Satisfactory Academic Progress (SAP)

Satisfactory Academic Progress (SAP)

All federal financial aid recipients are required to maintain satisfactory academic progress as established by federal regulations. This policy is separate and distinct from the College’s Academic Probation and Suspension Policy, and applies to all students receiving federal aid administered by the GOCC Financial Aid Office. Students must meet three criteria to maintain satisfactory academic progress. These criteria are monitored after Fall, Winter and Summer semester after grades have been posted:

  1. Grade-Point Average: The student must maintain a minimum 2.0 grade point average on a semester and cumulative basis. Transfer credits from other institutions will not be considered in this review.
  2. Completion Percentage: Students must complete at least 67 percent of all credits attempted on a semester and cumulative basis. Attempted credits include registered credits and transferred credits from other institutions. Completed credits include transfer credits, grades of CR, and 1.0 or higher. Incomplete credits include NC, W, 0.0 and I. SAP status will be re-evaluated if an Incomplete (I) grade becomes a grade of 1.0 or higher.
  3. Maximum Time Frame: The number of attempted credits in which a student is expected to finish a program cannot exceed 150 percent of the published length of the program. Attempted credit hour limits apply whether or not the student has actually received financial aid for the entire time at GOCC. Transfer credits from previous schools count toward maximum timeframe. Students pursuing a second degree or certificate will be evaluated for maximum credits on their entire transcript at Glen Oaks. Students exceeding these attempted credit hour maximums will be on financial aid denial and will not be eligible for additional semesters of financial aid.


SAP Warning And Denial

Students who fail to meet the GPA and/or completion criteria are placed on Warning for their following semester of enrollment. When on Warning, students may be eligible for grants, scholarships and loan funds. After the warning semester, the student’s progress is monitored. If the student’s cumulative progress meets or exceeds the GPA and completion criteria, the student may be removed from Warning and will be in good standing. Students who fail to meet cumulative progress requirements for a second semester will be on financial aid Denial.
A student on financial aid Denial is ineligible to receive federal financial aid. To regain eligibility, a student on SAP Denial must do ALL of the following:

  1. Meet the minimum cumulative GPA requirement of 2.0; and
  2. Meet the minimum cumulative completion rate requirement of 67 percent; and
  3. Make a request, in writing, to the Financial Aid Office for a re-evaluation of his/her SAP status.


SAP Appeal

A student may appeal financial aid SAP Denial to the SAP Appeal Committee. Appeals may be considered if the student’s failure to make progress is shown by documentation to have been a result of extenuating circumstances. Lack of awareness of withdrawal polices or requirements for satisfactory academic progress may not be accepted as reasons for the purpose of an appeal. SAP Appeal forms are available from the Glen Oaks web site by accessing, ONLINE SERVICES, Etrieve, FA-SAP Appeal form.

SAP Course Completion Plan Status

If the appeal is approved by the committee, you will be on a SAP Course Completion Plan status. Your progress will continue to be evaluated each semester on the following conditions:

  • Enroll in only courses required to complete your degree and/or certificate. These courses are listed on the graduation evaluation sent with your individual SAP appeal approval letter.
  • Complete each semester with a minimum 2.0 grade point average.
  • Complete 100% of your enrolled courses each semester.
  • Complete any additional requirements listed on your individual SAP appeal approval letter.

If you meet these requirements each semester, you will continue on SAP Course Completion Plan status until you are in SAP good standing. If you fail to meet these requirements each semester, you will return to SAP Denial status and will lose eligibility to receive financial aid.

To return to SAP Good Standing you will need to meet the following Glen Oaks financial aid Satisfactory Academic Progress Policy (SAP) standards:

  • Maintain a minimum cumulative grade point average (GPA) of 2.0.
  • Maintain a minimum cumulative completion rate of 67%.
  • Complete your certificate or degree within the maximum time-frame of 150% of the credits required.


How is Your Financial Aid Award Determined?

Most federal and state financial aid is based on “need.” “Need” is calculated using the following formula: Cost of Attendance – Expected Family Contribution = Financial Need

Cost of Attendance (COA) refers to tuition, fees, living and personal expenses, books, supplies and transportation. The information submitted on the
Free Application for Federal Student Aid (FAFSA) is used to compute the student’s expected family contribution (EFC). The formula for the calculation of the EFC was developed by Congress and is used by ALL colleges and universities.


Return of Title IV Policy

The law specifies how GOCC must determine the amount of Title IV program assistance that a student earns if they withdraw from school. The Title IV programs covered by this law are: Federal Pell Grants, Direct Loans, Direct PLUS Loans and Federal Supplemental Educational Opportunity Grants (FSEOG).

Though aid is posted to student accounts on the 4th week of the semester, the students earn the funds as they continue to attend classes. If the student withdraws during their period of enrollment, the amount of Title IV aid that they earned up to that point is determined by a specific formula. If the student received more aid than they earned, the excess aid must be returned by GOCC and/or the student.

Determination of Last Date of Attendance:
There are two types of withdrawals that fall under the return of Title IV (R2T4) federal regulations:

  1. Official Withdrawal: A student can withdraw from all courses for a semester by completing and submitting a Student Withdrawal Survey accessed through Etrieve. This form is routed to an academic advisor, financial aid staff and then to the registration office to perform the withdraw. Each of the staff receiving the Student Withdraw Survey reaches out to the student to assist with the process and answer questions. If a student withdraws from all of his/her courses for a semester, the date the student submits the Student Withdraw Survey will be used in the R2T4 calculation.
  2. Unofficial Withdrawal: If a student begins to attend class, receives federal Title IV aid, but then ceases to attend class without withdrawing from the course, the Federal Government considers this to be an “unofficial withdrawal”. For Title IV purposes, faculty members will be asked to document the student’s last date of academic contact. The latest last date of academic contact will be used in the R2T4 calculation. If the faculty does not provide a last date of academic contact, the midpoint of the semester will be used.

Some students may have a mixture of unofficial and official withdrawals from courses. In all cases, the latest date will be used in the R2T4 calculation.

The amount of assistance that a student earns is determined on a pro rata basis. For example, if the student completed 30% of their period of enrollment, they earned 30% of the financial aid they received. Once the student has completed more than 60% of the period of enrollment, they have earned all the financial aid they received for that period.

If the student received excess Title IV funds that must be returned, Glen Oaks must return a portion of the excess equal to the lesser of:

  1. The student’s institutional charges multiplied by the unearned percentage of their aid, or
  2. The entire amount of excess funds. Glen Oaks must return this amount even if a portion of the student’s Title IV aid was refunded to the student.

Glen Oaks may be required to return a portion of Title IV loan funds. Glen Oaks will return the appropriate amount of the loan to the federal government, with a resulting charge to the student’s account. The student must repay Glen Oaks for the returned loan amount. Any loan funds that the student must return, they (or the parent for a Direct PLUS Loan) repay in accordance with the Business Office policy.

Any amount of unearned grant funds that the student must return is called an overpayment. The maximum amount of a grant overpayment that the student must repay is half of the grant funds they received. Glen Oaks will return the appropriate amount of grant to the federal government, with a resulting charge to the student’s account. The student must make arrangements to repay Glen Oaks for the grant overpayment.

If unearned funds need to be returned, they will be returned in the following order:

  1. Unsubsidized Federal Stafford Loans
  2. Subsidized Federal Stafford Loans
  3. Federal Parent PLUS Loans
  4. Federal Pell Grant
  5. Federal Supplemental Educational Opportunity Grant (FSEOG)
  6. Iraq and Afghanistan Grant

Post-Withdrawal Disbursement
If the student has accepted his/her federal aid and it has not disbursed, the reason for the non-disbursal will be ascertained. If any of the following conditions have been met below the aid will be included in the “Aid that Could Have Disbursed” section of the calculation to determine if a post-withdrawal disbursement is due:

  1. Federal Pell Grant: ISIR received date with an “official” EFC preceding the withdrawal date and student meets all other eligibility criteria.
  2. FSEOG: Aid was awarded prior to withdrawal date.
  3. Direct PLUS, Subsidized, and Unsubsidized: Loan had originated prior to withdrawal date and Master Promissory Note (MPN) was signed prior to R2T4 calculation date.

If the post-withdrawal disbursement calculation indicates that a post withdrawal disbursement is due from grant funds and the student has outstanding institutional charges, the funds are automatically applied to the student’s account. If the calculation indicates that a post-withdrawal disbursement is due from loan funds, or grant funds remain available after being applied to outstanding institutional charges, the student/parent is sent a letter/email notifying him/her of the amount available. The student/parent is asked to return the letter/email within 14 days indicating whether he/she wishes to receive the aid and if so, the amount. The R2T4 disbursement will be made as soon as possible, but no later than 45 days
after the date that Glen Oaks determines that the student withdrew.

Example of an R2T4 calculation for a Title IV recipient who has withdrawn or stopped attending:

Institutional charges: $768
Federal Direct Unsubsidized Loan: $2228
Federal Direct Subsidized Loan: $1733
Federal Pell Grant: $1387
Total Title IV aid: $5348
Student withdrew on the 46th day of a 107 day enrollment period.
Percent of aid earned: 46/107 = 43%
Percent of aid unearned: 100% – 43% = 57%
Amount of Title IV aid that is unearned $5348 x 57% = $3048
Glen Oaks is responsible for returning the lesser of unearned Title IV aid ($3048 from
above) or unearned institutional charges ($768 x 57% = $438).

Glen Oaks will return the aid as follows:
Federal Unsubsidized Loan: $438

The example shown above does not represent every student refund situation that may exist. Please contact the Financial Aid Office with any questions.

R2T4 refunds will be calculated throughout the semester. Glen Oaks will notify the student of the results of their calculation within 45 days of the student’s last withdrawal or the date Glen Oaks is aware of the student’s last date of attendance.