Satisfactory Academic Progress
Satisfactory Academic Progress (SAP) is based on three components: completion rate, time frame and grade point average (GPA).
1. Completion Rate
A student must complete 67% of all hours attempted for financial aid eligibility. This is determined by dividing the total hours attempted by the total hours earned. Attempted hours will include grades of F, NC, I and W. Yet, these grades will NOT count as earned hours. Additional guidelines are as follows:
• Repeating courses will add to the total number of attempted hours but will only count once as earned hours.
• Repeated courses will be funded only one time.
A student can only receive financial aid for a maximum of 1.5 times the total credit hours required for his/her degree program, as measured in credit hours. For any major that requires 124 credit hours for graduation this equals a maximum of 186 hours that can be attempted. For any majors requiring more than 124 hours, the maximum allowed will be calculated accordingly. Any hours attempted, but not completed, will count. Additionally,
• Transfer credit hours must be included in the maximum of 186.
• Repeated courses, failed courses, and withdrawals will also count towards the maximum.
• An appeal must be submitted by any student who has exceeded the maximum timeframe allowed due to transfer hours or change of major. Student Financial Services will review the credits attempted that apply towards the student’s program of study in order to determine future financial aid eligibility. An academic plan signed by the academic dean will be required.
• If a student changes majors and/or degrees, the satisfactory academic progress time frame for financial aid eligibility will be re- evaluated on a case-by-case basis through the appeal process.
3. Grade-Point Average (GPA)
Students must achieve a cumulative GPA of 2.0 by the end of the fourth semester/payment period and maintain the 2.0 for the duration of their eligibility. Repeated courses and failed courses which have not been repeated will also count toward the cumulative GPA.
After each semester/payment period, Student Financial Services will review completion rate, timeframe and GPA for each student enrolled in that semester/payment period. Depending on the student’s status relative to these factors, the student’s progress for financial aid purposes will be determined as follows:
1. Satisfactory Progress applies to any student who passed the appropriate number of earned hours to attempted hours, who has not exceeded the maximum total attempted hours allowed for their program, and whose GPA meets the SAP requirements listed above.
2. Financial Aid Warning applies to any student who fails to meet the requirements for completion, timeframe, and GPA for the semester. A warning letter will be sent at the end of the semester to the student to indicate why s/he is receiving a warning and what must be done within the next semester to be back in accordance with SAP requirements. If the student fails to meet these requirements, his/her federal, state, and institutional financial aid will be suspended for future semesters, unless s/he appeals and the appeal is granted. The student must bring his/her hours and/or GPA back into good standing or submit an appeal to regain financial aid eligibility. A student cannot have two consecutive semesters on warning.
3. Financial Aid Probation applies only to a student who has failed to meet the SAP requirements listed above and has had an appeal approved by the academic dean. A student may be on probation for one semester only. If a student has not met the SAP requirements listed above by the end of the probationary semester, s/he should work with the academic dean or a student financial advisor to understand what options exist to regain eligibility.
4. Unsatisfactory Progress applies to a student who has not met the requirements for completion rate, attempted hours, and GPA after his/her warning period and is neither on financial aid probation, nor has an approved appeal. This student is not eligible for federal, state, or institutional financial aid until s/he meets the requirements in each of these three areas.
5. Academic Plan applies to any student who has submitted an academic plan as part of a SAP appeal and has successfully completed the goals for that semester as outlined by the plan. The student continues to remain eligible for federal and state financial aid, but does not meet the definition of a SAP-eligible student.
SAP Appeal Process
1. A student who wishes to appeal his/ her unsatisfactory academic progress determination must submit a SAP Appeal Form to the academic dean. SAP appeals are reviewed based on extenuating circumstances, such as serious injury or illness involving the student, death of an immediate family member, or other circumstances beyond the student’s control that prevented him/her from achieving satisfactory progress. Each student’s appeal is reviewed on an individual basis. Students appealing may also be required to submit an academic plan that indicates exactly what steps the student must take to finish his/her academic program and details in what time frame this can be accomplished.
2. The academic dean will review the appeal and determine whether the financial aid termination is justified. The student will be ad- vised in writing and by KCC e-mail of the decision and may be asked to meet with a student financial advisor to plan for future semesters/ payment periods.
3. A student wishing to appeal the decision of the academic dean may do so in writing to the president.
Students are encouraged to review these standards and be aware of their individual academic progress. The college recognizes that a wide variety of circumstances and conditions regarding these standards (e.g. changing majors, changing career objectives, other personal reasons, etc.) may require the discretionary judgment of the academic dean and the Student Financial Aid Office. Students with questions or concerns regarding their satisfactory academic progress as it relates to their financial assistance should contact the financial aid director.
Students who are deficient in either percentage of hours completed or in cumulative grade point average will be placed on Academic Probation. Any student on Academic Probation will not be permitted to participate in any nonacademic college activities and will be restricted to a twelve-credit-hour course load during the probationary period. Any student who has been on Academic Probation for two semesters and has not successfully maintained the minimum cumulative grade point average will be declared scholastically ineligible and the permanent record will reflect this declaration. This student must withdraw from KCC for one semester, after which the student may reapply for admission. The administrative committee will make the decision whether or not to readmit the student, and under what conditions.
*Important Note: While Financial Aid Probation is related to Academic Probation, the two are not the same. Academic Probation refers to academic eligibility (approval to continue enrollment), while Financial Aid Probation pertains to continuing to be eligible for financial aid. Therefore, students should read both sections carefully.