Satisfactory Academic Progress (SAP) Policy
SATISFACTORY ACADEMIC PROGRESS POLICY
All categories of student financial aid are measured by academic progress criteria. Federal regulations require that institutions monitor all financial aid recipients to ensure that students are maintaining a minimum standard academic achievement. Academic standards vary between federal, state, and institutional financial aid funds, but all require a minimum number of hours completed with a minimum grade point average. To continue to receive funding from the Federal Student Aid programs (Pell Grants, other Federal grants, and Stafford Loans), students must meet the Kilgore College Satisfactory Academic Progress Policy. Scholarships, Texas Grants and Academic Competitive Grants require higher completion rates and higher GPA’s than those listed here for the Federal Aid programs.
1.Â Grade Point Average (Qualitative) Standards
- Students must maintain a 2.0 semester grade point average. (C or better)
- Grades of A, B, C, D, F, anD will count toward the semester GPA
- Grades of W, IP, and Audit will not count toward the semester GPA
- Remedial course work will be included in the semester GPA
- Academic work will be checked at the end of each fall, spring and summer semester and will include all flex and mini semester course work.
2.Â Course Hour Completion (Quantitative) Standards
- Students must complete a specific number of hours to maintain progress. (see chart below)
- The number of hours that a student is registered for on the official census day for each course determines the number of hours needed for completion
- Completion rates will be checked at the end of each fall, spring and summer semester and will include all remedial, flex and mini semester course work.
- Grades of A, B, C, D and F are considered as completed grades, and will be included in the calculation of the number of hours completed
- Grades of W, I, and IP are considered attempted hours but not completed hours
- A student needs to complete the hours as shown in the chart each semester
MINIMUM HOURS to COMPLETE
12 hours or more
6 - 9 hours
All hours attempted
Hours dropped prior to the Census date do not count toward SAP as Pell will be readjusted
Students not enrolled in 6 hours for Student Loan purposes by Census date will have loans cancelled.
Students reported as never attending class will have aid cancelled.
3. Maximum Time Frame Completion:
Students enrolled at Kilgore College will need to be working toward a specific degree or certificate and must complete that goal within a certain reasonable timeframe.
- A student’s attempted hours cannot exceed a maximum of 150% of the hours required to complete your declared major or certificate program.
- Corrosion Technology Associates of Applied Science Degree requires 65 hours = 65 X 150% = 98 hours.
- Cosmetology Program Certificate requires 42 hours = 42 X 150% = 63 hours
- Once the student has reached or exceeded the 150% timeframe, they will be placed on suspension and no longer eligible for financial aid.
- All attempted credit hours are counted regardless of whether or not financial aid was received to pay for them.
- Students who enroll in courses not specific to their major, or change their program of study, may use up eligibility for federal aid prior to completion of their degree or certificate.
- College credit hours attempted at other colleges are considered part of attempted hours.
- Remedial coursework is included in the above timeframe requirement.
- Per Federal Guidelines, students may receive federal aid for a maximum of 30 remedial hours. Â PLEASE NOTE: After a student exceeds the 30 hour limit in remedial or developmental course work - financial aid funding will be adjusted. (EX: student has exceeded the 30 hour limit and enrolls for 12 hours during the semester, 9 hours are regular classes needed for degree, 3 hours are a remedial class. Financial Aid will pay the eligible amount of Pell for the 9 hours not 12.
4. Transfer Students:
- Transfer students taking classes must provide transcripts from all previous colleges to determine eligibility for aid and loan limits.
- Kilgore College reserves the right to review previous college transcripts at any time to determine total attempted hours, completion rate and GPA
- If after review of all college transcripts, Kilgore College Financial Aid Office concludes that a student has not met the criteria as stated above for two semesters or less, the student will be placed on financial aid warning.
- If after review of all college transcripts, Kilgore College Financial Aid Office concludes that a student has not met the criteria as stated above for three or more semesters, the student will be placed on financial aid suspension and will not be able to receive any further financial aid.
5. Financial Aid Warning:
If after one semester of not meeting the SAP policy as described above, the student will be placed on Warning. The student will be eligible to receive financial aid for the subsequent semester following the Warning. (If student has zero GPA or zero completion rate, the student will be placed directly on suspension, see section under suspension)
6. Financial Aid Suspension - A student is no longer eligible to receive financial aid during the suspension semester and must do the following to regain eligibility.
- Pay for at least 12 hours out of their own funds
- Successfully complete the 12 hours they have paid for with a 2.0 semester GPA
- Confirmation of attendance and effort by the student’s teachers sent directly to the financial aid office from the teachers. Student will have to request this and it will need to be sent privately to financial aid.
- Proof of participation in tutoring. If the student is struggling in a class and tutoring is available in that subject, the student needs to participate in tutoring. Student will have to request proof that they have participated and it will need to be sent privately to financial aid.
7. Straight to Financial Aid Suspension:
After one semester of all F’s and/or W’s (zero semester GPA, no classes completed) or a combination of both, the student will be placed on suspension without a Warning semester.
8. Appeal Process:
- If a student is placed on Suspension, the student can complete a suspension appeal form. Supporting documentation must accompany the appeal form when it is submitted to the Financial Aid Office. If not, it will be denied due to lack of documentation.
- It is the student’s responsibility to visit the Counseling Center to have a degree evaluation completed.
- It is the student’s responsibility to submit the degree evaluation with their Suspension Appeal Form.
- If the appeal is reviewed and granted, the student will be required to make an appointment to sign the Appeal Contract prior to financial aid being awarded.
- It is the student’s responsibility to notify the Financial Aid Office if they need to reschedule or cancel their appointment.
- The student must strictly adhere to the terms of the Appeal Contract. In the event that the terms of the contract are inadvertently changed, the contract becomes invalid.
Examples in which the terms of the contract are inadvertently changed:
- The student drops a class which makes it impossible for the student to complete the amount of hours necessary by the terms of the contract.
- The instructor drops student for non-attendance which makes it impossible for the student to complete the amount of hours necessary by the terms of the contract.
- The student tests out of the class, which makes it impossible for the student to complete the amount of hours necessary by the terms of the contract.
- The student does not attend the tutoring lab, as per the terms of their appeal contract.
- If there is any possibility that the terms of the appeal contract can or will change, it is the student’s responsibility to notify the Director or Assistant Director of Financial Aid immediately. There will be NO EXCEPTIONS!!!
- At any time during the semester the appeal is granted if the terms of the contract change without prior notification or approval by the Financial Aid Office, the student will be placed back on suspension at the end of the semester that the appeal was granted. Financial Aid Appeals can only be granted one time throughout the student’s time at Kilgore College.
9. Financial Aid Probation - During the probation semester, the student will still be eligible for financial aid but the following must be completed by the end of that semester to continue to be eligible for financial aid the next semester.
- Complete the required number of hours as listed in the Suspension Appeal Contract
- Maintain a 2.0 semester GPA