Financial Aid Office

Satisfactory Academic Progress (SAP)

Satisfactory Academic Progress (SAP) Brochure

• SAP Flyer Diagram
• SAP Policy Brochure

Satisfactory Academic Progress (SAP)

The Higher Education Act of 1965, as amended by Congress, mandates institutions of higher education to establish minimum standards of Satisfactory Academic Progress (SAP) for students receiving financial assistance.

You must comply with the Chabot's Satisfactory Academic Progress policy at all times to receive your financial aid. This policy applies to all forms of federal Title IV student aid and the Cal Grant Program, and typically are required for funding from the EOPS office. However, these standards do not apply to the California Board of Governor's (BOG) Fee Waiver Program.

If a student does not meet SAP = no financial aid $

Frequently Asked SAP Questions

What are the minimum standards of Satisfactory Academic Progress?

• Minimum Satisfactory Academic Progress, or SAP, includes three things:

1. Maintain a minimum 2.0 semester and cumulative Grade Point Average.
2. Successfully complete at least 67% of the units attempted each semester.
3. Complete program of study within 150% of published program length, measured in attempted units (for example, a maximum of 90 attempted semester units are allowed to complete an Associate or Transfer program of 60 required units. Beyond the 90 units, a student becomes ineligible for further financial aid).

When is Satisfactory Academic Progress assessed?

• Your SAP will be assessed prior to the first disbursement of your financial award at the beginning of the school year and again at the end of each semester, after grades are available.
• The Financial Aid Office reviews and evaluates your GPA, the number of units completed vs. attempted, and total attempted units, to determine your eligibility for financial assistance.

What happens if my GPA falls below 2.0?

GPA Warning Status

• If you have completed less than 2 years (4 semesters) at Chabot College and have a cumulative GPA of less than 2.0, you will be placed on a GPA Warning Status.
• You may still receive financial aid while on warning. However, you must meet satisfactory academic progress requirements in order to regain eligibility.
• In the Fall Semester you will be paid with grant funds on the first scheduled disbursement date. In the Spring Semester, you will not receive your funds until all fall grades have been entered into the computer system, and evaluated by the Financial Aid Office. This may delay payment to the first or second week of the Spring Semester.
• You will remain on Warning Status until your cumulative GPA is brought above 2.0, provided you successfully complete each semester with a 2.0 GPA.
• If after 4 semesters of enrollment your cumulative GPA remains below 2.0, you will be suspended from financial aid until your cumulative GPA is brought above 2.0.

GPA Suspended Status

• If you are on a GPA Warning Status and fail to meet satisfactory academic progress after another term, you will be placed on a GPA Suspended Status.
• You cannot receive financial aid while suspended.
• You will be suspended if you fail to meet the financial aid progress standard a total of any three semesters. However, you may request summer grades and progress in classes to be reviewed for the purpose of reinstating financial aid eligibility.
• If you have a cumulative GPA less than 2.0 after 2 or more years (4 or more semesters) at Chabot College, or you are dismissed from Chabot College, or you withdraw from all of your classes, you will automatically be placed on a GPA Suspended Status.
• If you withdraw or receive an F, I, IP, NC, or NGR in all your classes, you will automatically be suspended from further financial aid eligibility.
• You will remain on Suspended Status until your cumulative GPA is brought above 2.0.

Is there a minimum number of units I must complete to meet SAP each term?

• The number of units you must complete to meet satisfactory academic progress depends on the number of units you are enrolled each semester.
• You must complete a minimum of 67% of units for which you are enrolled each semester
• Below is a chart with unit attempted vs. completion rate:

• You will only be given credit for units completed with a grade of A, B, C, D or CR. The number of units you complete with a grade of I, W, F, WF, WP, NC and for audited classes will not count toward your minimum requirement of 67% of units completed.

Which units are included in the maximum time frame allowed to receive aid?

• Your satisfactory academic progress at Chabot College is measured in attempted semester units. An attempted unit is defined as any unit you remain enrolled in after the add/drop period.
• If you are enrolled in an A.A./A.S. or Transfer Program with 60 required units, you may be eligible for financial aid for a maximum of 90 attempted units to complete your program (a maximum of 150% of the published program length).
• If you are enrolled in a Certificate Program, you may be eligible for financial aid for a maximum of 150% of the published length of that program (measured in units), as described in the Chabot College Catalog.
• ESL (English as a Second Language) courses and up to 30 units of remedial or basic skills courses may be excluded from the 150% limit. However, completion of these courses are still required for financial aid consideration.
• All units you may have attempted within the Chabot-Las Positas Community College District during all periods of enrollment will be included in the 150% limit, regardless of whether you applied for or received financial aid during those periods.
• You must submit official transcripts from all institutions where you have attempted units. After being evaluated, your units may be included in the maximum time frame of 150%.

What happens when I reach the maximum time frame of 150%?

• When your total attempted units equals or exceeds the 150% limit, you will no longer be eligible for financial aid.
• You may still qualify, however, for the BOG Fee Waiver.

Can I petition to extend my eligibility for financial aid beyond the time limit, or in the event my GPA or completion rate are below minimums?

• Once you have attempted 90 units, or the maximum of 150% of the published length of a program, or you are suspended due to lack of academic progress, your continued eligibility for financial aid may be granted only in extraordinary circumstances.
• To request continued eligibility you may submit a Petition for Continuation of Financial Aid to the Financial Aid Office, explaining what circumstances resulted in your failure to complete your program within the maximum time frame allowed, or to maintain minimum Satisfactory Academic Progress standards.
• Note: Your change in degree objective without extraordinary circumstances does not constitute sufficient reason for exceeding the 150% limit.
• You must submit an updated and current Student Education Plan (SEP) or Official Course Evaluation with any such appeal. The purpose of the SEP or Course Evaluation is to assure that you are fully aware of which remaining courses you are required to take to meet your graduation or transfer requirements. The SEP will also assist you in planning your coursework so you can complete your program within the time limits allowed for receiving financial aid.

What happens if a loan borrower drops below the required half-time status?

• If you are a loan borrower and you drop below 6 units at any time, you will be placed on financial aid Warning Status.
• You will not be eligible for any further loan funds until such time as the warning is cleared.
• All future previously approved loan disbursements for that year will be cancelled.
• Your reduced enrollment status will be reported to your Guarantor, and your grace period for repayment will begin effective the last day you were enrolled in at least 6 units.

How can I reinstate my financial aid eligibility after suspension?

• To have your financial aid eligibility reinstated after suspension, you must successfully complete 6 units of academically or vocationally relevant coursework with a 2.0 GPA during a single semester without financial aid (Summer Session will be considered a semester for these purposes), and/or raise your cumulative GPA to 2.0.
• If you are on Suspended Status and you make progress, you will be returned to a Progress Status the following term. You then may be eligible for financial aid, providing you have not exceeded the maximum time frame.
• If you do not make progress for a second semester, you may return to Suspended Status if this results in a total of three terms not meeting the financial aid progress standard.

Can I appeal a decision for suspension of financial aid?

• If you have extenuating reasons for why you failed to meet satisfactory academic progress standards, you may complete and submit to the Financial Aid Office a Petition for Reinstatement or Continuation of Financial Aid.
• You must include a written explanation of reasons for petition along with corrective action to be taken as applicable. You must attach documentation to support your case.
• You must submit a completed and current Student Evaluation Plan (SEP) with counseling.
• Examples of extenuating circumstances are: death of an immediate family member, serious injury or illness that occurred to you the student, or other special circumstances as appropriate. You must provide documentation.
• The Financial Aid Office will based its decision upon federal and state regulations, your academic and financial aid history, and your clearly stated and documented extenuating circumstances.
• The Financial Aid Office will advise you, in writing, of the decision.
• If you are dissatisfied of the decision, you may request a meeting with the Financial Aid Director to review the decision in more detail.
• You will be notified, in writing, of the final decision regarding this meeting.

What happens to my awarded grant funds if I withdraw from all my classes?

• The amount of assistance you have earned is determined up to the point of withdrawal. That is, if you completed 30 percent of the semester, you earned 30 percent of the assistance you were originally scheduled to receive. If you received more assistance than you earned, you must repay the excess funds.
• If you withdraw from school before 60% of the semester is over, you may have to return a portion of the funds received, even if your withdrawal is not determined until after the end of the term.
• The Financial Aid Office will calculate how much you owe, and inform you in writing of the amount.
• Note: If you withdraw from school after 60% of the semester is over, you may not need to pay back the financial assistance you received.

Do I need to notify the Financial Aid Office if I withdraw from school?

• Yes! Inform the Financial Aid Office immediately. Discuss your academic or personal reasons for leaving. Perhaps you can stay enrolled but take fewer courses, or use services (such as tutoring or personal support) that will help you stay enrolled.
• If you must withdraw, begin the withdrawal process at the Office of Admissions and Records, Building 100.
• The Financial Aid Office will notify you of how much you will owe and how you will have to repay it.
• Note: If you leave without following proper procedures and you owe a R2T4 (Return to Title IV) funds, the Financial Aid Office will put an institutional hold on your future Chabot registration and transcripts. Also, a NATIONAL HOLD will be placed on your future aid eligibility at any institution through NSLDS (National Student Loan Data System).
• After the hold is placed, you will be required to contact the Federal Government and arrange for re-payment. Your financial aid eligibility will be reinstated when you have arranged your repayment.

How does the Financial Aid Office calculate how much I owe back?

• The Financial Aid Office determines how much you owe back using a specific formula set by the Department of Education (Federal

Do I still need to repay my loan if I withdraw from Chabot College?

• Yes. If you receive loan money and withdraw from all of your classes, you will still need to pay back the money.
• Beginning the Fall 2010, all loans will be direct loans with the Department of Education, so you will need to refer to the department of Education.
• To access your direct loan information visit www.studentloans.gov

Can I keep my work-study job if I withdraw from the College?

• No. You must inform your employer and the Financial Aid Office, and stop working immediately.
• You will not have to return the money you earned while working under the federal work-study program. Any amount of money you received while enrolled at least half-time is all yours to keep.

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