SAP Policy | Chandler-Gilbert Community College
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 Financial Aid
  • Satisfactory Academic Progress
  • Appeal Process
  • Terminology

Chandler-Gilbert Community College Standards of Satisfactory Academic Progress (SAP) for Financial Aid Eligibility

Federal regulations 34 CFR 668.32(f) and 668.34 require a student to move toward the completion of a degree or certificate within an eligible program when receiving financial aid. Specific requirements for academic progress for financial aid recipients are applied differently than Scholastic Standards. Federal regulations state that Academic Progress Standards must include a review of all periods of enrollment, regardless of whether or not aid was received. Students will be evaluated using the standards described below. Failure to meet any of the minimum standards will result in loss of Title IV, HEA program (Federal Financial Aid) eligibility.

Evaluation Period

Standards of Satisfactory Academic Progress (SAP) are evaluated at the end of each semester; fall, spring and summer. Programs less than one year in length will be evaluated at the midpoint of the program. Non-standard sessions will be evaluated at the completion of the session.

Standards of Satisfactory Academic Progress

Satisfactory Academic Progress standards are evaluated on each of the three measurements outlined below. Failure to meet any of these standards will result in suspension of eligibility for financial aid.

Note: Grades of F, I, N, W, X, Y, Z and courses not yet graded are considered attempted but not successfully completed.

Grade Point Measurement

Students must meet the following credit hour/cumulative grade point average (CGPA) 


Total Credits Attempted*

Minimum cumulative GPA

≤ 15.75

1.60

16 - 30.75

1.75

31 - 45.75

1.90

46+

2.00

*For which points are computed - only credits attempted and completed at CGCC will be used when computing GPA. Grades of A, B, C, D, F, and Y are used to compute GPA. Transfer credit, incompletes and withdrawals are not calculated into the GPA. Courses that are repeated, with a better grade, are used to replace the grade for GPA purposes only.


Rate of Pace (Progress) Measurement

Students must successfully complete at least  ⅔ (66.67%) of all attempted course work. Remedial coursework is counted in this measurement. Grades of A, B, C, D, F, I, W, X and Y and all considered attempted for the Rate of Pace calculation.  Yet, grades of F, I, W, X and Y are considered not successfully completed for the Rate of Pace calculation. Courses that are repeated are counted as attempted and completed. Transfer credits that apply to the student’s program of study are counted as attempted and successfully completed.

Maximum Time Frame Management

Students who have attempted more than 150% of the published credits required for their program of study are considered not meeting SAP standards. All graded courses are counted as attempted in the maximum time frame calculation. All transfer credits that are successfully transferred into the college, including all coursework attempted at any Maricopa County Community College are counted as attempted in this calculation as well. Courses funded through a consortium agreement, all attempted remedial credits and repeated course work are included in the maximum time frame calculation as well.


Coursework Treatment in SAP Calculation

Coursework taken during the semester also included in the evaluation:

  • Courses funded through a consortium agreement

  • All attempted remedial courses

  • All repeated courses


Coursework not included in SAP Calculation

  • Audited courses

  • Non-credit courses

  • Credit by examination

  • Credit for prior learning option (as outlined in the college general catalog)

  • Academic Renewal Process


Ability to Appeal when not meeting minimum SAP standards

Any student who does not meet the minimum SAP standards and who has lost financial aid eligibility due to extenuating circumstances may appeal. However, appeals from students who must complete more than 24 credit hours in order to meet the minimum rate of pace standards will be denied. All other appeals must:

  • Be in writing and submitted to the Financial Aid Office where the student is applying for aid

  • Include documented extenuating circumstances that directly led to the student not meeting the minimum SAP standards

  • Include a statement from the student clearly explaining how the condition or situation has been resolved to allow the student to meet minimum SAP standards

Students will be notified of the results of their appeal and any restrictions or conditions pertaining to their appeal.  The outcome of an appeal may including a probationary term or denial.

Failure to successfully complete all conditions during the probationary period (as defined in the academic plan) will result in loss of financial aid eligibility.

Regaining Eligibility

Students may regain financial aid eligibility by using one of the following methods:

  1. Regain on own (Voluntary) - The student would take classes until the minimum SAP standard is met or exceeded. Students may not use federal aid when using this method.

  2. Probation (Approved Appeal) - The student must have the ability to earn the GPA and rate of pace measurement according to the MCCCD Standards of Satisfactory Academic Progress. Students must meet SAP by the end of the semester that they are placed on probation. If SAP is not regained by the end of the semester, the student must regain SAP on their own (see: Regain on own above).

  3. SAP Probation Academic Plan (Approved Appeal with an Academic Plan) - An academic adviser creates an academic plan with the student to ensure successful and timely completion of course requirements. While actively on an academic plan, the student can continue to retain financial aid eligibility, without additional appeals each term, as long as he/she successfully completes coursework listed on the academic plan.


New or Conflicting Information


Students that have new or conflicting information come to light after SAP has been calculated each semester will be re-evaluated on an individual basis, as that information comes forward.


Exceptions to this policy

Exceptions to this policy may be made on a case-by-case basis by management with documented reasoning and circumstance.
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Appeal Submitted and Approved
If the appeal is approved, the student will be placed on probation or probation with an academic plan.
  • Probation - If it is determined possible for the student to meet SAP standards within one semester, the student will be placed on probation. During this probation period, the student will be eligible to receive federal financial aid for one term. If the student fails to meet SAP standards at the end of the probationary term, the student will be ineligible for federal financial aid in the future until SAP is regained on their own.
  • SAP Probation - Academic Plan - If it is determined that the student cannot meet SAP standards within one semester, the Financial Aid Committee can approve the student's SAP appeal with an academic plan. The student will then be referred to Academic Advisement to create this plan. The student will be given specific requirements in order to remain eligible to receive Title IV federal aid.
While on an academic plan, the student will continue to receive federal financial aid as long as the student meets the conditions of the academic plan. The student's appeal and academic plan will be reviewed after each semester of enrollment until the student is meeting SAP standards. If the student is not successful in his/her academic plan, the student will become ineligible for federal financial aid and no further appeals will be accepted.
Appeal Submitted and Denied
If a student submits an appeal and it is denied, the student may continue to attend Chandler-Gilbert Community College but must make other arrangements to pay for their education until they meet SAP standards on their own and regain eligibility for federal financial aid. The committee's decision is final and a student may not appeal the committee's decision.
Appeal Approved - Standards Not Met
If a student fails to meet SAP standards by the end of the probationary term or while on an academic plan, the student will lose eligibility for federal financial aid and not be permitted to submit any future appeals. The committee's decision is final and a student may not appeal the committee's decision. The student may continue to attend Chandler-Gilbert Community College but must make other arrangements to pay their education until they meet SAP standards to regain federal financial aid.
 
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Terminology and Information Pertaining to this Policy
Summer Sessions - Enrollment in any or all Summer Sessions within the same calendar year will be considered one term
Non-Standard Session - Sessions that do not follow the traditional start and end dates for the semester
Attempted Credit - Any credit for which a grade of A, B, C, D, F, I, IP, N, P, W, X, Y or Z is received and courses not yet graded.
Appeal - "A process by which a student who is not meeting the institution's satisfactory academic progress standards petitions the institution for reconsideration of the student's eligibility for title IV, HEA program assistance."
Extenuating Circumstance - Examples are: personal injury or illness, serious illness or death within the immediate family, or other circumstance beyond the reasonable control of the student.
Supporting Documentation - Examples include: an obituary notice, divorce decree, and accident report, or a letter from a physician, attorney, social services agency, etc.
Financial Aid Warning - "A status assigned to a student who fails to make satisfactory academic progress at an institution that evaluated academic progress at the end of each payment period" (semester).
Financial Aid Probation - "A status assigned by an institution to a student who fails to make satisfactory academic progress and who has appealed and has had eligibility for aid reinstated." A student in this status "may not receive title IV, HEA program funds for the subsequent payment period unless the student makes satisfactory academic progress or the institution determines that the student met the requirements specified by the institution in the academic plan for the student."
Academic Plan - A plan developed through the SAP Appeal Process which will lead a student to qualify for further title IV, HEA program funds.
Financial Aid Suspension - The status assigned upon failing to meet the minimum SAP standards or the terms of a probationary status.  Students in this status are not eligible to receive title IV, HEA assistance.
Successful Term - A student is considered to have had a successful term when they have passed all attempted classes with no drops or withdrawals, maintains a satisfactory GPA and 100% pace of progression for that term.
Passing Grade - A passing grade is defined as one in which a grade of A, B, C, D or P is received.