Administrative Regulation: Satisfactory Academic Progress
Regulation Number: 5.1.1
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Eastern Wyoming College (EWC), as a participant of the U.S. Department of Education (DOE) Title IV program, has established requirements for enforcing standards of Satisfactory Academic Progress (SAP). The SAP standards apply to all applicable forms of financial assistance programs including the Federal Pell Grant, FWS, FSEOG, Direct PLUS loans as well as assistance from the State of Wyoming. The College will determine what institutional funds will be affected by the student’s SAP status.
Definitions:
- SAP – Satisfactory Academic Progress
- FWS – Federal Work-Study
- FSEOG – Federal Supplemental Educational Opportunity
- Direct PLUS Loan – Direct Parent Loan for Undergraduate Student
- Attempted credits are any credits for which the student enrolled, whether the student received federal financial aid or not. Attempted credits include withdrawn, incomplete, failed, developmental, and repeated coursework. Transferred credits accepted by EWC are included in the cumulative credits attempted and completed. The table below illustrates how graded courses impact Financial Aid SAP.
The institution abides by the SAP process for all degree seeking students, regardless of whether the student receives Title IV or not. A student’s entire academic record will be reviewed and evaluated for SAP whether financial aid was received or not. The process to review Financial Aid SAP eligibility will be the same for all students evaluated. All coursework, including coursework for which a college has offered academic amnesty must be included in the review process. The College will notify financial aid applicants of their SAP status. A student is considered a financial aid applicant if they complete the Free Application for Federal Student Aid (FAFSA) or if they are offered funding to assist in educational costs through the Financial Aid Office.
The regulations require the measurement of cumulative GPA (quantitative), rate of
progression (qualitative), and maximum time frame. A change of program does not reset the SAP calculation. EWC students are making SAP if they consistently:
Maintain a cumulative GPA of at least 2.00
- Complete 66.66% of attempted credits *
- Do not meet or exceed 150% of the average degree/certificate length at EWC. Defined as:
- 53 credits (Certificate programs).
- 98 for AA, AS, AAS seeking students (Associate degree programs).
- 114 for Cosmetology degree seekers
| GRADE | Cumulative GPA | Attempted Credit | Completed Credit |
| A-F | Yes | Yes | Yes |
| S, U | No | Yes | Yes |
| X (Incomplete)** | No | Yes | No |
| Repeats | Most Recent Grade | Yes | Yes |
| W | No | Yes | No |
| Transferred and accepted by EWC | No | Yes | Yes |
When completed OR the student receives an F grade due to failure to complete the coursework as required, the new grade is used to calculate SAP when calculated at the end of the Spring semester. The updated letter grade is treated per the table above when SAP is recalculated.
Process
All students enrolled in Title IV eligible coursework are monitored for financial aid satisfactory academic progress (SAP) at the end of each Spring semester. Students who reach or exceed the maximum time frame and/or have less than a 2.00 cumulative GPA and/or have less than a 66.66% completion rate are no longer eligible for federal Title IV financial aid and any state or institutional awards that requires SAP. These students receive an ineligible or terminated (TRM) status when GPA and/or pace requirements are not met. The student receives a maximum time frame (MAX) when they have reached or exceed the maximum time frame. Students with Title IV aid are notified via email they are not eligible for federal financial aid. The email includes information about how to regain eligibility and the appeal process. Students may also view their Financial Aid SAP status in Self Service, even if they do not receive Title IV aid.
Ineligible and Probation Students
Students with TRM or a probation status are monitored at the end of each academic term of
enrollment to determine if they are now making SAP OR adhering to the terms of their probation. Students with a FAFSA on file are notified via email of their newly calculated SAP status. The student’s most recent SAP status is also viewable in Self Service Financial Aid.
Transfer Students
Transfer students with transfer credits that total the average credits needed to complete a degree or certificate (35 certificate, 65-degree, 76 Cosmetology) must submit an SAP Appeal when the year’s ISIR is received to complete the financial aid process. This is done to ensure that the student’s credits required for the degree/certificate can be completed within the maximum time frame. Students who cannot are placed on Probation with an Academic Plan for the estimated number of terms to complete the degree/certificate.
Appeal Process
Students have the right to appeal their SAP status if they have mitigating or unusual circumstances, they believe prevented them from maintaining or achieving SAP. Mitigating circumstances include, but are not limited to: illness, death in the family, family emergency, catastrophic incidences, divorce, births, etc. The student may submit a letter of appeal or (SAP Appeal Form and relevant supporting third-party documentation to the Financial Aid Office for review. Appeals without appropriate third-party documentation (death certificate, hospital bill, etc.) are denied. Students are notified of the outcome of their appeal via email and can view their SAP status in Self Service.
Denials
If the appeal is denied, the student may regain financial aid eligibility by meeting the SAP requirements in the student’s next semester of enrollment. The student will remain on TRM status for future terms until the SAP requirements are met. Students with a TRM status who are also exceeding the maximum time frame credit allowance cannot regain Title IV financial aid eligibility without an appeal.
Approvals
If the appeal is approved and it is possible and probable for the student to meet the SAP requirements within one (1) semester of attendance, the student is placed on Probation with a PA1 status. Students on Probation are Title IV aid eligible for one semester. At the end of the student’s next semester of enrollment, the student receives the calculated SAP status based on their cumulative GPA, pace, and time frame.
If the appeal is approved and it is not possible or probable for the student to meet the SAP
requirements within one (1) semester of attendance, the student is placed on Probation with an Academic Plan. Appeals approved with an academic plan require the student complete all courses enrolled for each semester a 2.00 semester GPA or higher. The student receives a PA1-8 SAP status, with the number (1-8) representing the estimated number of terms required to complete the student’s current degree/certificate program. For example, if the student receives a PA3 status, it is expected that the student will either complete the program or be able to make SAP within three semesters.
Calculating SAP for Probation Students
Max Time Frame (MAX) with Approved Appeal
- a. MAX students with approved appeals have the SAP status calculated at the end of each semester of enrollment. Students who continue to meet the terms of their probation (2.00 term GPA, 100% semester completion) will continue probation status with a subtraction of the number of terms for the probation. For example, a student with a PA8 (8 allowed terms of Probation) who meet the terms of their probation at the end of their first semester of enrollment receive a PA7.
- b. MAX students who fail to meet the probation requirements receive the calculated SAP status based on their cumulative GPA, pace, and time frame.
Ineligible (TRM) with Approved Appeal
- TRM status students with approved appeals to a probation status (PA8-PA1) where cumulative GPA and pace do not calculate to SAP, but the student meets the terms of their probation, will continue on probation, with a one term reduction (for example, PA8 to PA7). If the student meets SAP when calculated at the end of the semester based on cumulative GPA, pace, and attempted credits, the student will calculate to satisfactory (SAT) instead of probation (PA7-PA1).
- TRM status students with approved appeals to a probation status (PA8-PA1) who do not meet the probation requirements receive the calculated SAP status based on their cumulative GPA, pace, and attempted credits at the end of the semester of enrollment.
Financial Aid SAP and EWC SAP
Financial Aid Office SAP policy may differ from the academic SAP policy of EWC. While a student may be considered in ‘good standing’ with EWC, they may not be making Financial Aid SAP.
References: Board Policy 5.1 – Financial Aid and Scholarships
Original Adoption Date: 10/21/24
Revision Date(s):
Date Reviewed, no change: