The Satisfactory Academic Progress (SAP)

Revised USDE Requirements for Title IV SAP Appeals/Probation – effective 7-1-2011

CUNY Title IV SAP Appeals Guidelines

 The new U.S. Department of Education (USDE) Program Integrity Regulations that become effective 7/1/11 change the way colleges are required to measure Satisfactory Academic Progress (SAP) for retention of federal Title IV student aid. Colleges are required to measure SAP either at the end of each payment period (semester) or annually. Only those schools that measure SAP at the end of every payment period can use a “warning” period/semester where the student still maintains aid eligibility. If the college measures annually and the student does not make SAP, the student will immediately lose eligibility for future Title IV aid. The college cannot make any future payments to those students. 

Under the new regulations, if a student does not make SAP, they are automatically ineligible for any additional aid unless they appeal the decision and are granted probation. The probation period is for one payment period (semester) and the student can only continue to receive aid as the result of a successful appeal. 

In order to appeal:

• The student must meet specific conditions for that appeal. The college needs to specify the conditions under which a student can appeal (e.g. death of a family member, illness, loss of employment, etc.).
• The student’s appeal must include: a) why the student failed to make SAP and b) what has changed that will allow the student to make SAP at the next evaluation.
• The appeal can only be granted if the school:

• Determines the student will be able to meet SAP standards by the next paymen period (semester). OR
• Develops an individual academic plan with the student that will allow them to meet SAP standards by a specific period in time (can be more than one payment period/semester).

Students can only receive aid for the semester after probation if they are meeting SAP requirements again or if the school determined they are meeting the requirements of their individually prescribed academic plan developed for them during the appeal process. Schools are required to notify students of the results of SAP review that impacts their eligibility for federal aid along with a description of the specific elements of the appeal process. 

Any student has the right to appeal the denial or suspension of financial aid. The appeal must be submitted with current appeal forms. It should contain an account of the circumstances that warrant the granting of the appeal.

The Financial Aid Office will not accept or review an appeal that is incomplete or lacks appropriate documentation. Keep a copy of all documentation submitted. Please read the specific instructions included on each form, and follow the directions fully. DO NOT substitute one kind of form for another even if you are submitting the same information. An improper form will cause the student file to have an 'Incomplete' status, and may delay disbursement of funds. Make duplicates of all documents submitted for your own personal record.

Satisfactory Academic Progress (SAP) Appeal Process

In some cases, a student’s failure to be in compliance with one or more areas of SAP is due to events beyond the student’s control. If such mitigating circumstances can be documented for the specific semester(s) when the SAP standards were not met, the student may submit a completed SAP Appeal form with all required documentation.

An appeal must be based on significant mitigating circumstances, circumstances that seriously affected the student’s academic performance. Examples of possible mitigating circumstances are:

• serious illness
• severe injury
• death of a family member
• change of major
• other similar situations

To complete this process, a student would:

1.      Complete the SAP Appeal form (PDF).

2.      Provide a detailed personal statement explaining the circumstances that caused failure to meet the minimum academic requirements for financial aid. This statement should include:

a.       the date(s) the circumstance occurred.

b.      how this circumstance personally affected the student.

c.       steps taken by the student to resolve the circumstances.

d.      an explanation of the ability to return to school and be successful.

NOTE:  Do not discuss a need for financial aid as part of the rationale for reinstatement of Title IV Federal Financial Aid. It will be assumed by the Financial Aid Appeal Committee that any student filing an appeal is doing so based upon financial need.

3.      Provide documentation from an impartial third party (not a family member, friend, or roommate). Examples include: physician, counselor, lawyer, social worker, teacher, religious leader, employer, death certificate, divorce decree, etc.

Documentation:

a.       must include the name of the person providing the statement and their relationship to the student.

b.      must support the claims made in by the student in the detailed personal statement.

c.       should confirm an ability to return to school and be successful.

d.      must be signed  on letterhead.

Remember- submission of the appeal does not guarantee approval. Students are responsible for payment of their tuition regardless of their financial aid status.

The KCC Financial Aid Appeal Committee understands many students face difficult and on-going challenges due to family responsibilities, health issues, financial obligations, etc. However, all students must meet all SAP standards each semester regardless of the challenges and difficulties they may face. Students are expected to create their own plan to overcome their individual challenges and maintain academic success each semester. We encourage students to seek help from campus and community resources to ensure their academic success. Please consult with a Financial Aid Counselor if unaware of resources that may be available to help students.

Please be aware an appeal is a request for an exception to the SAP policy. No student should expect to have multiple appeals approved during his or her academic career at KCC. Students are expected to meet all the SAP standards each semester.

 Appeal Deadlines

 July 18, 2011, for students not attending summer school

August 15, 2011 for ONLY students in summer school

 December 16, 2011 for Spring 2012 semester

Any appeals coming in after the deadline, will not be reviewed for the fall 2011 term, they will be considered for the spring 2012 term. Students will have to arrange to pay their tuition for the fall if their appeal is denied or if it is submitted after the deadline.

 After Appeal Submission

The Financial Aid Appeal Committee will review the appeal. The Committee’s decision will be based on the individual circumstances as detailed on the form, personal statement, and supporting documentation. Submission of an appeal neither guarantees an adjustment to a student’s award nor prevents the accrual of late fees on any unpaid student account balances. Students are responsible for their tuition and any late fees they may receive regardless of this appeal.