University of Mid-Florida — Office of the Registrar
Why this SOP exists and who it applies to
This Standard Operating Procedure establishes the process by which the University of Mid-Florida (UMF) monitors, tracks, and supports student retention from the point of enrollment through program completion. It defines Satisfactory Academic Progress (SAP) standards, identifies responsibilities for at-risk student intervention, and outlines reporting requirements to meet institutional and regulatory obligations.
This SOP applies to all enrolled students in UMF's online master's programs (CIS, HMA, MBA) and to all staff in the Office of the Registrar, the Office of the President, the Director of Student Services, and Program Coordinators.
This SOP is aligned with CIE Form 500 — Retention and Completion Management Plan (Commission for Independent Education, effective February 2024), 34 CFR §668.34 (Satisfactory Academic Progress), and UMF's Institutional Effectiveness Plan (IEP) 2025–2026.
Minimum academic performance thresholds for continued enrollment
All UMF students must maintain Satisfactory Academic Progress each term to remain in good standing and retain eligibility for financial aid and continued enrollment. SAP is evaluated at the end of each term across three components:
| SAP Component | Minimum Standard | Measurement | Risk Level if Not Met |
|---|---|---|---|
| Cumulative GPA | 3.0 (B average) | All attempted graduate credits | High |
| Pace of Completion | 67% of credits attempted must be earned | Credits earned ÷ credits attempted | High |
| Maximum Time Frame | Program completion within 150% of published program length | Attempted credits vs. program total | Medium |
| Course Participation | Active participation each term (per Attendance Policy) | Faculty-verified attendance submissions | Medium |
All SAP standards met. Student continues without restriction.
One SAP component not met. Student placed on warning; intervention initiated.
Warning period not resolved. Student suspended from enrollment pending appeal or dismissal review.
How UMF monitors student enrollment, progression, and completion
The Registrar's Office, in coordination with the Director of Student Services and Program Coordinators, tracks retention data continuously throughout each term using CampusOS (SIS) and Populi.
All student progression data — including enrolled courses, grades, attendance verifications, and degree plan status — is maintained in CampusOS (SIS) and Populi. These systems serve as the official institutional records for retention tracking.
| Data Point | Source | Frequency | Responsible Party |
|---|---|---|---|
| Student enrollment status (active / withdrawn / stopped-out) | CampusOS SIS | Weekly | Registrar |
| Course grades and GPA | CampusOS SIS / Populi | End of term | Registrar / Faculty |
| Attendance verification | Faculty submission to Registrar | 3× per term | Faculty / Registrar |
| Degree plan progress (credits earned vs. required) | CampusOS SIS | End of term | Program Coordinator |
| Withdrawal and stop-out reasons | Student exit survey / advising notes | As needed | Director of Student Services |
| Completion rates by cohort and program | Institutional data report | Annually | President / Registrar |
Criteria and process for identifying students who may not complete their program
The Registrar and Director of Student Services will review the following indicators each term to identify students who may be at risk of attrition or failure to complete:
Steps taken when a student is identified as at-risk
| Trigger | Intervention | Timeline | Owner |
|---|---|---|---|
| GPA below 3.0 (first occurrence) | Academic Warning issued; advising session scheduled; academic support resources provided | Within 5 business days of grade posting | Registrar + Program Coordinator |
| GPA below 3.0 (second consecutive term) | SAP Failure notice; financial aid suspension review; appeal process initiated | Immediately upon confirmation | Registrar + Director of Student Services |
| No verified attendance | Email + phone outreach; last date of attendance documented; withdrawal process initiated if no response in 10 days | Within 3 business days of report | Director of Student Services |
| Pace of completion below 67% | Academic Warning; degree plan review; reduced course load recommended | Within 5 business days of term end | Registrar + Program Coordinator |
| Student requests leave of absence | LOA approved or denied per policy; enrollment hold placed; return date documented in CampusOS | Per Leave of Absence Policy | Registrar |
Institutional benchmarks, data collection, and reporting cadence
UMF reports retention and completion data to the Commission for Independent Education (CIE) annually via CIE Form 500. Internally, the leadership team reviews retention metrics at the end of each term.
| Report | Frequency | Audience | Prepared By |
|---|---|---|---|
| Term-end enrollment & retention summary | Each term | President, Director of Student Services, Program Coordinators | Registrar |
| At-risk student log | Each term | Director of Student Services, Program Coordinators | Registrar |
| SAP evaluation results | Each term | Student (individual) + Director of Student Services | Registrar |
| Annual retention & completion report (CIE Form 500) | Annually | Commission for Independent Education (CIE) | President / Registrar |
| Institutional Effectiveness Report | Annually | Governing Board, Leadership Team | President |
Per CIE Form 500, UMF will: (1) identify root causes through thorough analysis; (2) adjust strategies and reallocate resources as needed; (3) document learnings and revisions to this SOP for the next academic year. The President is responsible for initiating the recovery review within 30 days of identifying a benchmark shortfall.
Version control and change log
| Version | Date | Description | Author |
|---|---|---|---|
| 1.0 | June 2026 | Initial release — drafted from CIE Form 500 and UMF IEP 2025–2026 | Office of the Registrar |