Satisfactory Academic Progress Policy

Click for New Policy Effective Summer Quarter 2008

In order to remain potentially eligible for financial aid, a student must maintain satisfactory academic progress in accordance with the current financial aid Satisfactory Academic Progress Policy. Satisfactory academic progress has two components: quality and quantity.

Qualitative: The student must have at least a 2.0 grade point average at the end of each quarter on the scheduled credit hours attempted.  The quarter GPA is calculated according to the College’s grading system and grade point formula found in the Academic Information sections, Grading System and Grade Point Average (GPA).

Quantitative: Quantitative satisfactory academic progress is defined as the completion rate of at least 67% of the scheduled credit hours attempted.  Hours are counted as being completed in a course only when the student receives a final grade of A, B, C, D or A*, B*, C*, D*. Course hours for courses with final grades other than A, B, C, D or A*, B*, C*, D* are not counted as making quantitative satisfactory progress.

Consequences of Probation and Suspension

A student who fails to make satisfactory academic progress during any given quarter will be placed on probation but will be eligible to receive financial aid during the next quarter. Satisfactory academic progress will be monitored again at the end of that next quarter. If the student fails to meet the satisfactory standard at the end of the second quarter, the student’s financial aid will be denied and eligibility must be re-established before any further aid is awarded. Students who have been declared ineligible for financial aid because of unsatisfactory academic progress must successfully complete the appropriate amount of course work at their own expense to bring them back into compliance and must maintain a GPA of 2.0 or above.

Financial Aid Appeals Process
Students may appeal the denial of financial aid or their award by following the procedures outlined below:

• A student’s appeal must be in writing and submitted to the Director of Financial Aid.

• The appeal must specifically address the extenuating circumstance. Documentation of the extenuating circumstance must be provided along with the written statement of appeal.

• The student will be responsible for payments of tuition and fees until the appeal decision is made.

• The Financial Aid Office will notify the student of the outcome of the appeal.

** New Policy Effective Summer Quarter 2008

FINANCIAL AID SATISFACTORY ACADEMIC PROGRESS POLICY 

In accordance with Federal financial aid regulations, financial aid recipients are required to make Satisfactory Academic Progress (SAP) toward completion of their educational goals in order to receive financial aid.  This SAP policy is separate from West Central Technical College’s academic progress policies.  Additionally, Federal rules state that SAP standards must include a review of all periods of enrollment, for which the student did and did not receive financial aid. The following requirements must be met in order to receive or continue to receive financial aid.

In order to receive financial aid, a student must be enrolled in an eligible program of study that leads to a Certificate, Diploma, or an Associate Degree.  In addition, there are three SAP requirements that students need to meet or they may become ineligible to receive financial aid due to unsatisfactory academic progress:

1. Quality—this is monitored by grade point average (GPA). To maintain eligibility for financial aid, students must stay in good academic standing by maintaining a 2.0 cumulative GPA and must have at least a 2.0 grade point average at the end of each quarter on the scheduled credit hours attempted.  

2. Quantity—this is monitored by evaluating the percentage of attempted credits in which passing grades are earned. The minimum satisfactory completion rate is 67%. Passing grades for this purpose are letter grades of A, B, C, D, or A*, B*, C*, D*.  

3. Maximum Timeframe—the final component requires that students complete their program of study within 150% of the required credits of the program. For example, if you are in a program of study that requires 80 credits to graduate, you may receive funding for the first 120 credits attempted.  All repeated units are included as attempted; therefore, each time a course is taken, the number of units will be included in the calculation of the 150% rule and academic progress. 

Satisfactory Academic Progress is monitored at the end of each quarter.  Students who do not meet these progress requirements will be placed on financial aid probation and may become ineligible for financial aid after one additional quarter. 

• Financial Aid Probation: Students who receive financial aid, but fail to maintain SAP, will be placed on financial aid probation for one quarter.  Students will be notified in writing that he/she has been placed on financial aid probation.  Students on financial aid probation may continue to receive financial aid during the probationary quarter. 

It is highly recommended that students on financial aid probation meet with their academic advisor to discuss educational plans/requirements and overall institutional academic progress.

• Removal from Financial Aid Probation: At the end of a student’s probationary quarter, the student must have completed the required number of units and/or raised the GPA to the minimum standards for all courses attempted during that quarter to return to good academic standing.  If the student fails to achieve academic progress after one probationary quarter, the student will be placed on financial aid suspension. 

• Financial Aid Suspension: A student placed on financial aid suspension is no longer eligible to receive financial aid.  Students placed on financial aid suspension will be notified in writing that he/she has failed to make SAP. 

Reinstatement of Financial Aid: A student who has been suspended from receiving financial aid may be reinstated by registering for classes at his/her own expense (without financial aid funds) and fulfilling the requirements for satisfactory academic progress.

Appeal Process: A student on financial aid suspension may submit a written appeal to the WCTC SAP Appeals Committee if the student believes there are extenuating circumstances for his/her failure to maintain SAP.  Extenuating circumstances include: personal illness/accident, serious illness or death within the immediate family, auto accident or other situation beyond the reasonable control of the student.  As such, documentation/proof may include a letter from a doctor, hospital or social services agency; obituary notice; or a police report. 

Submission of an appeal does NOT guarantee that a student will regain financial aid eligibility.  After review of the appeal, the Appeals Committee will render a FINAL decision and the student will be officially notified, in writing, of the Committee’s decision to approve or not approve the appeal.  The student will be responsible for all tuition and fee payments during their appeal.

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