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Satisfactory Academic Progress Policy

Download the SAP Policy (.pdf)

The U.S. Department of Education requires that students applying for financial aid, must demonstrate Satisfactory Academic Progress (SAP) toward an AA/AS degree, transfer requirements, or certificate program. This Policy applies to all students whether or not they were recipients of financial aid at Chaffey College or at any other College.

Chaffey College requires students to meet both a qualitative and a quantitative standard for academic progress. All students will be evaluated at the end of each semester to determine if they are meeting SAP standards. In order for students to receive any federal or state financial aid, students must adhere to all of the following SAP standards:

Financial Aid SAP status

A student is meeting Satisfactory Academic Progress as long as the student:

  • Maintains a minimum 2.0 cumulative GPA (Qualitative Standard), and
  • Completes a cumulative 67% of all attempted units (Quantitative Standard) and
  • Completes educational program within 150% of the published length of the program (Maximum Time Frame). For instance, if the published length of a program is 60 units, the student may receive financial aid for up to 90 attempted units (60 units x 150% = 90 units). If students are unable to finish their program within the Maximum Time Frame, as explained, they may lose eligibility for Title IV aid.

Attempted and Completed units

  • Attempted Units include: A, B, C, D, F, CR, P, NC, NP, FW, W, I, IP
  • Completed units are units with a grade of: A, B, C, D, CR, P

Repeated, Audited, Transfer, or Remedial Coursework

  • Transfer credits from other institutions will be included as attempted and completed units in the SAP calculation, whether or not this is the first time a student is applying for financial aid.
  • Courses in which a student receives a grade of F, I, NC, NP IP, W, or FW will not be counted as completed units for SAP purposes, but will be counted as attempted units.
  • Financial aid may be awarded for the cost of courses previously taken if the course is being taken to improve a sub-standard grade of D, F, NP or NC. Financial aid will be awarded a maximum of two times for repeated classes in which a student receives a passing grade (A, B, C, D, CR and P grades are considered passing for financial aid purposes). Repeated units will count toward the 150% maximum units allowed.

Students that are meeting Qualitative and/or Quantitative SAP standards and who reach 45 units will receive a Monitoring notification to ensure they are on track for completion within the allowable time frame and taking courses they need to reach their academic goal before reaching 150% maximum time frame. Students remain eligible for financial aid but are placed on a Monitoring status.

SAP Warning Status

A financial aid Warning allows a student to maintain financial aid eligibility for the next semester after failing to meet Satisfactory Academic Progress (SAP) standards. At the end of the term, progress will be reviewed to determine if the student now meets SAP. Warning status does not apply to maximum unit timeframe. Some students will be automatically terminated based on previous academic history.

Ineligible. (Students who have exceeded the 150% Maximum Time Frame do not receive a Warning semester).

SAP Ineligible

If after the warning status, students who failed to achieve the minimum Quantitative and/or Qualitative SAP standards will be ineligible for future financial aid. A student can become ineligible for two reasons:
  1. Student failed to meet SAP standards after their “Warning” semester and/or
  2. Student exceeds the 150% Maximum Time Frame of program of study.

Reinstatement

Students who have become ineligible and now have a cumulative GPA of at least 2.0 and a cumulative 67% of all attempted units or greater, may be reinstated automatically during evaluation period prior to exceeding the Maximum Time Frame. Reinstatement is not retroactive, and you will not receive aid for any semester that you are ineligible.

Appeal Process

Students who have become ineligible may have one approved appeal during their lifetime at Chaffey College. In order to appeal, the student must have extenuating circumstances that occurred during the period that the student did not meet SAP. Also, there must be evidence you will make satisfactory progress in the future. To appeal, the student must document the circumstance for not meeting SAP and must provide official documentation.

Appeals must include: Dates, details and documentation of any extenuating circumstances. Examples of extenuating circumstances that must be supported by documentation:

  • Death of an immediate family member
  • Documented Illness
  • Major accident or injury (Self, child, or parent)
  • Victim of a crime or unexpected disaster

Students who have exceeded the Maximum Time Frame must have one of the following valid reasons:

  • Completed ESL courses
  • Completed Basic skills
  • Up to 30 units for remedial (non-degree applicable) coursework
  • Change of major (one time only). Change of major can result in exceeding the maximum attempted units,    which would impact the Maximum Time Frame component.
  • High unit majors (Nursing, Vocational Nursing)
  • High unit transfer majors (Math, Biology, Chemistry, Physics, Computer Science, Engineering)
  • Completed Military or AP courses/credit.

Appeals must be returned to the Financial Aid Office by the deadlines provided by the Financial Aid Office with appropriate documentation. Incomplete appeals may be returned to the student unprocessed. All information will be submitted to the Financial Aid Appeals Committee for review. Students will be notified once a decision is made by mail. Appeals must be filed during the term of enrollment. Regulations prohibit students from appealing retroactively for prior terms. Any appeals evaluated after the semester deadline will not be eligible for aid for that term.

All students petitioning must submit a complete Satisfactory Academic Progress Appeal form to the Financial Aid Office with appropriate documentation by the deadlines listed below. Incomplete appeals will be returned to the student unprocessed.

Complete GetSAP Counseling session and attach verification that you have completed the SAP Counseling session.

Complete appeal packets include the following items and submitted to the Financial Aid Office at any of our locations: Failure to include these items may result in an automatic denial.
  • Complete and sign SAP appeal form
  • Attach photocopies of supporting documentation that supports the explanation of circumstances the student addressed in his/her letter. Students should attach copies of letters from doctors, counselors, divorce decree, medical information related to illness, death of immediate family member, birth of a child, etc.
  • A Current Comprehensive Student Educational Plan (SEP) Meet with an academic counselor to obtain a comprehensive Educational Plan that clearly states your academic goal, what remaining classes you need to obtain that goal. Please bring this form when you meet with a counselor.
  • A print out of your National Student Loan Database (NSLDS) Pell/Loan History record. The report contains your student aid (grant/loan) history and lifetime Pell eligibility information. It can be printed online at www.nslds.ed.gov by logging in with your FSA ID.

Students on an approved appeal are considered to be on Probation. If you are on Probation, you must meet all of the following requirements each term to maintain financial aid eligibility:

  1. Be enrolled in and attending an eligible program for the purpose of completing an AA/AS degree, transfer requirement, or certificate program,
  2. Follow the Academic Plan outlined by the Appeals Committee,
  3. Must meet the SAP standards (2.0 GPA & 67% Completion Rate) each semester in order to maintain their probationary status. This status begins the day the student’s appeal is Approved.

If an appeal is approved, students will be monitored after each term. Students will only receive financial aid for courses that are listed on their approved Student Educational Plan. The Appeals Committee may impose conditions for a student’s continued eligibility to receive Federal Title IV aid.

Important reminder: Students who are on Warning, Monitoring, Approved appeal or may have been reinstated after Summer, Fall and Spring terms grades posted, may experience a financial aid disbursement delay in their next semester until grades are posted and Satisfactory Academic Progress is evaluated.

SATISFACTORY ACADEMIC PROGRESS (SAP) APPEAL DEADLINES
Fall 2018: 8/20/18 - 11/5/18
Spring 2019: 1/14/19 - 4/1/19
Summer 2019: 6/3/19 - 7/1/19







Financial Aid Office Hours

Commencement's Day
Friday, May 18, 2018

Student Services will be open from 7:30am - 12:00pm.

Mon. & Thur. 7:30am - 7:00pm
Tues. & Wed. 7:30am - 4:30pm
Friday 7:30am - 4:00pm

Learn about financial aid
through these short videos

FinAid TV

Go to Chaffey's Financial Aid TV


Changes to the
FAFSA Process
for 2017-2018


FAFSA - Free Application for Federal Student Aid

You can now apply for
the 2017-2018 school year!
File a 2017-18 FAFSA
as early as October 1st
to apply for aid for the Fall 2017 term.

Visit
BankMobile Disbursements
to learn about how disbursements are made!


California Student Aid Commision logo

California Student Aid Commission

Questions about CalGrants?
Check out the CSAC site.


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Chafee Grant for Foster Youth

Visit this site or your
ILP worker for more info.



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National Student Clearing House.
Trusted source for enrollment verification and loan/lender information.

 

 


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