Standards of Academic Progress (SAP)

Created by Chuck Anderson

11/16/2012

What is SAP?

Students seeking to receive federal student aid (such as Pell, SEOG, and Federal Direct Student Loans) are required to meet a minimum level of academic success in three critical areas.1. Cumulative Grade Point Average2. Percentage of attempted courses achieved

with a passing grade3. Maximum Time Frame

Measurement 1: GPA

Students are required to achieve and maintain a

minimum cumulative GPA of 2.0 or higher on all college-level course work attempted.

Measurement 2: Percentage

Students are required to achieve and maintain a

completion rate of 67% or higher of all credit hours attempted.

• This measurement includes all courses (such as developmental studies) and even those courses the student may have attempted without the use of financial aid as a means of payment.

Measurement 3: MTF

Students are required to complete their degree program within 150% of the time needed to complete. Example, typical Associate Degree program is 60 credit hours, the student has up to 90 hours to earn the degree.

Note: This measurement includes ALL hours attempted, even those attempted while pursuing another degree and hours attempted completing developmental courses.

When are students evaluated for SAP?

KCTCS permits a student to enroll in two semesters before measuring the student for SAP standards (per regulations by the US DOE).

• This measurement looks at two semester where the student successfully enrolled in classes and received any type of grade (including semesters with part-time enrollment or classes taken while in high school).

SAP Evaluation Codes

1. MEETS: Assigned to students who meet the satisfactory levels in all 3 evaluation areas.

2. WARN: Assigned to students during the first term that fall under the minimum GPA and Percentage levels.

3. SUSP: Assigned to students who remain under the minimum GPA and Percentage levels for a second consecutive semester or have passed the MTF limits.

Student is Suspended, what now?

When a student has been suspended for not meeting SAP, the student is no longer eligible to receive federal student aid.

However, if the student has experienced extenuating circumstances, the student may file an appeal seeking to have their financial aid eligibility reinstated.

Appeal ProcessStudents filing SAP appeals must complete the following:1. KCTCS SAP Form2. Type-written letter detailing their circumstances as to why they

could not meet SAP and how those circumstances have now changed and they can achieve academic success and complete their academic program.

3. Attach documentation to support the reasons stated in the letter (such as medical documentation).

4. KCTCS Academic Plan of Action Form (requires meeting with an academic advisor to determine the classes needed to complete their program and the anticipated date of graduation).

Appeal documents complete, now what?

The student (and only the student) is responsible for submitting the completed SAP appeal documents to the HCTC Financial Aid Office at the Hazard or Lees Campus.

When submitted each appeal is logged-in and stamped for date and time submitted. The review of each appeal is to take place in the date order the appeal was submitted.

Appeal Review

1. Submitted appeals are reviewed outside the HCTC Financial Aid Office.

2. The decision of the SAP review committee is FINAL.

3. The students receive an email for the HCTC Financial Aid Office on the committee’s decision.

Appeal Approved • The student’s status is changed from SUSP to

Probation by the HCTC Financial Aid Office. • Their financial aid packages will be updated if

needed and anticipated financial aid will appear on the student’s account the next business day after the aid is loaded.

Approval Conditions

• Student must achieve academic success for any semesters while under Probation.

• Student must achieve a minimum semester GPA of 2.0 or higher.

• Student must pass their classes and remain on track to graduate as stated in their appeal.

• Student must follow their academic plan as stated on the KCTCS Academic Plan of Action Form.

Appeal Denied Students denied in the SAP appeal process are not eligible for any type of federal student aid or other aid tied to the federal student aid program (such as state grants).

In general, the student is offered the opportunity to “work” their way back into consideration for reinstatement of financial aid eligibility.

Working your way back…

As stated in the federal government’s regulations of financial aid programs, a student who fails the college’s SAP process, must work their way back in to eligibility as stated by the college.1. Student is required to satisfactorily complete a minimum

of 6 consecutive credit hours with a grade of “C” or higher (must be classes that count toward completion of the student’s academic program, NO DEVELOPMENTAL COURSES).

2. After completion of the above, the student may submit a new appeal to be considered by the review committee.

Working your way back (cont.)

• The U.S. Department of Education states the student is to work their way back according to the policy of the college.

• Students who elect to “sit out” a semester or more are still required to “work” their way back in to consideration of financial aid eligibility.

What makes a successful appeal?

1. Completion of the required SAP form.2. A well written and detailed letter of the student’s

circumstances.3. Documentation supporting the student’s reason

for not meeting SAP.4. Completion of the KCTCS Academic Plan of Action.5. A proper program of choice for the student to

complete and a well planned approach to completing the program.

Reason for Appeal Denials

• Demonstrates NO academic achievement.• Poorly completed appeal documents.• No documentation.• Documentation not matching the student’s

circumstances our dates of events not matching dates of when the student was previously enrolled.

• One or two line letters.• Letters blaming everyone for the student’s problems.• Improper choice of academic program.

Reason for Appeal Denials (cont.)

• Appeal in the previous semester or in semesters before and continues to display poor academic work.

• Cannot pass online classes and continues to enroll in online classes.

• The student’s program of choice is an Allied Health PENDING program.

• The student cannot pass the required courses for their chosen program.

Parking Lot

Can a student be on SAP, complete a successful appeal and get out of the SAP problems?

• Yes, a student can fall under the guidelines, complete a successful SAP appeal and later achieve satisfactory SAP levels for GPA and percentage. But that student must graduate within the required MTF timeline.

Parking Lot

Can a student who has exceeded their allowable number of credit hours, take other courses not needed for completion of their program?

No, students who have exceeded their limit on hours can only enroll and receive aid for the hours needed to complete their HCTC program (pending a successful appeal).

Parking Lot

A student has completed their chosen HCTC academic program and wants to take additional classes to transfer to a 4-year college or university. The student has exceeded their maximum time frame, can the receive aid at HCTC?

NO. Any aid paid to students can only go for classes needed to complete an HCTC program. The college granting the student’s diploma is the one to pay aid.

Parking Lot

Can a student change their major while working under an appeal?

It is possible, however, the new program must be completed within the same time frame or less.

Parking Lot

Student has completed their HCTC academic program and has exceeded their allowable number of credit hours. Can they seek approval for a 2nd HCTC program?

Factors to consider:• Can the program be completed in 2 semesters or less?• Has the student exhausted more than 60% of their

lifetime Pell grant limit and/or student loan funding levels?

• Could the program lead to employment?

Parking Lot

Student was denied a SAP appeal in the past, has successfully completed 6 credit hours and has filed a new appeal. Will the appeal be automatically granted?

NO. There are no automatic appeal approvals and the student’s new appeal will receive the same extensive evaluation as other appeals.

How often does a student have to file a SAP appeal?

KCTCS mandates any student who does not satisfactorily meet SAP guidelines to file an appeal for each semester they enroll and seek to receive federal student aid (including loans).

What is the limit on the number of appeals that a student can file?

The are NO limits on the number of appeals a student can file. We cannot prevent a student from filing an appeal or establish any guidelines that could be deemed “discriminating” to any student or any groups of students.

Other factors to consider…

• The number of semesters a student has received a federal Pell grant.

• The amount of student loan funds a student has received while attending college.

• The student’s goals, are they attainable?• The student’s current class schedule. Is the

student placing themselves in harm’s way?• Other…

Conclusion

• Please call our office anytime you have a question regarding SAP.

• All members of the financial aid staff are capable of answering your SAP questions?

• As new issues arise, we can work together to address and take the actions needed in the best interest of our students.