The Awards & Financial Aid Office’s assessment of your academic progress is done for the purpose of determining your continued eligibility for OSAP. It is separate and independent from the Academic Performance Evaluation that is performed by the Registrar’s Office to assess your academic standing in your degree program.
While you are receiving funding from the Ministry of Advanced Education and Skills Development, you have a responsibility to maintain satisfactory academic progress in your program of study. Failure to meet this standard can result in you being placed on academic probation. This can impact your eligibility for future funding.
OSAP academic requirements
When assessing your academic progress we look at the following three criteria:
1) Have you completed each term in full?
While receiving OSAP funding, the Ministry expects you to complete the minimum required course load for full-time studies in each term. If you withdraw after receiving your funds or drop to part-time studies you will be placed on Academic Probation, effective the day you reduced your course load below the minimum requirement.
2) Have you achieved passing grades in the minimum required course load?
The Ministry also expects you to achieve passing grades in courses taken during your funded study period (Carleton University has two defined study periods; the Fall/Winter and Summer sessions). Failure to achieve passing grades in the minimum required course load will result in you being placed on Academic Probation effective the last day of your study period.
3) Are you progressing in your program of study?
Finally, the Ministry expects that while you are in receipt of OSAP funding you are working towards the completion of a degree program. Frequent and/or multiple program changes, repetition of courses, or failing to steadily advance in your program can result in you being placed on Academic Probation.
Being placed on Academic Probation
If the Ministry places you on Academic Probation, you are still eligible to receive OSAP funding; however, before your funding can be released, you will be required to submit an Academic Response Letter to the Awards & Financial Aid Office. This will be displayed as a required document on your OSAP account, called Proof of Academic Progress.
Your letter must outline:
- The circumstances if any that affected your academic performance during your most recent academic year;
- The steps you will take during your probationary period to improve your academic progress;
- A description of your academic goals.
Academic Response Letter
Requirements while on Academic Probation
While on academic probation you must meet the three academic requirements listed above. Failing one of these requirements while on academic probation will result in an OSAP academic restriction. This means you are ineligible to receive OSAP funding for one full academic year.
Appealing your Academic Probation or Restriction
You may appeal your academic probation or restriction if you can demonstrate that your academic progress was adversely affected by exceptional circumstances beyond your control. Examples of such circumstances include medical or family crises. This process typically involves writing a formal letter of appeal to the Ministry with relevant supporting documentation. Contact us to speak with your Financial Aid Administrator if you would like to appeal your probation/restriction.