To be eligible for federally funded financial aid programs, all student financial aid recipients must initially and continually meet Satisfactory Academic Progress (SAP). Eastern Wyoming College’s SAP standards of measure a student’s academic performance both qualitatively and quantitatively by reviewing the following three areas of performance: cumulative completion rate for attempted coursework, cumulative Grade Point Average (GPA) earned, and the maximum time frame to complete a degree. The Financial Aid Office is responsible for ensuring that all students are meeting these minimum standards. SAP standards apply to all federal financial assistance programs including Federal Pell Grant, Federal Supplemental Educational Opportunity Grant (FSEOG), Federal Work-Study and Federal Direct student and PLUS loans.

Academic progress requirements for EWC institutional awards and Foundation scholarships are defined by the respective donors and maintained in the EWC Financial Aid Office. These awards include scholarships, activity grants, and institutional student employment.

Students receiving Hathaway Scholarships need to review the Hathaway Scholarship college requirements document maintained in the Financial Aid Office or online.

Frequency and Interval of Review

Satisfactory Academic Progress will be reviewed prior to the awarding of any federal financial aid, institutional awards, and/or foundation scholarships. It is also reviewed and monitored at the end of Fall, Spring and Summer semesters (or payment periods for clock hour students), and prior to the disbursement of aid the following semester/payment period. Please note that your status can change depending on when you are initially awarded and when you are reviewed before disbursement because of semester completion, grade changes, or transfer credits accepted.

Establishing Initial Eligibility

In order to establish initial eligibility for federal financial aid, a student’s past academic transcripts will be reviewed according to the following guidelines:

  1.  Students who have never previously attended EWC will be considered in good standing with regard to minimum credits completed and minimum GPA requirements.
  2.  Students who have previously attended EWC, including concurrent enrollment and/or dual credit classes taken in high school, will have past academic transcripts reviewed regardless of whether financial aid was received for any previous attendance.
  3. Transfer credits accepted from other institutions will be considered in determining eligibility under the Maximum Time Frame criteria. Official transcripts from other institutions attended must be on file to receive aid.
  4. Students must be admitted/enrolled in a degree or certificate program.

Maintaining Qualitative and Quantitative Eligibility

The following requirements are for all federal financial aid programs. Students are considered to be making Satisfactory Academic Progress and will be eligible for federal financial aid at EWC as long as all three of the following requirements are met at the end of each semester:

  1. Completion Rate (67% Pace Rule)
    Students must, at a minimum, successfully complete at least 67% of attempted courses overall. This calculation is performed by dividing the number of cumulative credits earned by the cumulative credits attempted.
    Withdrawals, audits, and grades of F, IP, X, IW or U are not considered successful completions for federal financial aid purposes.
  2. Cumulative Grade Point Average
    Students must maintain at least a 2.0 average.
  3. Maximum Time Frame
    Students must complete a degree or certificate program in no more than 150% of the average length of their program.

Because federal regulations require a suspension of federal aid when it becomes mathematically impossible for a student to complete a program within 150% of the published length of the program, the student will be placed in a Maximum Time Frame status when he/she has attempted credits equaling 135% or more of that program (approximately 81-85 attempted credits for associate’s programs, 40-45 for year-long certificate programs, and 24-32 for certificate programs less than a year in length depending on credit requirements for the program).

Timeframe limitations include all credits pursued, earned, dropped, repeated, and failed. All applicable transfer hours accepted by EWC count as hours attempted as well as hours earned. All credit hours are counted regardless of whether the student received financial aid. Students who have completed a degree or certificate will be considered to have reached Maximum Time Frame and aid will be suspended pending appeal approval. Students who change programs or pursue additional degrees are likely to reach Maximum Time Frame and aid will be suspended pending approval of an appeal. If an appeal is approved, only courses required for degree/certificate completion can be funded. Students are strongly encouraged to submit a program evaluation signed by the student’s academic advisor when they accumulate 48 attempted credit hours.

Other Factors

  1. Audits
    Classes taken for audit will not be considered when determining semester award amounts and will not be considered as attempted credits toward the maximum time allowed for completion. Audited classes are not eligible for federal student aid.
  2.  Remedial/Developmental Courses
    Students may receive financial aid for a maximum of 30 credits of remedial/ developmental courses. More than 30 remedial/developmental credit hours will count towards his/her attempted hours but not in enrollment status or cost of attendance for financial aid purposes.
  3. Academic Amnesty
    EWC allows an academic amnesty policy as part of its institutional academic policy, but it does not affect a student’s financial aid SAP status. All attempted credits must be included in evaluating GPA and completion rate for SAP.
  4. Repeated Coursework
    To count toward enrollment status for financial aid purposes, a previously passed course may be repeated once. A failed course may be repeated until passed. All repeated courses are included in a student’s cumulative attempted credits.

Warning, Probation, and Loss of Eligibility Status

Financial aid Probation and Loss of Eligibility apply only to a student’s federal financial aid eligibility status at EWC. This does not become part of the student’s permanent academic record and is not transferable to other institutions. Please be aware, your financial aid status may differ from your academic status.

  1. Warning
    Students who do not complete the minimum number of credits or who do not possess a satisfactory GPA will be placed on warning status for their next semester of enrollment. A student remains eligible to receive financial aid while on Warning. If both completion rate and cumulative GPA requirements are met at the end of the Warning term, the student will be removed from Warning status. Withdrawals, audits, and grades of F, IP, X, IW or U are not considered successful completions for federal financial aid purposes.
  2.  Probation
    If a student does not meet SAP requirements because of extenuating circumstances beyond the student’s control, an appeal for reinstatement of aid may be completed. Students who have an appeal approved will have financial aid reinstated on a Probationary status under specific requirements of an Academic Plan. Students on probation are required, at a minimum, to complete all classes with grades of C or higher and not withdraw from any courses (after the 100% refund period) until SAP is regained.
  3. Loss of Eligibility
    A student will lose federal financial aid eligibility if the requirements for maintaining eligibility are not met during the Warning or Probationary semester.

A student whose financial aid eligibility has been suspended has two options for regaining his/her eligibility:

  1. A student may qualify for reinstatement of financial aid eligibility by enrolling at his/her own expense and meeting all the necessary academic progress requirements outlined above. This may take one or more semesters, depending on how long it takes for the student to be in compliance with this policy. Financial resources other than federal financial aid must be used to pay for educational expenses during these terms.
  2. If circumstances beyond the student’s control prevented him/her from making the progress required, the student may file an appeal for reconsideration. See the appeal process below. A student whose appeal is approved by the Appeal Committee will be placed on financial aid Probation for the subsequent semester of enrollment, and an Academic Plan if regaining SAP is expected to take longer than one term. Appeal forms are available on our Financial Aid Forms page under “Financial Aid Appeal Forms.”

Students who have reached or exceeded the Maximum Time Frame for completion will be placed on immediate Loss of Eligibility status. Students may potentially regain eligibility for federal aid if they change from a certificate program to an associate’s program of study because of the increased hours required to complete the degree. Contact the Financial Aid Office to determine the effect of changing programs on aid status. Students may also regain eligibility for federal aid by appealing the suspension of aid. See the appeal process below.

Reinstatement of Eligibility

Completion Rate and Cumulative GPA
Students may appeal the loss of federal financial aid eligibility for any of the following reasons: personal injury, illness, death of a family member; or other extenuating circumstances beyond the student’s control.

To appeal for any of the above situations, students must submit a complete appeal packet. The packet includes:

  1.  A written statement indicating what circumstance(s) prevented the student from meeting SAP standards and what steps the student plans to take to ensure future success;
  2. A current program evaluation that has been reviewed by the student and the student’s current academic advisor to ensure the student is on track for successfully completing classes needed for graduating in a timely manner;
  3. An EWC Satisfactory Academic Progress Appeal form signed by the student’s current academic advisor. Appeal forms are available on our Financial Aid Forms page under “Financial Aid Appeal Forms.”

If an appeal is approved by the Appeal Committee, the student must sign an agreement indicating he/she understands the terms of the appeal approval, which includes satisfactorily completing all classes with grades of C or higher and not withdrawing from any courses until SAP is met. The student’s federal aid is reinstated on a probationary status and re-evaluated at the end of the semester. A student who does not meet the terms of the agreement loses federal financial aid eligibility.

Financial aid awards will be based on funds available at the time of reinstatement. Reinstatement will be effective for the current term or next term of enrollment as determined by the Financial Aid Appeals Committee. Reinstatement of aid will not be effective retroactively for an already-completed term.

Maximum Time Frame
Students are typically allowed only one appeal for maximum time frame. To file an appeal, a student must submit a complete appeal packet, which includes:

  1. A written statement indicating why the student exceeded maximum time frame and why he/she should be allowed to continue;
  2. A current program evaluation that has been reviewed by the student and the student’s current academic advisor to ensure the student is on track for successfully completing classes needed for graduating in a timely manner;
  3. An EWC Petition for Extension of Maximum Time Frame signed by the student’s current academic advisor. Appeal forms are available on our Financial Aid Forms page under “Financial Aid Appeal Forms.”

If an appeal is approved by the Appeal Committee, the student must sign an agreement indicating he/she understands the terms of the appeal approval, which includes satisfactorily completing all classes with grades of C or higher, not withdrawing from any courses, and only taking courses required for the degree program, and meeting any other criteria stipulated by an Academic Plan. The student’s federal aid is reinstated on a probationary status and is re-evaluated at the end of the semester. A student who does not meet the terms of the agreement loses federal financial aid eligibility.

Students must also meet completion rate and cumulative GPA requirements. Financial aid awards will be based on funds available at the time of reinstatement. Reinstatement will be effective for the current term or next term of enrollment as determined by the Financial Aid Appeals Committee. Reinstatement of aid will not be effective retroactively for an already-completed term.

Appeal forms are available in the EWC Financial Aid Office or on our Financial Aid Forms page under “Financial Aid Appeal Forms.” Appeals should be submitted as soon as possible following notification of suspension, but no later than mid-term of the semester for which the student is requesting aid. Students are not limited in the number of appeals they can file, but continued approval is based on meeting appeal terms, Academic Plan requirements, and/or academic performance.

Additional Key Items

Federal Pell Grant Duration of Eligibility
Receipt of Federal Pell Grant has a lifetime limit of 12 full-time semesters or its equivalent.

Federal Direct Loan Limits
Federal Direct Loans have set annual and aggregate limits.

Students may not appeal Pell or loan annual or aggregate limits.

Revised Fall 2018