Satisfactory Academic Progress Policy (Effective Fall 2011)
Federal regulations require all schools participating in Title IV federal financial aid programs to establish, publish and apply standards to monitor progress toward completion of degree. Students receiving federal, state and or institutional financial aid must be in good academic standing and making Satisfactory Academic Progress (SAP) as outlined in the requirements below. Good Academic Standing means that a student is not on academic exclusion or learning support dismissal. Satisfactory Academic Progress is the advancement of the student toward his or her degree objective in a manner consistent with the prescribed policies of East Georgia College.
- SAP status is based on the student's entire academic record, at all schools attended, regardless of whether the student received financial aid
- SAP status is calculated at the end of each semester, after the Registrar's Office has posted grades to the student's academic history
- Students are considered to be making SAP during their first term at EGC, unless the student's prior SAP standings at a former institution reveals they were on Exclusion or Learning Support Dismissal
REQUIREMENTS
Satisfactory Academic Progress is measured both qualitatively (Grade Point Average) and quantitatively (a percentage completion and maximum time frame).
Qualitative:
Each student must maintain a cumulative 2.00 GPA each semester to remain in good academic standing. The cumulative GPA includes grades of A, B, C, D, F, and WF.
Quantitative: The quantitative requirement has two parts:
- A required completion ratio
- A maximum time frame
Students must complete at least 67% of courses attempted. The system does not round up completed hours. If you a student attempts 12 hours but only earns 8, the completion ration is 66.6%. That would not be meeting SAP. Learning support classes are included in the completion ratio calculation for financial aid purposes.
The following is considered as semester hours completed: (A, B, C, D, K, S)
The following is not considered as semester hours completed: (F, WF, I, W, WM, NR, V, IP, U)
MAXIMUM TIME-FRAME
The maximum time frame allowed to receive financial aid at East Georgia College is 150% of semester hours required to earn a degree. Students may not receive additional financial aid once the 150% mark has been met. Students pursuing a degree which requires 66 semester hours for degree completion will not receive financial aid beyond 99 semester hours without receiving a degree.
NOTE: if you are currently in good standing and have reached the maximum time frame, you have the right to appeal your maximum time frame if it is mathematically possible to complete your degree requirements during your next term of attendance.
LEVELS OF NOTIFICATION
Students will receive the following levels of notification once the Office of Financial Aid has determined that they are not maintaining Satisfactory Academic Progress.
- First Notification - (Warning) Student is allowed to receive financial aid for the next term of attendance despite determination of not making SAP. No Financial Aid Appeal required.
- Second Notification - (Suspension) Student has a right to submit an appeal to be placed on probation. If appeal is approved student will be placed on an Academic Plan. Students placed on Academic Plan will be required to meet the following standards each term or be placed on Financial Aid Suspension.
- Make a grade of 'C' or better in all classes enrolled
- Cannot withdraw from any class
- If appeal was for Learning Support Dismissal, learning support must be exited during the first term of the Academic Plan.
- Must take advantage of one or more of the following to devise a plan of action for success: AIR Center, Counseling and Disability Services, Academic Advisor, or Personal Tutoring.
Students who are not making Satisfactory Academic Progress will receive a written notice from the Office of Financial Aid via EGC email, and/or Banner Web Account. Students will be encouraged to schedule an appointment with Counseling Services and/or take advantage of tutoring services available on campus.
Students who are placed on Suspension and their appeal to be placed on probation is denied or they failed to meet the conditions of the Academic Plan is ineligible to receive any additional financial aid until they can meet the minimum standards (cumulative 2.00 GPA and 67% completion rate).
APPEALS
If you have recently placed on Financial Aid Suspension due to not meeting the requirements of the Academic Plan, you do not have the option to appeal. You must meet both parts of the SAP policy to have your financial aid reinstated.
The procedure will be as follows:
- Appeal must be made to the Director of Financial aid by submitting a typewritten explanation and the EGC Satisfactory Academic Progress Appeal Form demonstrating that he or she has an extenuating circumstance associated with SAP failure; and
- Attach at least one letter of support from a medical doctor, clergy, professional etc. that can substantiate the extenuating circumstance; and
- Demonstrate what has changed in the student's situation that will allow the student to meet SAP at the next evaluation.
- The appeal must be submitted to the Office of Financial Aid by the published deadline for the term the student wishes to receive financial aid.
- Appeals will be reviewed by the Financial Aid Appeal Committee. Students will be notified of the Committee's decision by any of the following official forms of communication: Letter, EGC Email, and/or Banner Web.
Reinstatement of Aid
- If student successfully appeals their status, they may receive financial aid for one additional payment period.
- At the end of the probation period, students must meet requirements of the academic plan or the student's financial aid will be suspended until such time they can meet the minimum standards.
ACADEMIC CIRCUMSTANCES THAT AFFECT YORU STATUS
- Incomplete Grades, Missing grades, Failing Grades, course Withdrawals: All reduce your completion ration because they are counted as attempted, but not earned credits. They also count against your maximum attempted hours.
- Repeated Courses: Count as attempted hours each time you register for them. Count against the maximum time frame allowed. Reduce your completion ratio because repeated credits count as earned credits only once.
- Learning Support Courses: Students who are required to enroll in learning support coursework may attempt up to 30 credit hours in learning support courses (per federal regulations). The 30 credit hours in learning support courses will be counted as attempted hours in the maximum time frame for the students' program of study.
- Transfer Credits, Credits Taken While in Transient Study, Enrolled in Study Abroad: Count toward your maximum attempted credits and your completion ration. NOTE: Credits count as attempted, but not earned, until your official transcript is reviewed and processed by the EGC Registrar's Office.
- Late Posted Grades or Grade Changes: May have an effect on your current SAP standing. EGC Registrar's Office will notify the Office of Financial Aid that a grade change has been posted to your academic record. Office of Financial Aid will re-evaluate your current FA SAP standing. You will be notified if FA SAP standing changes. May be required to repay any awards that have already been disbursed for term if financial aid is suspended.
- Dismissal and Return: Students who are suspended academically or choose not to attend because of Financial Aid Suspension will not be automatically eligible for financial aid upon their return. Students must meet both the qualitative and quantitative standards for FA SAP. If below standards, students may appeal or must use means other than financial aid for their educational expenses. It is the responsibility of the student to be knowledgeable of their SAP standing when returning to school after dismissal or choosing not to return because of SAP suspension.
- Summer Term Courses: All hours attempted and completed in the summer term are treated as any other semester hours in determining SAP status. SAP is checked following the summer term as well.
- Audit Courses: Students are not eligible to receive financial aid assistance for audit courses. Audited courses are not included in hours attempted or earned for SAP determination.
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