Standards for Satisfactory Academic Progress Policy and Procedure 1.1 Office of Financial Aid Applies to: This applies to students. This policy is required for institutions to measure student academic progress towards a degree. POLICY Issued: 2013-2014 Revised: 08/01/2013 Edited: 01/07/2013 Reviewed: 08/01/2013 Federal regulations require that Cincinnati State Technical and Community College review the academic progress of students receiving federal financial aid. The review process evaluates whether a student is making measurable progress toward completion of their course of study in order to continue receiving federal financial aid. All credits attempted, since the first semester of enrollment, and transfer credits, must be included, whether or not federal financial aid was use. At Cincinnati State Technical and Community College, Satisfactory Academic Progress (SAP) is evaluated at the end of each semester. If a student submits a FAFSA application after the evaluation period, their SAP status will be reviewed at the time the FAFSA application is received. If it is determined that the student is not making satisfactory academic progress, the student will receive an e-mail notification. S/he must respond to all notifications from the Office of Financial Aid in a timely manner to ensure proper processing of their financial aid. Standards of academic progress must be met by students receiving Federal Student Aid (FSA), under Title IV programs, including: College Work-Study, Pell Grant, Supplemental Educational Opportunity Grant, Subsidized and Unsubsidized Direct Loan, and Parent PLUS Loan programs. These standards also apply to the following State of Ohio funded programs: Ohio Academic Scholars, Ohio War Orphan, NEALP, Frank O Bannon, Choose Ohio First and Ohio Safety Officer Scholarships. All Cincinnati State scholarship recipients are expected to adhere to the Satisfactory Academic Progress Policy.
Minimum Satisfactory Academic Progress (SAP) Standards A student s cumulative grade point average and the percentage of credits completed are used to determine satisfactory academic progress. The review is based on students entire enrollment history at Cincinnati State Technical and Community College including any enrollment period in which a student did not receive financial aid, and all transfer credits received. Withdrawal from a class, receiving an Incomplete or No Show grade will not affect a students grade point average (GPA); however, it will affect the percentage of credits attempted. It is the student s responsibility to read, understand, and adhere to the Satisfactory Academic Progress policy in order to remain eligible for financial aid. Failure to comply with this policy can result in the student s financial aid being terminated at Cincinnati State Technical and Community College. Completion Rate & Grade Point Average (GPA) Requirements To be making satisfactory academic progress, a student must: Complete at least 67% (or two-thirds) of all courses attempted AND maintain a minimum cumulative grade point average (GPA) of 2.0 or higher to remain eligible for federal financial aid; o Earned grades of A, B, C, D, P or S are considered completed credits and are calculated in a student s cumulative grade point average (GPA), o Withdrawals (W), incompletes (I), audits (A) and grades of F (fail),and NS (no show) are not considered completed credits but count toward a student s attempted credits for financial aid completion. NOTE: Students who have earned a semester grade point average of 0.0 (zero) by receiving grades failing grades of F or W, with Incomplete (I), and/or combination of failing grades and/or withdrawals (W) will be immediately disqualified for financial aid and will be placed on a SAP suspension and may have to appeal the suspension of their financial aid. Failure to maintain Satisfactory Academic Progress: Failure to meet the rate of completion requirement and / or the grade point average requirement will result in the following: Financial Aid Warning: (After one (1) semester) Students who are not making satisfactory academic progress at the end of one term of enrollment will be placed on financial aid warning and will be notified of their financial aid status. During the term of financial aid warning, students are eligible for federal financial aid and are encouraged to re-evaluate their academic progression toward the completion of their course of study, obtain academic advising, and other academic support resources to support their academic success.
Financial Aid Probation: the granting of financial aid for one term, based on an approved appeal. Financial Aid Suspension: (After two (2) or more semesters) Students, who are not making satisfactory academic progress after at least two semesters of enrollment, will be placed on financial aid suspension and notified of their financial aid status. Students who are placed on financial aid suspension will be ineligible to receive federal financial aid for the next semester of enrollment unless they have an approved SAP Appeal. Due to the limited amount of processing time between semesters, students who have elected to register for the next semester will be held financially responsible for all tuition and other institutional charges on their student account. Students may appeal the suspension of their federal financial aid by documenting any extenuating and/or mitigating circumstances that may have led to their inability to maintain satisfactory academic progress. Students who submit a financial aid appeal are not automatically reinstated for federal financial aid. The Office of Financial Aid considers the students written appeal, other supporting documentation, and federal regulations when making a final determination of financial aid reinstatement. Maximum Time Frame for Financial Aid Eligibility The maximum number of credits that can be attempted to complete an associate degree and receive federal financial aid is up to the maximum time frame as determined by the eligible program credits. Students will receive a Warning status when they have attempted 100 percent of the (Maximum Time Frame) MTF and thereafter. Students who have reached their maximum time frame in attempted credits are immediately ineligible for federal financial aid. To obtain additional federal financial aid a student must submit a SAP Maximum Time Frame Appeal, complete the SAP module on Blackboard, and meet with their academic advisor. A student is ineligible when it becomes mathematically impossible for the student complete their program within 150% of the length of their program. All periods of enrollment count towards a student maximum time frame regardless if the student received federal student aid. Withdrawals, incompletes, and repeated courses are considered in the calculation of credits attempted. Students may repeat a previously passed course one time only. Meaning, the student may attempt a passed course twice. Passed courses will count as attempted, but only one of those courses will be counted as completed, for purposes of determining course completion. The highest grade earned will be calculated into the grade point average. Audited courses are not included in the calculation of credits attempted.
If a student has transfer credits, that are applicable to their program, the credit hours are applied towards the student maximum time frame. If a student has change majors, students are allowed up to two major changes. If a student has a double major, students are required to complete both programs within the maximum time frame of the program with the highest number of credits. If a student participates in the college academic forgiveness, for financial aid purposes all coursework attempted must be included when evaluating student s satisfactory academic progress. If a student completes program, but with no degree or certificate is no longer eligible for additional financial aid for that program. Students who return to Cincinnati State following any length of separation are subject to meeting SAP regardless of their previous financial aid status. All courses attempted from prior enrollment will be considered in evaluating SAP. * Remedial Courses and English as a Second Language Up to thirty (30) credits of combined remedial coursework and/or English as a Second Language (ESL) courses are not calculated in the credit hours attempted but will count toward the maximum time frame but does count towards completion percentage. SAP Appeal Process: Federal regulations restrict those circumstances that may enable a SAP appeal from being successfully approved. Students should provide as much documentation as possible regarding unusual and/or mitigating circumstances with their appeal to be afforded full consideration. The Office of Financial Aid considers students written appeal, supporting documentation, and federal regulations when making a final determination. There are several reasons a student may file a SAP appeal. These include the following: death of a family member; disabling illness or injury to the student; disabling illness or injury of an immediate family member that required the student s care, the student s emotional or mental health issue that required professional care, or other unusual circumstances beyond the student s control and/or demonstrated progressive academic improvement. A student must properly document the basis for his or her appeal in accordance with the SAP appeal requirements. A student should refer to the Satisfactory Academic Progress appeal E- form, meet with an academic advisor, and consult with a Student Financial Aid Advisor for further information on the specific requirements of a SAP appeal.
The decision of the Satisfactory Academic Progress Appeal Committee is final. Students may not re-appeal the decision of the SAP Appeal Committee, unless additional information supporting original circumstances have been provided. SAP Appeal Outcomes: Financial Aid Probation Status: Students with approved GPA/Completion Rate appeals must continue to earn a semester grade point average (GPA) of 2.0 or higher and semester completion rate of at least 67% (or two-thirds) to maintain continued eligibility for federal financial aid in each subsequent semester. Students on financial aid probation status for insufficient grade point average or insufficient completion rate must demonstrate progressive improvement toward their degree; however, students may not exceed their maximum time frame while on financial aid probation and continue to receive federal financial aid. If a student on Financial Aid Probation reaches their maximum time frame in attempted credits, the student will have to complete a Maximum Time Frame Appeal. Financial Aid Probation Status: Students with approved Maximum Credit Limit appeals must continue to follow their prescribed degree plan and recommended courses associated with their declared major to continue to receive federal financial aid. Additionally, students are expected to complete their degree within the number of credits as defined by and associated with the most recent Maximum Credit Limit Appeal. Students on financial aid probation status for maximum credit limit must demonstrate progressive improvement toward their degree by maintaining a cumulative grade point average (GPA) of 2.0 or higher and complete 100% of all courses attempted per semester in order to remain eligible for federal financial aid. Academic Plan Status: Students who have are placed on academic plan status are required to complete 75% of all coursework attempted and a 2.5 semester GPA. Suspension Status: Students who have not demonstrated mitigating circumstances for an approved SAP appeal will have to meet the overall Standards of Satisfactory Academic Progress to have federal financial aid reinstated. Students may not re-appeal circumstances, which have already been denied unless additional documentation has been provided. Students who are placed on Financial Aid Suspension will have their SAP status evaluated at the end of each semester of enrollment to determine whether the student has complied with overall cumulative SAP standards to be returned to an eligible SAP status.