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:
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 and 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.
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 and 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.
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 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.
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.
If transcripts are on file with Admissions and 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:
Courses taken in a study aboard program that are approved by Coast Community College District for academic credit toward a student's vocational certificate, degree, or transfer, are counted in the SAP calculations.
Students must have as their Educational Goal of one of the following: AA/AS Degree w/transfer or without, transfer to a 4 year institution, or an eligible certificate approved for financial aid by the U.S. Department of Education. The eligible program that the student is enrolled in must be in an eligible Program of Study offered at the institution where 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 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 four outcomes once SAP has been determined at the end of each term. They are as follows:
Students who have been disqualified because they did not meet the minimum 2.0 cumulative GPA requirement and/or the minimum 67% completion ratio requirement, may reestablish their eligibility by meeting the cumulative GPA and completion ratio minimum requirements.
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.
The 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, or dependent 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.
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)