Effective Fall '16 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 by the Financial Aid Office. 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 program. A separate academic progress policy applies to the Board of Governors Fee, please review that policy:
The following are the Satisfactory Academic Progress (SAP) Policy Standards, which students must meet to maintain academic progress:
1. Cumulative Grade Point Average (Qualitative Measure)
A student must maintain a 2.0 cumulative grade point average (GPA). This GPA includes units within the Coast Community College District and those from other regionally accredited colleges and universities that have been evaluated by our college Admissions & Records Office 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 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 they attempt (completed units divided by 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. Units from other regionally accredited colleges and universities that have been evaluated by our colleges Admissions & Records Office 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 does not remove units from this calculation.
3. Maximum TimeframeThe 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. **If you have received an AA/AS and/or BA/BS degree, you will be considered as exceeding Maximum Timeframe.
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 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. 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. Students who have attempted a combination of remedial and ESL units that add up to a total of 30 (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.
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 maximum of 30 ESL units will be deducted from a student's maximum timeframe. However, ESL units will be counted in GPA and pace completion-ratio calculations.
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, pace of unit completion, and GPA measures. If the student is selected for Unusual Enrollment History (UEH), 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 have not attended the Coast Community College District, and official transcripts have been evaluated, the student will be automatically disqualified from financial aid (not receive a semester on warning) for any of the following:
Courses approved by Coast Community College District for academic credit toward a student's vocational certificate, degree, or transfer taken in a study aboard program are counted as attempted and completed units.
Program of Study
Students must have an Ed Goal of one of the following: AA/AS Degree w/transfer or without, transfer only to a 4 year institution or a certificate. The student must also be in an approved Program of Study at the institution they are receiving their financial aid. Please review the catalog at the college you are attending for available Programs of Study, also please know not all programs in the catalog are eligible for financial aid.
Satisfactory Academic Progress (SAP) Policy Statuses
Satisfactory Academic Progress it determined at the end of each term. All terms of enrollment within the Coast Community College District, as well as outside transcripts applied to the student's record, are included when determining a student's satisfactory academic progress, even if the student did not receive financial aid in the past.
There are three outcomes once SAP has been determined at the end of each term, and they are as follows:
1. Good = Student has met all of the requirements of satisfactory academic progress and will continue to be eligible for federal and state financial aid grants and loans, as long as all other financial aid requirements are met.
2. Warning = Student did not meet all the requirements of satisfactory academic progress and are now placed on "Warning". Students will receive financial aid even if they are in "Warning", as long as all other financial aid requirements are met.
3. Disqualified = Students who have not met all cumulative conditions of satisfactory academic progress after their term on "Warning", or those whose attempted units have exceeded the maximum time frame at the end of the term, or those who have transferred into our district and their official transcripts have disqualified them per this SAP policy.
4. Probation = When a student has not met all conditions of SAP and has been disqualified, he/she may appeal to receive further aid. An appeal committee will review the appeal and make a decision. If the appeal committee decides to grant the student's appeal for a GPA or Pace of Unit Completion disqualification, the student will be approved for one additional semester of financial aid in a "probation" status. If the student is able to meet all cumulative SAP measures after the grades from the probationary term are posted, the student will move to "good" status (unless the student has hit the timeframe limit). If the student is unable to meet all cumulative SAP measures after the grades from the probationary term are posted, the student will lose financial aid eligibility and move to "disqualified" status.
Reestablishing Aid Eligibility:
Students who have been disqualified because they did not meet the minimum 2.0 cumulative GPA requirement and/or the minimum 67% completion ratio, may reestablish their eligibility by raising their cumulative GPA and/or completion ratio to the minimum requirement.
Appeal Process for Financial Aid Reinstatement or Extension
Students who have not met all the conditions of our Student Academic Progress Policy and have been disqualified, may go through the appeal process if they meet the terms of appealing.
Following are the conditions for which a student may submit an appeal:
**"Immediate family" is defined as follows: mother, father, grandparents, grandchildren, children, spouse/domestic partner, and siblings. In addition, the following are also considered: stepparent, stepchildren, stepsibling's, foster children, dependents that is supported more than 50%.
All SAP Appeal Forms must be completed in ink, and accompanied with current documentation.
If submitting an appeal you will be notified via email/mail of the outcome. All appeal decisions are final and cannot be re-appealed. When appealing at GWC, OCC or Coastline the decision will go into effect for all 3 campuses.
All appeals are decided on a case-by-case basis. Filing an appeal does not mean that a student will be allowed to receive financial aid, only that the appeal will be reviewed with the possibility of approval. If approved, the student will be bound by the terms of the approval.
California Student Aid Commission Institutional Participation Agreement Article IV, B 15 9CEC 69433.5(a).
Federal Student Aid Regulations: 34 CFR 668.42(c)(2)
Programs of Study that are eligible for student financial aid.
Programs of Study that are NOT eligible for student financial aid.