*All dates above are tentative and subject to change.
Federal regulations require students who receive financial aid under Title IV programs to maintain Satisfactory Academic Progress (SAP) regardless of whether financial aid is awarded each semester. SAP is measured at the end of each semester/term for all students based on the following standards.
Students can monitor their current SAP status through Student Self-Service by choosing “View Financial Aid” and clicking on the current award year. Students should then see the Satisfactory Academic Progress link, which will list current SAP status. Students who end the semester on a Warning or Suspended status will also be notified of their current SAP standing via KCTCS email at the end of the term.
SAP Warning: Students who do not meet the Qualitative or Quantitative Standard for the first time will be placed on SAP Warning. The student will remain eligible for financial aid funds.
SAP Suspense: Students who fail to meet the Qualitative or Quantitative Standard at the end of the warning period will be placed on SAP Suspense and are not eligible to receive additional Title IV financial aid. Students who exceed MTF are placed on SAP Suspense immediately upon exceeding 150% of required credits without a warning status.
SAP Appeal: Students may appeal their SAP Suspense status if they feel extenuating circumstances prevented them from meeting SAP standards. To appeal, students must complete a SAP Appeal Form available in the Student Self-Service Center and provide any additional information/documents required by the college. The appeal will be evaluated by the SAP Appeals Committee of the home college. Students will be notified of the committee’s decision, typically within ten days of the committee meeting. Since deadlines for submission of appeals, frequency of SAP Committee meetings, and other details of the process may differ by college, students should refer to the SAP information provided on their college’s website. A link to this information for each college is provided below.
NOTE: Students are responsible for all expenses such as tuition, fees, books, and supplies pending the decision of the SAP Appeals Committee and must contact the Business Affairs Office to make payment arrangements with the institution. Decisions made by the SAP Appeals Committee are final and are not subject to further appeal.
Revised Federal Regulations mandate KCTCS modify its Satisfactory Academic Policy to hold students to a higher level of accountability. All students are evaluated to determine if they meet the new Federal requirements for Title IV Financial Aid that went into effect July 1, 2011. These changes to the SAP policy due to new regulatory guidelines include:
Limiting students to only one consecutive probationary period.
Students must be on pace to progress toward graduation by a 150% of credit requirement.
Students must be enrolled in a program other than Undecided or Pending beyond the 30th credit hour.
Students must maintain a 2.0 cumulative GPA and complete at least 67% of their classes to remain eligible for financial aid. Students, who fail to maintain this standard for more than one consecutive term exclusively or in combination, will no longer be eligible for Federal or state aid.
Students must be evaluated to determine if they are able to graduate from their stated degree by attempting no more than 150% of the hours required to obtain the degree. This is referred to as Maximum Time Frame (MTF). For example as student enrolled in a 60 hour associate degree program cannot receive financial aid beyond their 90th credit hour attempted. Students not “on pace” to obtain a degree within this 150% time frame will no longer be eligible to receive financial aid.
Students must be enrolled in a declared major or accepted in an eligible program other than “pending” or “undecided” to receive aid beyond their 30th credit hour attempted. Students enrolled in a “pending” program must be evaluated to determine if they are eligible to be accepted in the desired program within a reasonable period. A reasonable period is a term that allows a student to be accepted and graduate prior to a student becoming ineligible for financial aid because he/she exceeds maximum time frame.
Students who believe they have or had extenuating circumstances that prohibited them from making the Satisfactory Academic Progress Standards may appeal to a committee appointed by the home campus to review such requests (see dates listed at the top of this page). Students requesting their circumstance be reviewed for special consideration must:
Complete a SAP Appeal Request online in their Student Self-Service Center,
Provide an explanation of circumstance(s) and,
Provide supporting documentation of circumstance(s) (i.e. medical records, obituary, etc.) to the ECTC Financial Aid Office.
To be eligible for Financial Aid funds, a a student must make satisfactory academic progress. When you do not meet the academic standards and your financial aid eligibility has been suspended, you have the right to appeal. Follow the step-by-step instructions below to appeal for reinstatement of your Federal and State Financial Aid eligibility. All Financial Aid Appeal documentation must be submitted prior to the appeal deadline for the term of anticipated enrollment. The decision of the appeals committee is final.
Instructions for submitting an Appeal Request
Include ALL of the following items (Steps 1-3) in your Appeal. Incomplete appeals will not be considered. Submit the COMPLETE Appeal to the Financial Aid Office.
Step 1 - Personal Statement: submit a detailed statement online explaining the basis of your appeal request describing the following:
Step 2 - Supporting Documentation of Circumstances: submit documentation to the financial aid office to support your appeal for the semester(s) in question. An appeal without proper supporting documentation will not be considered. Acceptable documentation includes:
Where to submit documentation for an Appeal
To appeal, students may complete a SAP Appeal Form available online in the Student Self-Service and also provide any additional information/documents required by submitting to the financial aid office at ECTC.
Notifications of Appeals Committee Decision
Students will be notified by their student email and regular mail of the committee’s decision within 48 hours of the committee meeting. The decision of the Appeals Committee is final.
If your appeal is approved by the Financial Aid Appeals Committee, you will be placed on financial aid probation for one semester.
The Financial Aid Office will continue to monitor your academic progress to ensure you are meeting the conditions of your probationary status. If you fail to meet the conditions of the probationary status, your eligibility will once again be suspended.
The SAP Appeal Committee may approve your appeal with certain academic progress conditions or limit future hours. If approved, you will receive a plan of action or enter into a contract specifying academic requirements necessary to remain eligible to receive financial aid for the remainder of the enrollment or until SAP standards are achieved.
If your appeal is denied, you will be responsible for expenses incurred at the college without benefit of financial aid. You may, if eligible, use Veteran or Military Education Benefits, or other third-party funding, as well as make payment(s) online or at the business office on campus.
Other Important Information
Additional SAP information from KCTCS:
This page maintained by Laura Lamb