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, the student must maintain at least a 1.5 overall GPA.
• If the student has attempted 22-32 hours, the student must maintain at least a 1.75 overall GPA.
• If the student has attempted 33 or more hours, the student must maintain at least a 2.0 overall GPA.
GPA requirements for short-term certificate (24-29 credit hours) students:
• If the student has attempted 1-12 hours, the student must maintain at least a 1.5 overall GPA.
• If the student has attempted 13-29 hours, the student must maintain at least a 2.0 overall 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, the student must maintain at least a 58% completion rate.
• If the student has attempted 22-32 hours, the student must maintain at least a 62% completion rate.
• If the student has attempted 33 or more hours, the student must maintain at least 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
Students are free to select their program of study, and they are also free to change their program of study if they choose to do so. 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 ESCC Financial Aid for review. See the Appeals Process section below.
Lifetime Maximum
Students may receive Pell Grant for the equivalent of 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 reinstatement 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 (R2T4) Funds Policy
To remain eligible for federal financial aid, students must actively participate in their courses by attending classes, completing coursework, and taking required examinations throughout the enrollment period.
Federal regulations (34 CFR 668.22), known as the Return of Title IV (R2T4) policy, require Enterprise State Community College to determine the amount of federal financial aid a student has earned when the student withdraws, either officially or unofficially, from all courses before completing 60% of the semester. This requirement also applies to students who stop attending classes without completing the official withdrawal process.
Title IV aid programs subject to this policy include:
- Federal Pell Grant Federal Supplemental Educational Opportunity Grant (FSEOG)
- Federal Direct Subsidized Loan
- Federal Direct Unsubsidized Loan
- Federal Direct PLUS Loan
Federal financial aid is awarded with the expectation that a student will attend and participate in coursework for the entire enrollment period. When a student withdraws or ceases attendance before completing more than 60% of the term, only a portion of the aid may be considered earned. Any unearned funds must be returned to the applicable federal financial aid programs according to federal regulations.
The amount of aid earned is based on the percentage of the semester completed. For example, a student who withdraws after completing 30% of the term is generally considered to have earned 30% of the aid awarded. The remaining unearned portion may be required to be returned. Once a student completes more than 60% of the semester, all federal financial aid for that term is considered earned, and no return calculation is required.
A student who fails to earn a passing grade in a semester may be subject to the R2T4 calculation. If documentation confirms that the student completed the semester and earned at least one failing grade due to academic performance, an R2T4 calculation is not required. However, if the student stopped attending classes and failed all courses because of non-attendance, federal regulations require the college to perform an R2T4 calculation.
Determination of Withdrawal Date
The withdrawal date used for R2T4 calculations depends on whether the withdrawal was official or unofficial.
Official Withdrawal
An official withdrawal occurs when a student completes the college's formal withdrawal process. The withdrawal date is the date the student begins that process through the Office of Admissions.
Students considering withdrawal are encouraged to contact the Financial Aid Office to discuss the potential impact on their financial aid eligibility before withdrawing.
Unofficial Withdrawal
An unofficial withdrawal occurs when a student stops attending and participating in all courses without completing the official withdrawal process or notifying the college of their intent to withdraw.
For students who unofficially withdraw, the withdrawal date is generally the midpoint (50%) of the semester. However, if the college can document a student's last date of participation in an academically related activity beyond the midpoint of the term, that documented date will be used when calculating the Return of Title IV Funds.
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.