation
Where a student has successfully appealed the decision of the US Loan Administrator at the International Students Office, concerning Satisfactory Academic Progress, they will be placed on Financial Aid Probation for one payment period (one semester).
As part of Financial Aid Probation, an academic intervention plan may be implemented which assists the student to successfully complete their degree. At the end of the probation period, a student must have attained the minimum academic standing requirements to maintain eligibility for Title IV funds. A student who has not met the requirements will have their Title IV funding suspended. Students placed on suspension will not receive any federal financial aid, however, they may continue to study at the University.
Reinstatement of Eligibility
Financial aid eligibility will be reinstated after a student meets the Satisfactory Academic Progress criteria or has an appeal approved as described above.
CONTINUATION OF STUDY
While US Federal Aid eligibility requirements may allow students to be eligible for Title IV funds, other factors such as the University’s academic progression requirements and student visa restrictions may affect the student’s ability to continue with their program of study.
RETURN OF FEDERAL AID UPON SUSPENSION OF AID
In order to meet the US Department of Education’s requirements, and maintain the University’s eligibility in the US Federal Aid program, the University must meet certain conditions relating to the return of Title IV funds to the US Department of Education when students fail to meet the enrolment conditions for continued funding.
Further details may be found in the policy: US Federal Aid Loans – Return to Title IV.
GRADE CONVERSION TABLE
Wits University does not use a US grade point average system. Grades awarded at the end of the semester for individual courses and usually based on the final examination as well as continuous assessment through the semester (assignments, tutorials and tests).
A detailed table is not available for converting all courses at a certain level (e.g. 1000 – level) to a specific number of credit hours.
| Wits Grading System | Approximate
Equivalents |
|---|
| Class |
Wits Percentage |
Code |
USA (GPA) |
| First |
75% and over |
A |
A |
| Upper Second |
70% to 74% |
B |
B+ |
| Second |
60% to 69% |
C |
B |
| Third |
50% to 59% |
D |
C |
| Fail |
0% to 49% |
F |
F |
| FABS |
Failed Absent |
F |
F |
ACADEMIC CALENDAR
The academic year is divided into two semesters: February to June and July to November.
Examinations are written in June and November. See the academic term dates.
In most instances, an academic period (loan period) starts in February (the day when classes start) and extends to November (last day of exams).
Some programs may start classes earlier in which case your academic period will be different.
CHANGE OF PROGRAM
A student who transfers into a new academic program will also transfer with any SAP warnings or sanctions and will need to meet the specified criteria in the new program before re-establishing eligibility to receive aid.
RELATED DOCUMENTS AND LEGISLATION
US Federal Aid Loans – Return to Title IV Policy and Procedures
