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Financial Aid

Satisfactory Academic Progress Policy 2013-14

Policy Statement

It is the policy of the Coast Community College District to apply the federal satisfactory academic progress standards to all financial aid students and to give students the appropriate information.

Purpose of Policy

The purpose of this policy is to give students a clear understanding of the satisfactory academic progress components as they relate to student financial aid.

Related Policy Information

 

What is Satisfactory Academic Progress (SAP)?

To be eligible to receive federal and state student financial aid, you must be maintaining progress toward a specific degree (AA/AS), certificate of achievement, or transfer program. Maintaining satisfactory academic progress within the Coast Community College District (CCCD) means you must:

  1. meet the minimum cumulative grade point average standard of 2.0 or higher,
  2. meet the "pace" requirement by completing at least 67% of the units you attempt overall, and
  3. complete your educational program within the maximum timeframe.

NOTE: Coursework from all other colleges/universities you’ve attended is counted towards Satisfactory Academic Progress.

How many units must I enroll in and complete to maintain eligibility for student financial aid?

The Federal Direct Loan Program and Federal Perkins Loan Program require that a student be enrolled in at least 6 units per semester at their home campus.

For all other programs there is no minimum number of units each semester, although it is recommended that you enroll in at least 6 units per semester (half-time status). In deciding how many units to take each semester, consider such factors as employment, course difficulty, family responsibilities, academic probation, etc.

Is the enrollment status the same for Summer as it is for Fall and Spring?

Summer, Fall, and Spring, for student financial aid, have the same enrollment status:

12 or more units/credit hours Full time
9 - 11.5 units/credit hoursThree Quarter Time
6 - 8.5 units/credit hoursHalf time
Less than 6 units/credit hoursLess Than Half Time

NOTE: The financial aid definition of enrollment status does not change for summer session. Students are not permitted by academic standards to enroll in more than 9 units during the summer session; however, students may petition to enroll in more than 9 units. Please see your academic advisor at your award campus.

What is CCCD’s definition of "completed units"?

A course is considered complete once a grade of A, B, C, D, or P is posted to your academic transcript. The following grades do not count toward your completed units (however, they do count toward your attempted units): W, I, IP, RD, F, and NP.

Do remedial and repeated courses count for student financial aid?

Up to 30 units of remedial coursework (usually in math or English) and 30 units of English as a Second Language (ESL) coursework are allowed under student financial aid regulations and are not counted towards the SAP maximum timeframe. However, these courses are counted in your GPA and in the pace calculation.

If you repeat a course for which you previously received unit credit (A, B, C, or P), you may not receive financial aid to retake of the course. You may repeat a course in which you received a W, D, F, or NP, but you will only receive financial aid for that particular course if your repeat is allowable under the Coast Community College District’s standard Course Repetition policy (BP 4225 & AP 4225).

What are the GPA requirements?

2.0 or higher is required - cumulative from all colleges/universities you have attended.

How do I maintain eligibility?

After the final grades have been posted each semester, the Financial Aid Office reviews your cumulative GPA and the coursework you’ve attempted. They calculate the percentage of units you’ve earned against the total units you’ve attempted.

YOU MUST EARN AT LEAST 67% OF ATTEMPTED UNITS AND MEET THE MINIMUM GPA REQUIREMENTS TO MAINTAIN ELIGIBILITY FOR STUDENT FINANCIAL AID FOR THE FOLLOWING SEMESTER.

What happens if I earn less than 67% of my attempted units, or do not meet the minimum GPA?

If you earn less than 67% of your attempted units and/or do not meet the minimum GPA, and have previously been making satisfactory academic progress, you will be placed on "warning." Students on "warning" who are otherwise eligible may receive student financial aid for that semester.

Students on warning must meet the SAP requirements the following semester or they will lose eligibility for student financial aid.

My transcripts say that I’m in good standing so why am I ineligible for financial aid?

Although you may be in good academic standing at the college, your cumulative coursework from all college/universities you’ve attended is calculated in SAP, which may explain why you aren’t meeting the SAP requirements.

How do I re-qualify if I lose my eligibility for financial aid?

Once you have lost student financial aid eligibility for not meeting SAP, you can re-qualify the following semester IF  you have earned at least 67% of your attempted units and meet the minimum GPA requirements without going over the maximum timeframe.

How does CCCD calculate the maximum timeframe or "unit cap"?

Federal regulations require that you complete your academic programs within 150% of the standard time frame for your program. At CCCD, we use 60 units as the standard AA/AS degree or transfer program, with 90 attempted units* as the maximum time frame or "unit cap". For Certificates of Achievement, the unit cap is based on 150% of the total units required to complete the certificate (example: the unit cap for an 18 unit certificate is 27 units.)

All units are counted even if you did not receive student financial aid for those units and even if the units do not count for unit credit toward graduation. Once you reach the unit cap for your program, you are ineligible to receive student financial aid.

*The calculation of attempted units includes all coursework completed at CCCD as well as all other course-work completed at other institutions.

If you have an AA/AS, or higher degree, you have reached the unit cap.

May I appeal if I lose my eligibility for financial aid because I earned less than 67% of my attempted units, did not meet the minimum GPA, or exceeded the unit cap?

You have the right to appeal a student financial aid SAP or unit cap termination. If you lose eligibility for student financial aid as a result of not meeting SAP or going over the unit cap, an appeal form will appear on your documents tab in your online financial aid portal. Complete the form, including a personal statement and documentation of your mitigating circumstances, and turn the form in to your home campus financial aid office prior to the deadline.

If you have an approved Student Education Plan (SEP) and are following that plan, attach a copy of the plan to your appeal; there is no need to re-do an educational plan. If you do not already have an SEP on file, schedule an appointment to meet with a counselor to have a SEP created.
NOTE: Students may only change their program of study on their SEP 2 times during the course of their studies.

The Financial Aid Appeals Committee evaluates all appeals. The committee will take into consideration such factors as your personal statement, your academic history, the documentation you provide to verify your extenuating circumstances, whether you have been following your educational plan or not, and your ability to achieve academic progress in the future. Please allow 4-6 weeks for the committee to evaluate and respond to your appeal.

  • Fall Terms--If you file an appeal during the fall and it is approved before the end of the term, you will be eligible for that term. However, your spring disbursement will be held until the fall term grades have been posted and the financial aid office has verified SAP (that you meet the minimum GPA, have completed a minimum of 67% of attempted units, and have not exceeded the maximum unit cap).
  • Spring Terms--If you file an appeal during the spring and it is approved before the end of the term, you will be eligible to receive aid for the spring term. We will evaluate you at the end of spring to determine whether you meet the minimum gpa and pace (completing a minimum of 67% of attempted units) requirements, and maximum time frame.
  • If you file an appeal and it is approved before the end of the summer term, you will be eligible to receive aid for the summer term. We will evaluate you at the end of summer to determine wheter you meet the minimum GPA and pace (completing a minimum of 67% of the attempted units) requirements, and maximum time frame.
  • Remember to submit your appeal before the deadline dates.

NOTE: Students may appeal a maximum number of 2 times during the course of their studies within the CCCD.

 

If I am on warning and fail to meet SAP, may I file another appeal?

You were placed on warning because you had an appeal approved which enabled you to receive student financial aid while you focused on completing your courses and earning the necessary grades to meet SAP standards. As a student financial aid recipient, you are required to make satisfactory academic progress toward your degree attainment or transfer. Appeals are generally not accepted if you fail to make progress, unless you have documentation verifying an extenuating circumstance such as a death in your immediate family.

If I am on probation and fail to meet SAP, may I file another appeal?

You were placed on probation because you had an appeal approved for warning but did not meet the SAP requirements. You did make progress but had extenuating circumstances that enable you to be placed on probation. You received student financial aid while you focused on completing your courses and earning the necessary grades to meet SAP standards for two semesters - warning then probation. As a student financial aid recipient, you are required to make satisfactory academic progress toward your degree attainment or transfer. Appeals are not accepted if you fail to make progress after you have been on warning then probation in the subsequent semester.

The Programs of Study that are eligible for student financial aid

  • AA/AS degree programs and programs of study following a transfer option (Option 2 or 3)
  • Certificate of Achievement programs (except the certificates listed below)

 

Programs of Study that are NOT eligible for student financial aid

  • Certificates of Specialization
  • Community education courses
  • ESL only (not considered a program of study)

 

Certificate of Achievement programs that are NOT eligible for student financial aid are:

Coastline Community College

Biological Lab Technician
Business / Human Resources
Business / Marketing
Business Management / Retail Management
Business Management / Supply Chain Management
Criminal Justice
Emergency Management / Homeland Security
Informatics
Process Technology

Golden West College

Journalism
Recycling and Resource Management
Criminal Justice / Law Enforcement Option â€" Specialized Investigator
Automotive Collision Repair / Automotive Refinishing Technician
Computer Aided Design and Drafting Real Estate

Orange Coast College

Machine Technology / CNC Machine Programmer
Aviation Technology / Airframe & Power Plant
Drafting Technology / Electro-mechanical Design/Drafting
Dietetic Technician
Dietetic Technician â€"/Management Health Care
Early Childhood Education / School Age Child Care
Religious Studies
Dance Conditioning
Entertainment Technology / Scenic Artist
Medical Assisting / Administrative - Clinical
Electrocardiography Technician
Management / Retail