Competency Based Education (CBE)

Satisfactory Academic Progress Policy

The purpose of this Satisfactory Academic Progress (SAP) Policy is to establish guidelines and standards for students enrolled in the Competency-Based Education (CBE) subscription-based programs to ensure their academic success and maintain eligibility for continued enrollment. Students must be enrolled in a CBE program and cannot be simultaneously enrolled in multiple learning modalities.

SAP is determined at the end of every term or subscription period once grades are posted. Competencies begun in one term and completed in a subsequent term will be factored into the SAP evaluation for the term in which the competency is completed. 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 the Pell Grant, Federal Supplemental Educational Opportunity Grant, Federal Work-Study, and Direct Loans. SAP also applies to the state Cal Grants, Full Time Student Success Grant, and Completion Grant programs. A separate academic progress policy applies to the California College Promise Grant (formerly BOG Fee Waiver).

To remain in good standing and maintain eligibility for financial aid in the subscription-based program, students must meet the following academic standards:

1. Cumulative Grade Point Average

Must maintain a cumulative Grade Point Average (GPA) of 2.00 or higher. Credit earned for competencies will be translated into letter grades in order to calculate GPA:

• Grade of Mastery (M) is equivalent to a B, 3.0
• Grade of Mastery with Distinction (M+) is equivalent to an A, 4.0
• W (withdrawal) is equivalent to an F, 0.0
• PW (progress withdrawal, per California Title V requirements) is equivalent to an F, 0.0

The IP (in progress) transcript notation does not impact GPA.

2. Maximum Timeframe

Must complete the program within the Maximum Timeframe requirement, which is no more than 150% of the published length of the educational program. For example, if a program normally requires 60 units to complete, students must finish within 90 attempted units to remain eligible for financial aid.

The GPA calculation for SAP will encompass all courses on the student’s transcript that are relevant to the CBE program, including those transferred into the CBE program from another program at Coastline, those transferring into the program from another institution, and those outside the program. This calculation includes units within the Coast Community College District and those from other regionally accredited colleges and universities that have been evaluated by the Admissions and Records Office at Coastline and applied to the student's academic record. Academic renewal is not recognized by the U.S. Department of Education and will not remove such grades from this calculation.

Repeating Coursework

Students do not repeat competency coursework; they remain enrolled in a competency until it is completed, at which time it is included in the SAP calculation.

Incomplete Competencies and Withdrawals

Students who have competencies they have begun but not finished at the end of the term will receive an IP (in progress) for those competencies.

A student will be considered withdrawn and receive a W grade under the following circumstances:

• If the student requests to withdraw from the CBE program in which they are enrolled, they will receive a W for all competencies in which they are currently enrolled.
• If the student has no academic activity, across all competencies in which they are enrolled, for more than 21 days, they will receive a W for all enrolled competencies.
• If the student has been enrolled in a competency for three terms without completing it, they will receive a W in that competency.

When a student is withdrawn, under any of the above circumstances, they will receive a W grade. This grade will be factored into the SAP calculation at the end of the term.

Remedial Coursework and English as a Second Language (ESL)

Students are not permitted to simultaneously enroll in ESL or remedial coursework while participating in the CBE program. Any prior completion of ESL or remedial coursework will not be factored into SAP calculations.

Transcripts from Other Colleges

If transcripts are on file with the Admissions and Records Office, only courses that are being transferred in to substitute for coursework in the CBE program will be included in the GPA calculation.

Unusual Enrollment History (UEH): 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 the student is 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 placed on Warning. 

Study Abroad

Courses completed in an approved study abroad program recognized by the Coast Community College District for academic credit toward a student's vocational certificate, degree, or transfer will be factored into the SAP calculations, only if those courses are awarding academic credit toward the CBE program.

Satisfactory Academic Progress (SAP) Policy Statuses

Satisfactory Academic Progress is determined at the end of each term or subscription period.

All courses that are being transferred in to substitute for coursework in the CBE program will be included in the GPA calculation, even if the student did not receive financial aid in the past.

There are four outcomes once SAP has been determined at the end of each term or subscription period. They are as follows:

• Good = Student has met all 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.
• Warning = Student did not meet all the requirements of satisfactory academic progress and is now placed on "Warning". The student will receive financial aid even if they are in "Warning", as long as all other financial aid requirements are met. Students have the current term in which they have been placed on "Warning" to meet all the cumulative conditions of satisfactory academic progress or they will be disqualified from financial aid for the next term.
• Disqualified = Students who have not met all cumulative conditions of satisfactory academic progress after their term on "Warning”, or those who have transferred into our district and their official transcripts have disqualified them per this SAP policy.
• Probation/Ed Plan = 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 render a decision.

Reestablishing Aid Eligibility

Students who have been disqualified due to not meeting the minimum 2.0 cumulative GPA requirement may reestablish their eligibility by going through the appeal process.

The allowable circumstances under which the student may submit an appeal include, but are not limited to, the following:

• Illness or accident of the student or immediate family member (documentation is required)
• Death of an immediate family member (documentation is required)
• U.S. Military service orders (documentation is required)
• Diagnosed temporary disability which contributed to poor academic performance and is no longer an issue (supporting documentation is required)
• Economic hardship

The SAP Appeal Form must be completed and accompanied by supporting documentation.

Once the appeal is submitted, depending on the number of appeals received, it may take between two to four weeks for the Appeal Committee to review and render a decision. All appeals are decided on a case-by-case basis. Filing an appeal does not mean that the 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. The Appeal Committee will notify the student via email of the outcome.

If the appeal committee decides to grant the student's appeal for a GPA disqualification, the student will be approved for one additional semester of financial aid and placed on "Probation" status. If the student can meet all cumulative SAP measures after the grades from the probationary term are posted, the student will move to "Good". 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.