Satisfactory Academic Progress (SAP)
Federal regulations require that all students receiving federal financial aid (Federal Pell Grant, Federal Work Study, Federal Supplemental Educational Opportunity Grant, Federal Direct Loan (including PLUS) Alabama Student Assistance Programs) must make satisfactory academic progress toward completion of a degree or certificate. Academic progress must be monitored for all terms of enrollment, whether financial aid was received or not. A student’s academic progress will be evaluated at the end of each semester. Notices will be sent to students via email if they are placed on Financial Aid Warning or Financial Aid Suspension. The student may also review their eligibility online in their MyESCC account at any time.
According to 34 CFR 668-16(e), there are two major components of satisfactory academic progress: the qualitative component (cumulative in-program GPA) and the quantitative component (timeframe of completion).
Qualitative Requirement (GPA)
Financial aid recipients must maintain the following grade point averages (GPA) according to the number of hours attempted. This includes all hours attempted at ESCC, whether or not financial aid was received, or courses were successfully completed. Also, grades for developmental courses, shall be factored into the GPA calculation. Incomplete courses: Grades of “I” shall not be calculated into the GPA. Grades of “W” shall not be calculated into the GPA. GPA is only calculated using coursework taken at ESCC.
GPA requirements for long-term certificate and degree seeking students:
• If the student has attempted 0-21 hours, they must maintain a 1.5 GPA.
• If the student has attempted 22-32 hours, they must maintain a 1.75 GPA.
• If the student has attempted 33 or more hours, they must maintain a 2.0 GPA.
GPA requirements for short-term certificate (24-29 credit hours) students:
• If the student has attempted 1-12 hours, they must maintain a 1.5 GPA.
• If the student has attempted 13-29 hours, they must maintain a 2.0 GPA.
Quantitative – Pace of Progression Requirement (PACE)
All credit hours attempted by the student will be calculated in the completion rate, which includes transfer courses accepted by the institution, developmental coursework, and incompletes.
Completion rate (attempted class hours) required by long-term certificate and degree seeking students:
• If the student has attempted 1-21 hours, they must maintain a 58% completion rate.
• If the student has attempted 22-32 hours, they must maintain a 62% completion rate.
• If the student has attempted 33 or more hours, they must maintain a 67% completion rate.
Completion rate (attempted class hours) required by short-term certificate (24-29 credit hours) students:
• If the student has attempted 1-12 hours, they must maintain a 58% completion rate.
• If the student has attempted 13-29 hours, they must maintain a 67% completion rate.
Quantitative – Maximum Timeframe (MAX)
The maximum timeframe for the completion of an undergraduate degree program is defined as no more than 150 percent of the normal timeframe required to complete the degree program. Example: For a degree program that require 64 credit hours to graduate, maximum timeframe is 96 attempted credit hours. Students who are approaching this limit will receive a warning notification before exhausting their eligibility.
Note: Programs are not all the same length, so students should check the catalog or their degree program for the number of hours required for completion of their program.
Developmental/ Remedial Courses
Students are eligible to receive Title IV federal financial aid for up to thirty (30) semester hours of developmental coursework. Students will not be eligible for financial aid for any remedial courses in excess of the thirty (30) semester hour limit.
Transfer Courses
All transfer credits accepted by the college will count toward the PACE and maximum timeframe calculation. Should transcripts be evaluated, and credits accepted after financial aid has been processed, the accepted credits will be evaluated at the next evaluation point.
Repeat Courses
A student who has subsequently passed a course with a grade of A, B, C, or D shall be allowed to receive financial aid to repeat that course one time. If a student repeats a course that they have successfully completed, they will only receive credit for one class toward the total number of hours completed, and such a repeat will affect the completion rate. Failing grades, withdrawals, incompletes and/or repeated classes may result in suspension of financial aid because these classes are considered as attempted hours not successfully completed. (These hours are included in the maximum timeframe calculation.)
Financial Aid Warning
Academic progress will be reviewed at the end of each semester. If the student is not making academic progress, notices will be sent to their college email that they are placed on Financial Aid Warning and they are in jeopardy of losing financial aid eligibility. The student may also review their eligibility online in their MyESCC account at any time. If a student fails to meet the Qualitative Standard – Grade Point Average (GPA) and/or the Quantitative Standard – Pace of Progression (PACE) for Satisfactory Academic Progress, they will be placed on a one-semester warning.
Financial Aid Suspension
Academic progress will be reviewed at the end of each semester. If the student has been placed on Financial Aid Warning and is not making academic progress for a second semester, the student will be placed on Financial Aid Suspension. Notices of the suspension will be sent to students via email. This notice shall include how the student may regain eligibility. The student may also review their eligibility online in their MyESCC account at any time. The student will be placed on Failing SAP Status when the Qualitative Requirement - Grade Point Average (GPA) and/or the Quantitative Requirement - Completion Rate (PACE) have not been met. There is no warning semester for Maximum Timeframe (MAX).
If a student is academically suspended and readmitted on an admissions appeal, this does not automatically qualify a student for reinstatement of financial aid. Financial aid will be reinstated when the student attends college at his/her own expense and meets the minimum standards of satisfactory academic progress or if the Financial Aid Appeal Committee reinstates eligibility.
Change in Program
A change of program of study is allowed. However, all credit hours attempted, including transfer credits, attempted by the student in their previous programs will be included in the maximum timeframe calculation. A student may only receive aid up to 150% of the normal timeframe of the new program of study. If a student has reached the maximum timeframe for their new program of study, they may file an appeal for additional hours due to mitigating circumstances. If a student has previously earned a degree or certificate and wishes to pursue another program, the student may complete an SAP appeal to request for Additional Program and submit it to the financial aid office for review. See the appeals process below.
Lifetime Maximum
Students may receive Pell Grant for up to 6 full years, 12 full semesters, for a total of 600% Lifetime Eligibility Used, as determined by the Department of Education. Once a student has received a Pell Grant for a lifetime maximum of 600%, they will no longer be eligible for additional Pell Grants.
Appeals Process
If a student wishes to request consideration for re-instatement of federal financial aid due to mitigating circumstances, the student must complete a Financial Aid Appeal form and provide appropriate documentation. A written explanation regarding the mitigating and/or extenuating circumstances, plan for improvement, and supporting documentation must be included with the Financial Aid Appeal form. The student should explain what happened when the student previously attended ESCC to prevent them from making academic progress and what has changed in the student’s situation to allow them to meet the Satisfactory Academic Progress requirements at the next evaluation. The appeal form and supporting documentation must be submitted to the Financial Aid Office, to be reviewed by the Financial Aid Appeals Committee as soon as possible. The student will be notified by email of the decision by the Financial Aid Appeals Committee. The decision of the Financial Aid Appeals Committee is final and is determined on a case-by-case basis.
Return of Title IV Funds (Complete Withdrawals)
According to 34 CFR 668.22, if a financial aid recipient completely withdraws from classes prior to completing 60% of a given term, he or she is required to repay all unearned federal financial aid funds. The repayment will not exceed more than half of any grant funds received, and each student who owes a repayment will be notified in writing by the ESCC Business Office of the requirement to repay Title IV funds. The failure of a student to repay unearned Title IV funds or make satisfactory arrangements will be reported to the National Student Loan Database System (NSLDS). This action may result in the termination of eligibility for federal financial aid at any institution, not just at ESCC. WE STRONGLY ENCOURAGE ALL STUDENTS CONSIDERING A COMPLETE WITHDRAWAL TO DISCUSS THE DECISION WITH A MEMBER OF THE FINANCIAL AID STAFF BEFORE WITHDRAWING FROM ESCC.
If a student completely withdraws after completing 60% of the term, no payment is required as the student is considered to have earned 100% of the financial aid awarded for the term. Withdrawals will reduce the student's ability to complete the required two-thirds of all hours attempted.
Attendance Policy
Students are expected to attend all classes for which they are registered. Students are not eligible to receive financial aid for classes they never attend or for audited classes. ESCC instructors are responsible for reporting (at the end of the drop/add period) the names of all students who never attend a given class. The Registrar then removes these “no-shows” from those classes they never attended.