SAP RoundtableAmy BerrierRachel CavenaughLisa Koretoff

Teresa Williams

SAP Basics

Required Elements of an Institution’s SAP Policy:

0 Financial Aid progress standards must be as strict as or stricter than institution’s academic progress standards

0 Frequency of SAP evaluation0 At least annually – No Warning permitted0 May evaluate at end of each payment period – Warning permitted

0 Grade Point Average Standard – consistent with graduation requirements, but minimum of C-average at end of two academic years

0 Pace Standard – Pace at each evaluation that permits student to complete degree requirements within 150% of requirements

0 67% completion rate at each evaluation0 Maximum Time Frame

SAP Basics

Required elements continued0 Impact of course incompletes, withdrawals, repetitions, and transfers of

credit0 Defined SAP statuses, in compliance with new Federal definitions,

including statuses in which students are not eligible to receive Federal Financial Aid funds0 Making Progress0 Not Making Progress0 Financial Aid Warning0 Financial Aid Probation (for Approved Appeals)

0 Appeal procedures0 How students re-gain eligibility to receive Federal Financial Aid funds0 Notification to students

SAP Basics

Warning0Can only be used if checking SAP each payment period0Financial aid warning status is assigned automatically

and student is still eligible to receive aid during the financial aid warning term. Students do not need to appeal to be given financial aid warning status.

SAP Basics

Probation0 If SAP is checked annually, student may appeal to have

a financial aid probation term to meet minimum requirements

0 If SAP is checked each term, student may appeal if after financial aid warning term SAP standards are not met

0Financial aid probation without an Academic Plan is for one term only; probation with an Academic Plan may be for one term or multiple terms

SAP Basics

Appeals0Regulatory changes now require the examination of

the mathematical possibility for re-gaining SAP for approved appeals within the subsequent semester or the use of academic plans for approved appeals that are mathematically impossible to attain within one semester.

SAP Basics

Academic Plans 0An Academic Plan for an approved appeal may state

specific conditions that must be met such as: 0 Register for fewer credit hours 0 Certain term grade point average required 0 May only take certain courses

0May be as simple as a calculation or as detailed as a class by class schedule

0May require buy-in from other offices on campus such as Academic Advising/Counseling

SAP Basics

Hot Buttons0How do you handle change of majors?0Non-accepted credits for transfer students? Some

evidently count them!0Happy Holidays and the appeal crunch….0Buy-in from lots of departments

BEST SAP PracticesGuilford Technical Community CollegeLisa KoretoffDirector of Financial Aid

SAP Stats at GTCC

0Financial Aid Warning Status for Fall 2014: 18110Financial Aid Unsatisfactory for Fall 2014: 15820Financial Aid Warning-Max Timeframe for Fall 2014:

5360Financial Aid Max Timeframe for Fall 2014: 2740Financial Aid Probation (Appeals)

0 198 Denied Appeals0 134 Approved Max Timeframe Appeals0 626 Approved Appeals for GPA and completion rate

(includes continuing students – making progress on plan)

GTCC SAP Policy

0Maintain cumulative 2.0 GPA0Achieve 67% completion rate 0Complete program within 150% of length of program

measured in credit hours attempted0SAP calculated at the end of each term0Warning status for first term of unsatisfactory

progress

GTCC SAP Appeals

0Two forms – one for GPA/Completion Rate issues and another for Maximum Timeframe

0GPA/Completion Rate appeals require documentation0Maximum Timeframe appeals require letter from

advisor estimating graduation date

GTCC SAP Appeal Plans

0All students on Probation must complete 100% of their attempted coursework with a 2.0 GPA or higher. 0 No F grades or Withdrawals permitted

0Conditions will continue until progress is achieved. Maximum timeframe appeals are given a maximum number of remaining terms of eligibility.

GTCC SAP Strategies

0Students on Warning status are notified by email and by letter.

0The letter is mailed approximately one month after the start of classes. It reminds students of their Warning status and points them to resources on campus that can assist them with improving their progress.

BEST SAP PracticesUNC Greensboro

Amy BerrierAssistant Director for Operations

SAP Stats at UNC Greensboro0Total Non-Compliant with SAP policy for Fall 2014 = 17010Financial Aid Warning for Fall 2014

0 25 coded as financial aid warning0 15 approved for financial aid warning

0Financial Aid Non-Compliant for Fall 20140 1661 Non-Compliant

0Decisions0 Denials – 110 First Denial, 16 Second Denial, 1 Final Denial0 Approvals – 15 for max hours, 50 for late grade postings, 408 for

extenuating circumstances, 163 for making up hours at own expense

SAP at UNC Greensboro

0Each student is notified about non-compliance with SAP policy at the end of each term

0SAP is reviewed after each term – Fall, Spring, Summer

0Financial Aid SAP policy is now more in line with the Academic Good Standing Policy due to UNC System Changes

0Proactive instead of reactive

Appeals Process

0 Student is notified of non-compliance with SAP policy via email

0 Different emails directed towards Financial Aid Warning and SAP Non-Compliance with specific requirements for each

0 Student submits appeal and required documents to the Financial Aid Office for review

0 Second appeals are reviewed by Financial Aid SAP Appeals Committee

0 Third appeals are reviewed by University Directors Committee0 Decision made and student notified via email

Undergraduate Students Appeals Process

0Submit appeal to the Financial Aid Office0Submit required academic/personal success plan0Submit approved graduation plan signed by advisor

(juniors/seniors)0Submit any other required documentation and/or

comply with additional information requests by the Financial Aid Office

Graduate Students Appeals Process

0Submit appeal to the Financial Aid Office0Submit required academic/personal success plan0Submit approved plan of study signed by

advisor/Graduate School 0Submit any other required documentation and/or

comply with additional information requests by the Financial Aid Office

Financial Aid Warning

0Students who earn between 50% and 67% of locked hours and who have never been non-compliant with the SAP policy at UNCG will be placed on Financial Aid Warning.

0Students on Financial Aid Warning must submit the following:0 Undergraduate students – academic/personal success

plan & graduation plan (juniors/seniors)0 Graduate students – academic/personal success plan &

plan of study

Students First Office at UNC Greensboro

0SFO works with students directly on completion of graduation plan and academic success plan if needed

0Refer to SFO for academic advising issues/clarification

0Degree Works – students can run degree evaluations themselves now

0Manage academic interventions for Academic Warning & Academic Probation students

0Work closely with the Financial Aid Office regarding student specific issues

Student Success Center at UNC Greensboro

0SSC consists of the Supplemental Instruction Program, Learning Assistance Center, & Special Support Services

0SSS Director works closely with students who qualify regarding academic success plans

0Students are referred to SSC for assistance with time management, study skills, and other academic issues

0The Financial Aid Office works closely with the SSC on student issues and referrals

On-Campus Resources

0The Financial Aid Office refers students to different on-campus resources for assistance with Academic Support, Health/Wellness Issues, and Student Advocacy.

0Our Campus Resources Brochure is used widely at the University to direct students to the appropriate resources

0http://fia.uncg.edu/forms/2014-15/14CampusResources.pdf

0http://fia.uncg.edu/forms/2014-15/Brochures/14CampusResourcesBrochure.pdf

SAP Documents at UNC Greensboro

0 SAP Policy0 http://fia.uncg.edu/forms/2014-15/14SAPpolicy.pdf0 SAP Appeal Instructions0 http://fia.uncg.edu/forms/2014-15/14SAPinstructio

ns.pdf0 SAP Appeal Form0 http://fia.uncg.edu/forms/2014-15/14SAPappealand

instructions.pdf0 SAP Success Plan Information Sheet0 http://fia.uncg.edu/forms/2014-15/14SAP%20Succe

ss%20Plan%20Information%20Sheet.pdf

SAP Documents at UNC Greensboro Cont’d

0 Graduation Plan Instructions0 http://fia.uncg.edu/forms/2014-15/14SAPGrad%20

Plan%20Instructions.pdf0 Graduation Plan Template0 http://fia.uncg.edu/forms/2014-15/14SAPGraduatio

n%20Plan%20Template%20with%20example.pdf0 SAP Medical Documentation Form0 http://fia.uncg.edu/forms/2014-15/14SAPMedDoc.p

df0 Student Success Center Fact Sheet0 http://fia.uncg.edu/forms/2014-15/14SAPSSCFactSh

eet_new.pdf

BEST SAP PracticesWingate UniversityTeresa WilliamsDirector, Student Financial Planning

SAP at Wingate University

0SAP is reviewed for undergraduate and graduate students after each term – Fall, Spring, Summer

0Students not meeting SAP are notified via letter, indicating Warning or Probation Status.

Financial Aid Warning

0 Students who have not met the cumulative qualitative and/or quantitative requirements will be placed on Financial Aid Warning, and have the subsequent period of enrollment to regain SAP by meeting the requirements.

0 Qualitative Measure: Students must complete at least 67% of total overall attempted hours. This includes transfer hours.

0 Quantitative Measure: Student must maintain a cumulative GPA based upon hours attempted.

1 - 23 1.6 cumulative GPA24 - 56 1.8 cumulative GPA57 + 2.0 cumulative GPA

Financial Aid Probation

0Students who are placed on Financial Aid Warning and fail to meet SAP requirements by the end of the subsequent period of enrollment will be placed on Financial Aid Probation.

0 Financial Aid Probation results in the loss of all financial aid funds.

0Students who are placed on Financial Aid Probation may request an appeal by completing the SAP Appeal Form and submitting the required documentation.

Appeals Process

0 Student is notified of SAP status via letter.0 Students receiving Financial Aid Probation letter submit

the Financial Aid Appeal form and all required supporting documentation to the Financial Planning Office.

0 Appeal is reviewed by the Financial Planning Appeal Committee.

0 If appeal is approved, determination is made whether student can regain SAP in a subsequent period of enrollment, or if an academic plan is needed.

0 Students are notified of the Committee’s decision via a letter.

Academic Plan

0 Students with approved appeals that include the completion of an academic plan will be required to meet with the University Registrar’s Office to complete the academic plan.

0 Included in the academic plan will be a degree audit, required GPA and completion rate per term and any other factors that may impact the ability of the student to achieve SAP.

0 Student will be required to meet with Registrar’s Office each term prior to registering for future classes.

0 Failure to meet requirements of the academic plan at any incremental checkpoint will result in the loss of financial aid.

BEST SAP Practices for Veterans Cape Fear Community CollegeRachel CavenaughAssistant Director of Financial Aid & Veterans Services

VA SAP Basics0 VA generally allows a student to be certified for 2 terms while on

probation, subject to the school’s policy & SAA approval

0 A student terminated for Unsatisfactory Progress cannot be certified until he/she is once again meeting the progress standards published by that school

0 VA does not have its own standard progress standard, VA defers to the school’s policy

0 If the school’s standard is deemed not stringent enough, SAA establishes a separate policy for VA students that the school must follow

VA SAP Basics0Each student meets with Certifying Official (Rachel

Cavenaugh)0Evaluation is ran for their program of study (student can

also sign into their web advisor and run EVAL)0After each semester, file is updated with grades for that

semester0 If student is below 2.0 GPA, a verbal and written warning is

given0Student cannot be certified for the next semester until

grades have been reviewed to see GPA0 If GPA is below a 2.0, student cannot receive pay for the next

semester as they cannot be certified

VA SAP Basics

0Student needs to pull GPA back up to 2.0 or they can do an appeal to see if they can be reinstated for their VA benefits. The appeal is sent to the Judicial Appeals Committee for their decision

0 If reinstated, the student can be certified 0The school GPA is used for VA. This is calculated in

accordance with the school’s academic progress policy0The Financial Aid GPA is used if developmental classes

have been taken since the registrar’s side of the house does not include developmental grades

VA SAP Basics

0The Veterans Administration leaves it up to the school to determine if a student is making SAP or not

0 If the student is on warning, the SCO should send an e-mail through the www.gibill.va.gov to let VA know the student is on warning

0 If the student goes on suspension, the SCO sends the information through VAOnce (software system that is used to transmit information to VA) as a termination with the message: “Unsatisfactory attendance, conduct or progress.”