Satisfactory Academic Performance
Otago's support programs and services are designed to assist your academic endeavours. The following information shows the link between your academic achievement and continued eligibility for US Government funding.
If you receive Direct Loan funds, you will be evaluated at the end of each semester. This evaluation process will consider the student's progress under the following criteria:
- Academic Standing;
- Maximum Timeframe.
In order to receive US Federal funds, students must meet the above standards, whilst simultaneously adhering to University academic progress rules and to New Zealand Immigration legislation.
Undergraduates and Postgraduate Study by Coursework
Students in receipt of Financial Aid are entitled to modify their enrollment within the first week or two of each semester and retain eligibility for aid, provided they maintain a full-time enrollment whilst on-shore and do not drop below half-time whilst they are off-shore.
Students who drop below a half time load are not eligible for Direct Loan funding.
Academic Standing
For Undergraduate and Coursework Post Graduate Students
A cumulative credit grade of Credit or better (GPA 5.0), and pass 50% or more of the subjects that they were enrolled in each academic period is required for Undergraduate & coursework Postgraduate students at the University of Otago.
The following scale and weighting system will be used:
University of Otago Grading Scale (for Financial Aid purposes)
| Grade | Grade Value |
| A+ | 9 |
| A | 8 |
| A- | 7 |
| B+ | 6 |
| B | 5 |
| B- | 4 |
| C+ | 3 |
| C | 2 |
| C- | 1 |
| D or E | 0 |
| F | -1 |
For the purposes of US Federal Aid:
- A cross institutional assessment will be viewed in terms of the alphanumerical grade awarded by the institution that undertook the assessment.
- A practicum based assessment will be viewed as a credit (4.0) grade
- A withdrawal will be assessed individually to ascertain whether there are any exceptional issues behind the withdrawal, and will include the timing of the withdrawal (including drop periods, university protocols) and whether the student is attempting to maintain the required GPA by withdrawal from courses.
Postgraduate by Research
Students undertaking postgraduate study via research mode are also bound by the same criteria in relation to time in which they are able to access aid and successful progression towards completion of their research. Students studying in this mode will need to achieve, based on the six month progress reports, a grade of Excellent, Good or Average. A grade of Fair or Poor will result in automatic probation.
Maximum Timeframe
Students are entitled to receive aid for only 150% of the allocated course time frame:
- 2 year degree – eligibility for aid for 3 years
- 3 year degree - eligibility for aid 4.5 years
- 4 year degree - eligibility for aid 6 years
- 5 year degree - eligibility for aid 7.5 years
Students should be advised that whilst US federal eligibility may allow them to continue based on timeframe - individual academic progress rules, teaching methodologies and student visa restrictions may impact on the students' ability to continue within the program.
Transfer Students
Papers for which aid has been awarded will be included in the 150% calculation of course length if the papers are accredited to the new program. Students who transfer into a new academic program will also transfer with any SAP warning or sanction, and will still need to meet the specified criteria in the new program before re-establishing eligibility to receive aid.
Notification
Satisfactory Academic Progress (SAP) will be assessed for each student at the end of each semester, to determine your eligibility for continued award or disbursement of aid. You will be notified in writing (by both email and hard copy) if you are placed on Financial Aid warning or if your Financial Aid eligibility has been suspended.
Financial Aid Probation and Suspension
Students who fail to achieve the required GPA level commensurate with the longevity of their degree program, and their academic level within that degree structure, will be placed on Financial Aid probation for a semester.
Students who have been placed on probation and subsequently meet the GPA requirements in the next semester will be placed back into good Financial Aid (SAP) standing.
Students who have been placed on probation and do not meet the requirements applicable to degree and level will be suspended and ineligible to receive aid until such time as they achieve the required GPA.
Students who transfer into a new academic program will also transfer with any SAP warning or sanction, and will still need to meet the specified criteria in the new program before re-establishing eligibility to receive aid.
Financial Aid Appeals
A SAP Appeal for verifiable extenuating or unforeseen circumstances is available, if you believe that you meet the appeal criteria. Otago cannot automatically waive the Satisfactory Academic Progress (SAP) requirement for any student to receive financial aid.
In certain circumstances, students who have had their US Financial Aid suspended may appeal the suspension in writing, if at least one of the following criteria is met:
- Death of a family member (parent, spouse, sibling, dependent child, grandparent);
- The extended illness of the student. Extended is defined as documented chronic or recurring medical or emotional illness that causes the student to be absent from class for at least 15 days or more, over two consecutive academic periods;
- The extended illness of a family member that places hardship on the student (extended family includes parents, spouse, sibling, or dependent person);
- Other critical circumstances as approved by the Director, US Financial Aid.
- All appeals must be received in writing within 10 days of receipt of the Notice of Suspension.
- Students must submit all documentation to:
Director, US Financial Aid
International Office
Archway West Building
University of Otago
PO Box 56
Dunedin 9054
New Zealand
- GPA Appeal Application (in PDF format)
- Exceeding 150% Appeal Application (in PDF format)
Students must indicate in writing to the Director, US Financial Aid the reason(s) for failure to meet the necessary Financial Aid SAP requirements and why financial aid should not be suspended. All documentation to support the appeal is required at time of submission of the appeal.
The appeal will be considered on its merits and a response to the appeal will be provided within 10 days.
If this appeal is rejected, the student may appeal their suspension of aid via written appeal to the Pro-Vice Chancellor (International). If a student wishes to undertake this option, they must advise Otago's FA Section within three days of receiving a response from the Director, US Financial Aid. At that time, they will be forwarded the documentation for submission to the PVC (International).
Students who appeal will be informed of the Pro-Vice Chancellor International's decision, which is final.
Pro-Vice-Chancellor (International)
International Office
Archway West Building
University of Otago
PO Box 56
Dunedin 9054
New Zealand
Reinstatement of Eligibility
Students who have been denied access to aid as a result of their failure to maintain the appropriate level, are required to monitor their individual academic progress, and when the student believes they have regained eligibility, are required to submit the Otago FA Application Form along with all supporting documentation to the Financial Aid Administrator.
Students who are re-instated will automatically be placed on Financial Aid probation.
Financial Aid and the Otago Refund Policy
The University has a clear refund policy for international students attending this institution.
The following is an addendum for students who are utilising US federal student aid funds.
If a student who receives US financial aid withdraws from the University and is eligible for a refund of fees paid for that period of enrollment - a determination must first be made as to whether any of the refund money must be returned to the US Federal Aid program. If it is determined that refund money must be returned to the aid program, the distribution of Direct Loan money will be as follows:
- Federal Direct Loan Unsubsidized
- Federal Direct Loan Subsidized
- Federal PLUS
Pro-rata refund calculations apply for any international student who is attending Otago and who withdraws within 60% off the assessment period.
If Otago is required to pay money on your behalf to the US Dept of Education as a result of your early withdrawal, you are required to repay that money to Otago.
Only after these calculations and payments are done, will any remaining funds be returned to you or your parents (Parent PLUS only).
Additionally, if you withdraw from the University whilst in receipt of aid, you may also be required to pay back money to the US Federal Government.
Exchange Rate
Figures are listed in US dollar amounts and will be converted to NZ dollar amounts using the exchange rate in effect at the time of the delivery/return of funds. Revisions will NOT be made to reflect any changes in the currency exchange rate.
Contact Us
For all enquires about US Financial Aid at the University of Otago, please email: us.financial.aid@otago.ac.nz
