Evergreen Valley College

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.

SAP Guidelines
Evaluation Policy
SAP Status Key
Disqualification
Appeal for Financial Aid Reinstatement Process
Appeal Instructions for DSP, DFC, D50, DGP, DAR & DCT
Appeal Instructions for DMX & PMX

 

SAP Guidelines

Listed below are the requirements to maintain satisfactory academic progress:

  1. Maintain a minimum 2.0 cumulative grade point average (GPA) after attempting 48 or more units.
  2. Complete 75% of the units attempted each term regardless of enrollment status. For example:

Enrollment Status

Required Completion

15 units

11.5 units

14 units

10.5 units

13 units

10 units

12 units

9 units

11 units

8.5 units

10 units

7.5 units

9 units

7 units

8 units

6 units

7 units

5.5 units

6 units

4.5 units

5 units

4 units

4 units

3 units

3 units

2.5 units
    1. Only units with grades of A, B, C, D, CR, and P are considered completed units.
    2. 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.
    3. Most ESL and remedial courses receive P/NP grades only.
  1. Complete program before attempting 150% of the advertised program unit requirement.
    1. Students required to complete remedial level English and/or Math course work to meet their educational goals are allowed up to 30 units or two full-time semesters in addition to their program length.
    2. Students who require English as a Second Language (ESL) course work will have additional units in their maximum time frame.
    3. Course repeats are limited to the number of times specified in the College Catalog (usually 2 times unless otherwise noted on the course). Students may repeat courses only when an unsatisfactory grade was received, unless otherwise noted on the course. 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

  1. All San Jose Evergreen Community College District and transferred course work applicable to a student’s degree is included in the SAP evaluation.
  2. Evaluation period shall start the first semester of enrollment regardless of financial aid eligibility status.
  3. All aid applicants must have a declared academic program with the Admissions & Records Office that:
    1. Leads to an Associate Degree, or
    2. Is at least a two-year program which is acceptable for transfer to a 4 year institution, or
    3. 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 mail if their SAP status is Probation or 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.

Disqualification

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

Second (or more) semester of not completing the minimum required number of units and/or maintain a 2.0 GPA with prior unsatisfactory academic progress.

DFC

Failed to meet the conditions of previous appeal.

DGP

Second (or more) semester with a cumulative GPA less than 2.0 after attempting 48 or more units.

D50

Second (or more) semester of completing less than 50% of the units enrolled in and/or received funds for completed during the previous semester.

DMX

Have attempted 150% of the units allowed for the program Have exceeded the maximum timeframe (150%) allowed for the educational program.

DCT

Continued lack of satisfactory academic progress.

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.

Beginning with the 2011-12 academic year, 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:

Appeal Instructions for DSP, DFC, DGP & DAR:
  1. Answer all questions on the form.  Incomplete or illegible appeal forms are not accepted.
  2. Provide written documentation and/or proof of extenuating circumstances.  Examples of these types of documents include:
  3.  A signed and dated doctor statement specifying any medical issues and the affected dates.
  4. For circumstances such as car accidents, deaths in the family, required court appearances, etc., provide appropriate documentation.
  5. The following are examples of what is NOT considered extenuating circumstances:
    1. Working too many hours.
    2. Not ready for college work.
    3. Transportation problems.
  1. 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.  Most approvals will be for one semester only and during that semester the student will be considered to be on a Probation Status.

Students who are denied or do not appeal for reinstatement, can re-establish their financial aid eligibility after completing the equivalent of a full time semester with grades of C or better and achieving a cumulative GPA of 2.0 or higher.  It is the students’ responsibility to notify the Financial Aid Office of the improved academic performance and request to be re-evaluated.