Financial Aid - Federal School Code: 006972

 

Satisfactory Academic Progress (SAP)


SAP STANDARDS IN DEPTH
WHEN A STUDENT FAILS TO "MAKE SAP" (GPA or Pace)
APPEAL FOR EXTENUATING CIRCUMSTANCES (GPA or Pace)
2013-2014 APPEAL DEADLINES
APPEAL PROCESS (GPA or Pace)
WHEN A STUDENT EXCEEDS TIME FRAME (EXCESS UNITS)
STUDENTS WHO DO NOT MAKE SAP WHILE ON EXCESS UNITS PETITION
REPEATED COURSEWORK
SATISFACTORY ACADEMIC PROGRESS AND LOANS


Federal regulations require Butte College to establish, publish, and apply satisfactory academic progress (SAP) standards for all financial aid recipients. SAP standards apply for all federal, state and institutional grants, loans, and work-study. It is the responsibility of all financial aid recipients to understand the terms and conditions of the Butte College Satisfactory Academic Progress Policy in order to maintain their eligibility to receive aid. In addition to maintaining SAP standards, a student will be eligible for financial aid ONLY if college records indicate that they are enrolled BOTH in a current ELIGIBLE Education Goal AND a current ELIGIBLE Academic Program. 

SATISFACTORY ACADEMIC PROGRESS: 3 REQUIRED STANDARDS

1. GPA, or required cumulative (overall) minimum Grade Point Average

2. Pace, or required cumulative (overall) completion rate, computed by dividing total Units Completed by Total Units Attempted

3. Time frame, or maximum time allowed a student to reach their educational objective, set at 150% of program length.

HOW STANDARDS ARE APPLIED: Each financial aid student's academic achievement is reviewed at the end of each semester and summer term (if applicable). Students must meet all three standards for continued financial aid eligibility.

SAP STANDARDS IN DEPTH


GPA: 'SAP' QUALITATIVE STANDARD


 Students are required to have a 2.0 minimum cumulative GPA.

Students with fewer than 18 units (all prior coursework included) are required to have a 1.75 minimum cumulative GPA. 

Included in the GPA calculation are units in Basic Skills classes in English, Math, and Reading that are below college transfer level.


PACE: 'SAP' QUANTITATIVE STANDARD


Students are required to be enrolled in BOTH a current ELIGIBLE Education Goal AND a current ELIGIBLE Academic Program leading to completion of a transfer major, an Associate of Arts or Associate of Sciences degree, or a Certificate of Achievement. Pace is the rate at which a student completes requirements for their educational goal.

All units count as attempted units, whether they were completed with a 'W,' were repeated for a better grade, or eliminated from the GPA calculation through the Academic Renewal policy. As per federal policy, units transferred from schools previously attended count as both units attempted and units completed. Also included in the Pace calculation are units in Basic Skills classes in English, Math, and Reading that are below college transfer level.


TIME FRAME: 'SAP' QUANTITATIVE STANDARD


Time frame is used to determine the maximum number of units for which you may receive financial aid for your Education Goal and Academic Program. Time frame includes transfer units and all unaided terms of attendance. Not included are up to 30 units in Basic Skills classes in English, Math, and Reading that are below college transfer level.

 MAXIMUM TIME FRAMES
ASSOCIATE DEGREE: 90 UNITS
TRANSFER OBJECTIVE: 90 UNITS
CERTIFICATE of ACHIEVEMENT:  45 UNITS

WHEN A STUDENT FAILS TO "MAKE SAP" (GPA or Pace)


SAP CATEGORIES

Satisfactory Status indicating student has met all SAP criteria
Warning Status assigned when student fails to make SAP for the 1st TIME. Allows financial aid to eligible student for ONE SEMESTER ONLY. Does not require appeal.
Disqualification Status assigned following Warning semester to student who did not correct cumulative SAP status during Warning term. UNAIDED unless appeals successfully. May remain unaided and be reinstated in future by attaining SAP standards.
Financial Aid Probation Status assigned to student who has been disqualified and has successfully appealed, resulting in reinstatement of aid eligibility for one semester or specified period of time. See Appeal section below for appeal criteria. Approval is on a case-by-case basis and not granted automatically.
Termination Status assigned to students denied an appeal, or who neither made SAP while on Financial Aid Probation nor demonstrated progress toward making SAP. UNAIDED.

APPEAL FOR EXTENUATING CIRCUMSTANCES (GPA or Pace) PRINTABLE HERE


A student who has lost eligibility due to failure to make SAP after WARNING status may file an appeal, known as a SAP APPEAL. An appeal will be reviewed only for documented extenuating circumstances. Appeals not meeting an "extenuating circumstances" category will not be accepted. Submission of an appeal does NOT GUARANTEE the reinstatement of students' financial aid. Therefore, students should be prepared to pay for their books and other school-related expenses pending the outcome of their appeal. If an appeal is approved, the student will receive financial aid for the semester at the soonest payment date following approval.

EXAMPLES OF EXTENUATING CIRCUMSTANCES  REQUIRED DOCUMENTATION
Serious physical or emotional illness of student or immediate family member Attach medical documentation confirming onset and duration of illness or condition
Death in family  Attach copy of death certificate or obituary
Accident or injury to student or immediate family member  Attach medical and/or other documentation verifying the date and duration of the occurrence
Loss or change of employment  Attach letter from the employer verifying the circumstances and dates of loss of change in employment
Disasters affecting student's attendance  Attach documentation of insurance claims or other 3rd-party information verifying date and nature of disaster
Student made significant improvement during Warning term (i.e. minimum of 6 units at 2.0 GPA and 75% Pace) even though cumulative criteria are not SAP-level yet  Attach copy of courses and grades for preceding semester. These will be verified by the Financial Aid office.

Reasons NOT CONSIDERED for appeal: Wrong or difficult classes, too many units in the term, bad time management, transportation issues, not having the assigned books or course materials.


  2013-2014 APPEAL DEADLINES

PAYMENT PERIOD DEADLINE          
FALL 2013 October 30, 2013
SPRING 2014 April 30, 2014
SUMMER 2014 July 15, 2014

APPEAL PROCESS (GPA or Pace)


Appeals must be complete and legible. The following items MUST BE INCLUDED. The full appeal packet may be downloaded under 2013-2014 Forms and included complete instructions.

  1. Typed, signed and dated personal statement explaining in full (1) the extenuating circumstances that interfered with your being able to make Satisfactory Academic Progress; and (2) what is now different about the situation, about you, and about your ability to make Satisfactory Academic Progress starting immediately.
  2. Specific documentation required for your extenuating circumstances. See table, above.
  3. Academic Program Plan. A current Student Educational Plan or Academic Evaluation may substitute. Provided in appeal packet.
  4. Course Evaluation. Provided in appeal packet.

WHEN A STUDENT EXCEEDS TIME FRAME (EXCESS UNITS)

Students who exceed the maximum unit time frame for their educational goal are no longer eligible for financial aid. Students disqualified for exceeding time frame requirements may submit an EXCESS UNITS PETITION, printable here. Appeals will be accepted only from students who meet both GPA and Pace requirements. Complete instructions are included on the appeal.

In order to maintain financial aid eligibility, if an Excess Units Petition is approved, the student must take courses only on that petition and may not amend the petition or submit a later petition. The petition will be considered nullified if the student does not meet GPA and PACE requirements.


STUDENTS WHO DO NOT MAKE SAP WHILE ON EXCESS UNITS PETITION


Students who do not make SAP while on an Excess Units Petition are disqualified from receiving further financial aid, including loans, and will be unaided until or unless they are able to reestablish eligibility. Reinstatement of eligibility will not be automatic, will be reviewed on a case-by-case basis, and requires achieving SAP standards and taking courses only from the Excess Units Petition:


REPEATED COURSEWORK


Classes that a student is repeating may be included when determining the student's enrollment for financial aid as long as the repeat is NOT a result of:


SATISFACTORY ACADEMIC PROGRESS AND LOANS


Loans are a form of financial aid that supplements other types of aid. Federal Direct Loans are low-interest loans for students to help pay for the cost of a student's college education. Repayment is required when a student graduates, drops below 6 units a semester, or withdraws from all their classes. Butte College has the right to reduce or deny loans on a case-by-case basis for students at high-risk for default, including students on Warning, Probation status or in Excess Units. Students who who do not meet Satisfactory Academic Progress standards are considered to be at high-risk and should plan accordingly to meet their educational costs without dependence on maximum annual loan limits.