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Satisfactory Academic Progress (SAP)

Federal regulations require all federal financial aid recipients to comply with definitive academic standards to maintain eligibility for Financial Aid. The Financial Aid Office will review all financial aid recipients for Satisfactory Academic Progress (SAP) four times per year (end of Fall quarter, end of Winter quarter, end of Spring quarter, and end of Summer quarter).

The review will measure both qualitative (GPA) and quantitative (completion rate) standards, as well as maximum timeframe review. When evaluating SAP, all quarters of enrollment will be evaluated regardless of whether the student received Financial Aid during those quarters or not. For transfer students, only those credits that are transferred to SWC, and all credits attempted while attending SWC, will be counted toward the time frame. All Title IV SAP standards for students applying for and receiving Federal Financial Aid are established and monitored by the Financial Aid Office.

Qualitative Progress (Cumulative GPA):

Students must maintain a cumulative grade point average of at least 3.0.

Quantitative Progress (Completion Rate):

Students must pass and complete a minimum of 67% percent of all course work attempted at SWC. Any course with a grade of withdraw (W), (F), or incomplete (I), is considered attempted but is not considered completed course work. A course is counted as completed only once, regardless of how many times it is attempted or the grade earned. Transfer credit is counted as attempted and completed, thus increasing a student’s completion rate.

Maximum Time Frame (Pace of Progression):

Students receiving Financial Aid must complete their program of study within a reasonable timeframe. The maximum timeframe is 150% of the published length of the academic program (to include all transfer credit hours) as measured in units. For example, for an MA Program that requires 90 units, once a student attains 135 units (90×150%=135), they have met the maximum timeframe. A student who reaches the maximum timeframe without completing his/her degree requirements is not eligible to receive federal financial aid. The timeframe calculation counts all attempted hours including repeated courses, ineligible courses and transfer hours accepted by SWC. This also includes hours taken under the previous major and hours for which a student did not receive financial aid.

End of Quarter Review

Following every quarter, the three (3) SAP components will be reviewed by the Financial Aid Office. SAP is measured cumulatively and includes all periods of the student’s enrollment, even periods in which the student did not receive Federal financial aid. Transfer credit hours are also included.

Financial Aid Warning

A student is automatically placed on a one-quarter Financial Aid Warning after the first quarter they fail to meet qualitative (3.0 GPA) and/or completion rate requirements (67%) for satisfactory academic progress. A student can continue to receive aid during this period.

Students on warning must meet all cumulative standards by the end of the warning quarter to be eligible for financial aid the next quarter they attend. Note: Students who were on a prior approved appeal or appeal probation and do not meet all cumulative standards will not be eligible for another warning status and will be placed directly into suspension for purposes of financial aid.

Financial Aid Suspension

Continuing students are suspended from receiving financial aid if they do not meet the SAP by the end of their warning quarter. Students on financial aid suspension will not receive any federal financial aid. Financial aid eligibility may be reinstated when all requirements of SAP are met. This suspension pertains only to financial aid and does not prevent a student from enrolling and paying for classes on their own. A student on Suspension status has the right to Appeal.

Financial Aid Probation

A student who has submitted an appeal and has financial aid eligibility reinstated will be placed on Financial Aid Probation. At the end of the 1st probation quarter, the student is required to meet SAP standards. If a student does not meet SAP standards at the end of the 1st probation quarter but demonstrates an increase towards SAP requirements, the student may appeal for a 2nd (extended) probation quarter.

Appeal Process for Students on Financial Aid Suspension

Students who fall below SWC’s SAP requirements have the right to appeal their ineligibility for Federal Financial Aid. All appeals are reviewed for extenuating circumstances by the Financial Aid Office. Appeals must contain the following documentation:

The student must submit a Letter of Appeal, describing the extenuating circumstance(s) that prevented the student from meeting the Financial Aid Satisfactory Academic Progress requirements and describe all actions the student has taken to prevent a repeat occurrence. If the student’s academic transcript indicates that the student had more than one difficult quarter, the student must address the circumstance(s) for each quarter.

Students should attach any documentation that is relevant to their circumstance(s). For example, if the student had an illness that prevented them from attending classes, the student may provide a doctor’s note or medical billing statement as verification of illness.

The Financial Aid Office will review the appeal and may request additional verification paperwork. The student will be notified of the decision within 10 days of submitting the appeal letter.

Please contact the Financial Aid Office with any questions – financialaid@swc.edu