Satisfactory Academic Progress (SAP)
Satisfactory Academic Progress (SAP) is defined as the successful completion of coursework toward an eligible certificate or degree. Federal regulations require the Office of Student Financial Aid to monitor the academic progress of students receiving financial aid.
The SAP Policy applies to all Federal financial aid (Pell, SEOG, Sub and Unsub-loans), and many state or institutional aid.
At the end of each term for students that were enrolled.
Notifications are sent via email to the student's KCTCS email, shortly after the end of term and after the review of students.
Per federal regulations we must evaluate students for SAP based on cumulative academic history, regardless of whether the student is a first-time applicant or no financial aid was used for those previous terms.
- The Satisfactory Academic Progress warning period allows a student one semester to make up for any GPA or pace of progression deficiencies. During the SAP warning period, you may continue to receive financial aid without a written appeal. You are encouraged to seek both academic and financial aid advisement during this time.
- If the minimum requirements for GPA and pace of progression are not met by the end of the warning period, you will no longer be considered to be making Satisfactory Academic Progress and will become ineligible for financial aid without an approved, written SAP Appeal.
- Note that the one-semester SAP warning period is only available one time throughout your enrollment at KCTCS.
You are placed on Financial Aid Warning for failing to meet at least one of the SAP policy standards listed below:
- GPA: Failure to maintain a minimum 2.0 cumulative GPA
- Completion Rate: Failure to pass a minimum of 67% of the cumulative course work attempted
Yes, during the Financial Aid Warning semester you can be awarded financial aid (if otherwise eligible). You can are only granted a ‘warning’ status for one semester during your
If you are unable to met the requirements for SAP at the end of the warning term, then you will be placed on Financial Aid Suspension and you will not be able to receive Financial Aid.
You have been placed on Financial Aid Suspension and will be ineligible to receive financial aid.
Academic suspension is monitored by the Registrar’s Office with different requirements. If you are uncertain whether or not you are on academic suspension, you should contact the Registrar’s Office. Financial aid suspension applies only to your federal financial aid eligibility.
Federal regulations require that the SAP review include all credit hours a student has attempted, including repeated, remedial, or withdrawn courses as reflected on your academic record. Although withdrawing from a class may help your GPA, a “W” is still considered a course that was attempted, but not completed, for determination of Satisfactory Academic Progress.
Yes, Students who have extraordinary, personal circumstances have the right to appeal their financial aid suspension. This is completed via the SAP Appeal process.
Student’s illness (mental or Physical), hospitalization, injury, or disabilityProvide only the information that clearly and easily supports the information you discussed in your appeal. The best documentation is simply a summary of a diagnosis and its successful treatment or accommodation. DO NOT SUBMIT ENTIRE COPIES OF YOUR MEDICAL HISTORY.
Written documentation from the health care provider detailing:
Illness, accident, or injury of a significant person in the student’s life.
Provide documentation (e.g. physician’s statement, police report, or documentation from a third part professional) related to the condition of the person you were assisting, and a statement from that person attesting to your assistance.
Death of a family member or significant person in the student’s life
Provide a copy of a obituary or death certificate and proof of the student’s relation to that person
Divorce or separation
Provide copy of divorce decree, petition of dissolution, or letter from an attorney
Personal problems with a partner, family member, friend, roommate, etc.
Provide court documentation, police reports, written statements from an attorney, a professional, or a counselor
Victimization of a violent crime.
Provide police reports, court documents, legal statement
Exceeding the timeframe of your degree as a result of multiple changes in declared majors, excessive transfer credits, poor grades, and/or excessive withdraws
Provide documentation from a career counselor, personal counselor, tutor, advisor, or other academic professional supporting your plan for academic success and completion
Exceeding the timeframe while in successive program plan or selective admission program
Provide documentation relating to the academic advantage, financial advantage, or professional necessity of the successive degree
You will receive an email to your KCTCS email address
Yes, if you are otherwise eligible to enroll, you may enroll at your own expense to make up your deficiencies.
Although “I” grades will not be included in the GPA calculations, they are included in the Pace progression, they will count toward your attempted hours and not in the completed hours.
You will need work with the Financial Aid office to complete a Plan of Action.
Maximum Time: Students must not exceed the specified maximum number of attempted hours to complete their degree programs.
|Credential Hours||MTF Percentage||Attempted Hours Permitted|
|Associates - 60 hours||150%||90|
|Diploma - 48 hours||150%||72|
|Certificate - 30 hours||150%||45|
Your appeal has been reviewed, and additional information is being requested. An email would have been sent to your KCTCS email with instructions on what is needed. If you have. You may also call the financial aid Office for more information.
If you are transferring to another KCTCS School, your SAP Status will be transferred there. If you are transferring to another institution, you will need to speak with them.
SAP is measured at the end of each semester/term for all students based on the following standards.
- Qualitative Standard (GPA): Maintain a cumulative GPA of 2.0 or higher
- Quantitative Standard (completion or success rate): Successfully complete at least 67% (two-thirds) of all credit hours attempted
- Maximum Time Frame (MTF): Students are expected to complete their degree/diploma/certificate in their chosen program of study within a maximum time frame defined as 150% of the number of credits required to graduate from that program (all classes required to graduate plus an additional 50%). Federal regulations require that students be evaluated for "Pace Progression" to determine whether they are on track to receive their credential before aid is lost due to exceeding MTF. Note that transfer credits also count toward MTF.
Students can monitor their current SAP status through their Student Self-Service by choosing "View Financial Aid" and clicking on the current award year. Students should then see the Satisfactory Academic Progress link, which will list current SAP status. Students who end the semester on a Warning or Suspended status will also be notified of their current SAP standing via KCTCS email at the end of the term.
Blank: SAP calculation has not been ran for you at this point.
Meets (MEETS): You have met all requirements for SAP and will continue to remain eligible to recieve financial aid.
Warn (WARN): You are not meeting one or more of the requirements for Satisfactory Academic Progress. You are still eligible to receive financial aid, but you are at risk of being suspended if you continue to not meet requirements. Satisfactory Academic Progress will be evaluated again at the end of your next term of enrollment.
Plan of Action (PLOA): You have successfully met the requirements of your Plan of Action as of the most recent term; therefore, you are still eligible for financial aid. As long as you continue to meet the terms and conditions of your SAP Appeal/Plan of Action every term, you will remain eligible for financial aid in the future.
Suspended (SUSP or XMTF): You are no longer eligible to receive financial aid.
Students can view their attempted hours, earned hours, and cumulative GPA on their Unofficial Transcript.
To calculate their completion rate (67% Rule), students can divide their cumulative earned hours by their cumulative attempted hours. For example, an undergraduate student with 50 earned hours and 100 attempted hours would have a completion rate of 50% (50 divided by 100 = 0.50). Because the student's completion rate falls below 67%, the student would not meet the completion rate (67% Rule) requirement.
A student's entire (cumulative) academic history is reviewed. This includes transfer credits from other colleges.
Dropping a course or withdrawing from all of your courses after the end of the 100 percent refund period will result in a W grade on the student's transcript for that term. This will negatively affect the student's completion rate (67% Rule). Students are always encouraged to speak with both an Academic Advisor and the Office of Financial Aid prior to dropping a course or withdrawing from all their classes.
Students who fail to meet SAP requirements due to extenuating circumstances may appeal their SAP status. To appeal, students must log into their student self service to access the link for appeal via their to do list item.
Students who successfully appeal an Unsatisfactory SAP status will be assigned a Financial Aid Probation SAP status with certain conditions as stipulated in an academic plan or contract. Once the contract is accepted, students can receive financial aid for only one additional term. After that term has ended and grades have posted, the Office of Financial Aid will re-evaluate the student's academic plan/contract and determine if the student has met SAP requirements as identified in the student's academic plan/contract.
For example, a student with extenuating circumstances successfully appeals an unsatisfactory SAP status with the College SAP Appeals Committee at the end of fall term. As a result, the Office of Financial Aid changes the student's SAP status to Financial Aid Probation and awards federal student aid for next term (spring) only. At the end of the term and when the spring grades have posted, the Office of Financial Aid will evaluate the student's academic plan/contract to determine if SAP requirements have now been met. Federal student aid for the student's next term will not be awarded or disbursed until the student has successfully completed all terms specified within the academic plan/contract for the term or the Office of Financial Aid has re-evaluated the student's academic history, and the student is found to have met SAP requirements.
1.1 Purpose and Scope
Federal regulations mandate that a student receiving financial aid under Title IV programs must maintain Satisfactory Academic Progress (SAP) in his/her course of study regardless of whether or not financial aid is awarded each semester. Students are responsible for understanding and adhering to the satisfactory academic progress policy. SAP will be measured at the end of each term for all students and is measured based on the standards below. Federal Regulations specify minimum standards for these measures, but KCTCS may set stricter standards in its policy.
- Qualitative (cumulative Grade Point Average)
- Quantitative (67% Rule Hours earned divided by Hours Attempted)
- Maximum Time Frame (150% of required hours for program completion)
1.2 Qualitative Standard Grade Point Average (GPA)
KCTCS qualitative standard is determined by the student's earned Grade Point Average (GPA). KCTCS uses a 4-point scale for GPA. Students earning a cumulative grade point average below a 2.0 at the end of a term shall be placed on financial aid "Warning".
1.3 Quantitative Percentage Standard (QPS or 67% Rule)
The satisfactory academic progress policy must also include a quantitative measure to determine the number of credit hours attempted and percentage of credit hours completed (passed). The minimum percentage of work a student must successfully complete by the end of each term is 67% of all attempted hours. If a student fails any combination of two (2) consecutive terms of cumulative qualitative and/or cumulative quantitative standards, their financial aid will be suspended.
1.4 Maximum Time Frame (MTF) Standard
Students are expected to complete their degree/diploma/certificate credentials within a Maximum Time Frame (MTF) of 150 percent of the required number of credit hours to graduate from their enrolled program of study. MTF of 150% includes all classes required for the credential plus 50%. An example is provided in Table 1.
Table 1: Maximum Time Frame Rule (Classes Required for Credential plus 50%)
|Credential Hours||MTF Percentages||Attempted Hours Permitted|
|Associates - 60 hours||150%||90|
|Diploma - 48 hours||150%||72|
|Certificate - 30 hours||150%||45|
NOTE: Transferred hours, repeated classes, bankrupted hours, incompletes, withdrawals, failed in graded courses, failed in pass/fail courses and audit (changed from credit to audit after the last day to add a class) count toward maximum time frame and quantitative standards.
For a standard 16-week term, Student Aid enrollment status for payment purposes will be established at the close of the 7th calendar day beginning with the first day the term, including weekends but not holidays, or upon file completion whichever is later. Courses added after this date will not be considered for enrollment for student aid purposes but will be counted as attempted for quantitative and MTF standards.
1.5 Other Elements
Grades of "A", "B", "C", "D", "P" and "S" will be considered in determining credit hours earned. Grades of "E", "F", "W", "WF", "WP", "MP", "U", or "I" will not be considered as credit hours earned but, will be considered as hours attempted for the semester.
1.5.2 Pace Progression (On Pace to Graduate)
Federal regulations effective July 1, 2011 require all students be evaluated to determine if they are on track to receive their intended credential before aid is lost due to Maximum Time Frame. As part of that evaluation, students in the following categories will be evaluated at the 30 attempted hours threshold.
- Undecided Majors
- Students in "Pending" Programs of Study
A student may only receive aid for a maximum of 30 credit hours as an undecided major. Students attempting hours beyond the 30 hours must declare an eligible major to be considered for financial aid eligibility. Students failing to declare an eligible program of study will be suspended and ineligible to receive financial aid.
A student in a "Pending" program may only receive aid for a maximum of 30 credit hours. Students in "Pending" programs who enroll beyond 30 hours must appeal and provide documentation of eligibility based on the desired program of study to be considered for financial aid. Students will be evaluated on whether they meet the academic requirements to be accepted into the desired program in a reasonable timeframe that maintains pace progression. Students must be approved by the SAP appeals committee to remain eligible for aid in a "Pending" program.
1.6 Failure to Meet the Standards of Academic Progress
If a student fails any combination of two consecutive terms of cumulative qualitative and/or cumulative quantitative standards, their financial aid will be suspended. Students who exceed Maximum Time Frame (MTF) will be suspended immediately upon exceeding the MTF.
A student who fails to meet SAP standards for the first time will be placed on a "warning" status, allowing a student to continue to receive Title IV aid for one term without an appeal. A student who fails to meet SAP standards at the end of the warning period or second consecutive term, will be suspended and not receive additional Title IV aid. A student exceeding Maximum Time Frame may go directly to Suspense without a warning status.
Students with enrollment prior to July 1, 2011 who have failed to meet SAP Standards in a previous term and are in Probation 1 or Probation 2 SAP status are considered to be in warning status. Failure to meet SAP standards for the next term of enrollment will result in immediate suspension and require an approved appeal to regain eligibility.
1.7 Appeal Process
Students who are placed on financial aid suspension may appeal their SAP Suspense status if they feel extenuating circumstances (illness, death in the family, accidents, etc.) prevented them from meeting SAP standards. To appeal, students must log into their student self service to access the link for appeal via their to do list item.
Students who were determined to have exceeded Maximum Time Frame (MTF) may request their coursework be evaluated based on classes needed for their current credential
1.7.1 Appeal Requirements
To appeal, students must complete a SAP Appeal Form and provide any additional information/documents required by the college. The appeal will be evaluated by the SAP Appeals Committee of the home college. Students will be notified of the committee's decision, typically within ten days of the committee meeting. Since deadlines for submission of appeals, frequency of SAP Committee meetings, and other details of the process may differ by college, students must refer to the SAP information provided on their college's website (College SAP Website Links).
Students are responsible for payment arrangements with the institution pending a decision of the appeals committee.
1.7.2 PROBATION AND REINSTATEMENT OF AID
SAP appeals will be evaluated by the college SAP Appeal Committee. Students will be notified of the committee's decision, typically within ten days of the committee meeting.
If the SAP appeal is approved, the student will be assigned a Financial Aid SAP Probation status and given an academic plan of action/contract that stipulates certain conditions and academic requirements. Upon acceptance of the academic plan of action/contract, the student may receive financial aid for one additional term. At the end of that term, the student's status will be re-evaluated. Federal student aid for the next term will not be awarded or disbursed until the student has successfully completed all terms specified within the academic plan of action contract or is found to have met SAP requirements.
If the SAP appeal is denied, the student is not eligible for federal student aid will remain ineligible until they are again in compliance with SAP standards. These students may continue to attend college at their own expense. A student who is suspended from financial aid and achieves SAP standards without the assistance of federal financial aid, may request to be evaluated for re-instatement. All requests must be submitted to the local Student Financial Aid office of the home institution.
NOTE: Students are responsible for all expenses such as tuition, fees, books, and supplies pending the decision of the SAP Appeals Committee and must contact the Business Affairs Office to make payment arrangements with the institution. Decisions made by the SAP Appeals Committee are final and are not subject to further appeal.
1.8 REPEAT CLASS POLICY
KCTCS colleges will use the highest grade when calculating a student's GPA, but must include the credits from all attempts when calculating maximum time frame (MTF).
1.8.1 Additional Information
Student Aid will not be provided for:
- Courses taken by audit
- Credit hours earned by placement tests
- Non-credit course work
- All transfer hours will count in the attempted hours.
- Grades in legacy software systems (before PeopleSoft) will be used as recorded and reflected on the student's academic transcript.
- If the student receives a change in a grade for a class he/she must report this to their local Student Financial Aid office in writing for the change to be evaluated in the student's financial aid eligibility record.
- Developmental remedial course work may receive funding up to a maximum of 30 credit hours according to federal regulations.
- A student may only receive aid for up to a maximum of 30 credit hours as an undecided major. Students attempting hours beyond the 30 hours must decide an eligible major to be considered for financial aid eligibility.
- A student may only receive aid for up to a maximum of 30 credit hours as a student of a "Pending" program. Students in "Pending" programs in excess of 30 hours beyond May 1, 2012 must appeal and provide a degree audit to be considered for financial aid eligibility.
- Dual Enrollment Agreements (also known as Consortium Agreements) allow a student to receive funds for classes taken at more than one college outside KCTCS colleges. These forms are to be completed by the student and the student's "visiting" college and submitted to their local KCTCS "home" College (where financial aid funds are received; usually the college from which the student plans to graduate). Classes taken at a visiting college (whether at KCTCS colleges or outside KCTCS colleges) must count toward the student's graduation from their awarding college.
- If a student is admitted "conditionally" she/he may receive student aid for one semester only. No additional aid may be awarded until the student completes an admission file.
To start an appeal, click on the link provided in your Tasks Tile located in your Student Self Service, but you cannot save the appeal and complete later. Ones you start, you will either need to finish or start over at a later time.
Note: Only one appeal is allowed for each term, do not you submit multiple appeals for the same term.
- Select the Tasks tile from your Home Page, after logging into Student Self Service
- The To Do List page will display.
- Select a Task to view its details.
- The Task Details page will display.
- Select the Link provided
- OnBase Satisfactory Academic Progress (SAP) Appeal form will display.
- Page 1 contains information that will auto populate for you, like your Name and Student ID, please review then continue to the empty and available fields for you to enter information, like Term Selections question. This page also contains important information regarding Sap, make sure you review it carefully before continuing.
- Click Page 2 from the tabs at the top or click the continue to page 2 button at the
bottom of the page.
- Page 2 will contain your SAP information and some additional information about what is required to be considered meeting. You will not have to answer any questions on this page.
- Click Page 3 from the tabs at the top or click the continue to page 3 button at the
bottom of the page.
- Page 3 contains important information regarding the SAP appeal process. Make sure you review and understand before continuing.
- Click Page 4 from the tabs at the top or click the continue to page 4 button at the
bottom of the page
- Page 4, you will need to provide a detailed reply to “What happened during the time you failed to meet satisfactory academic progress?”
in the available open box.
- Continuing to the next page or prior pages will not cause the information entered on this page to be lost, but if you allow the page to remain open and time out or you close before submitting, the information may be lost.
- Page 4, you will need to provide a detailed reply to “What happened during the time you failed to meet satisfactory academic progress?” in the available open box.
- Click Page 5 from the tabs at the top or click the continue to page 5 button at the
bottom of the page
- Page 5, you will need to provide a detailed reply to “Provide a solid resolution to your circumstance and explain your plan to be successful
moving forward in your academics.” in the available open box.
- Page 5, you will need to provide a detailed reply to “Provide a solid resolution to your circumstance and explain your plan to be successful moving forward in your academics.” in the available open box.
- Click Page 6 from the tabs at the top or click the continue to page 2 button at the
bottom of the page
- Page 6, you will need to upload supporting documentation for the explanation given
on page 4, and review then agree to the Student Acknowledgement.
- Select the Attach Supporting Documentation button, then locate and attach as many documents as needed.
- Review the Student Acknowledgement, and after checking the box next to the agreement statement.
- When ready click Submit.
- Page 6, you will need to upload supporting documentation for the explanation given on page 4, and review then agree to the Student Acknowledgement.
Keep in mind you can start a Request for Additional information form via the link provided in your Tasks Tile located in your Student Self Service, but you cannot save and complete later. Ones you start, you will ether need to finish or start over at a later time.
- Select the Tasks tile from your Home Page, after logging into Student Self Service
- The To Do List page displays.
- Select a Task to view its details
- The Task Details page displays. Review it
- Select the Link