SATISFACTORY ACADEMIC PROGRESS FOR FINANCIAL AID (SAP) POLICY AND APPEAL INSTRUCTIONS
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. Satisfactory Academic Progress (SAP) will be measured at the end of each term for all students.
Satisfactory Academic Progress is measured with the following standards:
The Federal Regulations specify minimum standards for these measures. KCTCS may set stricter standards in its policy.
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”.
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.
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.
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.
The following items describe the treatment of academic programs coursework, and grades in the measurement of the SAP standards.
SAP AND CHANGES IN PROGRAM
If a student changed program(s) or certificates(s), the credits from the previous program(s)/certificate(s) will be counted in the attempted and earned credits.
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:
All transfer hours will count in the attempted and earned hours.
Grades in legacy software systems (before PeopleSoft) will be used as recorded and reflected on the student’s academic transcript
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.
SAP STATUS AND NOTIFICATION
SAP is evaluated at the end of every term of enrollment. All measurements are cumulative and include all periods of enrollment whether or not financial aid was received. Failure to meet any single standard may affect eligibility for financial aid.
Email notifications are sent to all financial aid recipients after each evaluation period indicating the current SAP status by the KCTCS Systems office. SAP status is also available to view in Student Self-Service. SAP Statuses are explained below.
SAP APPEAL REQUEST PROCESS
Students who are suspended but have mitigating or extenuating circumstances may be eligible to file a SAP Appeal Request. SAP Appeal Requests are reviewed by a college Appeals Review Committee. Submission of an appeal does not automatically mean financial aid eligibility is restored. Students must be able to pay for tuition and books in order to remain enrolled while a SAP Appeal Request is under review. SAP appeals require at least 30 days for review.
MITIGATING OR EXTENUATING CIRCUMSTANCES
Mitigating or Extenuating circumstances are defined as situations beyond the student's control and created an undue hardship that caused the student's inability to meet satisfactory academic progress standards. Documentation must be provided.
Mitigating or Extenuating circumstances include but are not limited to:
Examples of unacceptable extenuating or mitigating circumstances include but not limited to:
If the SAP appeal is approved, the student will be assigned a Financial Aid SAP Probation status and may be 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. The SAP Appeal Approval process is not complete and awards will not be made until the Financial Aid Office receives the accepted academic plan of action document from the student. 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 and will remain ineligible until they are again in compliance with SAP standards. The SAP committee makes every effort to take into consideration the student's circumstances, however, if the circumstances appear to be ongoing, the committee may suggest the student to take a leave of absence in order to correct the situation. These students may continue to attend college at their own expense.
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. SAP appeals require at least 30 days for review.
Decisions made by the SAP Appeals Committee are final and are not subject to further appeal.
SAP Appeals must be submitted via the Online SAP Appeal Process within the following deadline date for review:
Appeals submitted after the deadline dates above will be review for future semester enrollment.
Submission of an appeal DOES NOT guarantee approval or automatic re-instatement of aid.
KCTCS Academic Standing