Keeping Your Financial Aid

To continue receiving financial aid, you must meet certain academic and enrollment requirements, including Satisfactory Academic Progress (SAP).

In general, you should:

• Successfully complete your courses
• Maintain Satisfactory Academic Progress (SAP) 
• Stay enrolled in eligible coursework that applies to your program of study
• Attend and participate in your classes
• Monitor your financial aid status and respond to requests for information

Important to Know

Financial aid eligibility is reviewed regularly and may be affected by:

• Low grades
• Withdrawals from classes
• Repeated coursework
• Incomplete courses
• Attempting significantly more units than required for your program

Failure to meet these requirements may affect your future financial aid eligibility.

Satisfactory Academic Progress (SAP) is the standard used to determine whether you are making enough academic progress to remain eligible for financial aid. Federal and state financial aid programs require students to make progress toward completing their degree or certificate.

SAP is based on three measurements:

• Grade Point Average (GPA) – You must maintain a cumulative GPA of at least 2.0
• Pace of Completion –You must successfully complete at least 66.66% of all attempted units

  • Pace is calculated by dividing completed units by attempted units

• Maximum Timeframe (MT) –You must complete your program before exceeding more than 150% of the units required for your degree, certificate, or eligible transfer program
  • At Butte College, the Maximum Timeframe limits are generally:
    • Associate Degree (with or without transfer): 90 attempted units
    • Certificate of Achievement: 45 attempted units

Attempted units include both completed and unsuccessfully completed coursework and may include transferred coursework, repeated coursework, withdrawals, and other attempted units.

Students who exceed the Maximum Timeframe limit may lose financial aid eligibility, even if they are meeting GPA and Pace requirements.

Important to Know

SAP is evaluated at the end of each term after grades are posted and end-of-term processing has been completed.

SAP includes your cumulative academic record and may include:

• Coursework completed while receiving financial aid
• Coursework completed without financial aid
• Transfer coursework that applies toward your program
• Attempting significantly more units than required for your program
• Low grades
• Withdrawals from classes
• Repeated coursework
• Incomplete courses

If you do not meet SAP requirements, your financial aid eligibility may be affected. View the full SAP policy in the Financial Aid Consumer Information section of the Policy Statements and Consumer Information page.

Financial aid eligibility is based on your declared program of study. Courses that do not apply to your program may not be eligible for financial aid funding.

Maximum Timeframe (MT) is one of the Satisfactory Academic Progress (SAP) standards used to determine whether you remain eligible for financial aid.

Financial aid is intended to help you complete your educational goal within a reasonable timeframe. To encourage progress toward completion, federal regulations limit how long students may receive financial aid while working toward a degree, certificate, or eligible transfer program.

As you approach the Maximum Timeframe limit, the Financial Aid Office will review your academic record to determine whether you are making progress toward completing your program.

At Butte College, the Maximum Timeframe limits are:

• Associate Degree (with or without transfer): 90 attempted units
• Certificate of Achievement: 45 attempted units

What This Means for You

• Changing majors, earning multiple degrees or certificates, repeating courses, and withdrawing from classes may increase the number of units you attempt and affect your Maximum Timeframe calculation
• Students who exceed the Maximum Timeframe limit may lose financial aid eligibility, even if they are meeting GPA and Pace requirements

Important to Know

Attempted units may include:

• Coursework completed while receiving financial aid
• Coursework completed without financial aid
• Transfer coursework that applies toward your program
• Repeated coursework
• Withdrawals (including Excused Withdrawals)
• Failed coursework
• Incomplete coursework

Students who exceed the Maximum Timeframe limit may have the option to submit a Maximum Timeframe (MT) Appeal. 

If you do not meet SAP/MT requirements, your financial aid eligibility may be affected. View the full SAP policy in the Financial Aid Consumer Information section of the Policy Statements and Consumer Information page.

Financial aid eligibility is based on your approved declared program of study. Courses that do not apply to your program may not be eligible for financial aid funding.

Satisfactory Academic Progress (SAP) is evaluated at the end of every term after grades have posted and end-of-term processing has been completed.

Because SAP calculations rely on finalized academic records, status updates are not immediate and may take several weeks after the end of a term.

What This Means for You

• Your SAP status may not update immediately after final grades are posted
• Financial aid eligibility for a future term may remain under review until end-of-term processing is complete
• If you improve your GPA or Pace, it may take time before your updated status is reflected in your student portal
• If you have submitted a SAP or MT Appeal, review of your appeal may not begin until the prior term has ended and end-of-term processing has been completed. This may delay appeal decisions and financial aid eligibility updates

Continue monitoring your MyBC Self Service Student Portal and student email for updates regarding your financial aid eligibility.

Important to Know

• Changes to your SAP status are based on completed end-of-term processing, not individual grades as they are posted
• Appeals are reviewed using finalized academic records. Because of this, SAP and MT Appeal reviews cannot begin until the prior term has been fully processed

If you do not meet one or more Satisfactory Academic Progress (SAP) standards, your financial aid eligibility may be affected.

Depending on your academic history and SAP status, you may be placed on a warning status, lose financial aid eligibility, or be required to meet additional conditions before receiving future aid.

What This Means for You

• If this is the first time you are not meeting SAP requirements, you may receive a Warning status notification. Students on Warning remain eligible for financial aid for the next term
• If you continue to not meet SAP requirements after a Warning term, you may be disqualified from receiving financial aid
• Students who are disqualified are no longer eligible to receive financial aid unless eligibility is regained or an approved appeal allows eligibility to be reinstated

Important to Know

• If you do not meet SAP requirements, you will be notified through your MyBC Self Service Student Portal and your student email
• Students are responsible for any educational expenses incurred while attending classes and should be prepared to pay enrollment fees, books, supplies, and other costs if financial aid eligibility has not been restored

An Excused Withdrawal (EW) is an academic designation assigned under specific circumstances. While an EW may affect your academic record differently than a standard withdrawal, it does not automatically exclude the course from financial aid review.

Financial aid eligibility is determined using federal and state financial aid regulations, which may differ from academic policies and grading practices.

What Does This Mean for Me?

Financial aid eligibility is determined using federal and state financial aid regulations, which may differ from academic policies and grading practices.

Depending on your situation, courses with an EW grade may still be considered when reviewing:

• Satisfactory Academic Progress (SAP)
• Pace of Completion
• Maximum Timeframe (MT)
• Return of Title IV Funds (R2T4)*
• Other financial aid eligibility requirements

*Visit the "Receiving Your Financial Aid" page to learn how withdrawals may affect aid that has already been disbursed 

RECEIVING YOUR FINANCIAL AID

Important to Know

• Receiving an Excused Withdrawal (EW) does not automatically prevent a financial aid review or guarantee that a course will be excluded from financial aid calculations
• Each situation is reviewed individually based on the specific financial aid program requirements and applicable regulations
• If you have questions about how an EW may affect your financial aid eligibility, contact the Financial Aid Office for assistance

In some situations, yes.

Students who lose financial aid eligibility may be able to regain eligibility by improving their academic performance or by submitting an appeal when special circumstances affected their ability to meet financial aid requirements.

What Are My Options?

You may be able to regain eligibility by:

• Successfully completing additional coursework and meeting all Satisfactory Academic Progress (SAP) requirements
• Improving your cumulative GPA and Pace of Completion
• Bringing your academic record back into compliance with financial aid requirements
• Submitting a Satisfactory Academic Progress (SAP) or Maximum Timeframe (MT) Appeal if special circumstances affected your academic progress

Appeals

Students who experience circumstances beyond their control may have the option to submit an appeal for review.

Examples may include:

• Serious injury or illness of student or immediate family member

• Death of an immediate family member
• Loss of employment 
• Significant personal hardship
• Other documented circumstances beyond your control

Visit the "Forms & Appeals" page to Learn more about available appeals, reviews, and how to request them

Forms and Appeals

Important to Know

• Submitting an appeal does not guarantee approval or reinstatement of financial aid eligibility
• If approved, an appeal may include conditions that must be met to continue receiving financial aid
• Students are responsible for all educational expenses incurred while their eligibility is unresolved and should not rely on a future appeal approval when making enrollment decisions

We understand that life circumstances can sometimes affect your ability to successfully complete your coursework or meet financial aid requirements.

If circumstances beyond your control affected your academic progress, you may have options available through the Financial Aid Office.

Situations That May Be Considered

Examples may include:

• Serious injury or illness of student or immediate family member
• Death of an immediate family member
• Significant personal hardship
• Pregnancy
• Loss of childcare
• Change of major due to physical limitations
• Mental health challenges
• Unexpected changes in personal or family circumstances
• Other documented circumstances beyond your control

What Should I Do Next?

Review the available appeal and review options on the Forms & Appeals page to determine whether a Satisfactory Academic Progress (SAP) Appeal, Maximum Timeframe (MT) Appeal, or other request may apply to your situation.

The Financial Aid Office reviews requests on a case-by-case basis and may require documentation to support your circumstances.

Important to Know

• Each situation is unique and is reviewed individually
• Submitting an appeal or review request does not guarantee approval
• Students are responsible for all educational expenses incurred while an appeal or review is pending and should not rely on a future approval when making enrollment decisions

Receiving a Satisfactory Academic Progress (SAP) Warning means you are not currently meeting one or more SAP requirements.

You remain eligible for financial aid during your Warning term.

What Does This Mean for Me?

A Warning is intended to give you an opportunity to improve your academic progress and regain compliance with SAP requirements.

During your Warning term, you should:

• Successfully complete your courses
• Improve your GPA and/or Pace of Completion, if needed
• Avoid withdrawing from classes whenever possible
• Monitor your student email and MyBC Self Service Student Portal for updates

Important to Know

• SAP is reviewed at the end of your every term after grades have posted and end-of-term processing has been completed
• Because SAP calculations rely on finalized academic records and end-of-term processing, status updates may take several weeks after the term has ended. Financial aid eligibility for a future term may remain under review until this process is complete
• If you meet all SAP requirements, you will return to good standing
• If you do not meet SAP requirements by the end of your Warning term, you may lose financial aid eligibility and be required to regain eligibility or submit an appeal before receiving future financial aid
• Continue monitoring your MyBC Self Service Student Portal and student email for updates regarding your financial aid eligibility

Receiving a Financial Aid Disqualification notice means you are no longer meeting one or more Satisfactory Academic Progress (SAP) requirements and are not currently eligible to receive financial aid.

What Does This Mean for Me?

You may still enroll in classes, but you should be prepared to pay your educational expenses without financial aid assistance unless your eligibility is restored.

Depending on your situation, you may have options to regain eligibility.

What Are My Options?

You may be able to:

• Improve your academic record and meet all SAP requirements
• Submit a SAP Appeal if special circumstances affected your academic progress
• Submit a MT Appeal if you exceeded the Maximum Timeframe limit

Important to Know

• Submitting an appeal does not guarantee approval or reinstatement of financial aid eligibility
• Appeals are reviewed on a case-by-case basis and may require documentation
• Students are responsible for all educational expenses incurred while their eligibility is unresolved and should not rely on a future appeal approval when making enrollment decisions

• Continue monitoring your MyBC Self Service Student Portal and student email for updates regarding your financial aid eligibility

A Maximum Timeframe (MT) notice means you have reached or exceeded the maximum number of attempted units allowed for your educational goal.

This can affect your financial aid eligibility even if you are meeting the GPA and Pace requirements for SAP.

What Does This Mean for Me?

Maximum Timeframe is based on the total number of units you have attempted while working toward your educational goal.

Students may reach the Maximum Timeframe limit for a variety of reasons, including:

• Changing majors or educational goals
• Earning multiple degrees or certificates
• Repeating courses
• Withdrawing from classes
• Attempting significantly more units than required for a program

Receiving a Maximum Timeframe notice does not necessarily mean you have done anything wrong. It means the Financial Aid Office must review your progress toward completing your current educational goal.

What Are My Options?

You may be able to:

• Submit a MT Appeal if you exceeded the Maximum Timeframe limit
  • If on an approved MT, you must continue to meet all other Satisfactory Academic Progress (SAP) requirements, including GPA and Pace of Completion standards, to remain eligible for financial aid

Important to Know

• Students submitting a Maximum Timeframe (MT) Appeal must identify a single active program of study for review
• Students must demonstrate how their remaining coursework will lead to completion of that program
• Submitting an appeal does not guarantee approval or reinstatement of financial aid eligibility
• Students are responsible for all educational expenses incurred while their eligibility is unresolved and should not rely on a future appeal approval when making enrollment decisions