Federal regulations require Santa Rosa Junior College to establish, publish, and apply satisfactory academic progress (SAP) standards for all financial aid recipients. SAP standards apply for all federal, state and institutional grants, loans, and work-study. It is the responsibility of all financial aid recipients to understand the terms and conditions of the Santa Rosa Junior College Satisfactory Academic Progress Policy in order to maintain their eligibility to receive aid. In addition to maintaining SAP standards, a student will be eligible for financial aid ONLY if college records indicate that they are enrolled BOTH in a current ELIGIBLE Education Goal AND a current ELIGIBLE Academic Program.
SATISFACTORY ACADEMIC PROGRESS: 3 REQUIRED STANDARDS
1. GPA, or required cumulative (overall) minimum Grade Point Average
2. Progress, or required cumulative (overall) completion rate, computed by dividing total Units Completed by Total Units Attempted
3. Timeframe, or maximum time allowed a student to reach their educational objective, set at 150% of program length.
HOW STANDARDS ARE APPLIED: Each financial aid student's academic achievement is reviewed at the end of each semester and summer term (if applicable). Students must meet all three standards for continued eligibility.
SAP STANDARDS IN DEPTH
GPA: 'SAP' QUALITATIVE STANDARD
Students are required to have a 2.0 minimum cumulative GPA.
The GPA will include all terms at Santa Rosa Junior College, whether the student received financial aid or not.
The GPA will also include grades obtained for all courses completed at all prior institutions of higher education.
Included in the GPA calculation are units in Basic Skills classes in English, Math, and Reading that are below college transfer level.
PROGRESS: 'SAP' QUANTITATIVE STANDARD
Students are required to be enrolled in BOTH a current ELIGIBLE Education Goal AND a current ELIGIBLE Academic Program leading to transfer, the completion of an Associate Degree for Transfer (AA-T/AS-T); a Transfer or Career and Technical Education Degree (AA/AS), or an eligible Certificate of Achievement. Progress is the rate at which a student completes requirements for their educational goal.
Progress is calculated by dividing the number of cumulative units completed by the number of cumulative units attempted. A fixed percentage of all cumulative units attempted is required.
Students must have a completion rate of 66.67% or higher to maintain eligibility.
All units count as attempted units, whether they were completed with a 'W', ‘EW’, ‘NP’, were repeated for a better grade, or eliminated from the GPA calculation through the Academic Renewal policy. As per federal policy, units transferred from schools previously attended count as both units attempted and units completed. Also included in the Progress calculation are units in Basic Skills classes in English, Math, and Reading that are below college transfer level.
TIMEFRAME: 'SAP' QUANTITATIVE STANDARD
Timeframe is used to determine the maximum number of units for which you may remain eligible for financial aid for your Education Goal and Academic Program. Time frame includes transfer units and all unaided terms of attendance. Not included are up to 30 units in Basic Skills classes in English, Math, and Reading that are below college transfer level.
MAXIMUM TIMEFRAMES (150% of Published Program Length)
ASSOCIATE DEGREE: 90 UNITS
TRANSFER OBJECTIVE: 90 UNITS
CERTIFICATE of ACHIEVEMENT: Varies depending on certificate length
WHEN A STUDENT FAILS TO "MAKE SAP" (GPA, Progress, Timeframe)
Status indicating student has met all SAP criteria
Status assigned when student fails to make SAP for the first time. A student on Warning Status is eligible for financial aid for ONE SEMESTER ONLY. This status does not require an appeal. Students must meet the SAP standards by the end of the semester to maintain eligibility.
Status assigned following Warning semester to student who did not meet the SAP standards during by the end of the Warning term. The student will remain ineligible for aid until they meet the SAP standards or have an approved appeal. Financial aid can be reinstated in the future by the student meeting SAP standards.
Status assigned to student who has been disqualified and has successfully appealed, resulting in reinstatement of aid eligibility for one semester.
Approved Appeal with Education Plan
Status assigned to a student who has been ineligible and has successfully appealed, resulting in reinstatement of aid eligibility for a designated period of time. Students in this status must complete 100% of all attempted units (whether approved for financial aid or not), and be able to meet the SAP standards within the approved timeframe. See Appeal section below for appeal criteria. Approval is on a case-by-case basis and not granted automatically. Students whose appeal is denied will remain in an ineligible status.
Status assigned to students who did not meet the conditions specified in their approved appeal. This includes not completing 100% of all units attempted and/or earning less than a 2.0 GPA for the academic term.
WHEN A STUDENT EXCEEDS MAXIMUM TIMEFRAME
Students who exceed the maximum unit timeframe for their educational goal are no longer eligible for financial aid. Students disqualified for exceeding time frame requirements may submit an Appeal requesting an extension of the Maximum Timeframe.
The Financial Aid Office may determine to extend a student’s maximum timeframe for continued eligibility of financial aid for the required courses only listed on an approved Financial Aid Education Plan (comprehensive education plan). The courses in which the student is enrolled must be required to complete the students approved program of study or the courses are required for transfer. Approved appeals may not be amended unless a student has extenuating circumstances. The Financial Aid Office will review requests for an amended appeal on a case-by-case basis.
The appeal will be considered nullified if the student does not meet GPA and PROGRESS requirements.
STUDENTS WHO DO NOT MAKE SAP WHILE ON AN APPROVED EXTENSION
Students who do not meet the GPA and Progress standards while on an approved appeal for an extension of the maximum timeframe are disqualified from receiving further financial aid, including loans, and will be ineligible for aid until or unless they are able to reestablish eligibility. Reinstatement of eligibility will not be automatic, will be reviewed on a case-by-case basis, and requires achieving GPA and Progress standards and taking required courses only from the approved SAP Appeal:
Minimum cumulative GPA of 2.0.
Minimum cumulative completion rate (PROGRESS) of 66.67%.
REPEATED COURSEWORK and ACADEMIC RENEWAL
All coursework that a student attempts is included in financial aid calculations towards GPA, Progress and Timeframe. Academic renewal is not recognized by the U.S. Department of Education for financial aid purposes.
SATISFACTORY ACADEMIC PROGRESS AND 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, drops below 6 units a semester, or withdraws from all their classes. 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.
FINANCIAL AID APPEALS PROCESS
A student who has lost eligibility due to failure to make SAP after WARNING status may file an appeal, known as a SAP APPEAL. An appeal will be reviewed only for documented extenuating circumstances. Appeals not meeting the definition of "extenuating circumstances" will not be accepted. Submission of an appeal does NOT GUARANTEE reinstatement of a student's 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.
EXAMPLES OF EXTENUATING CIRCUMSTANCES
Serious physical or emotional illness of student or immediate family member
Attach medical documentation confirming onset and duration of illness or condition
Death in family
Attach copy of death certificate or obituary
Accident or injury to student or immediate family member
Attach medical and/or other documentation verifying the date and duration of the occurrence
Loss or change of employment
Attach letter from the employer verifying the circumstances and dates of loss or change in employment
Disasters affecting student's attendance
Attach documentation of insurance claims or other 3rd-party information verifying date and nature of disaster
Reasons NOT CONSIDERED for appeal: Wrong or difficult classes, took the classes while a high school student, too many units in the term, bad time management, transportation issues, not having the assigned books or course materials.
SRJC allows students the opportunity to submit an appeal for evaluation to regain Financial Aid Eligibility. By regulation, appeals must be evaluated based on documented non-recurring extenuating circumstances beyond the student's control that has led to not meeting the SAP standards.
Extenuating circumstances must be verified. Extenuating circumstances include verified cases of accidents, illnesses, or other non-recurring circumstances beyond the student's control. See the examples above.
If an appeal is approved, 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.
Completion of a SAP Workshop is required for students who are not meeting SAP standards (available online through the SRJC Student Portal under the section called Online Classes/Workshops, then click SAP Workshops).
The Appeal Form is available through StudentForms, the confidential and secure student portal, which allows students to submit required financial aid documents using your smartphone, computer, or tablet. Visit https://santarosa.verifymyfafsa.com/ to login.
ALL APPEALS MUST INCLUDE ALL OF THE FOLLOWING (incomplete appeals will not be reviewed):
- Verification of completion of the Online SAP Workshop
- A detailed explanation of your extenuating circumstances
- Verifying documentation of the extenuating circumstances beyond your control
All appeals must have verifying documentation that supports your statement of unusual circumstances. The documentation must be from an official third-party person or agency. Examples include: legal, court, insurance or medical documentation; verification of support services received; an official letter from a current or former employer, sponsor, religious leader, or licensed therapist may also be provided.
An official letter is on agency letterhead, provides contact information, and is signed and dated.
- A Financial Aid Education Plan
The Financial Aid Education Plan (also known as a comprehensive education plan) will detail a clear pathway for the student to complete all required coursework for the one SRJC Program of Study for which they are receiving financial aid. Counseling appointments are strongly advised and are available through the Counseling Office.
Be sure to inform the counselor when scheduling your appointment, and at the beginning of your appointment, that this is for financial aid purposes.
Students who 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, may submit the plan without an additional meeting with an academic counselor. Download the current plan from your SRJC Student Portal (myCubby). 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.
All appeal documents must be received on or before the dates below. Incomplete appeals will not be reviewed.
Fall - November 30
Spring - April 30
Summer - July 30
Appeals are evaluated in order of date received and can take between 4 - 6 weeks for review.
SRJC SAP STANDARDS
What is SAP?