Satisfactory Academic Progress

Overview

What is satisfactory academic progress (SAP)? Federal regulations (34 CFR 668.34) require that a student make progress towards the completion of their program of study to receive any financial aid, including federal student loans. This is called Satisfactory Academic Progress (SAP).

Performance during all terms of enrollment, whether aid was received in that term or not, are including when calculating SAP status.  

What SAP Requirements must I meet to keep my financial aid?

To maintain your eligibility for financial aid a student must meet the requirements below. 

Grade Point Average (Qualitative Component)

Students must have a 2.0 all college grade point average (GPA)

GPA Calculator (Opens in new window)

Course Completion Percentage (Quantitative Component)

• Students must complete  67% of all credits attempted
• All academic work, whether or not financial aid was used by the student, will be part of this calculation. 
• Per Federal rules, Credits attempted include:
  • College-level dual enrollment credits
  • Transfer credits within the program of study
  • Repeat credits
  • Remedial coursework credits
  • any courses withdrawn/dropped (W) after the last day to drop with a refund
  • Courses drop or withdrawn from by petition to the Registrar's Office.

Progress Towards Program (Maximum Timeframe)

• Students must make adequate progress toward their program of study, by completing it within 150% of the required credits. (ex. a 60 credit A.A. degree must be completed within 90 credit hours)
• A student is no longer eligible for federal financial aid when it becomes mathematically impossible for the student to complete their program within the maximum timeframe. A change in the student's program to potentially regain eligibility is allowable in certain circumstances.
• This limit is effective whether or not financial aid has ever been received.
  • Courses used to determine if a student is meeting the Maximum Timeframe criteria are outlined in the Coursework included in the evaluation of SAP
• Students seeking second degrees and students with double majors are monitored like any other student under this policy.
  • If the student exceeds the maximum time frame allowed for their respective programs, the student may appeal if they have mitigating circumstances.
  • All transfer hours accepted towards the program of study by Santa Fe College will be included when determining maximum timeframe eligibility.

What coursework is included in SAP calculations?

Courses used in the evaluation of SAP are

• Courses taken at Santa Fe College,
• transfer courses (credit and clock hours) accepted by Santa Fe College,
• transient courses taken through a consortium agreement (FL Shines),
• college-level dual enrollment courses,
• repeat courses,
• any courses withdrawn/dropped (W) after the last day to drop with a refund,
• failed (F) courses,
• remedial courses (limited to 30 hours, not calculated in maximum timeframe)
• ESL courses
• courses with Satisfactory/Unsatisfactory grades.

All courses taken or accepted by Santa Fe College must be counted as attempted courses regardless of grade forgiveness or petitions for withdrawals.

Exceptions: Audited courses, continuing education, credit by examination, drop/swap courses, and any credit for prior learning option (as outlined in the catalog) are excluded when determining eligibility for financial aid.

Transient Grades

Transient students are responsible for facilitating accurate and timely reporting of grades for transient courses to Santa Fe College. If a FL Shines transient application was not used, the student is responsible for acquiring final transcripts and submitting them to the Office of the Registrar. 

How do I know my SAP status?

Students who do not meet SAP standards will be notified via the college's official means of communication, eSantaFe notifications. The Student's SAP status will be available in eSantaFe.

To view your SAP status:

• Login to eSantaFe (Opens in new window)
• Click the "Finances" tab on the left navigation menu
• Click "My FA Status"
• Select the "Academic Progress" menu

When is my SAP status calculated?

Credit Hour Programs (A.A., A.S., B.A.S., Certificates)

• SAP is evaluated at the end of each standard semester (Fall, Spring, Summer) to determine eligibility for the upcoming standard semester. Flex-semesters (mini-terms / sessions) are evaluated as part of the standard semester and not individually.
• At the end of every standard semester a student will have one of the following SAP statuses:
  • Good Standing
  • Warning
  • Suspension (Deactivated)
  • Appeal (Probation or FAAPP)

Clock Hour Programs

• Students in programs measured in time (clock hours) must successfully complete the clock hour coursework with a 2.0 GPA for each course funded before additional payment can be made.
• For Clock Hour Programs SAP is evaluated at each payment period established for the program.
• Duration of eligibility will be limited to the published length of the program.
• Students must complete their program of study within the 150% timeframe of their eligible certificate program.

Description of SAP Status

Good Standing

Students meeting the SAP requirements are in good standing and may receive Title IV aid if all other eligibility requirements are met.

Warning

Students who previously attended SF (students with a prior SF SAP record) may be placed on financial aid warning if they have not met SAP requirements at the end of the semester, but were meeting SAP requirements the previous semester.

• Students who do not receive a warning term include:
  
  • Transfer students who are not meeting SAP upon initial evaluation
  • Students who are at the projected maximum timeframe (calculated to need more than 150% of their allowable hours) to finish their program.
• While on financial aid warning, students will be eligible for aid during warning semester. 
• Students must meet SAP requirements at the end of the warning semester to continue receiving aid.
• Students on warning will be permitted to change their program of study. The program will be evaluated per the academic criteria outlined in the SAP policy.

Suspension

Suspended students will not have eligibility for federal aid until they have met all requirements for Satisfactory Academic Progress or have an approved SAP appeal. 

If a student is suspended from financial aid the student may continue to attend the college provided they meet institutional academic requirements and are permitted to re-enroll in coursework. 

Probation

Following an approved appeal, students will enter a probationary semester during which they are eligible for federal financial aid. At the end of this semester, SAP is evaluated to determine if the student is back into good standing or will be placed on a Financial Aid Academic Progress Plan (FAAPP).

During the probation semester students may not earn a grade below a "C" or drop/withdrawal from any of their courses to maintain their financial aid eligibility. 

Financial Aid Academic Progress Plan (FAAPP)

Following an approved appeal, students will enter a probationary semester. At the end of this semester, SAP is evaluated to determine if the student is back into good standing or will be placed on a Financial Aid Academic Progress Plan (FAAPP). 

What happens if I stop attending, withdraw from, or fail ALL my courses in a semester?

Federal regulations require a student to complete the term for which they were funded. In addition to making calculations for a student's SAP requirements, if a student has withdrawn from all classes, stopped attending all classes, or did not successfully complete any of their classes (received all F's), the College is required to calculate how much of the semester the student attended to determine how much aid was "earned." Any portion of aid that is not "earned" must be paid back. This is referred to as Return to Title IV.

You may not be required to repay your financial aid under these rules if you remain enrolled in at least one financial aid funded course. It is only required when a student is no longer enrolled in or does not pass all courses for a particular term (A and B terms included).

Can I appeal to have my aid reinstated?

Students with extenuating circumstances that impacted their academic performance may submit an appeal to restore their financial aid eligibility. With an approved appeal students are able to receive financial aid (grants, loans, and work study) if otherwise eligible. The financial aid SAP appeal process is different from the Registrar's petition process.

Appeal Availability and Due Dates

	Appeal Available Dates (see Calendar (Opens in new window) )	Appeal Due Dates
Fall	Last Day to Drop w/ Refund for Summer B	October 1st
Spring	Last Day to Drop w/ Refund for Fall B	March 1st
Summer	Last Day to Drop w/ Refund for Spring B	July 1st

Appeal Guidelines

• SAP Appeals are reviewed in accordance with Board Rule Procedure 7.27P (Opens in new window) . 
• Students are limited to 3 lifetime SAP appeals at Santa Fe College.
• Extenuating circumstances for SAP appeals that may be considered include:
  • Personal illness or accident;
  • Serious illness or death within the immediate family; or
  • Other circumstances beyond the control of the student.

SAP Appeal Process

1. Review your eSantaFe notification to understand which SAP requirements you did not meet.
2. Review the availability and due dates for appeals above.
3. Using the link in My FA Status, complete the online GetSAP course/module.
4. Meet with your academic advisor to complete the SAP Appeal Academic Plan. 
5. Gather documentation to support your appeal.
6. Write a statement explaining your extenuating circumstances for all impacted semesters and demonstrating that the extenuating circumstances are resolved or under control.
7. Complete the appeal form. Satisfactory Academic Progress Appeals are electronic and found on the Appeals page of My FA Status in eSantaFe. (Opens in new window)  The appeal form link will only be activated once the online GetSAP module is completed.
8. Submit the appeal form.
9. The appeal committee will review your appeal and provide a decision in 2-3 weeks.  During peak times (beginning of the semester, etc.) more time may be required for review. 

My appeal was approved, now what?

If your appeal is approved you will be awarded all financial aid you are otherwise eligible for. You are required to complete all your courses attempted with a grade of "C" or better to maintain this eligibility. An "I" grade in a course will not cause financial aid suspension. 

Financial Aid Academic Progress Plan (FAAPP)

If the student completes the probationary semester successfully, the student will be placed on a Financial Aid Academic Progress Plan (FAAPP). This plan will allow the student to continue receiving federal financial aid until they are meeting minimum requirements of SAP or they successfully complete their program:

• Students on a FAAPP are required to successfully complete 100% of the courses they attempt while on the plan, earning a "C" or better until they meet the minimum requirements of SAP.  An "I" grade in a course will not cause financial aid suspension. 
• Students on a FAAPP must reference the academic plan signed by their Academic Advisor and submitted as part of their approved appeal, to ensure they only take coursework within their program of study. 
• Students on a FAAPP may not change their program of study without an approved program change appeal. 
  • A change of program submitted without the program change appeal will result in suspension of financial aid.  
  • The program change appeal does NOT count against the students maximum three (3) lifetime SAP appeals.
  • In the appeal to change their program of study, the student must explain what has happened to make the change necessary and how they will be able to make academic progress in the new program.
• Once the student has met the minimum qualitative, quantitative and maximum timeframe requirements of SAP, the student is no longer on the FAAPP.

My appeal was denied, now what?

• A student who has lost financial aid eligibility may be reinstated after they meet all SAP requirements.
• For students exceeding maximum timeframe, financial aid eligibility may be reinstated once the student completes their program of study.
• When an appeal is denied, students have the option to make a final appeal to the Financial Aid Office per Board Rule Procedure 7.27P (Opens in new window) . This is a good option if you are able to provide additional documentation or correct other deficiencies from your original appeal. Resubmitting the same appeal will generally not change the outcome.