Satisfactory Academic Progress

SATISFACTORY ACADEMIC PROGRESS STANDARDS

SAP Information:
Maximum Time Frame
Warning
Suspension
Probation
Appeals

The Ventura County Community College District Financial Aid Offices establish Standards of Academic Progress (SAP) in accordance with federal regulations. To be eligible for financial aid, students must meet or exceed these standards. The standards apply to all financial aid recipients and to all college coursework taken including coursework taken from outside colleges if that coursework has been submitted and appears on your Ventura County Community College District (VCCCD) transcript. Failure to maintain these standards may result in loss of financial aid eligibility.

Standard Minimum Requirement
Qualitative Standard A 2.00 minimum cumulative grade point average (GPA) in all coursework attempted.
Quantitative Standard A 70% minimum course completion of all coursework attempted.
Maximum Time Frame Attempted units may not exceed 150% of the number of units required to complete your educational objective.
Grades
In determining the above standards, grades of A, B, C, D, P, CR (Credit), or CRE (Credit by exam) are considered completed coursework. Grades of F, I (Incomplete), IP (In Progress), W (Withdrawal), MW (Military Withdrawal), NC (No Credit), NP (No Pass), and RD (Record Delayed) are not considered completed coursework. All grades are considered attempted units.
Enrollment
A student’s enrollment will be verified prior to each financial aid payment to determine eligibility for financial aid.
Enrollment Status Units
Full time 12 or more units
Three-quarter time 9 to 11.5 units
Half-time 6 to 8.5 units
Less Than Half-time 0.5 to 5.5 units
Maximum Time Frame
A student must complete his/her educational goal within 150% of the program length. All coursework appearing on his/her VCCCD academic transcript will count toward Maximum Time Frame. A student who has exceeded this time frame and/or cannot mathematically finish their program within this time frame, and/or has attained a BA/BS (for student loans only), MA/MS (for student loans only), or beyond (for student loans only), will be placed on Suspension and may be required to submit a Satisfactory Academic Progress Appeal Form for evaluation.VCCCD academic transcript will count toward Maximum Time Frame. A student who has exceeded this time frame and/or cannot mathematically finish their program within this time frame, and/or has attained a BA/BS (for student loans only), MA/MS (for student loans only), or beyond (for student loans only), will be placed on Suspension and may be required to submit a Satisfactory Academic Progress Appeal Form for evaluation.
Educational Goal Units Required to Complete Goal* Maximum Attempted Units (150%)*
AA/AS 60 units 90 units
Transfer 60 units 90 units
Certificate of Achievement * *
*Program lengths vary. See college catalog for program length.
Evaluation

SAP will be evaluated at the conclusion of each payment period (semester). Calculation includes cumulative number of units completed/transferred to VCCCD divided by the cumulative number of units attempted/transferred to VCCCD.

SAP is met if a student is achieving a 2.00 cumulative GPA or better and the pace is equal to 70% or higher and the student has not reached 150% of the units required for certificate, degree, or transfer program.

Warning
When a student fails to achieve a minimum 2.00 cumulative GPA or better and his/her pace is not equal or higher than 70% he/she will be placed on Warning. If a student is placed on Financial Aid Warning, financial aid is available during that period. At the end of the Warning period, a student must have a cumulative grade point average (GPA) of 2.00 and must also complete a minimum of 70% of all attempted units..
Suspension of Eligibility
A student's failure to achieve a minimum 2.00 cumulative GPA or better and his/her pace is not equal or higher than 70% will be placed on Suspension. If a student is placed on Suspension, he/she will no longer be eligible to receive federal financial aid until he/she Reinstates or successfully appeals. Boards of Governor’s Fee Waivers are not affected. A student who is Suspended has two options: Appeal by completing a Satisfactory Academic Progress Appeal form or attend at his/her own expense until the student raises his/her cumulative grade-point average (GPA) to 2.00 and attains a 70% minimum course completion rate. Reinstatement is not an option for students who have exceeded Maximum Time Frame.Suspension. If a student is placed on Suspension, he/she will no longer be eligible to receive federal financial aid until he/she Reinstates or successfully appeals. Boards of Governor’s Fee Waivers are not affected. A student who is Suspended has two options: Appeal by completing a Satisfactory Academic Progress Appeal form or attend at his/her own expense until the student raises his/her cumulative grade-point average (GPA) to 2.00 and attains a 70% minimum course completion rate. Reinstatement is not an option for students who have exceeded Maximum Time Frame.
Reinstatement

A student Suspended for failing to meet SAP may regain eligibility by successfully appealing to the Financial Aid Office. A student may also regain eligibility by attending without receiving financial aid and attain the minimum cumulative grade point average (GPA) of 2.00 and minimum cumulative course completion rate of 70% of all attempted coursework. It is a student’s responsibility to notify the Financial Aid Office in writing when he/she has reinstated him/herself.

Reinstatement is not an option for students who have exceeded Maximum Time Frame.

Probation
A student who successfully appeals will be placed on Financial Aid Probation. Financial aid is available during this Probation period. However, SAP will be evaluated at the end of the Probation term. During the Probation term, a student must complete 100% of all attempted units with a term GPA of 2.00 or better and must be following his/her approved Academic Plan. Failure to follow the terms of the appeal will result in Suspension of financial aid.
Student Educational Plan (SEP)
A Student Educational Plan (SEP) is required for a student on Probation. The SEP must be developed by an academic counselor to ensure that a student will meet SAP standards by a specified point in time.
Program of Study
A student must declare an eligible program of study from their Primary College, which is the school granting their degree. Only one major change can be applied to an appeal once an Academic Plan has been approved with the Financial Aid Office..
ESL Courses
ESL coursework does not count against remedial units; however, the units do count toward Maximum Time Frame. Academic progress in ESL courses will be counted when assessing both a student’s overall GPA and completion rate.Maximum Time Frame. Academic progress in ESL courses will be counted when assessing both a student’s overall GPA and completion rate.
Remedial Courses
Students are eligible to receive financial aid for remedial units if the remedial classes are prerequisites for entrance into a regular college program. Financial aid cannot be received for more than 30 attempted remedial units. Any remedial units exceeding the 30 unit limit will NOT be included in the financial aid award calculation. However, they will still count toward Maximum Time Frame and will still be included in the academic progress evaluation. A student should refer to the college catalog of his/her primary college for a list of remedial classes.
Repeated Coursework

Federal regulations prevent the financial aid office from paying for a course that has been passed and repeated more than one time. In order for a repeated course to be counted towards a student’s enrollment status for financial aid purposes, a student may only repeat a previously passed course once (a total of two attempts). If a student enrolls in a previously repeated and passed course for a third time, this course will not count towards your enrollment for financial aid purposes.

Repeated courses may be included if the student received a withdrawal (W) or failing grade. Courses may be repeated consistent with district academic standards, as identified in the college catalog. All repeated courses do affect Satisfactory Academic Progress calculations. Grades of A, B, C, D, P, CR (Credit), or CRE (Credit by exam) are considered passing grades.

Suspension and Extension Appeals cannot override the federal regulation. If a student is in a class that is not eligible for payment, but the class is part of his/her approved Academic Plan, he/she will not be penalized for repeating the class, but he/she cannot receive financial aid for that class.

Appeal Process

A student who has had his/her financial aid Suspended has the right to appeal by submitting a Satisfactory Academic Progress (SAP) Appeal Form. Appeals must be submitted to the Financial Aid Office within the semester the student is requesting aid. Deadline dates vary.

Students must:

  • Submit a complete Satisfactory Academic Progress (SAP) Appeal Form packet to the Financial Aid Office by the deadlines listed below.  Incomplete appeal packets will not be accepted or denied. 
    2014-2015 SAP Appeal Form
     
  • Complete appeal packets consist of the following:
    1. SAP Appeal Cover Page
    2. Letter (preferably typed) explaining why the student failed to meet SAP and a resolution explaining how the circumstances have changed and/or what steps the student has taken to alleviate any obstacles.  A student appealing for Maximum Time Frame should address all reasons of why they have exceeded the time frame of his/her declared program of study.
    3. 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.
    4. Student Educational Plan (SEP) developed by an academic counselor along with any additional counseling forms.

    *An appeal should not include statements based on financial need.  Financial need is already assumed.
     
  • 1st Level Appeal Decisions: SAP appeals will be reviewed by the Financial Aid Appeals Committee.
    1. Approval: If an appeal is approved, a student will be placed on Financial Aid Probation and will receive a letter via mail outlining the specifics of his/her Probation.
    2. Denial: If an appeal is denied, a student may choose to file a 2nd Level SAP Appeal by the deadlines listed below. 
     
  • 2nd Level Appeal Decisions: Students must submit the 2nd Level SAP Appeal to the Financial Aid Office.  Appeals will then be forwarded to the Dean of Student Services who will review and decide on the outcome of the appeal.
    1. Approval: If a 2nd Level SAP Appeal is approved, a student will be placed on Financial Aid Probation and will receive a letter via mail outlining the specifics of his/her Probation.
    2. Denial: If a 2nd Level SAP Appeal is denied, a student may choose to file a 3rd Level SAP Appeal by the deadlines listed below.
     
  • 3rd Level Appeal Decisions: Students must submit the 3rd Level SAP Appeal to the Financial Aid Office.  Appeals will then be forwarded to the Executive Vice President of Student Learning who will review and decide on the outcome of the appeal.
    1. Approval: If a 3rd Level SAP Appeal is approved, students will be placed on Financial Aid Probation and will receive a letter via mail outlining the specifics of his/her Probation.
    2. Denial: Denial decisions of 3rd Level SAP Appeals are final.  A student must then appeal for the following semester, if required.

    *Letters for 2nd and 3rd Level SAP Appeals should contain new information and documentation that was not provided in the previous appeal letter(s).
2014-2015 Deadlines

Fall 2014 SAP Appeal Deadlines:

  • 1st Level: Thursday, October 23, 2014

  • 2nd Level: Thursday, November 6, 2014

  • 3rd Level: Thursday, November 20, 2014

Spring 2015 SAP Appeal Deadline:

  • 1st Level: Thursday, March 26, 2015

  • 2nd Level: Thursday, April 9, 2015

  • 3rd Level: Thursday, April 23, 2015

Please click here for our SAP Financial Aid Counseling Video