1 Napa Valley College Appeal Request Form Application Deadlines: FALL 2015: 8/31/2015 to 10/23/2015 SPRING 2016: 1/4/2016 to 4/1/2016 Complete each step below and then initial in each box provided to verify completion. Section 1: STEP 1 Read the Satisfactory Academic Progress Policy (SAP) attached to this form or online at STEP 2 Submit official transcripts from all previous schools attended to the Admissions & Records Office for evaluation. This is required before you complete step 3. STEP 3 (submit with appeal) Comprehensive Educational Plan. After your prior school transcripts have been evaluated, meet with an academic counselor to develop a complete, comprehensive educational plan showing only those classes necessary for you to complete your goal. STEP 4 Complete the appropriate sections of the appeal form: Complete the SAP Appeal section if you have failed to meet the GPA/Pace criteria. Complete the Timeframe Appeal section if you have: exceeded the 150% of the published length of your declared program, exceeded the 6 year full time equivalent Federal Pell Grant limit and are applying for Federal Work Study/Federal Direct Loan, or completed a Bachelor s Degree or higher and are applying for Federal Work Study/Federal Direct Loan. STEP 5 (submit with appeal) Gather the appropriate documentation to support your statements regarding any extenuating circumstances you listed on the appeal form. STEP 6 (submit with appeal) Enrolled class schedule. You must be enrolled in classes for the semester you are submitting the appeal, and the classes must be included on your educational plan. You must submit a copy of your current class schedule (from WebAdvisor) with your appeal. STEP 7 (submit with appeal if required) Grade Verification Form. Students enrolled in online classes are required to submit a Grade Verification Form signed and completed by the instructor(s). STEP 8 SUBMIT the COMPLETED FA Appeal Form and all documents listed above. IT IS YOUR RESPONSIBILITY TO SUBMIT ALL REQUIRED DOCUMENTS TO THE FINANCIAL AID OFFICE. Students who are on NVC dismissal status ARE NOT eligible to submit a FA Appeal Form. The following are examples of reasons a student may file an appeal: Extenuating Circumstance Serious physical or emotional illness of student or immediate family member Death in the family Accident or injury to student or immediate family member Disasters affecting student s attendance Loss or change of employment Student made significant improvement during WARNING semester (i.e. minimum of 6 units at 2.0 GPA and 100%) even though cumulative criteria are not SAP level yet Change in academic major/exceeds Timeframe Required documentation Attach medical documentation confirming onset and duration of illness or condition. Attached copy of obituary, funeral notice, or Death Certificate. Attach medical and/or other documentation verifying the date and duration of the occurrence. Attach documentation of insurance claims or other 3 rd party information verifying location, date and nature of disaster. Attach letter from the employer verifying the circumstances and dates of loss or change in employment. Attach copy of course and grades for preceding semester. These will be verified by the Financial Aid Office. Detailed explanation disclosing reasons for change in major and reasons for exceeding the posted unit limitation. Any documents that would help verify student s circumstances. Should include date Documented extenuating circumstances that were beyond the student s control and duration. The following examples are NOT considered for appeal: Incarceration, circumstances such as wrong or difficult classes, instructor s teaching style, too many units in the term, poor time management, transportation problems, not having the assigned books or course materials, taking online classes and not having a computer and/or online access, personal problems not requiring professional intervention, being unaware of academic progress policies or other college requirements, not following placement test and/or Academic Counselor s recommendations, or child care problems. By signing below, you certify that you have read the Financial Aid Appeal Form instructions above. You understand that your Financial Aid Appeal will be denied and will not be returned to you for missing documents, incompleteness, or failure to meet the eligibility criteria. You also understand that if you are resubmitting your Financial Aid Appeal Form for reconsideration, after it has been denied and you have resolved the issues for denial, you must re submit all required documents. You are responsible for keeping copies of your documents, prior to submitting them to the Financial Aid Office. Submission of an Appeal does not guarantee an approval. ALL APPEAL DECISIONS ARE FINAL AND INCONTESTIBLE. Student s Signature Date Print Name (Last Name, First Name) Student ID #
2 FINANCIAL AID APPEAL FORM Read the attached Satisfactory Academic Progress Policy before completing this form! Section 2: LAST NAME FIRST NAME SEMESTER & ACADEMIC YEAR BIRTHDATE SOCIAL SECURITY # NVC ID # MAILING ADDRESS CITY STATE ZIP ADDRESS HOME PHONE CELL PHONE Reason for filing FINANCIAL AID APPEAL FORM: SAP APPEAL TIMEFRAME APPEAL Educational History (list all colleges attended, attach additional pages if needed). All transcripts must be on file and evaluated in Admissions and Records: Name of College(s) Certificate /Degree Earned/Year Name of College(s) Certificate/Degree Earned/Year Educational Goal (specify only ONE): AA/AS without Transfer Transfer with AA/AS Major: Major: Transfer without AA/AS Major: Vocational Certificate Major: CERTIFICATION AND RELEASE OF INFORMATION: I certify that the information on this form is true and correct to the best of my knowledge. I understand that if the information I have provided is incomplete or false, my financial aid could be delayed or denied. I authorize the Financial Aid Office to contact my instructors, other college departments, and related agencies to exchange information concerning my financial aid eligibility and/or academic progress. Student s Signature Date Signed FOR OFFICE USE ONLY: AS: NSLDS: ATT/CMP UNITS: AIDE: DL: GPA: OP: SAP DATE: PACE: PELL: FA FILE:
3 FINANCIAL AID APPEAL FORM CONTRACT Read each item carefully and initial in each box provided. Sign and submit this form with your Financial Aid Appeal Form as certification that you agree to the terms of this contract should your appeal be approved. Failure to adhere to these items may result in disqualification of further financial aid. Your financial aid eligibility at Napa Valley College (NVC) is limited to the Timeframe necessary to complete your approved educational goal/major as stated on your Financial Aid Appeal Educational Plan. Your financial aid enrollment status and awards will be based on the number of units for which you are enrolled at the end of the add/drop period for each semester. If your appeal for FAILURE TO MEET FINANCIAL AID SATISFACTORY ACADEMIC PROGRESS (SAP) is approved, you will be placed on Financial Aid Probation for one semester and subject to the terms and conditions of the Financial Aid Satisfactory Academic Progress Policy (SAP). Be advised, that while on Probation, NVC has the right to reduce or deny loans, on a case by case basis, for students at high risk for default. Students on Probation Status are considered to be high risk. You must comply with all of the following to avoid being disqualified from financial aid: Follow your Appeal Educational Plan and successfully complete all courses as listed. You must enroll only in the classes listed on your approved Appeal Educational Plan. Revisions to the approved Appeal Educational Plan may not be allowed. Meet satisfactory academic progress criteria as stated in Financial Aid SAP Policy, and as stated under special instructions on the approved Appeal Decision Form. Respond promptly to any correspondence from the Financial Aid Office. Submit an address change form immediately to the Financial Aid Office if your contact information changes. Re-apply for federal financial aid each year in January when the new FAFSA is available.. Your academic progress will be reviewed for compliance at the end of each semester. Your file can be reviewed for compliance at any time during this contract to determine eligibility for financial aid and you may be disqualified for non-compliance. Having an approved Timeframe Appeal does not extend your Pell eligibility beyond the 6 year full time equivalent Federal Pell Grant lifetime limit. Making SAP means maintaining a minimum cumulative GPA of 2.0, completing a minimum 67% Pace, and strictly adhering to the requirements of your academic plan if your appeal is approved. By signing this contract and/or accepting financial aid funds, you are agreeing to the terms and conditions identified above. Failure to comply will result in the disqualification of financial aid and the termination of this contract. Student Signature Date Signed
4 FINANCIAL AID APPEAL FORM SAP APPEAL A. Explain, in detail, the extenuating circumstances (beyond your control) that prevented you from making satisfactory academic progress. Identify the academic term(s) to which you are referring. You must include supporting documentation (attach another sheet if you need more room). Your appeal will be denied for missing supporting documentation. B. Explain what has changed in your situation that will help you stay on track to successfully complete your goal. Explain what has changed in your situation that will help you stay on track to successfully complete your goal. Explain what has changed in your situation that will help you stay on track to successfully complete t has changed in your situation that will help you stay on track to successfully goal. a.
5 FINANCIAL AID APPEAL FORM TIMEFRAME APPEAL Complete both Sections A and B A. Explain why you have not been able to complete your current program/goal within the maximum timeframe limit. The maximum TIMEFRAME at NVC is 150% of published length of the student s declared program. Students enrolled in 60 unit AA/AS, 4 year transfer, or vocational programs are expected to complete their programs by the time they attempt 90 units. Students enrolled in vocational programs of less than 60 units are allowed a maximum time frame (attempted units) that is 150% of their program s length. B. If you have a prior degree, explain why you are pursuing an additional certificate/degree.
6 FINANCIAL AID SATISFACTORY ACADEMIC PROGRESS (SAP) POLICY REVISED JUNE 28, INTRODUCTION Federal and state regulations require that students receiving financial aid be enrolled as a regular student in a financial aid eligible program. An eligible program is one that leads to an associate or bachelor s degree, a one- to two-year program leading to a vocational certificate, or a specialized program that meets federal criteria. Continued eligibility requires meeting the criteria for Satisfactory Academic Progress (SAP). It is the responsibility of all financial aid recipients to understand the terms and conditions of the Napa Valley College (NVC) Financial Aid Satisfactory Academic Progress Policy in order to maintain their eligibility to receive aid. Making SAP means meeting all the standards and requirements of this policy STANDARDS Three standards are used for the assessment of Satisfactory Academic Progress. These standards are reviewed at the end of each semester and are subject to change. STANDARD #1: QUALITATIVE GPA Students are required to maintain a 2.0 minimum cumulative GPA. The GPA will include all aided and unaided terms at NVC. STANDARD #2: QUANTITATIVE PACE Minimum PACE at NVC is 67% of all cumulative units attempted. PACE is the rate at which a student completes requirements for their educational goal and is calculated by dividing the number of cumulative units completed by the number of cumulative units attempted. Remedial and ESL units do count when calculating Pace for SAP. To measure whether students are progressing on pace for completion of their course of study within the maximum time frame, NVC evaluates the pace rate of financial aid students at the end of each term. At each term s end, students are expected to have completed at least 67% of all units attempted. Classes with grades of A, B, C, D, P (Pass), and CR (Credit) are considered to have been completed. Classes with grades of W, F, I, NP (No Pass), NC (No Credit), and RD (Report Delayed) are not considered completed. All units on a student s transcript count as attempted units, whether they were completed with a W, P/NP, and C/NC, were retaken for a better grade, or eliminated from the GPA calculation through the Academic Renewal policy. Note: transfer of credit from schools previously attended will count as both units attempted and units completed. STANDARD #3: QUANTITATIVE TIMEFRAME The maximum TIMEFRAME at NVC is 150% of published length of the student s declared program. TIMEFRAME is used to determine the maximum number of units for which a student may receive financial aid for their educational goal. Timeframe includes transfer units and all aided and unaided terms of attendance. All financial aid students are expected to complete their program of study within 150% of the published length of the program. Students enrolled in 60 unit AA/AS, 4 year transfer, or vocational programs are expected to complete their programs by the time they attempt 90 units. Students enrolled in vocational programs of less than 60 units are allowed a maximum time frame (attempted units) that is 150% of their program s length. For clock hour programs, the maximum timeframe must be no longer than 150% of the cumulative clock hours required for completion of the program, as expressed in calendar time. Example: For a program that is 40 weeks in length, requires 1200 clock hours and meets 30 clock hours per week, the maximum is 150% of 40 weeks, or 60 weeks SAP EVALUATION SAP will be evaluated at the end of each semester. The number of units a student attempts and completes will be used to calculate SAP status. Clock hour programs are evaluated at the end of each payment period.
7 A. SATISFACTORY SATISFACTORY is the status assigned to a student in good standing who is making SAP and is not subject to disqualification. B. WARNING WARNING is the status assigned to a satisfactory student who fails to make SAP. A student on WARNING status may continue to receive aid for one semester only. WARNING status does not require an appeal or other student action. In addition, students who have never applied for financial aid will be placed on Warning if their cumulative GPA is below 2.0 and/or if their cumulative PACE rate is below 67% at the time they enter the Financial Aid program. At the end of the WARNING semester, a student is expected to meet Satisfactory Academic Progress standards. Students who have failed to make SAP will be notified by from the Financial Aid Office about their loss of eligibility, and with instructions about an appeal process. C. PROBATION PROBATION is a status assigned to a student who was disqualified for failure to make SAP, who has successfully appealed, and has had eligibility for aid reinstated. PROBATION status will be granted for one semester only after the student has appealed and has had eligibility reinstated based on approval of the appeal. Probation and reinstatement of aid are reviewed on a case-by-case basis and will not be granted automatically. According to federal regulations, if it has been determined that a student cannot mathematically finish their program of study with the required cumulative GPA and PACE within the allotted timeframe, the student will be considered ineligible for financial aid and Probation will not be granted. D. DISQUALIFICATION Students placed on DISQUALIFICATION status are not eligible to receive financial aid. Students are subject to DISQUALIFICATION based on any of the following: 1) Failure to meet SAP standards while on WARNING status. 2) Withdrawing from all units during a semester (may be required to repay all or part of the funds received). 3) Completing all units for a semester with F, NC, NP, I, and/or W grades (may be required to repay all or part of the funds received). 4) Being placed on NVC Dismissal status. 5) Exceeding Timeframe. 6) Completion of a Bachelor s degree or higher (at any school, foreign or domestic). 7) Completion of an Associate s degree or vocational certificate. 8) Failure to meet the terms and conditions of an approved appeal or academic plan. 9) Exceeding the 600% FTE Federal Pell Grant limit (Timeframe equivalent of 144 units attempted). 10) Other criteria as stated in the Financial Aid Satisfactory Academic Progress Policy, or required by law RE-ESTABLISHING ELIGIBILITY Students who are DISQUALIFIED from financial aid may re-establish financial aid eligibility by meeting all SAP standards. A. Students who failed to make SAP, but have not yet exceeded timeframe may re-establish financial aid eligibility by meeting all of the following requirements: Without benefit of aid, students on Financial Aid Disqualification must: 1) enroll in at least 6.0 units for a semester, and 2) complete 100% of units attempted for the semester, and 3) achieve a semester GPA of 2.0 or better, and 4) achieve a cumulative GPA of 2.0 or better, and 5) achieve a minimum 67% PACE. B. Students who complete a semester on DISQUALIFICATION must have their academic progress reviewed before financial aid eligibility is determined for the following semester. Re-instatement of aid is not automatic. Students will be responsible for notifying the Financial Aid Office once SAP standards have been met. Due to the short time Financial Aid Satisfactory Academic Progress (SAP) Policy - June 28, 2012 Page 2
8 period between semesters, there may be at least a 6-8 week delay in the notification of eligibility. If eligible, any disbursements of student aid will also be delayed. C. Under certain circumstances, students who are DISQUALIFIED from financial aid may submit a Financial Aid Appeal. ALL APPEAL DECISIONS ARE FINAL AND INCONTESTIBLE! 14.4 APPEAL PROCESS ALL APPEAL DECISIONS ARE FINAL AND INCONTESTABLE A. APPEAL FOR FAILURE TO MEET GPA/PACE STANDARDS 1) A student who has lost eligibility due to failure to make SAP may file an appeal, known as a SAP APPEAL. An appeal will be reviewed only for documented extenuating circumstances beyond the student s control. Appeals not meeting the extenuating circumstances category will not be accepted. Submission of an appeal does NOT GUARANTEE the reinstatement of financial aid. Therefore, students should be prepared to pay for their books and other school-related expenses pending the outcome of their appeal. If an appeal is approved, the student will receive financial aid for the semester at the soonest payment date following approval. 2) Students placed on Disqualification may file an appeal for consideration of reinstatement of financial aid eligibility. The Financial Aid Appeal Form and submission deadline dates can be found on the Financial Aid forms webpage at The following are examples of reasons a student may file an appeal: CIRCUMSTANCE Serious physical or emotional illness of student or immediate family member Death in the family Accident or injury to student or immediate family member Disasters affecting student s attendance Loss or change of employment Student made significant improvement during WARNING semester even though cumulative criteria do not meet SAP standards yet (e.g. enrolled at least 6 units, completed all units attempted with 2.0 or higher semester GPA, but Standards 1 & 2 have not been met) Change in academic major, or Exceeded Timeframe Extenuating circumstances that were beyond the student s control REQUIRED DOCUMENTATION Attach medical documentation confirming onset and duration of illness or condition Attached copy of obituary, funeral notice, or Death Certificate Attach medical and/or other documentation verifying the date and duration of the occurrence Attach documentation of insurance claims or other 3 rd party information verifying location and date and nature of disaster Attach letter from the employer verifying the circumstances and dates of loss or change in employment Attach copy of course and grades for preceding semester. These will be verified by the Financial Aid Office Detailed explanation disclosing reasons for change in major and reasons for exceeding the posted unit limitation. Any documents that would help verify student s circumstances. Should include date and duration. 3) THE FOLLOWING ARE NOT CONSIDERED FOR APPEAL: Incarceration, circumstances such as wrong or difficult classes, too many units in the term, poor time management, instructor s teaching style, transportation problems, not having the assigned books or course, taking online classes and not having a computer and/or online access, personal problems not requiring professional intervention, being unaware of academic progress policies or other college requirements, not following placement test and/or Academic Counselor s recommendations, or child care problems. Financial Aid Satisfactory Academic Progress (SAP) Policy - June 28, 2012 Page 3
9 B. APPEAL FOR EXCEEDING TIMEFRAME 1) Students who exceed the maximum unit TIMEFRAME for their educational goal will not be eligible for further financial aid. 2) Students who have a Bachelor s Degree and those students who have already received 6 or more full-time equivalent years of Federal Pell Grant aid are not eligible for further Federal Pell Grant aid. These students may only be eligible for fee waivers, Federal Work Study, and Federal Student Loans. They must have an approved appeal on file to receive Federal Student Loans and Federal Work Study. 3) Students who meet these criteria may submit a Financial Aid Appeal Form, printable from Financial Aid Forms at 4) In order to maintain financial aid eligibility, if a Timeframe Appeal is approved, the student may only take courses listed on the approved student educational plan submitted with the appeal form and may not amend the appeal or submit a later appeal. The appeal will be considered invalidated if the student does not meet GPA and PACE requirements. C. STUDENTS WHO DO NOT MAKE SAP WHILE ON FINANCIAL AID PROBATION OR ACADEMIC PLAN APPEAL 1) Students are disqualified from receiving further financial aid, including loans, and will be unaided until or unless they are able to reestablish eligibility. Reinstatement of eligibility requires achieving SAP standards: 14.4 ADDITIONAL LIMITATIONS a. enroll in at least 6.0 units for a semester, and b. complete 100% of units attempted for the semester, and c. achieve a semester GPA of 2.0 or better, d. achieve a cumulative GPA of 2.0 or better, and e. achieve a minimum 67% PACE of all cumulative units attempted. A. REPEATED COURSEWORK 1) Classes that a student is repeating may be included when determining the student s enrollment for Financial Aid as long as the repeat is NOT a result of: a. More than one repeat of a previously passed course, or b. Any repeat of a previously passed course due to the student failing other coursework required to be taken simultaneously, or c. Any repeat of a previously passed course for the sole purpose of gaining eligibility for financial aid. 2) Repeated coursework may not be eligible for federal aid, if: a. A student repeats a previously passed course (grade of D or better) more than once. A student who has received a passing grade in a course two times, cannot have that class count toward financial aid if enrolled in for a third time; b. A student repeats a previously passed course due to failing other related coursework, and c. A student repeats a previously passed course only for the reason of obtaining financial aid. B. REMEDIAL COURSEWORK Students may receive aid for no more than 30 units of remedial coursework. C. ESL COURSEWORK Students enrolled in ESL courses may receive financial aid as long as they are in an eligible program and meet all other eligibility criteria. D. FINANCIAL AID AND LOANS Loans are a form of financial aid beyond grants. Federal Direct Loans are low-interest loans for students to help pay for the cost of a student s college education. Repayment is necessary when a student graduates, drops below 6 units a semester, or withdraws from all of their classes. NVC College has the right to reduce or deny loans on a case-by-case basis for students at high-risk for default. Students who are on Warning or Probation status are considered to be high-risk and should plan accordingly to meet their educational costs without dependence on maximum annual limits. Financial Aid Satisfactory Academic Progress (SAP) Policy - June 28, 2012 Page 4