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Satisfactory Academic Progress (SAP)

Satisfactory Academic Progress

Federal regulations (34 CFR 668.34) require all students receiving Federal Title IV Financial Aid funds (and state aid) maintain satisfactory academic progress (SAP) while in the pursuit of their degree. There are qualitative and quantitative standards in measuring progress, all of which are outlined below. These standards consider cumulative grade point average, attempted and earned credit, and “pace of completion” in determining whether a student maintains aid eligibility. A student’s entire academic history is considered, whether or not the student received federal aid. The standards in this document are separate and distinct from the College’s Standards of Academic Progress policy administered by the Academic Performance Committee (see the Beloit College Catalog on-line).

For the purposes of federal and state financial aid programs, student academic records will be reviewed at the end of each payment period (semester) using the standards defined below in order to determine whether the satisfactory academic progress required for continued eligibility has been met.

Three standards are used to measure academic progress only for federal (and state) financial aid eligibility:

1. Cumulative Grade Point Average

To retain financial aid eligibility a student must academically progress according to the following scale:

Semesters Completed at Beloit College                Minimum Cumulative GPA

End of one semester                                             1.70 GPA

End of two semesters                                           1.80 GPA

End of three semesters                                         1.90 GPA

End of four or more semesters                              2.00 GPA

2. Credit Completion Rate

The completion rate is calculated by dividing the number of units completed by the number of units attempted. Attempted units are those enrolled in after the semester add/drop deadline. To retain financial aid eligibility a student must earn 67% or more of the credit units attempted. For example, a student who successfully completes 3 of 4 units attempted has a 75% completion rate and is considered to have met Satisfactory Academic Progress for financial aid eligibility.

3. Maximum Time Frame

A student is no longer eligible to receive financial aid once s/he has attempted 150% or more of the credits required to complete the degree for which the student is currently enrolled. For example, a program requiring 31units of credit to graduate would allow 46.5 attempted hours (31 x 1.5 = 46.5). The maximum time frame is not increased for changes in major, double majors, or adding a minor in another subject area. Teacher certification is a stand-alone program and will be calculated on its own.

Additional Factors

Grades and credits considered when evaluating Satisfactory Academic Progress:

• Grades of A, A-, B+, B, B-, C+, C, C-, D+, D, CR, S are considered attempted and earned hours.

• Grades of NC, W, WP, I, F, U are considered attempted but not earned.

• Credits granted for exams (i.e., AP/IB scores) as well as credit transferred from other institutions are included in the calculation of both attempted and earned hours.

Satisfactory Academic Progress Review

• Satisfactory academic progress is reviewed at the end of each semester.

• Transfer credits are reviewed for satisfactory academic progress after receipt of official transcripts.

Warning Status

Warning Status is assigned per semester when a student fails to meet SAP for GPA, credit completion, or reaches the maximum timeframe.

• The student is notified through their email account.

• During Warning status a student may continue to receive federal, state and institutional aid for one semester.

Suspended Status

Suspended status is assigned when a student fails to make SAP after a semester on Financial Aid Warning and prevents the student from receiving additional federal, state and institutional aid in any future semester.

• Financial Aid Suspension may be appealed to the Office of Financial Aid. The Appeal Process follows below.

• A student may be removed from Suspended Status after successfully appealing or meeting SAP in a subsequent semester, at which point he/she will be reconsidered for all aid eligibility.

Probation Status

Probation status is assigned to a student who fails to make satisfactory academic progress while in Warning Status but successfully appeals and has eligibility for aid reinstated. The Appeal Process follows below.

• Federal, state and institutional aid may be received for one payment period while on Probation. To regain eligibility after that, the student must meet SAP or the requirements of the approved individual academic plan.

Academic Plan

An Academic Plan will be developed for a student in financial aid Suspended Status which, if followed, will ensure the student is able to meet financial aid SAP standards by an agreed upon date. This Plan is developed with the Dean of Students Office or the Registrar, and/or their Academic Advisor(s) in consultation with the Office of Financial Aid.

Appeal Process

The loss of financial aid eligibility may be appealed if extenuating circumstances interfered with the ability to meet satisfactory academic progress. To appeal the loss of financial aid, submit the SAP Appeal Form above explaining the extenuating circumstances that resulted in your lack of academic progress and provide supporting documentation.

Appeals of financial aid termination must be received by the Office of Financial Aid within 30 days of the notice of termination of eligibility.

Extenuating circumstances include:

• Prolonged illness, medical condition, or injury to student or immediate family member

• Death of an immediate family member

• Significant trauma in the student's life that has impaired the student's emotional and/or physical health

• Unforeseen and/or extenuating circumstances beyond the student’s control

The letter must include the following information:

• The circumstances and how the circumstances affected academic performance.

• Include dates and time periods involved.

• Explain how the situation has changed and the steps you are taking to resolve the circumstances and improve your academic performance.

Documentation may include:

• Physician’ letters and hospital records (must include dates of illness and recovery time).

• Death certificate or obituary.

• Court or police documents.

• Letters from third party professionals on his/her letterhead.

Students who have exceeded the maximum time frame must include additional information:

• Explain why you were unable to complete your program within the Time Frame allowed for your degree.

• Include the number of hours needed to complete your current degree and your intended graduation date.

• A copy of your degree plan listing all remaining classes needed to graduate is required. It must be approved and signed by the student’s advisor and the Registrar.

Appeal Decisions

• Incomplete appeals or appeals submitted past the deadline will not be reviewed

• All appeal decisions are final and only affect the student’s eligibility for federal financial aid.

• The student’s academic advisor, the Registrar and the Dean of Students office will be advised of the decision.

• Appeals are only approved for one semester at a time.

• Academic Plans are reviewed each semester.

• If student is progressing according to the Plan, a new appeal is not required.

• If an appeal is approved, financial aid will be awarded on a probationary basis for an additional semester.

• Terms and conditions of appeal approval will be included in the decision notice.

• Notification of the decision will be sent to the student’s email account.

Regaining Financial Aid Eligibility

Students whose financial aid was terminated due to lack of satisfactory academic progress may choose to enroll without the benefit of financial aid. If standards are met, federal financial aid eligibility is restored for subsequent terms of enrollment. Please consult with the financial aid office if there are questions about this policy, the appeal process, or reinstatement of financial aid eligibility.