Sap -what you need to know


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Sap -what you need to know

  1. 2. SAP: What YOU Need to Know CDL Student Services Team
  2. 3. Introductions <ul><li>Presenters </li></ul><ul><li>Coordinators of Student Services: </li></ul><ul><li>Janet Aiello-Cerio </li></ul><ul><li>Amy Costantino </li></ul><ul><li>Karen LaBarge </li></ul><ul><li>Anita Lindemann </li></ul><ul><li>Debra Monte-Wetzel </li></ul><ul><li>Matt Quinn </li></ul>
  3. 4. Outline <ul><li>The “What, Why, How, Who, When and Where” of SAP </li></ul><ul><li>Sample Situations </li></ul><ul><li>Question/Answer </li></ul>
  4. 5. WHAT is SAP? <ul><li>SAP =Satisfactory Academic Progress </li></ul><ul><li>A college policy; one of the conditions that undergraduate students must meet for enrollment and financial aid eligibility. </li></ul><ul><li>A student’s progress is satisfactory if the student has earned the minimum number of credits expected for the number of terms of enrollment. </li></ul>
  5. 6. WHAT outcomes do not advance SAP? <ul><li>Incomplete (IN) </li></ul><ul><li>No Credit (NC) </li></ul><ul><li>Administrative Withdrawal (ZW) </li></ul><ul><li>Withdrawal (WD) after the 28 th day of the term </li></ul><ul><li>Missing outcomes </li></ul>
  6. 7. WHY is SAP Important? <ul><li>Academic dismissal affects eligibility for enrollment. </li></ul><ul><ul><li>Creates registration hold on student account. </li></ul></ul><ul><ul><li>Causes registration cancellation for upcoming term. </li></ul></ul><ul><li>Academic warning and dismissal affect eligibility for financial aid. </li></ul>
  7. 8. HOW is SAP determined? <ul><li>Calculated at the end of each term. </li></ul><ul><li>Cumulative from the student’s first undergraduate enrollment at ESC. </li></ul><ul><li>Based on the student’s Full-time Equivalent (FTE) enrollments. </li></ul>
  8. 9. HOW is SAP determined? <ul><ul><li>1-4 credits quarter time 0.25 FTE </li></ul></ul><ul><ul><li>5-8 credits half time 0.50 FTE </li></ul></ul><ul><ul><li>9-11 credits three-quarter 0.75 FTE </li></ul></ul><ul><ul><li>12+ credits full-time 1.00 FTE </li></ul></ul>
  9. 10. HOW is SAP applied? <ul><li>Academic Progress Warning: </li></ul><ul><li>Student receives written warning if he/she has not accumulated the expected number of credits. </li></ul><ul><li>Student can still enroll if no other holds exist. </li></ul><ul><li>Affects NYS financial aid eligibility. </li></ul><ul><li>Can be rescinded if student returns to satisfactory level within the next 16 credits attempted. </li></ul><ul><li>Can lead to academic progress dismissal. </li></ul>
  10. 11. HOW is SAP applied? <ul><li>Academic Progress Dismissal: </li></ul><ul><li>Student receives written notice of academic dismissal if: </li></ul><ul><ul><li>The student was given a warning that was not rescinded. </li></ul></ul><ul><ul><li>The student attempted 16 credits since the warning and the cumulative rate of progress remains below the minimum. </li></ul></ul><ul><ul><li>Note : No warning is given in some cases (based on calculation). </li></ul></ul><ul><li>Student is not eligible to enroll. </li></ul><ul><li>Student is not eligible for NYS or Federal financial aid. </li></ul><ul><li>A student cannot be dismissed in their first enrollment. </li></ul>
  11. 12. WHO is affected by SAP? <ul><li>The Student: </li></ul><ul><li>Matriculated and non-matriculated. </li></ul><ul><li>The College: </li></ul><ul><li>Mentor/advisor </li></ul><ul><li>Student Services Professionals, CDL Call Center, Staff </li></ul><ul><li>Student Information Center </li></ul><ul><li>Office of the Registrar </li></ul><ul><li>Student Financial Services (Student Accounts and Financial Aid) </li></ul><ul><li>Office of Admissions </li></ul><ul><li>Office of Academic Affairs and/or President’s Office </li></ul><ul><li>Computer Services </li></ul>
  12. 13. WHEN does SAP run? <ul><li>End-of-term SAP runs on the Monday after course outcomes (versus course evaluations) are due. </li></ul><ul><ul><li>Course outcomes: CR, NC, IN, ZW. </li></ul></ul><ul><li>The SAP list runs every Monday during the term (or Tuesday if the college is closed for a holiday). </li></ul><ul><ul><li>Update SAP status </li></ul></ul><ul><ul><ul><li>Warning rescinds </li></ul></ul></ul><ul><ul><ul><li>Dismissal clearances </li></ul></ul></ul>
  13. 14. CDL Process <ul><li>SAP Early Warning Report (X423): </li></ul><ul><li>Allows advisor/mentor to review SAP status of students who are projected to fall into academic warning or dismissal. </li></ul><ul><li>Student Services reviews X423 and makes recommendations to the Office of the Registrar on the Friday course outcomes are due; SAP runs the following Monday. </li></ul><ul><li>Students can lose financial aid and their registration can be cancelled for the upcoming term. </li></ul><ul><li>Students should be encouraged to resolve through Student Services. </li></ul>
  14. 15. CDL Process <ul><li>Academic Reinstatement: </li></ul><ul><li>Academic Dismissal letter outlines steps for requesting reinstatement: </li></ul><ul><ul><li>Contact CDL Student Services for instructions. </li></ul></ul><ul><ul><li>Send reinstatement request letter to the Dean. </li></ul></ul><ul><ul><li>Decision is sent by mail; conditions possible. </li></ul></ul><ul><li>Student must “sit out” for one full term, and cannot re-enroll unless he/she is reinstated. </li></ul><ul><li>Students who have been dismissed twice are not eligible for reinstatement. </li></ul>
  15. 16. CDL Process <ul><li>Financial Reinstatement after Academic Dismissal: </li></ul><ul><li>Enrollment and financial aid eligibility are determined separately . </li></ul><ul><li>Financial aid reinstatement after dismissal requires documentation of the student’s situation, and completion of waiver forms through Student Financial Services. </li></ul><ul><li>Students who have received aid in the past are not automatically eligible for such aid after dismissal. </li></ul>
  16. 17. The SAP Equation <ul><li>This equation is especially helpful in determining whether a student will be in academic warning or dismissal. </li></ul><ul><li>Equation: Total number of credits needed to be in good SAP, minus total number of credits earned by student to date, equals X. </li></ul><ul><li>If X is 16 credits or less, the student can regain SAP. </li></ul><ul><ul><li>SAP Status: Academic Warning (SAP can be restored). </li></ul></ul><ul><li>If X is greater than 16 credits, the student cannot regain SAP. </li></ul><ul><ul><li>SAP Status: Academic Dismissal – No Warning. </li></ul></ul>
  17. 18. <ul><li>Term Dept Course Section Title Reg Cmpl Start End Date WD Date </li></ul><ul><li>2005SU 10AA ART-223374-03 WWW: The American Cinema 4 NC 05/23/05 09/02/05 </li></ul><ul><li>10CM CUL-221624-03 WWW : College Writing 4 A 05/23/05 09/02/05 </li></ul><ul><li>10EP EDU-233092-53 WWW Plan/Finalizing Degree 2 A 05/23/05 09/02/05 </li></ul><ul><li>10MA SMT-272384-04 WWW : Statistics 4 NC 05/23/05 09/02/05 </li></ul><ul><li>2005FA 10HD HDV-282174-03X WWW : Human Development 4 A 11/14/05 03/10/06 </li></ul><ul><li>10HS CHS-252094-05X WWW : Intro to Human Services 4 A 11/14/05 03/10/06 </li></ul><ul><li>10CH CHS-252154-03X WWW : Crisis Intervention 4 A- 11/14/05 03/10/06 </li></ul><ul><li>2006SP 10AA ART-222424-01X WWW : Visual Literacy: Intro 4 NC 03/27/06 07/14/06 </li></ul><ul><li>10HS CHS-252114-03X WWW : Case Management 4 WD 03/27/06 07/14/06 02/17/06 </li></ul><ul><li>10CJ CHS-262604-03X WWW : Intro Criminal Justice 4 A 03/27/06 07/14/06 </li></ul><ul><li>10LC CUL-221294-08X WWW : Intro to Spanish: L & C 4 WD 03/27/06 07/14/06 02/17/06 </li></ul><ul><ul><ul><li>Registered Credits: </li></ul></ul></ul><ul><ul><ul><li>34 </li></ul></ul></ul><ul><ul><ul><li>Completed Credits: </li></ul></ul></ul><ul><ul><ul><li>22 </li></ul></ul></ul><ul><ul><ul><li>FTE Enrollments: </li></ul></ul></ul><ul><ul><ul><li>2.50 </li></ul></ul></ul><ul><ul><ul><li>SAP Credits Needed: </li></ul></ul></ul><ul><ul><ul><li>18 SAP Status: Good! </li></ul></ul></ul>
  18. 19. <ul><li>Term Dept Course Section Title Reg Cmpl Start End Date WD Date </li></ul><ul><li>2005FA 10MA SMT-272384-06 WWW: Statistics 4 NC 09/12/05 12/23/05 </li></ul><ul><li>10AA ART-221114-01 WWW: Intro to Studio Art 4 NC 09/12/05 12/23/05 </li></ul><ul><li>10AC BME-212054-03 WWW: Intro Accounting 1 4 ZW 09/12/05 12/23/05 </li></ul><ul><li>2006SP 10AA ART-223374-04 WWW: The Am. Cinema 4 A- 01/23/06 05/05/06 </li></ul><ul><li>10CM CUL-222414-01 WWW: Am. Lit. 1865 4 A 01/23/06 05/05/06 </li></ul><ul><li>2006SU 10AA ART-223514-01 Art History: A Study Cul. 4 A 05/22/06 09/01/06 </li></ul><ul><li>10CU CUL-224034-01 Religious Thought 4 A- 05/22/06 09/01/06 </li></ul><ul><li>10HI HIS-243504-01 News in Historical Persp. 4 NC 05/22/06 09/01/06 </li></ul><ul><ul><ul><li>Registered Credits: </li></ul></ul></ul><ul><ul><ul><li>32 </li></ul></ul></ul><ul><ul><ul><li>Completed Credits: </li></ul></ul></ul><ul><ul><ul><li>16 </li></ul></ul></ul><ul><ul><ul><li>FTE Enrollments: </li></ul></ul></ul><ul><ul><ul><li>2.50 </li></ul></ul></ul><ul><ul><ul><li>SAP Credits Needed: </li></ul></ul></ul><ul><ul><ul><li>18 SAP Status: Warning! </li></ul></ul></ul>
  19. 20. Quiz! <ul><li>Which one of the following outcomes advances a student’s academic progress? </li></ul><ul><ul><li>A) Full Credit </li></ul></ul><ul><ul><li>B) Incomplete </li></ul></ul><ul><ul><li>C) No Credit </li></ul></ul><ul><ul><li>D) ZW </li></ul></ul><ul><ul><li>Answer: A </li></ul></ul>Special thanks to Amy Tweedy from the CNY Center!
  20. 21. Quiz <ul><li>What is the impact if a student withdraws from a study after 28 days of the enrollment? </li></ul><ul><ul><li>A) The credits are included in calculating academic progress </li></ul></ul><ul><ul><li>B) The credits are not included in calculating academic progress </li></ul></ul><ul><ul><li>C) The student gets a refund. </li></ul></ul><ul><ul><li>Answer: A </li></ul></ul>
  21. 22. Quiz <ul><li>Pre-college credit advances a student’s academic progress. </li></ul><ul><ul><li>A) True </li></ul></ul><ul><ul><li>B) False </li></ul></ul><ul><ul><li>Answer: B </li></ul></ul>
  22. 23. Quiz <ul><li>If it is not possible for a student on academic warning to achieve a satisfactory rate of progress within the next 16 credits of enrollment, the student is dismissed. </li></ul><ul><ul><li>A) True </li></ul></ul><ul><ul><li>B) False </li></ul></ul><ul><ul><li>Answer: A </li></ul></ul>
  23. 24. Bonus Question! <ul><li>A student has had two enrollments, the first of his college career. The first was a full-time enrollment (three studies of four credits each) and the second was a half-time enrollment (two studies of four credits each). In the first enrollment, the student earned four credits, one NC and one ZW. In the second enrollment, the student earned two NC’s. What does the student need to do in their next half-time enrollment in order to meet minimum SAP? </li></ul><ul><li>1 st enrollment: 2 nd enrollment: 3 rd enrollment: </li></ul><ul><li>A (4 cr.) NC (4 cr.) ? (4 cr.) </li></ul><ul><li>NC (4 cr.) NC (4 cr.) ? (4 cr.) </li></ul><ul><li>ZW (4 cr.) </li></ul><ul><li>Answer: The student needs to earn all eight attempted </li></ul><ul><li>credits in order to rescind the academic warning. </li></ul>
  24. 25. Future <ul><li>SAP Advisory Committee </li></ul><ul><ul><li>Ideas: </li></ul></ul><ul><ul><ul><li>Real-time access to student records? </li></ul></ul></ul><ul><ul><ul><li>Mentor portal? </li></ul></ul></ul><ul><ul><ul><li>SAP Calculator? </li></ul></ul></ul><ul><li>Reinstatement Letters </li></ul><ul><ul><li>OAA has initiated revision of language in letters sent to students. </li></ul></ul>
  25. 26. WHERE can you find SAP information? <ul><li>General: </li></ul><ul><ul><ul><li>http:// </li></ul></ul></ul><ul><ul><ul><li>http:// </li></ul></ul></ul><ul><ul><ul><li>http:// /sap </li></ul></ul></ul><ul><li>Student Services/CDL Call Center </li></ul><ul><ul><ul><li>800 847-3000 ext. 2300 </li></ul></ul></ul><ul><ul><ul><li>[email_address] </li></ul></ul></ul><ul><li>Director of Academic Support </li></ul><ul><ul><ul><li>[email_address] </li></ul></ul></ul><ul><li>Datatel Reports: X423 and X412 </li></ul><ul><li>Mentor/advisor </li></ul>
  26. 27. Questions?