Satisfactory Academic Progress
 

For more information contact
Financial Aid
Dr. H. A. Miller Student Services Center
finaid@clovis.edu
575.769.4060

Hours of Operation
During the semester
Monday and Wednesday
from 8:00 a.m. to 5:00 p.m.
Tuesday and Thursday
from 8:00 a.m. to 7:00 p.m.
Friday from 8:00 a.m. to 4:30 p.m.

Between semesters
Monday through Friday
from 8:00 a.m. to 4:30 p.m.

Financial Aid Satisfactory Academic Progress (SAP) Standards

Students who are on Academic Suspension are not eligible for financial aid.

Federal regulations require students to maintain satisfactory academic progress for continued financial aid eligibility. Students' entire academic records are considered in determining eligibility for financial aid whether or not they have previously received aid. The CCC Financial Aid Office reviews academic progress each semester. Students will be placed on Financial Aid Warning or Financial Aid Suspension if they do not meet the following standards:

  1. Qualitative Progress - Students must maintain a grade point average of at least 2.0 (C average). Grade point values for financial aid eligibility are: A = 4.0, B = 3.0, C = 2.0, D = 1.0, F = 0.
  2. Quantitative Progress - Students should be able to earn a two-year degree by the time they attempt 150 percent of the credit hours required to complete the degree — this includes all transfer hours, withdrawals, remedial coursework, audited courses and repeated courses. For example, if a degree requires 60 credits, the student can attempt 60 credits x 150 percent or 90 credits before they are ineligible for financial aid. Financial aid will not be paid to students who have attempted 150 percent of the credit hours required unless approval has been granted by the Financial Aid Scholarship and Appeals Committee. All terms of attendance, including periods when students did not receive financial aid, are counted in the total number of attempted credit hours.
  3. Incremental Progress/Pace - Students must complete 67% of the semester credit hours attempted each term. Students pace is measured by dividing the cumulative number of hours the student has successfully completed by the cumulative number of hours the student has attempted.
  4. Zero GPA - Students who complete the semester with a 0.00 GPA or who completely withdraw after receiving financial aid will be placed on financial aid suspension. Students who are on financial aid suspension may write a letter of appeal to request that their financial aid be reinstated.

Financial Aid SAP Status Definitions

Good — Student meets all conditions of maintaining satisfactory academic progress.

Warning — Student fails to make satisfactory academic progress. Students are still eligible to receive financial aid the next semester of enrollment.

Suspension — Financial aid suspension occurs when students do not make satisfactory financial aid academic progress during a warning term or students who complete the semester with a 0.00 gpa. Students on financial aid suspension are ineligible to receive financial aid unless the Financial Aid Scholarship and Appeals Committee approves an appeal for reinstatement.

Probation — Student fails to make satisfactory academic progress, has been placed on suspension and who has appealed his status and has had eligibility reinstated.

Remedial Course

Students cannot receive financial aid for more than 30 attempted credit hours of remedial coursework. Remedial courses count toward all SAP rules. This policy cannot be appealed.

Repeat Courses

Students can repeat a previously passed class one time and receive financial aid for that repeated course.

Notification of SAP

Notification of deficiency (warning and suspension) will be sent via CCC email accounts at the end of each term to notify those students who failed to meet the SAP standards.

Deficiency notifications are based on available information at the time the process is run. This information is subject to change or correction. Therefore, it is the responsibility of the students who have been notified of a deficiency to document and report to the CCC Financial Aid Office any corrections to information (such as grade changes, consortium agreements, etc) used to determine their status.

Any aid released to a student who is subsequently determined to be ineligible for financial aid under the rules of SAP will be returned and the student will be billed.

Financial Aid Appeal Process

Students have the right to appeal the denial of financial aid. Such circumstances that may be appealed include death of a relative, injury, or illness of the student or family member, or other mitigating circumstances. Students must provide detailed information regarding why the student failed to meet SAP, and what has changed in the student's situation that would allow the student to demonstrate satisfactory academic progress at the next evaluation. Supporting documentation regarding the mitigating reasons must accompany the appeal as well as the student's signed academic plan. The Director (for 150% maximum time frame) and the Financial Aid Appeals Committee (for other SAP concerns) review the appeal letters on a case-by-case basis and determine if the student's circumstances warrant allowing the student to receive aid on a probationary period, in which the student would be required to meet certain requirements.

Students placed on an approved academic plan remain eligible for Title IV aid as long as he or she continues to meet the conditions of that plan. Students will remain on this status until the student graduates, transfers, or regains eligibility. Students regain eligibility once their cumulative GPA reaches 2.00 or greater and their cumulative incremental status reaches 67% or greater. Students who have reached 150% maximum time frame and have been placed on an approved academic plan will remain on this status until such time as they graduate or transfer.

Students may appeal a change of a major no more than three times. Students may appeal no more than three times during their academic career at CCC. Students may not appeal if they have been placed on suspension two semesters in a row.