Texas College Students
Texas College Students
Texas College Students

Satisfactory Academic Progress Policy

TEXAS COLLEGE
Satisfactory Academic Progress for Federal Student Aid
Effective June 1, 2015

Federal and State regulations require all schools participating in state and federal aid programs to have a Standard of Satisfactory Academic Progress (SAP) to measure a student’s progress toward achieving a certificate or degree. The standard will be applied to all applicants and recipients of financial aid as a determination of eligibility. These standards assess academic progress for classes taken at Texas College only and require a quantitative and a qualitative measurement.

Satisfactory Academic Progress Policy

Satisfactory Academic Progress (SAP) is the term used to denote a student’s successful completion of coursework toward a degree. Students who fall behind in their coursework or fail to achieve minimum standards for a grade point average and completion of classes may lose their eligibility for all types of federal and state aid (includes grants, work-study, Direct and Plus loans).

Satisfactory Academic Progress components:

Annual Evaluation

Satisfactory Academic Progress evaluations will be completed at the end of each academic year and cannot take place until final grades are posted. This review will determine eligibility for the upcoming summer, fall and/or spring semester. Every student who applies for financial aid must be meeting Satisfactory Academic Progress, regardless of whether they are a first-time applicant or have received financial aid in the past. Any financial aid assistance offered for the year ahead is subject to cancellation if the minimum standards of satisfactory academic progress were not met the prior year.

Incoming freshman and new transfer students will be considered for financial aid for one academic year prior to the evaluation of Satisfactory Academic Progress. At the end of the first academic year of attendance at Texas College, all students will be evaluated based on the standards of their academic level. Students who transfer to Texas College will not be evaluated until they have completed two semesters.

How is SAP Reviewed? (There are three measures Qualitative, Quantitative, and Maximum Time Frame):

In calculating/reviewing SAP, credit hours and grades attempted towards your chosen major/program will be considered. Grades included, but are not limited to: courses passed, courses failed, courses in which the student withdraws, repeated courses, transfer/accepted courses, remedial coursework and courses for which the student did not receive financial aid.

Qualitative Measure (GPA)

Cumulative Hours Attempted

1-15 Hours   

  16-30 Hours 

  31-45 Hours         

46 Hours and Above

Minimum Cumulative Grade Point Average           

      1.5

      1.7

      1.9

    2.0

Quantitative Measure/Pace of Progression:

In calculating the quantitative measure, we measure the Pace of Progression in which the student is progressing. The calculation is completed by dividing the total major/program credit hours earned by the cumulative major/program hours attempted. (Example: total attempted credit hours for major/program= 43 and total credit earned hours = 24. As a result the calculation would be 24/43 =55%. The student only has 55% completion rate which does not meet SAP). SAP will be met if the student is achieving the appropriate cumulative GPA (see cumulative grade point average table) and the Pace of Progression is equal to 67% or higher and the student has not reached 150% maximum time frame allowed from their degree program. (See maximum hour table below)

As an example, the following table shows the minimum number of credits a student must complete with an A, B, C, or D on a cumulative basis to be eligible for federal/state financial aid.

Maximum Hours Table

Attempted

Hours

Completed 

  Hours   

Attempted 

  Hours     

Completed 

    Hours   

    1

    1

    11

    8

    2

    2

    12

    8

    3

    2

    13

    9

    4

    3

    14

    10

    5

    4

    16

    11

    6

    4

    17

    12

    7

    5

    18

    12

    8

    6

    19

    13

    9

    6

    20

    14

    10

    7

    21

    14

Maximum Hours Allowed:

The total attempted credit hours must not exceed 150% of the U.S. Department of Education approved length of the student’s major/program. Students may receive federal student aid if they have attempted below 150% of the maximum federal student aid credit hours approved in their major/program. In order to determine the total numbers of credit hours approved for the program, multiply the total numbers of program credit by 1.50.

(Example: If the degree program requires/approved 120 credit hours for the length of the program, multiply 120 credit hours x 1.50 = 180. The maximum allowable attempted credit for the program in this example = 180 hours.)

Credit hours attempted includes ALL credit hours pursued, earned, dropped, and failed. All pursued, earned, dropped and failed credit hours are counted as attempted credit hours even if the student did not receive financial aid.

Financial Aid Warning

If you do not maintain the required GPA, qualitative and quantitative measures for meeting SAP at the end of the academic year, you will receive a Financial Aid Warning. This means you will be eligible to continue receiving financial aid for the upcoming term. The school reinstates eligibility for aid for one payment period or award term and may do so without a student appeal. After final grades are posted for that term, your academic performance will be reevaluated. If it is determined that you are still not meeting SAP, you will be placed on Financial Aid Probation and must go through the Financial Aid Appeals process because your financial aid will be suspended until it’s approved by the Appeals Committee. If you fail to complete the Appeals process or denied by the Appeals Committee, your financial aid will remain in suspension.

Financial Aid Suspension:

If you do not attain the required cumulative GPA and/or pace of completion during the academic year, or exceed your maximum timeframe of 150 percent of the published degree credits required to complete your program, you will be placed on financial aid suspension. While on suspension you are not eligible for most financial aid programs. (Exceptions are some private loan program)

Financial Aid Probation: (per regulations must be reviewed at the end of each semester)

A student will be placed on financial aid probation if there Satisfactory Academic Progress appeal is approved. During the probationary period a student remains eligible to receive financial aid funding. During the probationary term, a student must maintain the required cumulative GPA and completion rate. Failure to attain the required GPA and/or the rate of completion will result in the suspension of financial aid eligibility. If you do not attain the required GPA and/or completion rate but successfully follow the academic plan, you may submit a subsequent appeal showing you have met the terms of your academic plan.

Submitting an Appeal to the Financial Ad Office:

Students who do not meet Satisfactory Academic Progress (SAP) standards may have the right to submit an appeal. The financial aid committee will respond in writing with the results of the appeal and explain the requirements a student must meet to re-establish eligibility for state/federal financial aid by the established deadline. Submitting an appeal does not guarantee the student will regain financial aid eligibility.

Applying for Reinstatement:

If a student fails to meet the SAP requirements and does not have mitigating circumstances to appeal. The student may apply for reinstatement after completing the following requirements:

  • Enrolling in at least 6 credit hours of courses required for their degree program.
  • Pay his/her tuition and fees without the use of state/federal financial aid.
  • Complete all attempted courses with at least a “C” or better.

(Grades of W, I, D, or F, do not qualify for re-instatement)

Once the student has met all three requirements, the student may submit an appeal form based on the semester’s final grade report. All requests for reinstatement will be reviewed and a decision will be made by the Financial Aid Appeals Committee.

Appeal without an Academic Plan:

The Financial Aid Appeals Committee will determine if a student is able to meet the Satisfactory Academic Progress requirements by the end of each semester. If it is determined the student is able to meet Texas College’s SAP requirements, the student may submit a Financial Aid Appeal. If the Financial Aid Appeal is approved, the student will be placed on probation. A probationary status means the student is eligible for financial aid for one academic year. In order to meet the Satisfactory Academic Progress requirements, the student must earn the appropriate cumulative GPA (see Cumulative Grade Point Average Table), and maintain a 67% completion rate for all attempted courses not to exceed 150% (Pace of Progression) of the degree program.

Appeal with an Academic Plan: (must adhere to plans requirements and is reviewed at the end of each semester)

Students’ who submit a Financial Aid Appeal and are deemed by the student’s academic department that SAP requirements will not be met by the end of the semester; the student must submit a Financial Aid Appeal with their Academic Plan. The student must adhere to the Academic Plan to ensure they will meet Texas College’s SAP requirements by the end of each semester without exceeding 150% of the degree program. The student must submit a signed copy of the Academic Plan along with the Financial Aid Appeal. If the appeal is approved, the student will be placed on Probation with an Academic Plan. A probationary status means the student is eligible for financial aid as long as the student adheres to the Academic Plan. Students, who are following an Academic Plan, will need to meet with their faculty advisor each semester prior to registering for classes.

Please note: If the Financial Aid Appeal is approved, the Academic Plan requires 75% successful completion. The student cannot have any drops, withdrawals, and the student must maintain the required GPA (see Cumulative Grade Point Average Table).

How to Submit a Financial Aid Appeal:

Students failing to meet the minimum SAP requirements with extenuating circumstances may submit a Financial Aid Appeal with supporting documentation to the Financial Aid Appeals Committee.

Examples of extenuating circumstances are but not limited to:

  • Prolonged illness, medical conditions, or injury to student or immediate family member
  • Death of an immediate family member
  • Extenuating circumstances beyond the student’s control

Examples of Supporting Documentation are but not limited to:

  • Physician’s letters and hospitals records (must include dates of illness and recovery time)
  • Death certificate or obituary
  • Court documents or police reports
  • Letters from a third party such as attorneys, professional counselors etc., on his/her letterhead

The student must provide the following in order to submit a Financial Aid Appeal:

  • Complete the Financial Aid Appeal form.
  • Submit a letter that includes the following:
  1. Why the student failed to meet the SAP requirements (For example: personal illness)
  2. What has changed in the student’s situation that will allow the student to demonstrate progress by the next SAP evaluation (For example; recovered from illness)
  3. What are the mitigating circumstances in which you are appealing based upon, along with supporting documentation

If the Financial Aid Appeal is approved, and SAP requirements are attainable by the end of the semester. The student will be placed on “Probation” and will be eligible for financial aid the corresponding semester. SAP will be reviewed at the end of the semester of eligibility. If the student is not meeting SAP requirements, the student is no longer eligible for state/federal aid. The student must attend Texas College for one semester at his/her own expense and meet all SAP requirements.

Transitional/Remedial Courses:

A maximum of 30 credit hours of remedial credit hours will be used to determine the enrollment status for financial aid. After a student has attempted 30 credit hours of remedial credit hours, the student cannot receive financial aid for remedial credit hours. The remedial credit hours will not count in the enrollment status or cost of attendance for financial aid purposes.

Withdrawals:

For a student who stops attending class officially or unofficially, the last date of a student’s attendance in each class will be used to calculate how much of his/her financial aid was earned for the semester.

Withdrawing from all coursework or resigning from Texas College:

  • Students who withdraw from all classes and receive all a grade W.

Unofficial Withdrawal:

  • Students who receive financial aid, and stop attending classes, never start attending classes, or fail to withdraw for classes due to never attending classes
  • Students who receive a grade of “F” in all classes for the semester
  • Students who are withdrawn/dropped from all courses based on unexcused absences
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