SATISFACTORY ACADEMIC PROGRESS (SAP)

Cuesta College has recently revised its Satisfactory Academic Progress (SAP) Policy to promote the academic planning and success of its students with financial need. In order to receive federal financial aid, students must make satisfactory academic progress as defined in this policy. The Financial Aid Office checks your progress using the standards detailed below at the end of each term.  It is your responsibility to meet these standards.

Note: All periods of enrollment will be evaluated regardless of whether or not financial aid was received.  Additionally, federal regulations require that any courses excluded from GPA by an academic renewal process must be included in the SAP review. 

 

SATISFACTORY ACADEMIC PROGRESS (SAP) STANDARDS

A student must maintain ALL of the following standards or they will be ineligible for federal student aid.

 

Standard

Minimum Requirement for all coursework attempted

Qualitative (GPA)

Term GPA is at least 2.0  AND cumulative GPA is at least 2.0

Quantitative (completion rate)

Student must pass 67% of units attempted each term (and cumulatively).

Maximum Time Frame

Attempted units may not exceed 150% of the number of units required to complete your educational objective

 

ATTEMPTED UNITS AND COMPLETION RATE

For the purposes of SAP calculations, attempted units include all units in which a student has enrolled regardless of whether or not they finished the class or received a grade for their work.  Courses that are dropped prior to the census date will not be included, but any course that receives a grade of W or FW will be included in the calculation. 

In order to retain eligibility for financial aid, a student must complete 67% of the units they attempt in a given term, as well as 67% of their overall attempted units. 

Note: terms completed prior to Fall 2015 will be evaluated on the basis of the old SAP policy which required an 80% completion rate.

 

Below are some examples of how completion rate is calculated:

 

Student A:

Attended Fall semester. Attempted 12 units, completed 7 units.

Completion rate is calculated as 7/12 = 58%, student did not meet the 67% requirement.

 

 

Student B:

Attended Fall semester. Attempted 12 units, completed 9 units.

Completion rate is calculated as 9/12 = 75%, student met the 67% requirement.

 

 

Student C:

Attended Fall and Spring semesters for two years. Attempted 48 units, completed 34 units.

Completion rate is calculated as 34/48 = 71%, student met the 67% requirement.

 

 

Student D:

Attended Fall and Spring semesters for two years. Attempted 48 units, completed 31 units.

Completion rate is calculated as 31/48 = 65%, student did not meet the 67% requirement.

  

Completion rate chart (example):

Enrollment status

If you enroll in this many credits…

…you must complete this number of units to meet SAP requirements for term completion rate*:

Full-time

17

12

Full-time

15

11.5

Full-time

13

9

Full-time

12

8.5

¾ time

11

7.5

¾ time

9

6.5

½ time

8

5.5

½ time

7

5

½ time

6

4.5

Less than ½ time

5

3.5

Less than ½ time

3

2.5

 

*Student must still meet all other SAP requirements, including overall completion rate, to be eligible for federal student aid.

 

 

GRADES

Grade symbols of A, B, C, D, or F received at Cuesta College will be used to calculate grade point average (GPA). Courses completed with CR, P, I, NC, NP, W, or WF will NOT be used in calculating a student’s GPA, but they will be used in the determination of the other SAP standards.   

  

MAXIMUM TIME FRAME or EXCESSIVE UNITS 

If a student attempts more than 150% of the units required to complete the educational goal (degree or certificate) that they have declared to the Admissions and Records office, they are ineligible for federal student aid.

 

Educational Goal

Units required to complete goal

Maximum units allowed

Associate Degree

60

90

Transfer requirements

60

90

Certificate program*

24

36

*Certain certificate programs (e.g. nursing) require more than 24 units to complete and this higher amount will be used to calculate eligibility in the SAP review process. In some cases, however, an appeal may still be requested in order to document eligibility.

 

DETERMINING SAP STATUS

The Financial Aid office evaluates SAP at the end of each term to determine students’ eligibility for financial aid. Based on their academic performance, a student is placed in one of the following statuses:

 

 

Eligible for federal student aid?

Eligible for BOG fee waiver?

Description / Notes

Satisfactory (SAT)

Yes

Yes

Student is meeting all SAP standards. 

Warning

Yes

Yes

Student failed to meet one or more of the SAP standards.

Students only receive one warning term.  If students fail to meet all SAP standards by the end of their warning term, they will be placed on suspension.

Suspension (UNSAT)

No

Yes

Student has failed to meet SAP standards for two consecutive terms.

Students on financial aid suspension may regain eligibility for financial aid by:

  1. Filing a successful SAP appeal if there are extenuating circumstances; OR
  2. Attending classes without financial aid until they meet all SAP standards. This method is known as “reinstatement.”

Probation (PLAN)

Yes

Yes

Student has submitted a SAP appeal which was subsequently approved.

Student must adhere strictly to the following rules or they will be disqualified:

  1. Pass all attempted classes.  No W, F, NC, FWor incomplete grades are allowed.
  2. Earn a 2.0 GPA for the term.
  3. Take only those courses listed in the student education plan submitted with the appeal.

Students on probation status who follow the above rules will have their eligibility extended at subsequent reviews in the same academic year. 

Students must file a new appeal every academic year regardless of any prior appeal approvals.

 

 


APPEAL PROCESS

If students have experienced extenuating circumstances that affected their academic performance, they may submit a SAP appeal to the Financial Aid office.  Appeal decisions are made on a case-by-case basis and may require the student to provide additional documentation for further review. There is no guarantee that an appeal will result in financial aid being revised and/or reinstated; the decision of the Financial Aid office is final.

Appeals may be filed in the following situations: 

  • Serious illness or accident, death in family, or other family emergency
  • Withdrawal for military service
  • Other documentable extenuating circumstances 

Appeal forms for the current academic year may be requested from the Financial Aid office in person or online. Appeals may be submitted in-person or via e-mail from the student’s Cuesta e-mail address.  In all cases, the appeal request must be filed by the student prior to the deadline stated on the appeal form.

All appeals must contain:

  1. A complete SAP appeal form for the correct academic year and term;
  2. Personal statement that explains the reasons for the student’s inability to meet SAP standards and how that situation has been resolved;
  3. Official documentation of any circumstances mentioned in the personal statement, if requested;
  4. Unopened official transcripts from all colleges attended, unless such transcripts are already on file with Cuesta College’s Admission and Records department;
  5. A comprehensive student education plan, unless student is requesting a “reset” under the SAP reset policy (see below for details); AND
  6. A student attendance and progress report, if appeal is submitted after certain point in the term (see appeal form for details).

 

SAP “RESET” POLICY

Students who have changed their major or program of study are able to have their SAP eligibility re-calculated solely on the basis of grades and units that are applicable to their current program.  A student may receive such a “reset” only once during their time at Cuesta.

However, students that have been accepted into certain programs may be eligible for an additional reset. In order to receive an additional “reset”, a student must file a SAP appeal and be enrolled in a program that satisfies the following conditions:

  1. The program has its own admissions process separate from that used by Cuesta College at large.

  2. Students in the program progress through a set of mandatory coursework across multiple terms.

Examples of programs that would currently qualify for a “reset”:  Registered Nursing, Licensed Vocational Nursing, and Psychiatric Technician.

Once an additional “reset” has been granted, no further resets will be allowed.

 

COURSE REPETITION

For financial aid purposes, courses may be repeated consistent with district academic standards, as identified in the college catalog.  However, all repeated units will count toward Maximum Time Frame. Students may receive financial aid for repeat course work which they have previously passed only once.

There is an exception for courses which require repeats. Students taking a required repeat course should work with the Financial Aid Office to ensure those credits are counted appropriately for financial aid eligibility. Students may need to provide documentation regarding the requirement to repeat.

 

FINANCIAL AID ELIGIBILITY FOR REMEDIAL AND ESL COURSEWORK

Students are allowed to receive financial aid for remedial units if the remedial classes are a prerequisite for entrance into a regular college program.  Financial aid cannot be received for more than 30 attempted units of remedial classes.  Remedial units must be taken in recommended sequence.

ESL coursework must be part of an eligible program of study to receive financial aid. ESL coursework is not an approved program in itself. A student enrolled in ESL classes, who is not in an eligible program of study, is not eligible for federal student aid.

 

EVALUATION OF ESL COURSEWORK IN A SAP REVIEW

 

Standard

ESL coursework that will be included in the SAP review

Qualitative

(2.0 GPA, term and cumulative)

ESL courses that are given letter grades (A,B,C,D,F) will be included in the determination of whether students meet this standard. 

ESL courses that are routinely given P/NP grades (level 1 and 2 courses) will not be included in the determination of whether students meet this standard.

Quantitative

(67% completion rate, term and cumulative)

All ESL courses are included in the determination of whether students meet this standard.

Maximum Time Frame

No ESL courses are counted towards the maximum time frame standard.

 

TRANSFER CREDITS

All transfer credits that Cuesta evaluators have determined will count toward the student’s current program will also be included in the calculation of overall attempted and completed hours.  They will not be included in the calculation of overall GPA.