SAP Policy - Appeal Policy and Process

Satisfactory Academic Progress Policy (SAP) For Financial Aid Programs

Federal regulations require that all students who receive federal financial aid make Satisfactory Academic Progress (also referred to as SAP throughout this policy and the Office of Financial Aid website) toward achieving a certificate or a degree.

To ensure that students make progress toward earning a certificate or degree our school employs the following financial aid satisfactory progress policy:

Academic Requirements

SAP will be checked for all students after every semester, regardless of whether financial aid was received. Progress is evaluated based on all courses taken at Porterville College, Bakersfield College, and Cerro Coso College plus transfer units from prior colleges/universities.

For financial aid purposes, progress is measured using three standards:

1. Qualitative Measure- Maintain a minimum cumulative Grade Point Average (GPA) of 2.00. All grades (A-F) are used to calculate a student's GPA.
2. Quantitative Measure (Pace of Progression)– Successfully complete at least 67% of the total units attempted.
   
   Attempted Units Include:
   • Withdrawals (W)
     • Covid-19 Related Withdrawals and SAP Exclusions
       Students who withdrew from classes between March 15, 2020, and May 11, 2023, and were assigned an Emergency Withdrawal (EW) or Special Withdrawal (SW) grade will have those units excluded from their Satisfactory Academic Progress (SAP) calculation.
       
       Any student who received an EW or SW during Spring 2020 through the end of Spring 2023 will be placed in a Special Event (Federal Mandate) SAP status. This status requires a manual review by Financial Aid Office (FAO) staff to determine SAP eligibility, with the impacted EW units excluded from the evaluation.
   • Incompletes (I or IP)
   • No Credit (N, NC, or NP)
   • Report Delay (RD)
   • Failing (F)
   • Transfer credits accepted toward the program

Pace = Cumulative Units Earned divided by Cumulative Units Attempted

3. Maximum Timeframe– Students can receive aid for no more than 150% of the published program length.
   
   Example: Most degree or transfer programs require 60 units or more to graduate; the maximum time frame to complete the program would be 90 attempted units.
   1. Up to 30 units of remedial coursework will be excluded from the student's cumulative units attempted.
   2. Repeated coursework and courses disregarded under Academic Renewal/Grade Forgiveness will be NOT excluded from units attempted. Students may only receive federal financial aid funding for one repeat of a previously taken course.
   3. All transferred units that apply to students’ program will be included when determining a student's maximum time frame.
   4. If, at any point in time, it is determined that the student cannot complete their course of study within the maximum time frame, the student will be immediately disqualified from future financial aid for the remainder of his or her program, even if other standards are met.

 SAP Statuses

• Meets SAP – Eligible for financial aid
• Warning – First time failing GPA or Pace
  • Student remains eligible for financial aid for one subsequent semester
• Suspension – Failed SAP during Warning semester OR reached Maximum Time Frame
  • Student is ineligible for federal, state, and most institutional aid
• Probation – Approved Appeal
  • Student is eligible for financial aid under an Academic Plan

Appeal Process

Students placed on SUSPENSION or at Max 90 units, may file an appeal for consideration of reinstatement of financial aid eligibility. The following are examples of reasons an appeal may be approved:

• Death of a relative or other significant person
• Injury or illness, including, but not limited to, behavioral health conditions, of the student or a relative or other significant person
• Pregnancy or birth of a child
• Homelessness
• Loss of childcare
• Loss or change in employment
• Loss of access to personal or public transportation
• Being a victim of a serious crime, including, but not limited to, domestic abuse, even if the crime was not reported or did not result in criminal prosecution or civil liability
• Natural disaster
• Change of major

To file an appeal, the student must submit a Petition for Reinstatement of Financial Aid.

A statement indicating the circumstance(s) that prevented the student from making SAP and what has changed to allow the student to make SAP during or by the next evaluation period.

Documentation to support extenuating circumstance and an approved Educational Plan are required. Supporting documentation must be submitted for any semester where there was a lack of progress. Students may submit appeals in any subsequent term after the loss of financial aid eligibility.

If your appeal is denied and you disagree with the decision, you have the right to request a second review. This provides you with an opportunity to submit any new or additional information that may help your case.

If your appeal is denied again after the second review, you’ll need to wait until the next semester to submit a new appeal. There are no limits to the number of appeals a student may submit during their time as an enrolled student.

To request a second review, please reach out to the financial aid office. You must request the re-appeal before the submission deadline of the semester.

Students with a pending SAP appeal are not dropped for non-payment of tuition and or fees

Maximum Time Frame Extension Appeal Process

Students have the right to request an extension of their financial aid eligibility if they exceed or expect to exceed the maximum units allowed for their degree or certificate. Students will need to complete an appeal form and include an Educational Plan. Submission of an appeal does not guarantee approval.

If an appeal is approved, coursework will be limited to courses required for the completion of the certificate or degree. In addition, a student must maintain a minimum cumulative GPA of 2.00 and successfully complete all courses listed on their Educational Plan. Failure to meet the requirements of the approved maximum time frame appeal will result in suspension of financial aid eligibility.

If a Maximum Time Frame Appeal is denied, the decision made by the Financial Aid Committee or Director is final and there is no higher appeal process.

Reinstatement of Satisfactory Academic Progress

Financial aid eligibility may be reinstated when a student raises their cumulative GPA to a 2.00 and achieves a cumulative completion rate of 67% of all units attempted. Reinstatement of financial aid eligibility may also occur upon approval of a Satisfactory Academic Progress Appeal.

Financial Aid Probation status is only granted upon the approval of a Financial Aid Satisfactory Academic Progress (SAP) Appeal. Students may receive financial aid for one term. Students on PROBATION must meet the following requirements each semester to maintain financial aid eligibility:

• Meet SAP standards by the end of that semester to remain eligible for subsequent financial aid
• Be enrolled in and attending an eligible program for the purpose of completing a certificate program, an AA/AS degree, or transfer requirements
• Follow an approved Educational Plan

Failure to follow the Education Plan or SAP for the probation semester will result in students’ termination of Financial Aid. Once a student is terminated, they are no longer eligible for appeals or future aid at the Kern Community College District. (Bakersfield College, Cerro Coso Community College, or Porterville College)

Electronic and hard copy appeals are accepted. Contact Financial Aid for assistance.