Satisfactory Academic Progress
There are two different policies regarding satisfactory academic progress. One from academics and one from financial aid. Please read the details below.
For Academic standing all degree and certificate seeking students will be evaluated using the following criteria based on credits earned at OCCC since Summer 2020 term:
-
- Cumulative GPA of at least 2.0
- Cumulative credit completion rate of at least 67%
In this procedure, “consecutive” means subsequent terms of enrollment. These do not need to be back-to-back terms of attendance. Here are some examples of subsequent terms of enrollment:
-
- Spring and fall (non-attendance summer term) (subsequent, but not back to back)
- Fall and winter (subsequent and back-to-back)
- Fall and spring (non-attendance winter term) (subsequent, but not back to back)
The financial aid satisfactory academic progress policy can be view by clicking on the plus sign next to financial aid SAP below.
This table provides a brief comparison of academic standing and financial aid satisfactory academic progress:
| Academic Standing (Satisfactory Academic Progress) | Financial Aid Satisfactory Academic Progress | ||
| Good Academic Standing | Above 2.0 Cum. GPA AND Above 67% Cum. Credit Completion | Good Academic Standing | Above 2.0 Cum. GPA AND Above 67% Pace/Cum. Credit Completion rate |
| Academic Warning
(First Term) |
Below 2.0 GPA OR Below 67% Credit Completion | FA SAP Warning | Below 2.0 OR 67% Pace/Cum. Credit Completion rate |
| Probation
(Second Term) |
Continued < 2.0 GPA OR < 67% Cred Comp;
Student must meet with Advisor and Develop Academic Plan |
FA SAP Suspension | Student must meet with an advisor and develop an academic plan and learning contract. Student can appeal to FA and, if successful, be placed on FA probation. |
| Suspension
(Third Term) |
Continued 2.0 GPA OR <67% Cred Comp; Student can appeal to VPSA | Maximum Time Frame | Students will be placed on FA SAP Suspension when it is determined they cannot complete their degree/certificate within 150% of the required credits for their degree/certificate. |
At the end of each academic term the Enrolment Services Manager/Registrar will evaluate the academic progress of degree and certificate seeking students based on the criteria listed above. The Registrar will send an electronic notification, prior to the start of the next term, to each student placed on Academic Probation, Academic Warning or Academic Suspension, outlining any required steps. Students are considered in good academic standing if they have a cumulative GPA of at least 2.0 and a cumulative credit completion rate of at least 67%. Students are considered on academic warning if their cumulative GPA is below 2.0 or their cumulative credit completion rate is below 67%. Students will be reinstated to good academic standing as soon as their GPA is 2.0 or higher and have a cumulative credit completion rate of at least 67%. Students are placed on academic probation after a term on academic warning if their cumulative GPA is below 2.0 or their cumulative credit completion rate is below 67%. Students are placed on academic suspension if their cumulative GPA remains below 2.0, or their credit completion rate is below 67% for a third consecutive term. A hold will be placed on a student’s account preventing them from registering, if the student registered for courses, all courses will be dropped. Students will have the right to appeal their academic suspension status by submitting an appeal by Thursday of week one of the term. The appeal will be reviewed by the Vice President for Student Affairs’ Office. As part of the appeal process, the Vice President for Student Affairs’ Office may require that the student complete one or more of the following conditions: The Vice President for Student Affairs’ Office has discretionary power to work within these guidelines to implement any conditions if warranted or to extend them as deemed appropriate. Federal regulations require that all students who receive financial aid must maintain satisfactory academic progress and work towards an eligible degree or certificate. Please note, due to additional federal requirements for students receiving financial aid, there are differences between OCCC’s Academic SAP and Financial Aid Satisfactory Academic Progress (SAP) policies. Purpose To be eligible for financial aid, a student must make satisfactory academic progress (SAP) toward their degree or certificate. At the end of every term, Oregon Coast Community College will measure a student’s SAP using the following criteria: • Grade Point Average: Maintaining a 2.0 cumulative grade point average (GPA). If a student does not meet SAP standards, a notification will be sent to their OCCC email address. Elements of SAP With only a few exceptions, graded courses taken at OCCC are included in GPA. The grades I, W, and NP are not included in GPA calculations and for courses repeated in an attempt to earn a better grade, only the highest grade will be included in GPA calculations. Additionally, transfer credits are not included in GPA and do not count towards meeting this criterion. A student can reestablish their eligibility by raising their GPA to the required value. If a student has been placed on SAP suspension but experienced mitigating circumstances, they can submit an appeal to the OCCC financial aid office. Pace A student earns credit for grades of A, B, C, D, and P, and they do not earn credit for grades of W, I, NP, and F. Attempted credits include classes taken at OCCC for a grade as well as accepted transfer credits. Courses attempted, but assigned a W, I, NP, or F grades count as attempted, but not earned when pace is calculated. Maximum Timeframe If a student does not graduate within the maximum timeframe, or the financial aid office determines that it is mathematically impossible for a student to graduate within the maximum timeframe, their aid will be suspended. If a student has experienced mitigating circumstances, they can appeal their financial aid suspension. This policy applies to both degree and certificate students. Degree and certificate program length varies and is published in the OCCC catalog. SAP Statuses If a student does not meet financial aid SAP standards, a notification will be sent to their OCCC email address. Financial Aid Suspension Regaining Eligibility There are two ways to regain eligibility for federal student aid: • Improve academic performance until SAP requirements are met. If a student does not meet financial aid SAP standards, a notification will be sent to their OCCC email address. Financial Aid Probation with a Learning Contract and Academic Plan While on financial aid probation, a student is eligible to receive Title IV aid. While on probation, a student must complete 67 percent of attempted credits for the term with a 2.0 cumulative GPA by the end of the term to meet the probationary status requirements. A student on probation who meets SAP standards at the end of the term will move to good standing. If a student on probation does not meet SAP standards at the end of the term, a financial aid staff member will evaluate the student’s academic progress for improvement of pace and cumulative GPA and to determine if the student has adhered to their learning contract and academic plan. As a result of this evaluation if the student has improved their pace, cumulative GPA, and adhered to their learning contract and academic plan, the student may continue with the status of academic probation. If the student has not significantly improved their pace, cumulative GPA, and/or adhered to their learning contract and academic plan the student will be placed on financial aid suspension. Students in financial aid suspension are not eligible to receive financial aid. Students who have their financial aid suspended have the right to file a Satisfactory Academic Progress Appeal with the financial aid office. Appeal Process A student will be notified via their college email account of the outcome of their appeal, specifying approval or denial along with any additional conditions/requirements for this status (i.e. mandatory tutoring, mandatory advising check ins, or other activities that support a student’s academic success). A student’s appeal may be denied based on insufficient detail, documentation, or lack of evidence of any academic or personal difficulties being addressed or resolved Forms Financial Aid Satisfactory Academic Progress Appeal Form Learning Contract with Academic Plan Guidelines
Good Academic Standing
Academic Warning
Academic Probation
Academic Suspension
Forms
What is Financial Aid Satisfactory Academic Progress (SAP)?
Financial Aid Satisfactory Academic Progress (SAP) Policy
The purpose of this policy is to describe OCCC’s process for determining a student’s eligibility for continued receipt of Title IV federal funds in accordance with federal requirements for financial aid satisfactory academic progress in compliance with the Higher Education Act of 1965, as amended (34 CFR 668.34).
This policy applies to all students enrolled in credit-bearing courses and, as required by federal regulations, is at least as strict as its academic progress standards for students enrolled in the same academic program who are not receiving federal Title IV financial aid.
• Pace: Earning credit for at least 67 percent of the cumulative credits attempted.
Grade Point Average (GPA)
A student’s GPA will be evaluated at the end of each term to ensure the 2.0 cumulative GPA requirements has been met. If a student’s cumulative GPA is below 2.0, they have not met the requirement and will be notified of their financial aid SAP status by college email.
A student’s pace of completion is the number of credits earned divided by the number of credits attempted. A student attempts credit when they take a college-level course and earns credit when they pass the course.
If a student repeats a course, each repetition counts toward their attempted credits. For each course repetition, a student earns credit for grades A, B, C, D, and P, but not for W, I, NP, or F. Credit-bearing remedial coursework counts toward both attempted and earned credits. Non-credit remedial course work including ESOL courses will not be included in the SAP calculation.
A student’s Pace is evaluated at the end of each term. If their pace is below 67 percent, they have not met the requirement and will be notified of their SAP status by college email. If a student has been placed on SAP suspension but has experienced mitigating circumstances, they can submit an appeal to the OCCC financial aid office.
To be eligible for financial aid at OCCC, a student must complete their degree within the maximum timeframe. This means before accumulating 150 percent of the attempted credits required for completing their degree or certificate. For example, a 90-credit associate degree would need to be completed within the maximum timeframe of 150 percent which is equal to 135 credits. Attempted credits include all courses taken at OCCC, as well as transfer credits, regardless of whether a student passed each class or not.
Financial Aid Warning
If a student is in good standing and subsequently fails to meet either the GPA or Pace requirements, that student will be placed in Financial Aid Warning status for one term. Students on financial aid warning are eligible to receive Title IV funds.
A student in Financial Aid Warning status must meet both the GPA and Pace requirements at the conclusion of that warning term to move back to good standing. If one or both requirements are not met, the student will be placed on Financial Aid Suspension and will experience a loss of financial aid eligibility.
A first-time financial aid student who has prior academic history and has not completed at least 67 percent of total attempted credits with a minimum of 2.0 cumulative GPA will have a beginning financial aid SAP status of Warning.
A student may have more than one warning term over the course of their program if they have returned to good standing in between.
If a student on warning does not meet SAP standards by the end of the term, the student will be placed on financial aid suspension.
A student on financial aid suspension is required to meet with their academic advisor to develop a learning contract and academic plan.
A student on financial aid suspension is required to submit their learning contract and academic plan with their financial aid suspension appeal.
• Submit an appeal (see Appeal Process below).
A student may be placed on probation for one term if they successfully appeal a financial aid suspension status. The Financial Aid Probation status is based on the professional judgment of the financial aid office where it is determined the student is likely to meet financial aid SAP standards by the end of the next term. A student is placed on financial aid probation when SAP has not been met due to a one-time or short-term event and the student has resolved the problem that caused the SAP failure. All suspension appeals must be submitted with a learning contract and academic plan detailing the courses required for the next three terms or for the student to complete their program of study.
In order to complete a financial aid SAP appeal, a student must first meet with their academic advisor. When meeting with their academic advisor and preparing their appeal, a student must make sure to address the element(s) of SAP that are not being met and develop a learning contract and academic plan. A student must submit their financial aid appeal form, a signed and dated written statement, and learning contract with academic plan by the Thursday of week one of the term for which they are attempting to regain eligibility to receive Title IV funds. Financial aid appeals will be adjudicated by the Financial Aid Director.