Did you know that all students are required to maintain Satisfactory Academic Progress (SAP)? In addition to maintaining the basic eligibility that allows you to get financial aid, regulations require that students meet specific Satisfactory Academic Progress requirements. Even if you are not currently receiving financial aid, it is important to be familiar with Santa Rosa Junior College's Satisfactory Academic Progress by taking a few moments to learn about SAP and be aware of how it can affect you. View a video presentation about the SAP Policy here at SRJC.
How do I meet SAP requirements?
To maintain financial aid eligibility, you will have to meet all the following requirements:
1. Maintain a cumulative grade point average (GPA) of 2.0 or higher
Cumulative GPA includes:
- All semesters at SRJC, whether you received financial aid or not
- All grades from prior colleges and universities (learn how to send your official transcripts to SRJC)
- All units in Basic Skills (below college transfer level) classes in English, math, and reading
2. Make progress towards your educational goal by completing at least 67% of attempted units, also known as Progress.
Progress
The rate at which a student completes requirements for their educational goal.
- You can calculate your progress percentage by dividing the total cumulative units completed
by the total cumulative units attempted
Cumulative Units Completed
All units completed at, or transferred into SRJC, including basic skill classes in English, math, and reading.
Successful completion of a course is defined as receiving one of the following grades: A, B, C, D, and P.
.Cumulative Units Attempted
All units on your transcripts count as attempted, whether they were completed with a Withdrawal (W), Excused Withdrawal (EW), or No Pass (NP), were repeated for a better grade, or eliminated from the GPA calculation through the Academic Renewal policy.
- Units transferred from schools previously attended count as both units attempted and units completed.
3. Do not exceed 150% of the units required for completion of your program, also known as the Maximum Timeframe.
Maximum Timeframe
Even though it is called timeframe, it is really a measure of the number of units for which you may remain eligible for financial aid for your educational goal and academic program.
Timeframe includes:
- Attempted units from all terms of attendance (whether you received financial aid or not)
- All transfer units
- Not included are up to 30 units in Basic Skills classes in English, math, and reading
Because of the 150% rule, it is important to decide on an educational plan early on by meeting with a counselor. Please refer to the maximum timeframe chart to review the maximum units allowed by educational goal.
Maximum Timeframe Chart
| Education Goal | Units Required to Complete Program |
Maximum Units Allowed |
| Associate Degree | 60 units | 90 units |
| Transfer Objective | 60 units | 90 units |
| Certificate | Depends on program length | 150% of program length |
SAP Frequently Asked Question
How are SAP standards applied?
Your academic record will be evaluated after grades are posted at the end of each semester to determine if you meet Satisfactory Academic Progress. Curious about your SAP status? Follow these steps to see your SAP status:
1. Log in to your MyFinancialAid Portal
2. On the top left, click on "Menu"
3. From the drop-down menu select "Your SAP Status"
What does my SAP status mean?
- Good Standing
- Warning
- Ineligible
- Probation
- Approved Appeal with Education Plan
- Ineligible Post-Probation
Good Standing indicates you have met all SAP requirements. Keep up the good work! To remain in good standing, you must maintain a minimum GPA of 2.0, earn at least 67% of your attempted units and finish your program before reaching 150% of the program’s length.
Warning status is assigned when you did not meet Satisfactory Academic Progress for the first time. You continue to be eligible for financial aid on warning status, but you are at risk of losing eligibility, should your next term be unsatisfactory. Please use this opportunity to re-establish your SAP. Consider attending a Student Success Workshop (Santa Rosa Campus | Petaluma Campus) to learn how to develop and apply effective study habits. Workshops are led by student leaders and offer topics ranging from planning & organization to strategies to best manage anxiety & stress. At the end of the warning term, if you meet all SAP standards, you will maintain financial aid eligibility.
Ineligible status is assigned when you did not meet the minimum 2.0 cumulative GPA, unit completion of 67%, or after reaching Maximum Timeframe. You are not eligible for financial aid in this status unless you have an approved appeal (see below for guidance). Eligibility can be automatically regained when your GPA meets the minimum 2.0 and unit completion meets 67% and you have not exceeded the maximum timeframe.
Probation status is assigned when you submitted an appeal that was approved, resulting in reinstatement of financial aid eligibility for one semester. If SAP probationary requirements are not met within the probation term, you will again become ineligible for financial aid.
Approved Appeal with Education Plan status is assigned when your appeal toward your ineligible status is approved, resulting in reinstatement of aid eligibility for a designated period of time. In this status, you will have to complete 100% of all attempted units (whether approved for financial aid or not), and be able to meet the SAP requirements within the approved timeframe. Learn more about the appeal process below.
Ineligible Post-Probation status is assigned when you did not meet the conditions specified in your approved appeal. This includes not completing 100% of all units attempted and/or earning less than a 2.0 GPA for the academic term.
What happens if I exceed the maximum timeframe?
If you are ineligible for financial aid because you exceed the maximum timeframe for your educational goal, you may submit an appeal requesting an extension of the maximum timeframe.
The Financial Aid Office may determine to extend your maximum timeframe for continued eligibility of financial aid for the required courses listed on your approved Financial Aid Education Plan (comprehensive education plan). The courses in which you enrolled must be required to complete your approved program of study or required for transfer. Appeals will only be considered if you meet the following requirements: (1) a cumulative GPA of 2.0 or higher, and (2) a minimum cumulative completion rate of 67%. Approved appeals may not be amended unless you have extenuating circumstances, in which case, the Financial Aid Office will review and approve on a case-by-case basis.
What happens if I do not make SAP while on an approved extension?
If you do not maintain the GPA and Progress requirements while on an approved extension of the maximum timeframe, you will be disqualified from receiving further financial aid, including loans, and will therefore be placed on an ineligible post-probation status.
How does Satisfactory Academic Progress affect me if I have loans?
Loans are a form of financial aid that supplements other types of aid. Federal Direct Loans are low-interest loans for students to help pay for the cost of a student's college education. Repayment is required when a student graduates or drops below 6 units a semester. Santa Rosa Junior College has the right to reduce or deny loans on a case-by-case basis for students at high risk for default, including students on Warning or an approved Appeal status. Students who do not meet Satisfactory Academic Progress standards are considered to be high-risk and should plan accordingly to meet their educational costs without dependence on maximum annual loan limits. Learn more about how SAP affects Federal Direct Loans.
SAP Appeal
I lost eligibility for financial aid, can I appeal?
You may submit an appeal to have your financial aid eligibility reconsidered if you believe that extenuating circumstances have hindered your academic performance. Submission of an appeal does not guarantee reinstatement of financial aid. Therefore, you should be prepared to pay for your books and other school-related expenses pending the outcome of your appeal. If your appeal is approved, you will receive financial aid for the semester at the soonest payment date following approval.
Extenuating Circumstances
Circumstances or situations that are unexpected, could not be planned for, and are outside of your control.
Extenuating circumstances may include, but are not limited to:
| Extenuating Circumstances | Examples of Supporting Documentation |
|---|---|
| Serious physical or emotional illness of the student or immediate family member | Medical documentation confirming onset and duration of illness or condition |
| Death of a family member | Copy of death certificate or obituary |
| Accident or injury to the student or immediate family member | Medical and/or other documentation verifying the date and duration of the occurrence |
| Loss or change of employment | Letter from the employer verifying the circumstances and dates of loss or change in employment |
| Disasters affecting student's attendance | Documentation of insurance claims or other 3rd-party information verifying the date and nature of the disaster |
How do I submit an appeal?
The appeal form is available to request online through StudentForms, the confidential and secure student portal, which allows students to submit required financial aid documents using a smartphone, computer, or tablet. If your appeal is approved, your financial aid will be reinstated, and you will be placed on probation and/or extension for the approved academic term(s). If you do not meet the terms of the approved appeal while on financial aid probation and/or extension, you will lose financial aid eligibility at SRJC. Please refer to the checklist below to learn about the appeal process and the steps required.
Appeal Checklist
- Step 1: SAP Workshop
- Step 2: Detailed Explanation
- Step 3: Supporting Documentation
- Step 4: Financial Aid Education Plan
Complete an online SAP Workshop (available through your Student Portal under the section called Online Classes/Workshops, then click "SAP Workshops"). Upon completion take a screenshot of your scores which you will upload to StudentForms.
Write a detailed explanation describing the extenuating circumstances that prevented you from meeting the SAP standards. Use this opportunity to explain to the Financial Aid Office why they should reinstate your financial aid. Your explanation letter should include the following:
- Explain how your circumstances affected your academic progress
- Include dates or a timeline of when the extenuating circumstances occurred and how long did it last
- Describe how the situation has been resolved
- Describe how you will achieve and maintain satisfactory progress in future semesters
Include supporting documentation to verify the extenuating circumstances described in your explanation. Documentation must be provided by an official third party.
Examples of acceptable documentation include:
- Legal or court reports
- Insurance or medical records
- Verification of support services received
- An official letter from a third-party professional (examples include: current or former employer, sponsor, religious leader, or licensed therapist). An official letter must have the third party's letterhead, includes their contact information, and be signed and dated.
Upload a current Financial Aid Education Plan to StudentForms (you can download your education plan through your Student Portal by clicking on "My Education Plan," under the Admissions & Registration section). Counseling appointments are strongly encouraged and are available through the Counseling Office. Remember to inform your counselor when scheduling your appointment, and at the beginning of your appointment, that this is for financial aid purposes. If you have recently met with an SRJC Academic Counselor to develop a current education plan and would like that plan to be the one reviewed for financial aid eligibility, you may submit the plan without an additional meeting with an academic counselor. By uploading the plan to StudentForms, you are agreeing that the plan you are submitting is the one to be considered for financial aid purposes.
Financial Aid Education Plan
The Financial Aid Education Plan (also known as a comprehensive education plan) will detail a clear pathway for you to complete all required coursework for the one SRJC Program of Study for which you are receiving financial aid.
Is there a deadline to submit my appeal?
To avoid processing delays, please review the checklist above to make sure you have all the required documents before submitting your appeal. All appeal documents must be received on or before the dates below:
Fall - November 30
Spring - April 30
Summer - July 30
I just submitted an appeal, when will it be reviewed?
Please allow 4-6 weeks for a decision to be made once all the documents are received.
Who is designated to make appeal decisions?
Financial Aid Office staff reviews appeals and makes decisions.
Can decisions also be appealed?
Yes, to appeal a decision, please make an appointment with one of our Student Financial Services Coordinators. In some instances, the Coordinator will consult with the Student Financial Services Manager. Appeals may be escalated to the Student Financial Services Manager or Director. Decisions by the Director are final and cannot be appealed further.