Policy
Students who receive Title IV assistance (federal aid) are required to make Satisfactory Academic Progress (SAP) while working toward an approved associate or certificate degree program at UACCM. Federal guidelines stipulate that the SAP Policy apply to all enrollment periods at UACCM regardless of whether or not aid was received. SAP will be reviewed prior to a student’s initial enrollment period, if applicable, and at the end of each semester; summer will be considered as one term.
Students must be degree seeking in an eligible associate or certificate program of study, henceforward referred to as degree program, in order to receive federal financial aid. Students may receive financial aid while enrolled for a full-time or part-time course of study; 12 semester hours is considered full-time for federal aid purposes. Students receiving financial aid are strongly advised to consult with the Financial Aid staff before making any adjustments to their degree program of study or course load.
A student’s official enrollment status will be determined on the 11th day of class (5th day of class in summer terms), and aid will be awarded accordingly. Students must attend at least one day of a class in order for that class to count toward their enrollment status for financial aid purposes. Administrative withdrawals will be based on the last date of attendance and could affect a student’s enrollment status.
To be in good standing for SAP, a student must:
- Maintain a 2.0 cumulative grade point average (GPA) on a 4.0 point scale.
- Successfully complete at least 67% of all attempted credit hours. Example of percentage: Student attempts 12 hours, but only passes 6. 6/12=50%. This student would not be meeting the requirement as they should have completed 67%.
- Complete degree program within 150% of the published length of the educational program.
- Remain on track to complete a degree program within the maximum time frame.
Financial Aid Warning and Suspension
At such time that a student’s SAP is checked and if they are not making SAP the student will be placed on Warning (no appeal necessary) and will be notified in writing. Students who are placed on Warning may still be eligible for Title IV aid for one payment period. Students who are on Warning will have one payment period to meet SAP standards. If they do not meet SAP standards at the end of this payment period they will placed on Suspension and will not be eligible for financial aid.
Special Conditions
Academic Clemency/Forgiveness
Due to federal regulations, if a student is granted Academic Clemency/Forgiveness it will have no bearing on their financial aid. It is recommended that students applying for Academic Clemency/Forgiveness also see the Financial Aid staff about the possibility of submitting a financial aid appeal.
Audited Courses
Audited courses do not count toward hours attempted or earned and do not count toward a student’s GPA. Students may not receive aid for auditing courses.
Credits by Examination
Credits by examination will appear as CR on the student’s transcript. These courses will be considered as attempted and earned hours for SAP purposes. These courses do not count toward GPA.
High School Concurrent Students
Upon entering UACCM as a first-time entering student, students who took classes concurrently while in high school will be placed on Warning and not Suspension if they have an SAP issue, unless they have a maximum timeframe issue.
Incomplete Grades, Withdrawals, and Failing Grades
Credit hour courses with a grade of I (incomplete), W (student withdrawal), AW (administrative withdrawal), or F will count toward the students attempted hours, but will not count toward the hours successfully completed. Due to the COVID-19 pandemic, a grade of WC (withdrawal due to COVID-19 related issues) was created. Grades of AC (Administrator/Advisor cancelled student enrollment) are assigned if an instructor erroneously reported the student as attending, and grades of NC can be used in cases where remedial modular credit is assigned. AC, NC, and WC grades will not be calculated as either attempted or earned hours. Courses with grades of W, WC, AC, I, NC, or AW do not count in the student’s cumulative GPA. If a student completes coursework for an incomplete grade, the new grade will be assigned, but if the course is not completed within the time allowed by the faculty, the incomplete grade will be changed to an F grade and calculated accordingly. Incomplete grade changes or instructor grade changes may later be recalculated to determine current eligibility.
Maximum Time Frame
Students must complete their degree program within 150% of the published timeframe of their degree program. Example: Associate degree program that requires 60 hours to complete. 60x150%=90 attempted hours maximum.
All courses attempted at UACCM will count toward total attempted hours, and any hours at another institution that are accepted toward the student’s current UACCM degree program will be counted in the determination of hours attempted. This includes grades of F, I, W, AW, and repeated courses. If a student continues to complete at least 67% of the attempted hours needed, they should be mathematically on track to complete their degree program within the 150% timeframe. If a student changes majors or for another reason is suspected to be in danger of not being able to complete their degree program within the 150% timeframe, the students’ progress will be reviewed. If determined that it is mathematically impossible for the student to complete their degree program within the 150% timeframe the student will immediately become ineligible for aid. Once an associate degree or technical certificate has been earned, a student must commit to another technical certificate or associate degree before further financial aid will be awarded. Upon completing their degree program, students may be able to pursue another associate or certificate under the same guidelines and hours can “reset” with the approval of the Financial Aid Office. However, completion percentage (67%) and GPA will always be cumulative.
Reinstatement of Federal Financial Aid
Students who have been determined ineligible for federal financial aid (financial aid suspension) due to unsatisfactory progress may re-establish satisfactory progress and regain eligibility by either paying for classes on their own or with another type of aid until they are making satisfactory progress or petitioning for an appeal that is approved (see appeal process below). Students are responsible for notifying the Financial Aid Office in writing if they take courses after being suspended from financial aid in order for the Financial Aid Office to determine if they have regained eligibility.
Remedial Coursework
Enrollment in these courses will be included in the maximum timeframe, hours attempted, and hours earned if applicable. Remedial courses will not count toward the students cumulative GPA. Remedial courses will be considered as earned if the student has a grade of D or better. In order to advance to the college level, some courses require a grade of C or better per course descriptions. Financial aid will be awarded for up to 30 credit hours of remedial coursework.
Repeated Courses
The best grade recorded for a repeated course is the grade of record at UACCM and will be used in computing the student’s cumulative GPA if applicable. All courses will count toward the number of hours attempted, and they will count as completed as long as the course was completed. The SAP policy does not limit the number of times a failed course can be repeated, but a course that has been completed with a passing grade may only be paid for with federal financial aid one additional time.
Transfer Students
Students must report to the Financial Aid Office and Admission’s office, all colleges, universities, and other schools in which they have been previously enrolled. Transfer hours accepted toward completion of the student’s degree program will count as hours attempted and completed. Transfer hours do not count toward a student’s cumulative GPA.
Appeal Process
Students whose aid is suspended may appeal this decision only if there are extenuating circumstances. Students need to complete the FAFSA for the academic year in which they are requesting the reinstatement of their aid and make certain that all prior college transcripts are submitted prior to the appeal. To appeal, the student must complete and return the appeal form to the UACCM Financial Aid Office. The appeal should include a statement explaining the request for financial aid reinstatement and an explanation of the reasons for the request. Additionally, the student must explain what circumstances have now changed that will assist the student in making satisfactory progress. Supporting documentation should be attached whenever possible. Once the appeal has been submitted, the committee will review the appeal to determine whether or not circumstances beyond the student’s control prevented him/her from maintaining satisfactory progress. Appeals that are approved are not retroactive to previous semesters. The Financial Aid Appeal Committee is appointed by the Vice Chancellor for Finance, and the committee will attempt to meet at least once per month if there are appeals to review. All decisions of the Appeal Committee are final; there is no further appeal.
If the student’s appeal is approved they will be placed on financial aid probation and be eligible for aid for one payment period. At the end of the payment period the student must either be meeting the guidelines of the SAP policy or successfully following the Academic Plan established by the Appeal Committee. Students on an Academic Plan will have their progress monitored at the end of each payment period. If the student is meeting the requirements of the plan, the student is eligible to receive Title IV aid as long as they continue to meet the requirements or begin making satisfactory progress on their own. Students will be notified in writing of the appeal decision. A statement of understanding will be required of those who are granted their appeal.