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Satisfactory Academic Progress (SAP) Policy

Financial Aid Satisfactory Academic Progress (SAP) Policy

What is SAP?

Satisfactory Academic Progress (SAP) is defined as the successful completion of coursework toward an eligible certificate or degree. Federal regulations require the Financial Aid Office to monitor the academic progress of students receiving financial aid. The academic calendar at TXWES begins in the summer and runs through the fall and spring. Your SAP will be calculated at the end of each semester. 

There are three SAP standards that students are required to maintain to be eligible for most types of financial aid:

  • GPA
  • Pace (completion rate)
  • Maximum Timeframe

How is SAP measured?

Undergraduate Students

To remain in Satisfactory status, you must be earning a minimum cumulative grade point average (GPA) of 2.0 and have an overall completion rate of 67%. This means that you are required to pass 67% of the courses that you attempt at TXWES. To not be hitting Maximum Timeframe, a student may only receive federal student aid for 150% of their program length.

Graduate Students

To remain in Satisfactory status, you must be earning a minimum cumulative grade point average (GPA) of 3.0. As a graduate student, the expectation is that you pass all of your courses each semester. To not be hitting Maximum Timeframe, a student may only receive federal student aid for 150% of their program length.

What does my SAP status mean?

  • S = Satisfactory
    • You are in good standing and meet GPA and pace requirements
  • W = Warning
    • Cumulative GPA is below required GPA or your pace is below 67%. You may still receive financial aid for one semester. If at the end of the semester you have not pulled up your GPA or pace, your SAP status may go to "Unsatisfactory"
  • U = Unsatisfactory
    • Cumulative GPA is below required GPA or pace is below 67%. (Remember you were granted one term of warning but were not able to bring your grades up to meet SAP). Your state and federal aid are suspended. Your institutional aid and scholarships are suspended as well.
  • P = Probation
    • You filed a financial aid appeal because you were in unsatisfactory progress. The Financial Aid Office approved your appeal, and you are now placed on probation. You will have a full academic year to bring your SAP status back into compliance.
  • MW = Maximum Timeframe
    • You have reached your maximum time frame for receiving financial aid.

What are passing grades for TXWES SAP Policy?

A grade is assigned for each course in which a student is regularly enrolled. A passing grade may be earned only if the student is enrolled for the duration of the course. The following grades are used by TXWES:

  • Passing Grades
    • A, B, C, D, P*, and CR*
  • Non-Passing Grades
    • F, WF*, DP*, I*, NR*, T*, W* — These grades may appear on the transcript in place of a grade but are not included in the GPA calculation. Also, they are not passing grades for Financial Aid purposes.

*Not counted in calculating grade point average (GPA)

Auditing classes

Federal and state aid pay for credit classes only. Auditing classes are not eligible for federal or state aid.

Remedial classes (Courses that are below 1000 level)

Federal regulations allow you to take 30 remedial credits at TXWES. These 30 remedial credits will NOT be counted against your maximum timeframe. However, they will be counted toward your cumulative GPA at TXWES.

Repeating classes

Federal regulations limit the number of times a student may repeat a course and receive federal financial aid for that course.

  • If a student is repeating a course that was previously failed, the student is eligible to receive financial aid for that course.
  • If a student is repeating a course that was previously passed with a D or better (or “Pass” grade), the student can receive financial aid for the repeated course one additional time. This applies even if the student did not receive financial aid when they passed the course previously.
  • Once a student has completed any course twice and earned a passing grade (with a D or better, including “Pass” grade) both times, they are no longer eligible to receive federal financial aid for that course.
  • If a student retakes a course that is no longer eligible for financial aid, the credits are excluded from the total enrollment and the student's financial aid will be adjusted to exclude these credits.

Pass/Fail classes

An undergraduate may take a maximum of five elective courses (15 hours) towards a degree in which they may choose to be graded on a "pass/fail" basis. Courses in which the grades are already pass or fail do not count among these five courses.

Keep in mind that while financial aid will pay for pass and fail courses, you will need to be mindful of your maximum timeframe and the completion of your degree at TXWES.

What if I want to withdraw from all of my classes during the semester?

Check in with the Financial Aid Office if you are considering dropping any or all of your classes. Withdrawing from the semester may result in you needing to return federal funds back to the Department of Education. Additionally, it may also result in the suspension of your financial aid at TXWES.

TXWES SAP Appeal process

Federal regulations state that students must have an option to appeal to have their financial aid reinstated. If you find yourself in the Unsatisfactory status, you may file a SAP Appeal to be considered for financial aid.

The SAP Appeal form asks that you submit a written appeal statement with supporting documentation for reinstatement of financial aid eligibility. Extenuating circumstances may include:

  • Serious injury of the student and/or the student's immediate family
  • Serious extended illness of the student and/or the student's immediate family
  • Death of the student's relative or immediate family members
  • Any type of extenuating circumstance that prevented the student from a successful semester

In your SAP Appeal statement, you must address the following:

  • Explain the reason for the appeal including details about your situation(s)
  • Explain when the situation occurred and how it affected your ability to successfully complete your courses and/or grade point average during that time period
  • Explain what has changed that will now allow you to successfully complete your courses and what actions you plan to implement to prevent or correct this situation in the future at TXWES

You will also be required to meet with your academic advisor to map out your future semesters. Use this opportunity to get your academic career back on track.

TXWES Maximum Timeframe Appeal process

Federal regulations stipulate that a student may only receive federal student aid for 150% of their program length.

If you have hit 150% of your program length but still have additional credits necessary to complete your degree, you may submit a Maximum Timeframe SAP Appeal to be considered for financial aid

As part of the appeal, you must explain why you were not able to complete your degree within the 150% maximum timeframe. You will also be required to meet with your academic advisor to obtain a degree audit and map out the remaining classes that you are required to take for your degree.

How do I calculate my maximum timeframe limit?

Example

Mia is a freshman at TXWES, the first college she has attended in her academic career. Her degree requires 120 credits.120x150%=180 credits. Mia will be offered financial aid for up to 180 credits. She may complete her degree early or it may take her up to 180 credits to complete her degree. However, once she reaches 180 credits, her financial aid will be suspended and she will need to complete a Maximum Timeframe Appeal to be considered for financial aid.

Example

Louis transferred into TXWES with 48 credits that apply towards his declared degree. His degree requires 125 credits. 120x150%=188 credits. Because Louis has earned 48 credits from another institution that will apply towards his degree, Louis will be offered financial aid for up to 140 (188-48) credits.

Example

Michael earned his bachelor's degree at TXWES. He returned to complete a graduate degree. The graduate degree requires 60 credits. Michael received financial aid for his entire undergraduate degree. He is now a graduate student and none of the undergraduate classes apply towards his graduate studies. 60x150%=90 credits. Michael may receive Direct Unsubsidized Loans for up to 90 credits.

How many appeals can I have?

Each student can have two SAP Appeals and one Maximum Timeframe Appeal during their academic career at TXWES. The Financial Aid Office may make exceptions to this policy due to extenuating circumstances.