Satisfactory Academic Progress

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Financial Aid Satisfactory Academic Progress

Effective Date: July 01, 2013
Policy Number: 1023
U.S. Department of Education regulations require that Hutchinson Community College  establish satisfactory academic progress standards for federal and state financial aid recipients.   Students receiving Federal Pell Grants, Federal Supplemental Educational Opportunity Grants, Federal Work Study, any W.D. Ford Direct Loan Programs, and/or any other Federal or state aid must meet the following standards to ensure that only those students demonstrating satisfactory academic progress towards the completion of their educational programs continue to receive financial aid. 
The standards of Satisfactory Academic Progress measure a student’s performance in three areas:   cumulative completion rate, cumulative grade point average, and maximum time frame.  Satisfactory Academic Progress will be measured at the end of every payment period.  Notification of failure to maintain satisfactory academic progress will be mailed to the student’s permanent address at that time.


Cumulative completion rate is calculated by dividing the number of cumulative credit hours earned by the number of cumulative credit hours attempted.  Students must earn 75% of the cumulative credit hours attempted.  A student failing to complete 75% of their attempted hours will be placed on warning (see back of this form for details) for the following payment period for which the student is enrolled.  A subsequent payment period of unsatisfactory progress will result in denial
Attempted hours include any course the student remained enrolled in past the refund period.  Earned hours include any hours for which the student earned an A, B, C, D, P, or CR.  Failures, withdrawals, audits, and incompletes are considered as attempted hours, but not earned hours.    Failing grades in pass/fail courses are considered attempted, but not earned.  Repeated and remedial courses are included in the calculation of attempted and earned hours.   
Any grades that are not posted at the time of SAP review will be considered as hours attempted, but not earned. You must contact the Financial Aid Office to resolve any discrepancies related to classes with grades posting after the review. 


A student  must also  maintain  a  2.0  cumulative grade point average (CGPA).   A student failing to meet the cumulative GPA standard will be placed on  warning  for the following  payment period for which the student is enrolled.  A subsequent payment period of unsatisfactory progress will result in denial.   


A student must complete their degree or certificate within 150% of the published credit hours required to complete that degree or certificate.  All credit hours attempted at HCC and transfer credit hours posted to the HCC transcript are counted towards the maximum time frame regardless of whether or not they apply to the degree or certificate the student is currently pursuing.

A student who fails to complete their program of study within 120% of the published length of the program will be placed on warning for the following payment period for which the student is enrolled.  The student will be placed on denial at the end of the warning term.

Example:  A student’s program of study requires 64 credit hours for graduation.  150% of 64 credit hours is 96 credit hours.  A student is expected to complete this program within 96 credit hours.  The student will be placed on warning when they reach 80 credit hours and placed on denial at the end of the subsequent term of enrollment.

Transfer Hours

All transfer hours accepted by HCC and posted to the student’s HCC transcript are included when determining Satisfactory Academic Progress status for transfer students.  All official transcripts from other colleges must be received, evaluated, and posted to the student’s HCC transcript before any financial aid will be awarded to a transfer student at HCC.  The transcript will then be evaluated for Satisfactory Academic Progress before any awards are made.  Students will be notified of their SAP status at that time.  If HCC becomes aware of any coursework not accounted for after an award is made, the award may be canceled until SAP status can be determined.


At the conclusion of each payment period, all students receiving Title IV aid will be evaluated to determine whether or not they are maintaining satisfactory academic progress  (SAP). If the student is failing to meet SAP standards, s/he will be placed on warning for the following payment period for which the student is enrolled.  Warning status will not prevent the student from receiving financial aid.  This is not the same as being on academic probation with the College.  If the student fails to meet satisfactory academic progress standards after subsequent payment period on warning, the student will be placed on financial aid denial. 


Students not meeting satisfactory progress for two consecutive  payment periods will be denied financial aid until they  reach the required completion rate  or grade point average to meet satisfactory academic progress policy requirements. Denied students are not eligible for financial aid of any kind, including Federal Direct student loans.  This is not the same as being on academic denial with the College. 


A student who has been placed on financial aid warning or denial may have their status adjusted if a subsequent payment period brings them into compliance with Satisfactory Academic Progress standards.  The adjustment will be made when satisfactory progress is calculated at the end of the payment period. 

Students on denial may also seek reinstatement of financial aid eligibility by filing an appeal with the Office of Student Financial Aid. Appeals will be accepted through September 30 for the fall term, February 28 for the spring term, and July 15 for the summer term.  The Committee reserves the right to review appeals after the deadline dates, if warranted.  The Financial Aid Appeal Committee will consider each petition individually.

Only extenuating circumstances will be considered for appeal.  Extenuating circumstances must be unexpected circumstances that are beyond the student’s control.  Typical adjustments to college life such as underestimating the time required for studying, failing to manage one’s time wisely, or failing to attend class on a regular basis without documented hardship will not be considered as extenuating circumstances.  Extenuating circumstances must be adequately documented and the documentation must be included with the appeal.

Documentation may include supporting statements from doctors, teachers, counselors, etc.  Students filing an appeal must be enrolled in the payment period they are appealing aid for.  The student will be notified in writing of the committee’s decision within ten days after the meeting. 

Students denied by the Financial Aid Appeals Committee who wish to appeal the committee’s decision may file another appeal if they can provide additional information or documentation that was not included in their initial appeal or may schedule a personal appearance at the next scheduled committee meeting.  Personal appearance requests must be made in writing within ten days of the student receiving written notification of the denial.  Students making an appearance at a committee meeting will be notified of the committee’s decision within ten days after the meeting.  The decision of the SAP Appeal Committee is final.

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