Standards of academic progress (sap) presentation 11 16 2012
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 StudentLoans) are required to meet a minimum level ofacademic success in three critical areas.1. Cumulative Grade Point Average2. Percentage of attempted courses achieved with a passing grade3. Maximum Time Frame
Measurement 1: GPAStudents are required to achieve and maintain aminimum cumulative GPA of 2.0 or higher onall college-level course work attempted.
Measurement 2: PercentageStudents are required to achieve and maintain acompletion rate of 67% or higher of all credithours 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: MTFStudents are required to complete their degreeprogram within 150% of the time needed tocomplete. Example, typical Associate Degreeprogram is 60 credit hours, the student has up to 90hours to earn the degree.Note: This measurement includes ALL hoursattempted, even those attempted while pursuinganother degree and hours attempted completingdevelopmental courses.
When are students evaluated for SAP?KCTCS permits a student to enroll in two semestersbefore 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 Codes1. 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 notmeeting SAP, the student is no longer eligible toreceive federal student aid.However, if the student has experiencedextenuating circumstances, the student may filean appeal seeking to have their financial aideligibility 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) isresponsible for submitting the completed SAPappeal documents to the HCTC Financial AidOffice at the Hazard or Lees Campus.When submitted each appeal is logged-in andstamped for date and time submitted. Thereview of each appeal is to take place in the dateorder the appeal was submitted.
Appeal Review1. 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 arenot eligible for any type of federal student aid orother aid tied to the federal student aid program(such as state grants).In general, the student is offered theopportunity to “work” their way back intoconsideration for reinstatement of financial aideligibility.
Working your way back…As stated in the federal government’s regulations offinancial aid programs, a student who fails the college’sSAP process, must work their way back in to eligibility asstated 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 LotCan a student be on SAP, complete a successfulappeal 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 LotCan a student who has exceeded their allowablenumber of credit hours, take other courses notneeded for completion of their program?No, students who have exceeded their limit onhours can only enroll and receive aid for thehours needed to complete their HCTC program(pending a successful appeal).
Parking LotA student has completed their chosen HCTCacademic program and wants to take additionalclasses to transfer to a 4-year college or university.The student has exceeded their maximum timeframe, can the receive aid at HCTC?NO. Any aid paid to students can only go for classesneeded to complete an HCTC program. The collegegranting the student’s diploma is the one to pay aid.
Parking LotCan a student change their major while workingunder an appeal?It is possible, however, the new program mustbe completed within the same time frame orless.
Parking LotStudent has completed their HCTC academic program andhas 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 LotStudent was denied a SAP appeal in the past,has successfully completed 6 credit hours andhas filed a new appeal. Will the appeal beautomatically granted?NO. There are no automatic appeal approvalsand the student’s new appeal will receive thesame extensive evaluation as other appeals.
How often does a student have to file a SAP appeal?KCTCS mandates any student who does notsatisfactorily meet SAP guidelines to file anappeal for each semester they enroll and seek toreceive 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 astudent can file. We cannot prevent a studentfrom filing an appeal or establish any guidelinesthat could be deemed “discriminating” to anystudent 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.