Satisfactory Academic Progress (SAP) Policy

Effective date July 1, 2011
Federal legislation governing all federal financial aid programs requires that students receiving federal financial aid make satisfactory academic progress (SAP) toward a degree in order to maintain eligibility for this aid. It is the policy of Calumet College of St. Joseph that all recipients of all financial aid programs, including state and institutionally funded programs, are subject to the same satisfactory academic progress standards as those for federal financial aid.

CCSJ defines the Academic Year for traditional undergraduate programs in terms of credit hours in standard terms.  The minimum definition of an academic year for an undergraduate traditional or undergraduate accelerated program would be 24 credits taken over 30 weeks of instruction.  The minimum definition of an academic year for a graduate program would be 18 credits taken over 30 weeks of instruction.  Payment periods are determined by terms.  CCSJ does offer accelerated Degree Completion undergraduate programs and Graduate Programs that use modules through a cohort structure; however, those modules are framed within a standard term definition.  All 3 program types; traditional undergraduate, accelerated undergraduate, and graduate programs, are structured using similar semester start and end dates within a 2-week variance.

Satisfactory academic progress at CCSJ is monitored:

• at the end of fall semester traditional coursework,
• at the end of each intersession,
• at the end of the fall semester modular coursework,
• spring semester traditional coursework
• spring semester modular coursework
• summer semester traditional coursework
• summer semester modular coursework.
• Graduate runs at the end of fall/spring and summer semesters
• At the time of readmission for a student returning for the same degree level

As grades and module timeframes closely mirror standard term timelines, module classes and programs are also monitored at the end of each intersession, spring, and summer semester.  All modular classes are structured within standard academic term lengths, so no exceptions are necessary.   All SAP standards are reviewed based on all classes in all semesters taken at CCSJ. Additionally, all accepted transfer credits from regionally accredited colleges and universities as well as developmental credits taken at CCSJ are included in the calculation of the Percentage of Credits Completed or Pace Standard.

If a student changes majors or seeks to earn dual major degrees, the calculations remain the same. However, if a student receives a bachelor’s degree or master’s degree, the calculations will start over for the new degree the first semester attended following original degree completion. (Please note: SAP standards are the minimum criteria for maintaining financial aid eligibility. Certain forms of financial aid may carry other requirements for renewal.)  All periods of the students’ enrollment, even periods in which the student did not receive FSA funds and meet these standards, are the same for students who are not receiving Title IV aid.  Components must be as strict or stricter as the policy the institution applies for those students not receiving Title IV aid.

SAP consists of three required components:  

• Qualitative Standard (Cumulative GPA or CGPA)
  All undergraduate students are required to maintain a 2.0 CGPA and graduate students are required to maintain a 3.0 CGPA.  All programs adhere to these CGPA limits.  Any student falling below that standard for any enrolled term will be placed on SAP (Financial Aid) warning.  If a student continues below the standard in a subsequent term, that student will be placed on SAP (financial aid) suspension and will not qualify for any form of financial aid. For programs greater than two academic years, CCSJ will check the qualitative measure at the end of the second academic year (student must have a “C” or its equivalent or have an academic standing consistent with the institution’s requirements for graduation).  Institutional Research will run this report after each semester.  Those that are not meeting standard will be contacted by Academic Advising.  The student will be placed on SAP (financial aid) suspension and will not qualify for any form of financial aid.
• Quantitative Standard (Pace)
  The student’s pace or rate of completion is evaluated after each enrolled term by dividing the cumulative credit hours earned by the cumulative credit hours attempted showing in the enrolled column on the unofficial transcript.  Students are required to maintain a rate of completion at a minimum 67% to meet SAP (Financial Aid) standards. Retake courses will count toward both the CGPA and toward credit hours attempted.  Withdrawals and incompletes do not count toward a student’s CGPA but do count toward credit hours attempted. Transfer hours accepted toward completion of a student’s program count as both credit hours attempted showing in the enrolled column on the unofficial transcript and credit hours earned.

Below are examples of Pace calculations:

• Maximum Time Frame Standard
  Students are expected to complete all academic requirements for a degree within 150% of the published length of the educational program in which the student is enrolled. Accepted transfer credit hours and consortium agreements are included in the calculation of the Maximum Time Frame Standard. Developmental credits do not count in this component.

Below are examples of Maximum Time Frame requirements:

SAP Evaluation

• SAP is calculated at the end of each fall, intersession, spring, and summer semester for all 3 components: qualitative GPA, quantitative Pace and Maximum Timeframe.
• Students meeting the standards listed above when calculated will be in SAP good standing.
• The first semester a student does not meet either the CGPA or Pace standard or both, the student will be placed on SAP (Financial Aid) Warning.   A student on SAP (Financial Aid) warning may continue to receive assistance under Title IV, HEA programs for one payment period despite a determination that the student is not making Satisfactory Academic Progress.  SAP (Financial Aid) Warning status may be assigned without an appeal or other action by the student.
• The second consecutive semester a student does not meet either the CGPA or Pace standard, the student will be placed on SAP (Financial Aid) Suspension. The student will lose financial aid eligibility. The student will have to submit an appeal to be considered for financial aid reinstatement (see SAP Appeal Process below).
• Once it is mathematically impossible for a student to complete within the 150% maximum timeframe of the published length of their program, the student becomes ineligible for aid.  Although not common, appeals for Maximum Timeframe can be considered on a case-by-case basis.  Student may appeal for this exception but there is no guarantee this will be granted.  Graduate school students are counted in credit hours rather than calendar time.
• Students in traditional undergraduate, accelerated undergraduate and graduate programs will be notified by the Registrar’s Office via CCSJ email address and via certified letter if they do not meet one or more of the SAP components and how they may re-establish eligibility to receive assistance under Title IV, HEA programs.

• Credit hours earned by testing and other non-standard means are counted in the SAP calculation as both attempted and earned. This includes hours earned from Credit by Exam, CLEP, LEAP, AP courses, Dual Credit Courses, ACE credits and Military Experience Credits.
• All credits attempted through transfer or consortium agreements with other institutions counts as attempted and earned (if passing grades are received).
• Remedial courses count in the Pace component as both attempted and earned hours (if passing grades are received) calculations even though credits may not apply toward completion requirements.   Remedial courses are counted in the CGPA component as well.  They do not count in the Maximum Timeframe component.

SAP Appeal

Upon completion of a warning term for students who still have GPA or Pace issues, and in rare instances where there are maximum timeframe issues, students will meet with their Academic Advisor to discuss their options to remain at CCSJ.  If during these conversations the advisor may determine that extenuating circumstances prevented their academic success in the past, the advisor will then offer the student the opportunity to appeal for continuation at the College and for continued eligibility in Title IV, HEA programs.  Extenuating circumstances include, but are not limited to, the death or severe illness of a family member, the illness or injury to the student, military service by the student, etc.  Links to the electronic appeal form will be emailed to the student at their CCSJ email address by their Advisor.

In the appeal form, the student will explain the extenuating circumstances that led to their lack of success, what has changed about their situation that will allow success in future terms, and how the student intends to move forward successfully.  Student will print and sign/date the appeal form and deliver via email or in person the full SAP appeal packet containing the signed/dated appeal and documentation to support the statements made in their appeal form.  Appeal forms are due a week before the beginning of the following semester.  Students will have 2 opportunities to file a SAP appeal over their lifetime at CCSJ.  An appeal cannot be approved for the same reason multiple times.

https://www.ccsj.edu/admissions/financial-aid/sap-appeal-form/

SAP Appeal Review Process

Once a student submits their SAP appeal and supporting documentation, the Appeal Committee made up of the Director, Academic Advising and the Director of Student Financial Services will review the appeal to confirm all sections have been addressed with appropriate supporting documentation.  Any incomplete appeal applications will receive a phone call for an opportunity to complete the application to move forward with the review process.  Any student who does not respond to this request and does not complete the application will have their appeal denied and placed on suspension.  Those students who have submitted complete appeals will be reviewed and approved or denied based on the strength of their appeal application, changes in situation and the extenuating circumstances proven by documentation.

The Appeal Committee will review the student’s statement and supporting documentation and determine if the appeal can be approved with a documented academic plan or denied.  If denied, the student will be suspended from the College and lose eligibility for Title IV, HEA programs at CCSJ.  Students are not eligible for an appeal if they cannot regain good standing within 3 semesters or less.

Appeal Decision Notification

Once an appeal decision has been reached, the Director, Academic Advising will email the approval or denial to the student’s CCSJ email address and mail a letter to the permanent address on file.  For those students approved, the letter will indicate the student’s approval is contingent upon establishing an appointment with their Academic Advisor and participating in the creation of their Academic Plan.  Only once this plan has been created and the student has agreed to the terms and conditions of the Academic Plan will they be fully approved and placed on Probation/Academic Plan status.  

Academic Plans

Upon approval of a SAP appeal by the Appeal Committee, the Academic Advising team will create an Academic Plan with the student.  Students will agree to the terms and conditions of the plan by initializing each term and sign and date the form.  Once the student has agreed to the terms and conditions of their plan, they will have their schedule determined per their meeting with their Academic Advisor as required by the Academic Plan created.  Students must adhere to their academic plan until they are in good standing.  If they fail to adhere to the terms and conditions of their plan, they will immediately revert to suspended status both from the College and for Title IV, HEA programs.  Academic Plans will be created for no longer than 3 semesters.