At Cuesta College, we're committed to helping every student succeed in their academic journey. As part of this commitment, we want to make sure that students receiving financial aid are making satisfactory progress towards their degree or eligible certificate program. This document provides an overview of what it means to meet Satisfactory Academic Progress (SAP).
SATISFACTORY ACADEMIC PROGRESS (SAP) Standards
As required by Federal and State regulations, students who receive financial aid must maintain satisfactory academic progress (SAP) as they work toward a degree or eligible certificate program. These academic standards apply to all students requesting financial aid, regardless of their prior financial aid history. These standards may be different from the College’s academic standing standards and apply to all coursework taken whether or not financial aid was received in the past.
EXPLANATION OF STANDARDS
A cumulative GPA combines all the GPAs you have received for each semester to create one overall GPA of your time as a college student.
After grades are posted at the end of the semester, the overall cumulative GPA is used to determine eligibility. A, B, C, D, and F grades are used in the calculation. P (PASS) and NP (NO PASS) grades are not used in the calculation. Transfer coursework from a prior college/university are included in the calculation.
In addition to the GPA calculation, total unit completion is used to determine eligibility. A, B, C, D, F, W, FW (Fail to Withdraw), P (Pass), NP (No Pass), I (Incomplete), RD (Report Delayed), or MW (Military Withdrawal) grades are used to calculate completion rate. Transfer coursework officially submitted and evaluated by Admissions, Student Records and Registration is also included in the calculation. The formula used to calculate completion rate is:
Total Units Earned ÷ All Units Attempted = Unit Completion Rate
Financial aid eligibility is limited to 150% of a financial aid eligible educational program. Cuesta College is a two-year community college where most associate degree and transfer programs can be completed within 90 units. Units vary for certificate programs. For specific details and a helpful chart illustrating how we calculate maximum time frames, please refer to the formula and chart below.
All units attempted at Cuesta College, and transfer coursework from any prior college/university is counted in the maximum time frame calculation. This means that student can receive financial aid for up to a maximum of 90 units attempted, which is derived from multiplying the standard 60 units by 150%. On a case-by-case basis, students may be allowed to receive financial aid beyond the maximum time frame. This could occur if there's a change in major or if a degree or transfer program requires units exceeding the standard 90 units.
MAXIMUM TIME FRAME or EXCESSIVE UNITS
If a student attempts more than 150% of the units required to complete the educational goal (degree or certificate) that they have declared to Admissions, Student Records and Registration, they are ineligible for federal student aid.
Educational Goal
Units required to complete goal
Maximum units allowed
Associate Degree
60
90
Transfer requirements
Certificate program*
24
36
*Certain certificate programs (e.g. nursing) require more than 24 units to complete and this higher amount will be used to calculate eligibility in the SAP review process. In some cases, however, an appeal may still be requested in order to document eligibility.
We want to empower students to navigate their educational journey successfully. That's why we encourage students to schedule a meeting with an academic counselor to develop a comprehensive Full Educational Plan. This plan will help ensure students are on track with their financial aid eligible educational program.
OTHER PROVISIONS
English as a Second Language (ESL) coursework does not count toward remedial units; however, the units do count toward maximum timeframe. ESL coursework must be part of an eligible program of study to receive financial aid. When assessing a student’s overall GPA and completion rate, academic progress in ESL courses will be taken into account.
Financial Aid can be received for remedial courses if the courses are prerequisites for entrance into a financial aid eligible educational program. Financial aid cannot be received for more than 30 attempted units of remedial courses.
All units attempted at Cuesta College, and transfer coursework from any prior college/university that is officially submitted and evaluated by Admissions, Student Records and Registration is included in the SAP calculation.
The Financial Aid Office will recalculate student eligibility due to grade changes at the next semester’s SAP evaluation.
Under federal regulation, the Financial Aid Office has the authority to take actions such as placing a student on warning, probation, or suspension, if a student’s academic history shows a pattern of inability or lack of progress. This might include multiple withdrawals or enrollment inconsistent with the student’s educational objective. If a student’s grades are not yet posted, any financial aid award offered is tentative until the academic record is reviewed.
DEFINITIONS OF SATISFACTORY ACADEMIC PROGRESS
The Financial Aid office evaluates SAP at the end of each semester to determine students’ eligibility for financial aid. Based on their academic performance, a student is placed in one of the following statuses:
At the end of each semester, including summer, the students is meeting satisfactory academic progress standards.
Am I eligible for Federal Student Aid? Yes
At the end of each semester, including summer, if a student does not maintain and meet SAP standards, they will receive a "Warning" notification. The “Warning” status is only a forewarning message, encouraging the student to improve their academic progress so that they can maintain their financial aid eligibility and continue to receive aid. Warning status lasts for one semester only, during which the student may continue to receive Federal Student Aid funds.
If a student did not improve their academic progress by the end of the warning period, they will lose financial aid eligibility and will go on to suspension status. Students have the option to submit a Satisfactory Academic Progress (SAP) Appeal for review or continue without financial aid until they meet SAP standards. It is important to note that submitting an appeal application does not guarantee a student’s financial aid will be reinstated.
Am I eligible for Federal Student Aid? No
If a student’s financial aid eligibility is reinstated through an approved appeal, they will be placed on “Financial Aid Probation.” If a student does not make satisfactory academic progress during the probation semester(s) or meet the conditions outlined in their academic plan, they will be disqualified from receiving financial aid for future semesters. Approved appeals will place students on probation for a specific number of semester(s), based on the Comprehensive Student Education Plan (CSEP).
If a student does not return to good standing or finish their studies after the specified number of semesters, they will be disqualified from further Federal student aid
If a student was on Financial Aid Probation and did not meet satisfactory academic progress during the probation semester(s) or meet the conditions outlined in their academic plan, they will be disqualified from receiving financial aid. A student who is disqualified can submit a SAP Appeal only if there is a catastrophic extenuating circumstance.
SAP APPEAL PROCESS
We understand that unexpected circumstances can arise, which is why the Financial Aid Office has established an appeal review process based on extenuating circumstances. This process follows federal guidelines to fairly determine if a student can be reinstated for financial aid. The Financial Aid Office may request additional documentation during the review process to ensure accuracy and fairness. While the appeal is in the review process, students should be prepared to pay for their educational expenses, including required books and materials, using their own resources.
A SAP appeal application must be submitted within the semester the student is requesting aid eligibility. The last day to submit a SAP appeal application for any given semester is 3 weeks before the final day of classes for that semester. SAP appeal application that are submitted after a semester ends will only be considered for the next semester. We cannot review retroactive appeals. A student can expect to receive a decision on their SAP appeal via email within 45 days from the date of submission, provided the appeal application is complete. Submitting a SAP appeal application does not guarantee reinstatement of financial aid.
If a student becomes ineligible due to a cumulative GPA below 2.0 or a completion rate under 67% because of extenuating or mitigating circumstances, they have the option to submit an SAP Appeal Packet. This packet should include a detailed explanation of the extenuating circumstances that led to their inability to meet SAP standards as well as the steps the student plans to take to address these issues and meet SAP standards in the future. The packet should also include supporting documentation of these circumstances. This documentation should specifically cover the semester(s) during which progress was lacking and must align with the written explanation provided.
If a student is unable to obtain documentation for extenuating circumstances, they may be required to sign a statement affirming the veracity of the special circumstances cited as the basis of their appeal. Determination may also take into account various factors such as Federal and State regulations, the student’s ability to meet SAP standards, their academic and financial aid history, and the clear presentation and documentation of their extenuating circumstances.
A student who is suspended due to maximum time frame is not required to submit supporting documentation or demonstrate extenuating circumstances. Instead, the student will need to complete a SAP Appeal Packet, which should include a clear statement addressing the following:
Why were you unable to maintain SAP and complete your educational program within 150%?
Why do you need more time to complete your educational program?
Why did you/need to change your major?
What steps have you taken or will you take to achieve and maintain SAP in completing your educational program?
Note: The change in degree or major, even under extraordinary circumstances is not considered sufficient reason for exceeding the 150% limit. If the appeal is approved, the student may receive financial aid on probation until they complete their degree.
SAP APPEAL DECISIONS
If an appeal is approved, a student will be placed on Financial Aid Probation. During this period, the student will need to meet SAP standards by the end of the Financial Aid Probation period or fulfill the conditions outlined in their academic plan. The notification will be sent to the student will include the specifics of their probation. To maintain eligibility, the student will need to continue meeting the terms and conditions of the appeal approval after each semester.
If the student successfully fulfills the conditions of their probation and regain SAP eligibility, their SAP status will be updated too Satisfactory. If the student in unable to fulfill the conditions of the probation approval it will result in Financial Aid Disqualification.
If an appeal is denied, students can regain eligibility by meeting SAP eligibility standards or they can request a Second Level SAP Appeal.
A Second Level SAP Appeal is for students who were denied an SAP Appeal and are providing additional justification and/or supporting documentation not originally included in the SAP Appeal application. The second level SAP appeal decision is final. If the decision is to uphold the denial, the student will not be able to submit an additional appeal until the next semester. The student may also regain eligibility for financial aid by meeting the SAP standards.
Appeal decisions are made on a case-by-case basis and may require the student to provide additional documentation for further review.
All appeals must contain:
1. A complete SAP appeal form for the correct award year;
2. A clear, personal statement detailing the reasons for not meeting SAP standards, including a plan of action outlining the steps what will be taken to meet SAP standards
3. A completed online SAP workshop; this is required. With their application, the student needs to submit the completion certificate to show successful participation and completion of the workshop.
4. A Comprehensive Student Education Plan (CSEP), created by one of our academic counselors. The CSEP must show all the courses required to complete the student’s studies at Cuesta, and when those courses will be taken.
To complete and submit a SAP Appeal Form and required docymentation, visit our document submission site and use the [+ - Request] button in the upper-right to request an appeal.
You will also be required to submit a SAP workshop completion certificate. SAP workshop found here: http://www.cuesta.edu/student/studentservices/finaid/workshops.html.
DEADLINES:
Appeals must be complete and submitted 3 weekes before the final day of the classes for the semester which you are appealing. If you are in the Psych Tech program, please call the office for the deadline.
TBD
November 27, 2024
May 9, 2025
June 27, 2025