Academic Requirements

Financial aid image collection students, galveston beach, and nursing students

Satisfactory Academic Progress (SAP)

The Higher Education Act of 1965, as amended, mandates institutions of higher education to establish a standard of satisfactory academic progress for students who receive financial aid. This standard must apply to the student’s entire academic history, whether Title IV financial aid was received or not. In order to remain eligible to receive aid students must meet the standard specified for acceptable academic performance and for satisfactory progress toward completion of their eligible program of study.  This standard should not be confused with Probation or Good Standing as defined by academic regulations, nor is satisfactory progress affected by “academic fresh start”.

COMPONENTS

The Galveston College definition of satisfactory academic progress for receiving financial aid includes the following components:

GRADE POINT AVERAGE (GPA)

Galveston College uses the 4.0 grade point average system and numerical code:

4.0=A     3.0=B    2.0=C    1.0=D  

Students are expected to maintain an overall cumulative grade point average (GPA) of 2.0 for all hours attempted at Galveston College.

MAXIMUM TIME FRAME COMPONENT

Complete a degree program (certificate, associates, or bachelors) in a maximum time frame of no more than 150% of the average length of the program. The maximum number of attempted hours for the bachelors program is 180 hours. The maximum number of attempted hours for an associates program varies depending on the length of the program (90-98 hours). The maximum number of attempted hours for a certificate program varies depending on the length of the program (24-68 hours).

COMPLETION

Students must successfully complete at least 75% of their overall cumulative hours attempted (incremental progress). Rate of completion is measured by dividing the cumulative number of hours successfully completed by the cumulative number of hours attempted. 

CHANGE OF MAJOR

A student may change from one major to another during attendance at Galveston College. Students who change from one major to another are still expected to maintain satisfactory academic progress and complete the coursework within the time frame or hour limitation stated unless an appeal is approved. All attempted hours from a prior major(s) are included in the total maximum attempted hours.

REVIEW PROCEDURE

The Financial Aid Office staff will determine each semester whether the student has successfully completed at least the minimum expected percentage of hours with the required grade point average and shows progress toward the educational objective for all completed semesters.

The following will be considered as semester hours successfully completed:

“A” through “D” grades

“CR”, “CRA”, CRB”, and “CRC” credit

The following shall be considered as semester hours not completed:

    “F” Grade

    “I”   Incomplete    

   “IP” In Progress    

   “W” Withdrawal

   “WX” Progress

   “AUDIT” No Credit

   “AWN” Administrative Withdrawal-No Credit    

   “NC”, “NCD”, “NCF” No Credit

   “NR” Not Reported   

REPEAT COURSES

Students may receive financial aid for repeating failed courses pending that they are meeting SAP standards. Students who receive a passing grade for a course and decides to repeat the course to receive a higher grade may only receive financial assistance for the first repeat of the passed course. Students are not eligible to receive financial aid for two or more repeats of a passed course. 

For repeated courses, only the latest grade earned is included in cumulative grade point averages, but both courses will remain as a part of the aggregate hours attempted. 

Financial aid will not be provided for courses taken by audit, credit hours earned by Examination/Experience, or continuing education courses.

 DEVELOPMENTAL CLASSES

Federal regulation limits financial aid for developmental classes up to 30 attempted hours. Students who enroll in developmental hours in excess of 30 hours will not be considered in calculating eligibility for financial aid, which includes Pell Grant, Supplemental Educational Opportunity Grants (SEOG), and Federal Direct Loans; no exceptions may be made.        

SATISFACTORY ACADEMIC PROGRESS STATUSES

 FINANCIAL AID “WARNING”

Students who are in violation of one or more of the above-mentioned SAP components for their first offense will be placed on a WARNING SAP status for their next term of enrollment, with the exception of time frame. While on “Warning”, students are eligible to receive financial aid and must bring themselves into SAP compliance by the end of the “Warning” term. If the student is not meeting SAP at the end of the term, the student will be placed on SAP “Suspension” in which the student is no longer eligible to receive financial aid. 

FINANCIAL AID “SUSPENSION”

Students who fail to meet the standards of satisfactory academic progress during the semester of attendance while on “Warning” will be placed on Suspension and denied further funding. Students may appeal their suspension status to the Financial Aid Office to regain financial aid eligibility.

REESTABLISHING AID ELIGIBILITY

A student whose financial aid has been suspended may also bring themselves back into compliance with the satisfactory academic progress requirements at their own expense; with the exception of time frame. To do so, you must take at least 6 credit hours toward your eligible degree or certificate program and pass with a “C” or better (“CR” for developmental courses). If you choose to take more than the recommended 6 hours, all hours enrolled will be taken into consideration to determine your eligibility. Courses taken outside of your eligible degree or certificate program will not qualify you to regain financial aid eligibility. 

APPEAL PROCESS

A student whose financial aid has been suspended may submit the Satisfactory Academic Progress (SAP) Appeal Form to the Financial Aid Office. The appeal must include a typed statement with supporting documentation regarding extenuating circumstances. The Satisfactory Academic Appeal Team will review the appeal within 10 working days of receipt. Appeals are considered for extenuating circumstances such as injury, illness, death in the immediate family, or undue hardship that can be supported through documentation. Students who have their appeals approved by the Satisfactory Academic Appeal Team will be placed on Financial Aid Probation. To address an appeal denial decision made by the Satisfactory Academic Appeal Team, the student must respond to the decision within 10 working days of the receipt of the decision. The rebuttal appeal must be submitted to the Director of Financial Aid via the Financial Aid Office. The Director of Financial Aid will forward the appeal decision to the student within 10 working days of the receipt of the rebuttal appeal. To address an appeal denial decision made by the Director of Financial Aid, the student must respond to the decision within 10 working days of the receipt of the decision. The rebuttal appeal must be submitted to the Associate Vice President of Student Services via the Counseling Center. The Associate Vice President of Student Services will forward the appeal decision to the student within 10 working days of the receipt of the rebuttal appeal. To address an appeal denial decision made by the Associate Vice President of Student Services, the student must respond to the decision within 10 working days of the receipt of the decision. The rebuttal appeal must be submitted to the Galveston College President. Rebuttal appeals at minimum must include a written reason for the appeal or a statement of the problem and/or complaint, and the expected resolution. The President may, at his sole discretion, choose to allow oral arguments on the petition. The President may act to affirm, modify, remand, or reverse the decision. If no action is taken within sixty (60) days, the Galveston College President’s decision will be affirmed. The appeal process ends with the decision of the President.

FINANCIAL AID “PROBATION WITH ACADEMIC PLAN”

Students whose appeal was approved by the Satisfactory Academic Appeal Team, Director of Financial Aid, Associate Vice President of Student Services or Galveston College President will be placed on Financial Aid “Probation with an Academic Plan” for their duration of the approved appeal. Students will be required to adhere to an academic plan set forth by the student and their academic advisor in an effort to bring them into SAP compliance. Students who fail to meet the terms of their Financial Aid “Probation with an Academic Plan” by bringing themselves into SAP compliance will be placed on Financial Aid “Suspension”.