Satisfactory Academic Progress

? Contact the Financial Aid Office

Basics of SAP

 

Federal and state regulations require students receiving federal student financial aid and state aid to maintain Satisfactory Academic Progress (SAP). In compliance with these regulations, Glendale Community College has established the following Satisfactory Academic Progress standards that you must meet to be eligible for federal and state financial aid programs. Students not meeting GCC’s SAP standards will not be eligible for financial aid until they regain eligibility through an approved appeal or through improved academic progress. There is a separate SAP policy for the California College Promise Grant (CCPG). See CCPG academic and progress standards.

You must meet all of the following Satisfactory Academic Progress standards by the end of fall, spring and summer terms:

  • Complete your program within a maximum time frame, i.e. AS, AA or transfer program within 90 progress credits or the number of credits required for your vocational/certificate program
  • Maintain a cumulative 2.0 GPA
  • Successfully complete 66.7% of all attempted credits

Maximum Time Frame (Term Dismissal)

Standards required by the US Department of Education: You must complete your program within 150% of the credits required for that program. The number of credits required for degrees, certificates and transfer are listed in the college catalog. All attempted credits, including credits transferred in from other colleges, must be included, with the exception of credit ESL courses and up to 30 credits of remedial courses. Attempted credits are any credits for which you received a grade or "W" (Withdrawal).

Glendale Community College Policy: Students enrolled in a degree or transfer program who exceed 90 attempted credits and students enrolled in certificate programs who exceed 45 attempted credits have exceeded the maximum time frame requirement and will be placed on Term Dismissal status. Click to print the Appeal Form.

Pace of Progression (SAP Dismissal)

Standards required by the US Department of Education: You must successfully complete your courses at a pace that will allow you to meet the maximum time frame requirement.

Glendale Community College Policy: Students must successfully complete 66.7% of all attempted credits, including credits transferred into GCC, to meet this standard. Credit ESL and non-credit or remedial classes are not included in this calculation. Credits for which a student receives a grade of "F", "I" (incomplete grades), “EW” or "W" are not successfully completed. Students who do not meet this standard will receive a Warning Notice. If you do not meet the pace of progression standard by end of the warning period (one term), you will be placed on SAP Dismissal and your financial aid will be terminated until the term you meet this standard. Click to print the Appeal Form.

Grade Point Average (SAP Dismissal)

Standards required by the US Department of Education: You must maintain a Grade Point Average (GPA) consistent with graduation requirement and have a 2.0 GPA. 

Glendale Community College Policy: As stated in the catalog, Glendale Community College requires you to maintain a cumulative 2.0 GPA to be in good academic standing. This standard also applies to financial aid eligibility.  All attempted Glendale College credits and any credits transferred into Glendale College are included when the cumulative GPA is calculated for financial aid purposes.  Any student not meeting this standard will be placed on Warning Status for one term. If your GPA remains below 2.0 at the end of the warning period, you will lose financial aid eligibility until your GPA is 2.0 or higher.  Eligibility will automatically be reinstated when the student earns a GPA of at least 2.0 by the end of fall, spring or summer terms. Click to print the Appeal Form.

At the end of Fall, Spring and Summer terms, your records are reviewed for Satisfactory Academic Progress. Students who do not meet SAP standards will be placed on one of the following statuses

  • Financial Aid SAP Warning. If you have not met the SAP standards in the most recent term you will have one term to meet those standards and will remain eligible for financial aid during that term. You will receive an email through your MyGCC account and an item on your “TO DO” list notifying you of your Warning Status.
  • Financial Aid SAP Dismissal. If you are still not meeting SAP standards at the end of the warning term you will be disqualified from further financial aid until all SAP standards are met. If you have extraordinary mitigating circumstances beyond your control that prevented you from meeting the SAP standards, you may submit an appeal in accordance with the procedures listed below.

Reestablishing Eligibility: Appeal Procedures for SAP and Term Dismissal

If you are disqualified from financial aid for not meeting Satisfactory Academic Progress standards, you have the opportunity to submit an appeal to the Financial Aid Office. If the appeal is approved, you will regain eligibility as of the term the appeal was submitted. Appeals cannot be approved retroactively to apply to terms prior to the appeal submission date.

If mitigating circumstances caused or contributed to you not meeting a Satisfactory Academic Progress standard, you may appeal. Examples of mitigating circumstances are illness, death of a parent, disability related issues, a necessary increase in work schedule or a change in major. These are typical, but not the only, mitigating circumstances that commonly occur.  You should anticipate college will be a demanding endeavor that may interfere with work and family life. Merely having a job, a family or a disability is not automatic grounds for a successful appeal.

All appeals must include a detailed written statement directly addressing the appeal questions and supporting documentation of the circumstances cited in the appeal. Medical records, court documents, and statements from employers or other professionals are examples of documentation that might be submitted as part of an appeal.  Lack of documentation may result in a denial of the appeal. Incomplete files will not be processed.

Students submitting a Term Dismissal appeal must meet with their Academic, EOPS or CSD counselor and include the counselor’s recommendation, an updated Student Education Plan, all school transcripts and their transcript evaluation to complete their appeal. Appeals may be escalated to the SAP Appeals Committee for further review at the discretion of the Associate Dean of Financial Aid. The Appeals Committee meets on a monthly basis.Appeals may be denied or placed on probation. These statuses are explained below:

Denied appeal: Student is ineligible for further federal student aid until the student improves his or her academic progress

Probation status: The appeal is approved and the student regains eligibility on the condition that the student:

  • Meets the Progress and/or GPA standard by end of term or;
  • Adheres to a Financial Aid Course Contract. Students on a Financial Aid Contract will only receive financial aid for the specific courses listed on the Contract and must successfully complete all contract courses within the designated time frame to remain eligible for financial aid.

Students on Financial Aid SAP Dismissal status may submit an appeal in accordance with the Appeal Procedures explained above. A student whose appeal is approved is placed on Financial Aid Probation and is eligible for one additional term of financial aid and must meet all SAP Standards by the end of that term. Failure to meet minimum SAP standards after their probation term will return the student to SAP Dismissal status.

Students placed on a Financial Aid Contract (Academic Plan, SEP) as a result of their SAP Appeal will be approved for one additional term (two total terms). Failure to meet minimum SAP standards two terms after being placed on a Financial Aid Contract will return the student to SAP Dismissal status.

  • Students who fail to meet the terms of their contract will be placed on contract dismissal. Students on contact dismissal may appeal their status if they experience mitigating circumstances.
  • Students may also appeal for a contract change if they find it necessary to change courses on their contract.
  • Both forms require a counselor’s signature before submission.

Repeat courses:

Students on (SAP or term dismissal) contract may repeat a course they have previously failed if it is necessary for completion of the degree or certificate, listed on their SEP and approved by a counselor (Dropped courses and grades of W or EW will not count as the allowed retake). Students may repeat, with aid, the previously failed course or courses until they receive a passing grade in the course (no F, I, W, EW grades). Students on contract may repeat a course they have previously passed one time only if it is necessary for the degree or certificate, listed on the SEP and approved by a counselor (grades of F on the retake course count as the one allowable retake and no further retakes will be funded). Contract change forms that are requesting the addition of a course previously taken (while on contract or not) must meet the same criteria as the other repeats: the course must be necessary for the degree, listed on the SEP and approved by a counselor. Transfer courses: courses taken elsewhere that have been accepted by GCC for transfer will count against the student’s repeat count at GCC. Regular students (not on contract) may repeat a previously failed course until they receive a passing grade (D or better). Regular students repeating a course they have previously passed, may repeat the course with aid one time only. Grades of W do not count as their allowable repeat.

Transfer credits:

Credits accepted for transfer as part of a student’s academic plan will be counted as part of the student’s pace of progression, SAP and maximum time frame measures. Transfer credits not part of the student’s academic plan may be excluded from the SAP calculations on a case by case basis using professional judgment.

Appeals to Count the Higher Grade:

 Students who successfully appeal to count the higher grade will have the prior course(s) stricken from their academic record. The prior credits will no longer count toward their pace of progression and cumulative GPA. This may impact a student’s SAP standing. Students should consult with a financial aid adviser.

Changes of program, prior degrees and additional degrees:

 The goal of GCC and the financial aid office is to support students’ successful completion of their academic goals. Not all students enter GCC with a clear idea of what they want to study. Additionally, the financial aid office understands that not all students’ academic plans include a 4 year degree. Many GCC students gain the skills and education necessary here to move directly into the workforce. In response to these understandings, we typically accept a change of major or program as a mitigating circumstance in the SAP appeal process. Students deemed to be abusing this policy by unnecessarily extending their enrollment here (continually changing programs), will be denied financial aid. Additionally, we give consideration to students’ requests for an AA or AA-T degree plus a certificate to be funded by financial aid. We do not fund a second AA degree with federal or state aid. Students who come to GCC with a prior AA degree will go on immediate term dismissal and must appeal for aid (term dismissal appeal). Students who come to GCC with a prior bachelor’s degree will go on immediate term dismissal and must appeal for aid (Federal Direct Loans and Federal Work Study only).

Appeals for academic renewal:

 If approved, an appeal for academic renewal results in the courses under appeal being stricken from the student’s record. This process may impact a student’s financial aid eligibility, and may even result in a reversal of financial aid funds. Students should consult with a financial aid adviser.