Financial Aid

Standards of Academic Progress (SAP)

 

 

Federal government regulations for financial aid programs mandate students must achieve Satisfactory Academic Progress (SAP) towards earning a college degree.  Student’s records are evaluated at the end of each term to determine if the student is meeting SAP.

 

The minimum guidelines for meeting SAP are as follows:

 

• Student must be enrolled in an eligible program of study.  Eligible programs of study are degree and diploma programs and certificates as outlined in the school’s Program Participation Agreement with the federal government.  Academic programs of study must be a minimum of 15 weeks in length and 16 credit hours or more.

 

• Student must achieve his/her degree within 150% of the time needed to complete the program requirements.  Example, the Associate of Arts degree is a required 60 credit hours of study.  The student may attempt up to but no more than 90 credit hours to achieve the A.A. degree.  If the student’s total credit hours of study exceed 90 credit hours, the student’s aid eligibility is suspended.  The student’s entire academic history is included in this evaluation (including transfer, developmental, withdrawn, failed, and incomplete courses).

 

• Students must complete 67% or more of all credit hours attempted (includes transfer, developmental, withdrawn, failed, and incomplete courses).  At the end of each term, all students’ records are checked for the cumulative percentage completed.  Should a student drop below 67%, the student’s aid eligibility is suspended.

 

• Students must earn and maintain a cumulative grade point average of 2.0 or higher.  If a student’s cumulative G.P.A. falls below a 2.0, the eligibility for financial aid is suspended.

 

 

Evaluation of Satisfactory Academic Progress

 

As mentioned above, all student records are evaluated for Satisfactory Academic Progress at the end of each term (including summer terms).  The first term a student fails to meet the 67% completion and/or minimum 2.0 G.P.A. he/she is placed on PROBATION for one term.  The student is sent a letter notifying them of the PROBATION status and the need to have a successful term in regards to completion percentages and G.P.A.  Should a student fail to improve those numbers during the PROBATION term, the student’s aid eligibility is suspended for the upcoming term.

 

Any student placed in an ineligible academic program of study or exceeding the 150% time frame is automatically placed on suspension.

 

 

Satisfactory Academic Progress, Page 2

 

 

The Appeal Process

 

All students evaluated as not meeting SAP are notified by letter from the financial aid office.  The letter details the minimum guidelines for meeting SAP and informs the student of their right to appeal.  Documentation required for filing an appeal is available on the HCTC website or in the financial aid office at the Hazard and Lees College Campus.  Instructions for completing the appeal is detailed on the HCTC Standards of Academic Progress Appeal Form 2005-2006.

 

The student must complete the HCTC Standards of Academic Progress Appeal Form 2005-2006, the KCTCS Financial Aid Degree Audit Form (attached), and submit the minimum documentation as specified on the SAP Appeal Form.  The responsibility is on the student to complete the forms, meet with their advisor, and collect the necessary documents to submit to the financial aid office.

 

Once submitted to the financial aid office, a careful review is given to each appeal.  Each case is unique and must be handled in a manner that is consistent through out the process.  Once the review is complete, the student is notified by letter of his/her status and the conditions of the appeal.  Each student receiving an APPROVED rating is granted financial aid on PROBATION for one term.

 

Since KCTCS evaluates SAP each term, the student’s file is evaluated to check if the student fulfilled their end of the agreement.  Should a student fail to comply with the terms of the approved appeal, the student’s aid eligibility is suspended.

 

Students DENIED their SAP appeals are notified by letter from the financial aid office.  The students are given the opportunity to cancel their enrollment to avoid charges.  The notification further specifies; should a student pay out-of-pocket for one or more courses (3 credit hours or more) and earn a grade of “C” or higher, the student can apply for reinstatement (the course must not be developmental and must apply to their program of study).

 

The Advisor

 

The academic advisor’s role in the appeal process is to help direct the student in the best possible path.  In many cases, the student enrolled in classes with no direction towards earning a degree, or just loaded up on some hours to get full-time financial aid.

 

The appeal process should be a time to help guide the student towards earning a degree in the least amount of time possible or help the student get academic related help (tutoring, counseling, etc.).  Should a student struggle to earn sufficient grades, the student may require additional help and/or possibly a change in academic goals.

 

The responsibility of the appeal process falls solely on the student.  The student must obtain the documentation of their circumstances, must schedule and meet with their advisor, and must submit all appeal materials to the financial aid office.  Lastly, if approved on appeal, the student must meet the conditions of the appeal and complete the program as specified on the KCTCS Financial Aid Degree Audit form.

 

 

Standards of Academic Progress, Page 3

Frequently Asked Questions

 

A student has never received financial aid for prior course work attempted.  The student is flagged as not meeting SAP due to excessive number of hours.  The student states; “well I have never received financial aid before, why can’t I get it now?”

 

• The policy on meeting Satisfactory Academic Progress applies to all students and does not take into consideration if the student received (or not) federal financial aid for previous coursework attempted.  If you are attempting to obtain financial aid assistance, your entire academic career is evaluated.

 

For Summer Sessions, some people get financial aid and some don’t, why?

 

• Financial aid awards are based on a typical academic year.  The typical academic year is two full-time semesters.  In essence, the student has three terms per year (fall, spring, and summer).  During these three terms the student can use up to 2 full semesters.  For example, Mary is full-time enrolled in fall, but takes only 9 credit hours in the spring.  Since 9 credit hours is ¾-time enrollment, Mary has ¼ of her spring financial aid (Pell grant) eligibility available for summer.

 

• Additionally, schools receive a portion of their yearly SEOG (supplemental federal grant funds) to use for summer session awards.  Students apply for the summer grant funds starting April 1, each year.  The applications are evaluated and processed on a first-come, first-served basis to determine tentative awards.

 

Can a part-time student receive financial aid?      YES

 

What GPA must a Student maintain in order to receive financial aid?

 

• The G.P.A. component of the SAP evaluation process requires a cumulative G.P.A. of 2.0 or higher.

 

If a Student must with-draw from a program how would this affect their financial aid in future enrollment of a program or classes?

 

• Classes not completed (grades such as AU, W, WP, WF, MP, I, etc.) all count against the students maximum time frame.  Students must complete their classes within the 150% time allotted for earning their degree.

 

 If a student would not pass a class can they receive financial aid to repeat that class?

 

• It is possible to receive financial aid to repeat failed and withdrawn classes.  As stated in the answer above, incomplete classes count against the student’s maximum time frame to complete their program of study.

 

 

 

 

 

Standards of Academic Progress, Page 4

 

How can the financial aid package be altered throughout the semester for a student?

 

• If a student’s file is complete, awarded, and enrollment hours locked in for the term, the financial aid package should not change.  Any student experiencing such a circumstance should report to the financial aid office in person and seek a review of their file.

 

If a student is flagged for not meeting SAP and the SAP appeal is denied, can the student apply for a student loan?

 

• NO.  Student loans are considered financial aid and are funded from the federal Title IV funding for all financial aid programs.

 

Can a student complete a degree and come back for a second degree?

 

• Should a student complete an Associate in Applied Science, decide they want to pursue a four year degree program; the student could seek a second degree in Associate of Science or Associate of Art.  If the student is over their number of allowable credit hours, the student can file an appeal for a time extension.  If the student can complete the degree in one or two terms and has an acceptable G.P.A. (2.0 or higher), the prospects of the appeal look favorable.

 

• A student (who now has excessive hours) completed an AA or AS degree and wants to return to complete an AAS degree or a certificate.  The request for a time extension would be denied.  Time extensions would be granted to students close to earning their first degree or diploma or earning the A.A. or A.S. for transfer purposes.  Our objective is to assist the student to achieve their stated academic goal (if reasonable) and help them prepare for the next step in the educational ladder.