Satisfactory Academic Progress

In accordance with federal financial aid regulations, financial aid recipients are required to make Satisfactory Academic Progress (SAP) towards completion of their educational goals in a program of study in order to receive financial aid. This SAP policy is separate from West Georgia Technical College’s (WGTC) academic progress policies. Additionally, federal rules state that SAP standards must include a review of all periods of enrollment.

The following requirements must be met in order to receive or continue to receive financial aid. A student must be enrolled in an eligible program of study that leads to a certificate, diploma, or an associate degree. In addition, there are three SAP requirements that students need to meet or they may become ineligible to receive financial aid due to unsatisfactory academic progress:

Qualitative Standard — this is monitored by grade point average (GPA). To maintain eligibility for financial aid, students must stay in good academic standing by maintaining a minimum 2.0 cumulative GPA and must have at least a 2.0 grade point average at the end of each semester. All periods of enrollment at WGTC are included when calculating GPA for SAP purposes. Grades for all attempts of repeated courses are included in the GPA calculation.  Learning support grades, transfer credits, exemption exam credit, credit for previous experience, audited courses, withdrawal passing (W or WP grades) and articulated credit are exempt from the qualitative standard.
Example of GPA Exemption:
Student enrolls in all learning support courses.  The student successfully meets the quantitative standard at the end of the term yet has no term GPA due to enrollment in only learning support courses.  The student will be deemed as making satisfactory academic progress providing all other SAP standards are met.

Quantity Standard (Rate of Progress)—this is monitored by evaluating the percentage of attempted credits in which passing grades are earned. The minimum satisfactory completion rate is 67 percent. The completion rate is calculated by dividing the cumulative number of credit hours the student has successfully completed by the cumulative number of credit hours the student has attempted. All periods of enrollment at WGTC are included. All attempts of repeated courses are included in the completion rate. Learning Support classes and transfers of credit from other institutions are counted as credit hours attempted and earned in the calculation. Exemption exam credit, credit for previous experience, audited courses, and articulated credit are NOT included.  Grades which are considered successful completions for financial aid SAP purposes are: A, B, C, D, or A*, B*, C*, D* from learning support classes. Courses in which the student received grades of F*, F, W, WF or I are considered unsuccessful completions for financial aid SAP purposes.
Example of Quantity Standard Calculation:
Student enrolls in 15 credit hours.  The student successfully completes and passes 12 of the 15 credits enrolled.  The student’s progression rate would be determined by dividing the 12 credit hours earned by the hours attempted which is 15 for a completion rate of 80%.

Maximum Timeframe— the final component requires that students complete their program of study within one hundred fifty percent (150%) of the required credits of the program. For example, if you are in a program of study that requires 80 credits to graduate, you may receive funding for the first 120 credits attempted. All repeated units are included as attempted; therefore, each time a course is taken, the number of units will be included in the calculation of the 150 percent limit and academic progress. Transfer credit hours are also included in this calculation. Maximum timeframe resets for each major.

SAP is monitored at the end of each semester. Students who do not meet progress requirements will be placed on financial aid warning and may become ineligible for financial aid after one (1) additional semester.

Financial Aid Warning: Students who receive financial aid, but fail to maintain SAP, will be placed on Financial Aid Warning for one semester. Students on Financial Aid Warning may continue to receive financial aid during the warning semester. It is highly recommended that students on Financial Aid Warning utilize Student Success Services.

Removal from Financial Aid Warning: At the end of a student’s Warning semester, the student must meet all requirements of the Satisfactory Academic Progress policy. If the student fails to achieve academic progress after one semester, the student will be placed on Unsatisfactory Progress.

Unsatisfactory Progress: A student placed on Unsatisfactory Progress is no longer eligible to receive financial aid. A student placed on Unsatisfactory Progress will be notified in writing that he or she has failed to make SAP.

Reinstatement of Financial Aid: A student who has lost his/her financial aid may be reinstated by registering for classes at his or her own expense (without financial aid funds) and fulfilling the requirements for Satisfactory Academic Progress).

Appeal Procedures

If a student becomes ineligible for financial aid due to extenuating circumstances, the student may appeal the decision. Extenuating circumstances include: personal illness/accidents, serious illness or death within the immediate family, or some circumstance beyond the reasonable control of the student. Documentation of the extenuating circumstance may include a letter from doctors, hospital or social services agency, obituary notice/death certificate or police report.
To appeal a financial aid decision, a student should:

  • Complete the Financial Aid Appeal Form
  • Write a letter that answers the following two questions:

    1. What were the circumstances that caused you to lose your financial aid?
    2. What actions have you taken to ensure you will not lose the aid again?

The student should submit documents to the Office of Financial Aid. The appeal will be reviewed by the Financial Aid Appeal Committee. The Financial Aid Office will provide written notification of the Appeal Committee’s decision. If an appeal is granted, the student will be placed on Financial Aid Probation and provided an academic plan for continued eligibility. After one term on Financial Aid probation, the student’s progress towards the provision of the academic plan will be reviewed for eligibility.  The decision of the Financial Aid Appeal Committee is final.

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