Satisfactory Academic Progress (SAP)
The Evergreen Valley College Financial Aid Office has established a Satisfactory Academic Progress policy that complies with the federal requirement of monitoring financial aid recipients’ academic progress toward eligible academic programs.
Academic progress is evaluated annually at the end of the Spring semester, this evaluation will include the academic progress for the Summer, Fall and Spring terms. The SAP evaluation is based on the enrollment status as of the end of the add/drop period of the term (your permanent academic record). The evaluation takes into account the complete academic record at the San Jose Evergreen Community College District (Evergreen Valley College and San Jose City College).
SAP Guidelines
Evaluation Policy
SAP Status Key
To Re-establish Financial Aid Eligibility
Appeal for Financial Aid Reinstatement Process
Appeal Instructions for DSP, DFC, DGP & DAR
Appeal Instructions for DMX
SAP Guidelines
Listed below are the requirements to maintain satisfactory academic progress:
- Meet the institutional academic and/or progress standards as described under the Academic Policies in the EVC Catalog.
- Maintain a minimum 2.0 cumulative grade point average (GPA) after attempting 48 or more units.
- Maintain an overall completion rate of 75% of the units attempted.
Completion Rate Examples
Attempted Units |
Required Completion |
|---|---|
60 units |
45 units |
45 units |
34 units |
30 units |
22.5 units |
24 units |
18 units |
15 units |
11.5 units |
13 units |
10 units |
12 units |
9 units |
10 units |
7.5 units |
9 units |
7 units |
7 units |
5.5 units |
6 units |
4.5 units |
4 units |
3 units |
3 units |
2.5 units |
- Only units with grades of A, B, C, D, CR, and P are considered completed units.
- F, NP, NC, W, RD, and I grades are not considered completed units. Students who receive “I” or “RD” grades must notify the Financial Aid Office when records have been updated.
- Complete program before attempting 150% of the advertised program unit requirement.
- Students required to complete remedial level English and/or Math courses to meet their educational goals are allowed up to 30 units or two full-time semesters in addition to their program length.
- English as a Second Language (ESL) courses are not counted toward the 150% time frame.
- Course repeats are limited to the number of times specified in the College Catalog (usually 2 times unless otherwise noted for the course). Students may repeat courses only when an unsatisfactory grade was received, unless otherwise noted for the course on the College Catalog. Repeated courses will be counted as part of the total number of attempted units.
Failure to meet the above requirements will result in a student being placed on a disqualified status and unable to receive financial aid.
Evaluation Policy
- All San Jose Evergreen Community College District and transferred course work applicable to a student’s degree is included in the SAP evaluation.
- Evaluation period shall start the first semester of enrollment regardless of financial aid eligibility status.
- All aid applicants must have a declared academic program with the Admissions & Records Office that:
- Leads to an Associate Degree, or
- Is at least a two-year program which is acceptable for transfer to a 4 year institution, or
- Is an approved certificate program that is at least 15 weeks long and requires a minimum of 16 semester units or 600 clock hours.
SAP Status Key
Financial aid recipients are notified by email if their SAP status is Disqualified.
Code |
Reason |
DAR |
Academic and/or Progress Dismissal at EVC for not meeting the standards set by the college academic policies. For further information see the Evergreen Valley College Catalog. |
DSP |
Did not complete 75% of units attempted and/or maintain a cumulative 2.0 GPA. |
DFC |
Failed to meet the conditions of a previous appeal. |
DGP |
Have a cumulative GPA of less than 2.0 after attempting 48 or more units. |
DMX |
Have attempted 150% of the units allowed for the academic program. |
To Re-establish Financial Aid Eligibility:
Students must:
- Complete at least 12 units (with no F grades or Withdrawals). You must complete the 12 units within the next two academic terms for which you register. At the end of the two semesters your cumulative GPA must be 2.0 or higher.
OR
- You bring your overall completion rate to 75% and your cumulative GPA is 2.0 or higher at the end of the Spring 2012.
It is the students’ responsibility to notify the Financial Aid Office of the improved academic performance and request to be re-evaluated.
Appeal for Financial Aid Reinstatement Process
In accordance with federal regulations, financial aid recipients may appeal for financial aid reinstatement if they have been disqualified as a direct result of documented extenuating circumstances during the past semester.
Students are limited to one appeal for academic performance and one appeal for maximum timeframe (150% of program length) while attending EVC.
The Financial Aid Appeals Committee determines either to approve or deny appeals for reinstatement based on academic history, educational plan, class schedule and the completion of the appeal form.
The deadline to submit an appeal each semester will be on the instructions printed on the appeal form.
TO SUMBIT AN APPEAL YOU MUST:
- BE REGISTERED FOR CLASSES FOR THE CURRENT SEMESTER AND
- HAVE A COMPLETED FINANCIAL AID FILE
Appeal Instructions for DSP, DFC, DGP & DAR:
- Answer all questions on the form. Incomplete or illegible appeal forms are not accepted.
- Provide written documentation and/or proof of extenuating circumstances. Examples of these types of documents include:
- A signed and dated doctor statement specifying any medical issues and the affected dates.
- For circumstances such as car accidents, deaths in the family, required court appearances, etc., provide appropriate documentation.
- The following are examples of what is NOT considered extenuating circumstances:
- Working too many hours.
- Not ready for college work.
- Transportation problems.
- A current (dated no earlier than the previous semester) Educational Plan may be attached (but is not required).
- Appeals must be submitted to the Financial Aid Office by the deadline printed on the appeal form. Late appeals will not be accepted.
Appeal Instructions for: DMX (if additional time is needed):
- Answer all questions on the form. Incomplete or illegible appeal forms are not accepted.
- Submit this completed appeal form with your current Transfer Admission Agreement (TAA), Petition for Graduation or Educational Plan to the Financial Aid Office.
- Appeals must be submitted to the Financial Aid Office by the deadline printed on the appeal form. Late appeals will not be accepted.
Students will be notified by mail if the appeal is approved or denied. If approved, the reinstatement may be for the equivalent to one full time semester and during that semester/s the student will be on a Probation Status. If denied, please refer to the “To Reestablish Financial Aid Eligibility” section above.
Students on a probation status are required to follow the individual conditions specified on their approval letter.