Satisfactory Academic Progress (SAP)

Financial Aid Handbook

Financial Aid Satisfactory Academic Progress Policy (SAP)

The Office of Financial Aid is required to monitor students who receive federal financial aid to determine if they are making satisfactory academic progress (SAP) toward their degree program. SAP standards apply to all students receiving federal, state and institutional financial aid. These standards apply to a student’s entire degree program including terms for which financial aid was not applied or for which enrollment was less than full time. SAP for federal financial aid recipients is measured each term of the academic year* for which a student is enrolled. The specific criteria of SAP and the consequences to the student if progress is not achieved, is outlined in the SAP Policy listed below. Students should contact the Office of Financial Aid with questions regarding the intent or the interpretation of these standards.

SAP is measured in three components: Cumulative Grade Point Average (GPA); Pace (Completion Rate); and Maximum Time Frame Limitation.

1. GPA: A student in an undergraduate program must meet minimum GPA standards. 

Total course credits attempted** Cumulative minimum GPA
0-4.9 1.5
5.0-7.9 1.75
8.0-11.9 1.8
12-15.9 1.9
16 and above 2.0

2. Pace: A student must complete an incremental percentage of all cumulative credits attempted.

Total course credits attempted** Minimum percentage of attempted course credits completed
0-7.9 58%
8-15.9 64%
16 and above 70%

*Academic Year Definition.

An academic year for the purpose of administering federal financial aid is defined at a minimum of two 15-week terms during which the average undergraduate student is expected to complete a minimum of 6 course credits. Enrollment in a minimum of 3 course credits per term is required in order to be considered a full-time student.

**Course Credit conversion to Semester Hours:

One Course Credit = 4 Semester Hours

3.  Maximum Time Frame: A student must complete their educational program within 150% of the published length of the program measured in attempted course credits(cc). For example: the majority of undergraduate programs at Coe College require 32 cc for graduation. A student can receive federal financial aid for a maximum of 48 attempted cc (32cc x 1.5). A student pursuing a double major/minor or a student who changed majors will normally be expected to complete all degree requirements before reaching 150 percent of attempted cc required to complete a program.

Financial Aid Warning

A student who does not meet the minimum SAP standards for GPA or Pace will be placed on Financial Aid Warning for the following term. Federal financial aid can be received during a Financial Aid Warning term. A Financial Aid Warning notice is sent to the student by the Office of Financial Aid at the beginning of the warning term.

Financial Aid Suspension

A student who fails to meet SAP during the warning term or has attempted 48 cc is no longer eligible to receive federal financial aid and is placed on Financial Aid Suspension. The Office of Financial Aid will notify the student of their financial aid suspension; the notice will include information on the financial aid appeal process.

Financial Aid Appeal

A student may appeal a financial aid suspension by completing the SAP Appeal Form. The appeal should be submitted to the Office of Financial Aid and must include an explanation of why the student failed to meet SAP and what has changed in the student’s situation that would allow them to meet SAP standards during the term. Circumstances are limited and cannot be based upon a student’s need for assistance or the lack of knowledge that financial aid assistance was in jeopardy. Examples of possible situations include documented serious illness, severe injury, death of a family member or other circumstances that prevented the student from meeting SAP standards. The Financial Aid Appeal Committee will review the appeal and notify the student of the outcome within 14 days of the receipt of a completed appeal form. A student whose appeal is denied will be granted a 100% refund of tuition charges if he or she officially drops all courses.

Financial Aid Probation

A student who successfully appeals their financial aid suspension is placed on Financial Aid Probation. Federal financial aid can be received for the term a student is on Financial Aid Probation.

Academic Plan

A student who cannot demonstrate that SAP standards can be met during one term on Financial Aid Probation is required to submit an academic plan as part of a Financial Aid Probation Appeal. An Academic Plan is generally developed based on a student’s individual needs.

A student whose appeal has been granted based on an Academic Plan must meet the terms of the plan in order to receive federal financial aid. A student’s Academic Plan will be evaluated each term and, if it is determined that the conditions of the plan are not met, the student may be placed on Financial Aid Suspension for the subsequent term.

Regaining Eligibility when a Financial Aid Appeal has not been granted

If a Financial Aid Probation Appeal is denied or an appeal was never submitted, the student may regain eligibility to receive financial aid by completing a number of courses without receiving federal financial aid. It is the student’s responsibility to contact the Office of Financial Aid if it can be demonstrated that SAP standards are being met or that an Academic Plan has been developed that, if followed, will ensure the student is able to meet SAP standards by a specific point in time.

Impact on SAP of certain types of status marks and credits:

Audited Courses:

Audited courses do not count toward degree requirements and do not impact SAP.

Status Mark of I, O and X:

Courses for which a grade has not been reported at the time of the SAP evaluation will be counted as attempted credits. Credit is not earned and GPA is not impacted. It is the student’s responsibility to inform the Office of Financial Aid when a grade has been reported.

Pass/Not-Pass Graded Courses:

Grades of P count as attempted credits and credits earned. Grades of N, NP count as attempted credits, but not credits earned. Grades of P, N and NP do not impact GPA.

Transfer Credits:

Accepted transfer courses count as attempted and earned credits, but do not impact the cumulative GPA. Courses that are taken at another institution that are not accepted by Coe College do not impact SAP standards.

Updating Coursework:

Successfully completed courses that are repeated are counted as attempted credits but not credits earned. The grade earned in a repeated course will replace the previously earned grade and may impact the cumulative GPA. A student must report any grade changes/updates that affect aid eligibility directly to the Office of Financial Aid.

Failed courses that are repeated are counted as attempted and earned hours and therefore impact the cumulative GPA.

Status Mark of W and WF:

Courses for which a mark of  W are recorded count as attempted credits.  Courses for which a mark of WF are recorded count as attempted credits and impact GPA.