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Cloud County Community College

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Satisfactory Academic Progress

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Satisfactory Academic Progress Policy

Federal Regulations require students receiving Federal Pell Grant, Federal SEOG, Federal Work Study or Federal Direct Loans to be making Satisfactory Academic Progress.

This progress is measured at the end of each semester according to the following three factors:

  • Cumulative grade point average (GPA)
  • Cumulative completion rate (CR)
  • Maximum Time Frame (MTF) allowed for completing a certificate or degree

SAP is calculated for each student at Cloud County Community College and students will be notified by mail and e-mail for Warning and Denial statuses. 

Good Standing: Students maintaining the following minimum criteria will be considered in Good Standing for Federal Financial Aid Purposes:

  • GPA ~ 2.0 cumulative
  • CR ~ 67% cumulative
  • MTF ~ students must also be below the maximum timeframe allowed (see below)

Warning: Will occur when a student does not meet the cumulative GPA or CR standards.  Students on Financial Aid Warning are eligible for all types of Federal Financial Aid for one additional semester.At the end of the Warning Semester if the student meets the cumulative 2.0 GPA and cumulative 67% CR they will be placed back to Good Standing

  • Students that do not meet these federally mandated standards will be placed on Financial Aid Denial

Denial:Students placed on Financial Aid Denial are not eligible for any Type of Federal Financial Aid including loans. 

     GPA/Comp Rate: 

  • Student did not meet the requirements of Financial Aid Warning
  • Student totally withdrawals or fails to successfully complete any credit hours, (i.e. all W’s, F’s or I’s)

      Maximum Time Frame: 

  • Students who have met their program requirements or are not on pace to complete their program requirements within 150% of the published program length

Reinstatement: Students denied from Federal Financial Aid may be reinstated in the following manners:

Self-Reinstatement for GPA/CR:  If an appeal is not submitted or not granted a student must:

  • Meet the minimum standards for Good Standing with an cumulative 2.0 GPA and 67% CR
  • Students who meet this requirement will have their Federal Financial Aid reinstated upon written request
  • It is the student’s responsibility to report all grade changes to the Financial Aid Office.

SAP Appeal: Students placed on Financial Aid denial have the right appeal is they feel they have unusual circumstances that warrant an exception to policy. The appeal process is available to any student placed on Financial Aid Denial that has specific mitigating circumstances which prevented the student from maintaining SAP.

Appeal forms are available on CCCC’s website or in the Financial Aid Office and should be submitted with all required documentation to the Financial Aid Office.

SAP Appeal Review: Appeals will be reviewed using a SAP Matrix, taking into consideration the student’s prior academic and financial aid history. The matrix score will determine if further review by the SAP Appeal Committee is warranted.  The SAP Appeal Committee consists of Financial Aid and Advising personnel. 

Terms of the appeal may include a limit on the number of hours that a re-instated student may use for enrollment status. Other conditions of re-instatement may be imposed at the discretion of the SAP Appeal Committee and all decisions are final.

An appeal may not be considered if:

  • The student has been dismissed from the college.
  • The student has not been academically reinstated by the Academic Advising Office.
  • The student owes any fees to the college.
  • The appeal request is for the current semester and is received after the semester’s mid-term.
  • Appeals will not be considered for the same circumstances as a previously submitted appeal.

Academic Plans: Students who have been granted an appeal will placed on an Academic Plan and the following will apply:

  • Academic Plans are individualized and will be consistent with degree intent in JE.
  • Must maintain semester 2.0 GPA and 67% CR unless otherwise specified by the SAP appeal committee.
  • Will review Academic Plans several times within the semester to confirm student is meeting the requirements of the Academic Plan.
  • If Academic Plan requirements are not met the student will be placed back on Financial Aid Denial and the Academic Plan will be terminated.

Other Financial Aid SAP Guidelines

Only the courses required to complete the student’s declared program of study are eligible for Federal Financial Aid.

Included Grades: Courses with a recorded grade of “F” (failure), “I” (incomplete), and “W” (withdrawn) or repeated courses are considered toward total hours attempted. For purposes of determining SAP progress at the end of the semester, “I’s” (incompletes) are treated as “F’s”. If a student completes the course and the “I” grade is changed to an “A”, “B”, “C”, or “D”, it is the student’s responsibility to notify the Financial Aid Office and provide verification of the completion.

Excluded Grades: Audit hours are NOT considered for Federal Financial Aid.

Developmental Courses: For Financial Aid purposes, GPA’s are calculated to include development classes.  Once a student has attempted 30 developmental credit hours (whether or not they received Federal Financial Aid for those hours) any additional developmental hours cannot be counted in the student’s enrollment status.

Repeated Coursework:

  • Passed Courses: Once a student has passed a course they can receive Federal Financial Aid funds to repeat the class one additional time.
  • Failed/Withdrawn Courses: If a student fails (F) or withdraws (W) from a course, which has never been passed they may receive Federal Financial Aid until they pass the class.

Transfer Students:Academic transcripts are reviewed for all previous enrollments including enrollment periods and transfer hours which were completed during a term when financial aid was not requested or received.  Transfer hours will be counted as both hours attempted and hours completed