Financial Aid Terms and Conditions
As a financial aid recipient, you are responsible for understanding and agreeing to the following terms of your financial aid award:
If your award letter indicates that your payments are pending “P”, you understand that the financial aid office may be waiting for additional requirements such as, financial aid satisfactory academic progress. The financial aid satisfactory academic progress (SAP) policy is available to all aid recipients online.
You must inform the financial aid office if the following condition(s) apply to you.
You must reapply and reestablish eligibility for financial aid each school year.
Satisfactory Academic Progress Policy
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
- Attempted Units include: A, B, C, D, F, CR, P, NC, NP, EW, 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
- 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
- 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 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.
- Up to 30 semester units will be accepted within the maximum time
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.
SAP Warning Status
Students who have not earned a 2.0 cumulative GPA or did not complete 67% of all units attempted will be placed on automatic Warning status for the subsequent semester, during which time, they will maintain financial aid eligibility.
- On the first non-consecutive occurrence, the student will be sent a Financial Aid Warning Notification informing the student they did not meet the satisfactory academic progress standards. In order for students to continue receiving financial aid the following semester they must improve and meet the minimum requirements to avoid being determined ineligible.
- On the second consecutive occurrence (while on Warning) the student will receive a Financial Aid Termination status notification indicating they failed to meet the terms of the Financial Aid Warning Notification and therefore will no longer be eligible to receive further financial aid (federal or state, with the exception of the California College Promise Grant).
- Warning status does not apply to maximum unit timeframe. Some students will be automatically ineligible based on previous academic history once they have exceeded the 150% Maximum Time
If after warning status, a student failed to achieve the minimum Quantitative and/or Qualitative SAP standards will be placed on Termination status and will not be eligible for future financial aid. A student can become ineligible for two reasons:
- Student failed to meet SAP standards after their “Warning” semester and/or
- Student exceeds the 150% Maximum Time Frame of program of
Students who have are 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.
Students who become ineligible may appeal their financial aid termination status. All students appealing must submit a complete Satisfactory Academic Progress Appeal packet to the Financial Aid Office with appropriate documentation by the deadlines listed below. Complete appeal packets are forwarded to the SAP Appeals Committee. Incomplete appeals will be returned to the student unprocessed. Students will be notified once a decision is made via the assigned Panther email. 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. To appeal, students must document the circumstance for not meeting SAP and must provide official documentation.
Appeals accepted for Fall 2020 from 8/17/2020 - 11/6/2020; Spring 2020 from 1/11/2021 - 04/02/2021; and Summer 2020 from 6/7/2021- 7/02/2021.
Examples of extenuating circumstances that must be supported by documentation:
Death of an immediate family member
Attach copy of death certificate or obituary
Attach medical documentation confirming onset and duration of illness or condition
Major accident or injury (Self, child, or parent)
Attach medical and/or other documentation verifying the date and duration of the occurrence
Victim of a crime or unexpected disaster that impacted student’s attendance
Attach documentation of insurance claims or other 3rd- party information and nature of disaster
Student made significant improvement during warning or probation status, completed a term of at least 6 units, with a minimum 2.00 GP and 67% completion rate OR if in terminated status student completed ONE term unaided and met term SAP of 2.00 and 67%
Only for students who significantly improved in prior semester. Submit a personal statement. Course Evaluation not required. Grades for preceding semester will be verified by the Financial Aid Office. Spring 2021 appeals may be submitted to the Financial Aid Office beginning January 11, 2021.
Examples of students appealing for exceeding the Maximum Time Frame:
- Completed ESL courses
- Up to 30 units for remedial (non-degree applicable) coursework
- High unit majors (Nursing, Vocational Nursing)
- High unit transfer majors (Math, Biology, Chemistry, Physics, Computer Science, Engineering)
- Completed Military or AP courses/credit.
Complete SAP appeal packets include the following items and are submitted via Campus Logic at https://chaffey.verifymyfafsa.com
- Complete a detailed statement via Campus Logic that explains the reason for not meeting
- Complete GetSAP Counseling session and upload verification that you have completed the SAP Counseling session. Must complete “The Key Components to the Satisfactory Academic Progress (SAP) Financial Aid Appeal Process”
- Upload 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,
- Upload a copy of 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.
Students who are not meeting SAP and have successfully appealed are considered to be on Probation. Students will be reinstated for financial aid and placed on “Probation” or on an Academic Plan. In order to remain eligible for financial aid, the student must comply with the conditions of the approved appeal and academic plan. Students on Probation must meet all of the following requirements each term to maintain financial aid eligibility:
- Be enrolled in and attending an eligible program for the purpose of completing an AA/AS degree, transfer requirement, or certificate program,
- Follow the Academic Plan outlined by the Appeals Committee,
- 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
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 (SEP). The Appeals Committee may impose conditions for a student’s continued eligibility to receive Federal Title IV aid. Students will be advised by mail of the appeal’s outcome.
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.