Satisfactory Academic Progress

Federal and state regulations and institutional policy require that a student make satisfactory academic progress toward completion of a degree or certificate to remain eligible for Title IV federal and state financial aid.  The following policies and procedures outline the Satisfactory Academic Progress Standards for students receiving federal or state financial aid.  According to regulations for federal and state financial aid programs, Cisco College is responsible for establishing and evaluating minimum SAP standards for financial aid recipients.

Satisfactory progress is measured in terms of quality of work (grade point average) and quantity of work (hours of work completed).  Failure to make satisfactory progress will result in a warning, and if not corrected, loss of eligibility for financial aid.

All students, college personnel, and interested others should note that financial aid satisfactory progress policy standards are just as demanding as the minimum requirements for reasonable academic progress as outlined under the student regulations section in the Cisco College catalog. Federal regulation requires that all post-secondary institutions participating in the Title IV financial aid programs measure qualitative and quantitative standards. 

These standards are:

  1. Qualitative standard: Cumulative Grade Point Average (2.0 GPA)
  2. Quantitative standards:
    • Pace (67% Course Completion Rate)
    • Maximum time frame/semesters (excessive semesters)
    • Lifetime Eligibility Used (PELL Grant)

Evaluation Period for Satisfactory Academic Progress (SAP)

Cisco College evaluates satisfactory academic progress (SAP) for all students receiving federal and state aid at the end of each semester.

The cumulative record (all enrollment periods at Cisco College, regardless of whether or not the student received aid, along with transfer credits) of each student receiving aid will be evaluated.

A student that files a Free Application for Federal Student Aid (FAFSA), who does not have a SAP status on record, will have a SAP evaluation based on prior Cisco College enrollment records and any transfer credits that apply. A qualified first time student with no prior college enrollment will always be considered eligible for Title IV and state financial aid.

Satisfactory Academic Progress (SAP) Requirements

Federal regulation requires that all post-secondary institutions participating in Title IV financial aid programs must measure qualitative and quantitative standards. These standards are:

  • 1. Cumulative Grade Point Average

    In addition to successfully completing coursework each semester, students must earn a 2.0 grade point average (GPA) on a 4.0 scale and maintain a GPA of 2.0 each semester thereafter. Grades of A, B, C, D and F contribute toward cumulative GPA, this includes transfer grades. The dropping of courses, or complete withdrawal, will not reduce the number of hours that must be completed each semester to maintain satisfactory progress. 

  • 2. Successful Completion of Courses - Completion Rate

    Students must successfully complete at least 67% of all hours attempted as of their enrollment on the official count day each semester at Cisco College. This includes developmental, college-level and transfer course work. Successful completion is measured by grades of A, B, C and D. Grades of F (failing), W (withdrawal), and I (incomplete) are counted toward the total hours attempted, but not successfully completed each semester.

    CISCO COLLEGE SATISFACTORY ACADEMIC PROGRESS 67% COMPLETION RATE REQUIREMENT

    Attempted Semester Hours67 Percentage RuleEarned Semester Hours Must Be > or =GPA
    2167%142.0
    2067%132.0
    1967%132.0

    18

    		67%122.0
    1767%112.0
    16 67% 112.0
    15 67% 102.0
    14 67% 9 2.0
    13 67% 9 2.0

    12

    		67%8 

    2.0

    1167%72.0
    1067%7 2.0
    967%6 2.0
    867%5 2.0 
    767%5 2.0 
    667%4 2.0
    567%3 2.0
    467%3 2.0 
    367%2 2.0 
    267%1 2.0 
    167%1 2.0 

    Students must complete a minimum of 67% of the course work in which they are enrolled each semester, with a minimum of a 2.0 GPA. The table indicates the attempted credit hour totals and the number of credits that must be completed to meet this requirement.

    Formula - Pace of progression. The minimum pace requirement is 67%.

    Completed Semester Hours (all passing grades)

    All credit hours with a grade of A, B, C, or D on a student's academic record according to the Office of the Registrar and all transfer, remedial, English as Second Language, and dual-credit hours taken in high school.

    Divided by

    Attempted Semester Hours

    All completed credit hours listed above, and all credit hours with a non-passing grade on a student's academic record according to the Office of the Registrar

    Example 1 (Pace of Progression)            

    First-year Freshman           

    Fall Semester     

    Spring Semester

    Cumulative Total

    Hours Completed

    6

    10

    16

     

    Hours Attempted

    12

    12        

    24

     

    Pace of Progression           

    50%

    83%     

    67%

    Financial Aid Status after Semester  

    Warning

    Met SAP

    Eligible for aid if GPA is at least a 2.0

    Example 2 (Pace of Progression)            

    First-year Freshman           

    Fall Semester     

    Spring Semester

    Cumulative Total

    Hours Completed

    6

    9

    15

     

    Hours Attempted

    12

    15        

    27

     

    Pace of Progression           

    50%

    60%     

    55%

    Financial Aid Status after Semester  

    Warning

    Did Not Meet SAP                            

    Not Eligible for Aid


  • 3. Time Frame

    A student is allowed financial aid only for the number of semester credit hours necessary to complete his/her degree or certification program, and the maximum can be no longer than 150% of the published length of the educational program. Cisco College allows students to change majors no more than 3 times. The 150% calculation will be reset once the student has enrolled in and attended classes in the new major and will only include courses (credit hours) the student has taken that will apply to the new major.

     A student must declare a program or major other than "undecided" and must be taking courses that apply to that degree or certificate and must complete the declared program or major within 150% of the published length of the program to maintain eligibility.   

    1. As expressed in hours:
      • Most Bachelor's degree programs require 120 semester hours. 150% of 120 hours = 180 hours (120 x 1.5 = 180). An academic transfer Associate's degree at Cisco College requires 60 hours (60 x 1.5 = 90 hours), 150% of 60 hours is 90 hours
    2. As expressed in semesters:
      • Students should normally complete an Associate's degree in 4 semesters of full-time study or the equivalent. 150% of 4 semesters is 6 semesters (4 x 1.5 = 6).
    3. As expressed in years:
      • Students are normally expected to complete a Bachelor's degree by the end of 4 years of full-time study or the equivalent. Therefore, students will forfeit their eligibility to participate in federal financial aid programs after 6 years of full-time enrollment (4 years x 1.5 = 6 years). Associate's degrees are normally expected to be completed by the end of 2 years of full-time enrollment (2 years x 1.5 = 3 years)

    Developmental (remedial) course work will be included in the GPA calculation as well as included in both the completion rate and time frame calculations. Federal regulations state that a student may not receive federal financial aid for developmental (remedial) course work after they have attempted 30 hours of remediation.  Therefore a student who attempts more than 30 hours of developmental (remedial) classes may not receive federal financial aid for those classes.

A student is allowed financial aid only for the number of semester credit hours necessary to complete his/her degree or certification program, and the maximum can be no longer than 150% of the published length of the educational program. Cisco College allows students to change majors no more than 3 times. The 150% calculation will be reset once the student has enrolled in and attended classes in the new major and will only include courses (credit hours) the student has taken that will apply to the new major.

Satisfactory Academic Progress (SAP) Status Levels

  • GOOD STANDING (ELIGIBLE)

    The good standing status level is assigned to students who meet all three SAP requirements and are eligible to continue receiving aid.

  • FINANCIAL AID WARNING (ELIGIBLE)

    For a student not meeting the academic progress standards at the end of a semester, a warning will be issued in writing. The student will be eligible to receive financial aid for the next semester, however, after one semester of warning, students who fail to meet the standards in any one or a combination of the SAP components will be ineligible for financial aid. Students will be notified of the reason(s) for the loss of eligibility through a letter sent to the permanent address on file with the College.

  • FINANCIAL AID SUSPENSION (LOSS OF FINANCIAL AID ELIGIBILITY)

    A student who does not make satisfactory progress while on the warning status level will be suspended from all Title IV financial aid eligibility the next semester of enrollment until all satisfactory progress standards are met at the student's own expense. A student who has financial aid suspended can return to eligibility on a probationary status if granted an appeal.

    How to Regain Eligibility:

    Students on suspension are encouraged to continue enrollment at Cisco College.  Enrolling and paying for courses as well as successfully completing courses can assist in regaining eligibility. The student must alert the Financial Aid Staff for a re-evaluation of their SAP status. If the student successfully regains eligible SAP status, then they will be eligible again for federal aid.

  • FINANCIAL AID PROBATION

    A student may appeal ineligibility by providing information on the unavoidable or extraordinary hardships which may have influenced his/her ability to meet the satisfactory academic progress standards. Examples of unavoidable hardships include illness or injury of a student or family member, separation or divorce, involved in accident or natural disaster, death in immediate family, or other personal problems that affected class participation and/or grades. If an appeal is granted, the student will be placed on financial aid probation and asked to follow an academic plan that will lead to meeting minimum SAP requirements in the near future. If the student does not meet the terms of financial aid probation, eligibility for financial aid will cease and all remaining aid will be suspended. No further appeals will be permitted. The student may regain eligibility by attending classes at their own expense until all satisfactory progress requirements are met.

APPEAL PROCESS

A student that has failed to meet SAP standards and has lost eligibility for financial aid may file a SAP appeal. If the appeal is approved, the student will be assigned a probation status and aid eligibility will be reinstated. A financial aid eligibility appeal process information sheet must be obtained from the Financial Aid Office. The appeal must be completed and submitted to the Director of Financial Aid, according to the directions indicated on the appeal process information sheet. 

The appeal should include a written statement by the student with the appropriate supporting documentation explaining the reasons the minimum satisfactory academic progress standards were not achieved, also, what has changed that will now allow the student to achieve successful academic progress. The Director of Financial Aid and/or the appeals committee may place conditions in addition to a student's academic plan upon receipt of any financial aid for those appeals where aid eligibility is reinstated. Students submitting documentation and completing the appeals process will be notified by the Director of Financial Aid of the results.

The SAP appeal must include the following documentation, signed and submitted to the director of financial aid no later than 15 business days after receiving notification of suspension (loss of eligibility status):

  1. Satisfactory Academic Progress Appeal Form
  2. Documentation supporting the extenuating circumstances
  3. Student written statement regarding why he/she failed to make satisfactory academic progress, including what has changed that will allow the student to make satisfactory academic progress at the end of the next evaluation period
  4. An academic plan prepared and signed by the student and an academic advisor outlining the sequence and semester in which courses must be taken and successfully completed to attain satisfactory academic progress on schedule to graduate from the student's chosen program within the maximum time frame for aid eligibility

An appeal will be reviewed by the Director of Financial Aid, or designated college personnel. Appeals will be considered if the documentation provided by the student strongly supports the extenuating circumstances, explaining the student's situation and what has changed that will allow the student to meet satisfactory progress requirements. The included documentation must also give indication the student can achieve satisfactory academic progress and complete their program within the maximum time frame by following an academic plan.

The student will be notified promptly of the result of their appeal. If approved, the student will be assigned a probation level status and must comply with all conditions of the probation. If denied, the student may choose to file a written appeal to the Admissions, Registration, and Financial Aid Committee, which will review the appeal and notify the student in writing of its decision within 30 business days after receiving the written appeal. The committee decision is final. Students appealing their financial aid eligibility to the committee are encouraged to have an alternative payment plan in place before registering for classes.

Completion of Degree Requirements

An eligible student may receive financial aid until they have completed their degree or certificate as long as the student is in good academic standing, is meeting minimum SAP requirements, and has not exceeded 150% of the published length for his/her degree program. Cisco College allows students to change majors no more than 3 times. The 150% calculation will be reset once the student has enrolled in and attended classes in the new major and will only include courses (credit hours) the student has taken that will apply to the new major.

HOW TO MEET SAP AND MAINTAIN FINANCIAL AID ELIGIBILITY
  1. Keep a 2.0 GPA
  2. Complete a minimum of 67% of attempted hours (ex. enrolled in 15 hours must successfully complete 10 hours; 15 x .67 = 10)(ex. after attempting 30 hours must have successfully completed 20 hours; 30 x .67 = 20)
  3. Declare an academic or technical program major and do not take longer than 150% of the published length of the program to complete the program

Federal Pell Grant - Duration of Eligibility

The Consolidated Appropriations Act, 2012 (Public Law 112-74) established the maximum duration for a student to receive Pell Grant funds to be 12 semesters (6 years), or its equivalent, effective with the 2012-13 award year. The amount of Federal Pell Grant funds a student may receive over his/her lifetime is limited by federal law to be the equivalent of 6 years of Full Grant funding. Since the maximum amount of Pell Grant funding a student can receive each year is equal to 100%, the six year equivalent is 600%.

Once you have received a Pell Grant for 12 semesters, or the equivalent, you will no longer be eligible for additional Pell Grants:

  • You are eligible to receive a Pell Grant for up to 12 semesters or the equivalent. If you have exceeded the 12-semester maximum, you will lose eligibility for additional Pell Grants. Equivalency is calculated by adding together the percentage of your Pell eligibility that you received each year to determine whether the total amount exceeds 600%.
  • For example: if your maximum Pell Grant award was $5,920 but you only receive $2,960 because you were only enrolled for one semester, you would have used 50% of your maximum award for that year. If in the following school year, you were enrolled only 3-quarter time, you would have used 75% of your maximum award for that year. Together you would have received 125% out of the total 600% lifetime limit.