Satisfactory Academic Progress (SAP) indicates the successful completion of coursework towards a degree or certificate. (HEA Sec. 484(c), 34 CFR 668.16(e), 34 CFR 668.32(f), 34 CFR 668.34 Q&A)
- Federal regulations require schools to monitor student progression within a degree or certificate. Students who fail to make satisfactory academic progress towards their degree or certificate will lose their eligibility to receive Federal Student Aid.
- Evaluations are performed based on the grades posted at the end of each 12-week term prior to the next term begin date.
- During the evaluation and based on the finding, a student who has failed to meet SAP may qualify for an initial “warning” and retain their eligibility to receive FSA.
- Students who progress to “suspension” will lose their aid eligibility but may appeal the loss provided there are extenuating circumstances that inhibited their academic progress.
- Students who wish to submit an appeal must follow the SAP Appeal Process.
- If extenuating circumstances do not exist, students may take a class(s) within a term to demonstrate improvement for a future appeal, but they cannot receive financial aid to pay for the class(s).
- If an appeal is approved, the student will regain their eligibility under a “probationary” status for one term.
- If an appeal is denied, the student can remain in their courses but will be required to apply for alternative funding to cover the cost of tuition.
Satisfactory Academic Progress Measurement:
- Cumulative grade point average (qualitative)
- Credit hour completion/Program Pace (quantitative)
The requirements of each criterion must be met and are described in detail below.
Cumulative Grade Point Average (CGPA)
- Cumulative GPA is the qualitative measure of SAP, it looks at the quality of the grades. that each student earns in their courses within a completed term. edit: looking at the quality of grades that a student earns in their course(s) within a completed term.
- Students enrolled in a certificate program must maintain a minimum cumulative grade point average of 2.0 on a 4.0 scale.
- Cumulative GPA is calculated after 3 undergraduate credits are completed at Kenzie.
- Courses that receive a “W” do not calculate into CGPA.
- If a failed course is retaken, the later grade will replace the failed grade and factor into the CGPA.
- Students who fail to meet CGPA requirements also fail to meet SAP requirements and will be denied Federal Student Aid but will have an opportunity to appeal, in most cases.
Completion Rate and Program Pace
Credit hour completion is the quantitative measure of SAP, meaning that students must complete 67% of courses to maintain eligibility for Federal Student Aid. Each certificate has a defined number of credits to complete. To maintain SAP, students must achieve a minimum percentage of credits earned versus credits attempted and cannot exceed the number of credits needed by more than 150%.
- Courses dropped during add/drop will not be counted towards credits attempted.
- Certificate courses with a final grade of A through F will be counted towards credits attempted and completed.
- Final grades of “W” or “UF” are counted as attempted credits towards your completion rate.
- A grade of “W” is defined as a student who initiated an official withdrawal prior to 60% of the 12 week term.
- A grade of “UF” is defined as a student who never initiated an official withdrawal but stopped attending after 60% of the term. These withdrawals are considered “unofficial” withdrawals.
- Courses with grades of incomplete (“I”) will be considered attempted but not completed.
- Once an incomplete grade is finalized, it will be factored into the students SAP calculation at the end of the next term.
- Course repeats: All repeats count in the calculation as credits attempted for failures and grade improvement. Previously passed courses can be repeated once and be eligible for federal financial aid. Calculation of Satisfactory Academic Progress Grade Point Average (GPA) will follow the method used by Kenzie to calculate academic GPA, specifically with reference to repeating the same course to improve a grade. The first course grade will not be computed into the total grade-point average; instead, the most recent grade will be used.
- For students who transfer certificate programs, credits that apply to the new program will be counted in credit hour completion and program pace.
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Satisfactory academic progress reviews result in a status for Title IV eligibility. One of the following results will occur upon an academic review for satisfactory academic progress:
- Satisfactory: Students are placed on this status upon review that determines the student is achieving the qualitative and quantitative standards required for satisfactory academic progress and can continue.
- Financial Aid Warning: Students are placed on financial aid warning for the subsequent term of enrollment who fail to meet the qualitative and/or quantitative standards for satisfactory academic progress upon review. Notification is provided when the student is placed on this status and the student’s eligibility for aid is considered to be reinstated for the subsequent term of enrollment only.
- Financial Aid Suspension: Failure to meet either the qualitative or quantitative standards for satisfactory academic progress will result in the student being placed on unsatisfactory status that suspends financial aid eligibility until the next evaluation period. Notification is provided when placed on this status and the student is not allowed to receive financial aid. Students may continue to take coursework without the use of financial assistance until eligibility is reinstated by achieving the required SAP standards.
Students who are notified that they are on financial aid suspension can submit a financial aid satisfactory academic progress appeal. Students are encouraged to work with their Student Success Advisor to submit their appeal as soon as possible.
A Student may appeal SAP if he/she believes that extenuating circumstances prevented normal academic success for successful completion of the term.
Extenuating Circumstances beyond a student’s control include but are not limited to:
- Death of an immediate family member (spouse, mother, father, guardian, sister, brother, son or daughter).
- Major medical issue (i.e. requires hospitalization) experienced by the student or an immediate family member of the student (as designated above).
- Domestic violence.
- Involuntary call to active military duty.
- National Disasters / Emergency Relief.
- Other extreme circumstances (case by case basis).
Circumstances that are not considered extenuating and within the students control that could have been mitigated for successful academic term completion include but not limited to:
- Work conflicts or overtime.
- Not knowing or understanding homework deadlines, document deadlines or procedures.
- Incarceration (which resulted in a guilty verdict).
- No internet or electric services (unless due to natural disaster or long-term outage).
- Does not have proper technology requirements for class.
- Did not have proper course materials.
- Does not have transportation.
Submitting an Appeal
SAP Appeal Form
To appeal, the student must complete the Kenzie SAP Appeal form, provide their explanation of how the extenuating circumstance prevented them from meeting academic requirements, how their situation has changes and their strategy on how they plan to get back on track academically, along with providing the supporting documentation to their circumstance.
To obtain the SAP Appeal form, please contact your student success advisor.
Supporting documentation must be date specific and from a third party (statements cannot be from friends and family unless otherwise approved with the Director of Financial Aid). Documents should be legible and not the original as they will not be returned. All documents received will be retained in the student record.
Documentation includes, but is not limited to:
- Letter from a physician or counselor on letterhead indicating the dates the student was under their care.
- Copy of a death certificate, obituary or third-party documentation of death.
- Accident reports, police records, court records, etc.
- Activity duty orders or documentation to support military obligation
- FEMA documentation showing students address (as it is listed on record) was within the declared natural disaster parameter.
- Other documentation on a case by case
- If a student’s circumstance does not fall within the reasonable reasons, they must speak with their Student Success Advisor to determine what other documentation they may provide for appeal submission.
Appeals must be submitted according to requirements list above. Appeals submitted without supporting documentation will be considered “incomplete” and returned. Students are encouraged to ensure all necessary information is included for committee review.
As part of the students SAP appeal, they must also agree to an Academic Plan. The Academic plan is created, reviewed and agreed upon by the student and their Learner Services Team. This plan must be completed as part of the students SAP appeal submission.
Appeal Committee Review
Appeals are reviewed on an ongoing basis by the Kenzie Review Committee. Kenzie Review Committee is composed of members of different department staff. The committee reserves the right to request additional documentation when applicable.
The appeal will be rendered within ten (10) business days upon receipt of all documentation submitted for review. Appeal decisions are final and will be delivered to the students via their Kenzie student email.
Once the student receives their SAP appeal decision, it will be the responsibility of the student to reach out to their student success advisor for further discussion on the result of their appeal.
Approved appeals are for one term only (unless special approval is granted by the committee to allow a 2-term appeal).’
- Students will retain their Financial Aid eligibility.
- Students will be placed on SAP Monitoring for each subsequent term until they meet academic good standing and
- They must follow the conditions of the academic plan.
Denied appeals are for one term only, unless the student is not able to meet the conditions of their academic progress within their subsequent term. Students who are denied their appeal are no longer eligible for Federal Financial Aid, students may withdraw by following the withdrawal process.
Students who wish to remain in courses must:
- Make payment arrangements by contact the Kenzie Financial Services Department at (844) 744-0056
- Apply for alternative funding.