Effective Fall '18 and supersedes all previous policies.
The U.S. Department of Education requires the Coast Community College District (GWC, OCC and Coastline) to establish and apply standards of satisfactory academic progress for eligible students to receive financial aid under the programs authorized by Title IV of the Higher Education Act.
Satisfactory academic progress is determined at the end of every term once grades are posted. Students are required to make satisfactory academic progress toward the completion of an associate degree, an eligible vocational certificate and/or transfer to a four-year college/university.
The SAP Policy covers all federal programs including: Pell Grant, Federal Supplemental Educational Opportunity Grant (FSEOG), Federal Work-Study (FWS), and Direct Loans. Satisfactory Academic Progress also applies to the state Cal Grant, Full Time Student Success Grant, and Completion Grant programs. A separate academic progress policy applies to the California College Promise Grant (Formerly BOGFW).
The following are the Satisfactory Academic Progress (SAP) Standards, which students must meet to maintain satisfactory academic progress for financial aid:
1. Cumulative Grade Point Average (Qualitative Measure)
A student must maintain cumulative grade point average (GPA) of 2.00 or higher. This GPA includes units within the Coast Community College District and those from other regionally accredited colleges and universities that have been evaluated by the Admissions & Records Office at either OCC, GWC, or CCC, and applied to the student's academic record. GPA units are those with grades of A, B, C, D, or F. Academic renewal is not recognized by the U.S. Department of Education and will not remove such grades from this calculation.
2. Cumulative Pace of Unit Completion (Quantitative Measure) A student must complete at least 67% of the total number of units that they attempt (all completed units divided by all attempted units). All courses with grades of A, B, C, D, or F as well as P, W, I, IP, NP, NC, and repeated courses will be counted towards the total attempted units. All courses with grades of A, B, C, D and P will be counted toward total completed units. Units from other regionally accredited colleges and universities that have been evaluated by one of our Admissions & Records Offices and applied to the student's official academic record will also be counted. Academic renewal is not recognized by the U.S. Department of Education and will not remove such units from this calculation.
3. Maximum Timeframe The total number of units attempted, including those from outside transcripts which have been applied to the student's academic record, will be limited to 120% of the units required to complete the student's program of study. For an AA/AS Degree and/or transfer to a four year college/university, students may be paid financial aid for up to 72 units before losing eligibility to receive further financial aid. If pursing an eligible certificate, the same 120% limit is applied. For example, if the Certificate requires 30 units to complete, then aid could be paid up to 36 units. (Note: Federal regulations require colleges to set maximum timeframes, but allow these timeframes to extend to as much as 150% of the length of the student's program. If a student filing a timeframe appeal has attempted 120% of the units required and does not have a GPA or Completion Ratio issue, and if the updated educational plan required for filing an appeal shows the student is on track to complete without attempting more units than the 150% federal limit, the student will be allowed to continue on with a financial aid ed plan. Otherwise an appeal committee must decide whether to allow the student to continue to receive aid.)
**If you have received an AA/AS and/or BA/BS degree, you will be considered to have exceeded the Maximum Timeframe for further aid, and must submit an appeal if you wish to receive aid for a new program of study.
A student may receive financial aid only one time for repeating a course in which the student has already received a passing grade. A student may receive financial aid more than once for retaking a course that the student has never passed. However, CCCD Colleges have a policy that only allows a student to take the same class three (3) times when attempting to receive a passing grade—one initial attempt, and two retakes. Therefore, only the first three attempts to pass a class will be eligible for financial aid.
Remedial Coursework and English as a second Language (ESL)
Students must be enrolled in an eligible program of study to be eligible for financial aid. ESL and remedial courses are not considered to be eligible programs. Nevertheless, students may receive financial aid for ESL and remedial courses if necessary to help a student succeed in courses that are part of an eligible program.
A student may receive financial aid for a maximum of 30 units of remedial coursework. These units will not be counted toward a student's maximum timeframe. However, they will be counted in GPA and pace completion-ratio calculations.
A student may receive financial aid for ESL courses when the student is also enrolled in an eligible program. ESL units will be deducted from a student's maximum timeframe calculation. However, ESL units will be counted in cumulative GPA and pace completion-ratio calculations.
Students who have attempted a combination of remedial and ESL classes that add up to a total of 30 attempted units (no more than 24 of which can be ESL) must show evidence of being enrolled in an eligible program. From this point forward, regular coursework in an eligible program must account for at least 50% of all term units—no more than 50% of the term units may be remedial and/or ESL. If this condition is not met, then the student will not be considered to be pursuing an eligible degree or certificate, and will therefore be ineligible to receive student financial aid.
Transcripts from Other Colleges
If transcripts are on file with Admissions & Records, all courses that have been applied to the student's academic record will be included in the maximum time frame, GPA, and completion ratio measures. If the student is selected for Unusual Enrollment History (UEH) by the U.S. Department of Education, and transcripts from the other colleges are reviewed by the Financial Aid Office for this purpose without having been evaluated by Admissions and Records, the Financial Aid Office may choose to evaluate the transcripts for satisfactory academic progress determination at that time- prior to the transcripts being reviewed by the Admissions and Records Office.
If students are new to the Coast Community College District, and official transcripts have been evaluated upon or soon after entry, and if those transcripts show that the student was not making satisfactory academic progress, then the student will be automatically disqualified from financial aid (not receive a semester on warning) for any of the following: