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Academic Requirements for Receiving Financial Aid (Satisfactory Academic Progress)

The Higher Education Act of 1965, as amended, mandates institutions of higher education to establish a standard of satisfactory academic progress for students who receive financial aid. This standard must apply to the student’s entire academic history, whether Title IV financial aid was received or not. In order to remain eligible to receive aid students must meet the standard specified for acceptable academic performance and for satisfactory progress toward completion of their eligible program of study. This standard should not be confused with Probation or Good Standing as defined by academic regulations, nor is satisfactory progress affected by “academic fresh start.” For the purpose of determining eligibility for the Federal Direct Loans Program the “Time Frame” and “Incremental Progress” components will take into account hours the student has attempted at other colleges.

Components

The Galveston College definition of satisfactory academic progress for receiving financial aid includes the following components:

I. Academic Standard Component

Galveston College uses the 4.0 grade point average system and numerical code:

4.0=A    3.0=B    2.0=C    1.0=D

Students are expected to maintain an overall cumulative grade point average (GPA) of 2.0 for hours attempted at Galveston College.

II. Maximum Time Frame Component

Students may receive consideration for financial aid for up to 90 hours attempted.

III. Rate of Completion

A student’s overall completion rate (percentage of credit hours attempted) is required to be at least 75%.

Review Procedure

I. Academic Standards and Incremental Progress

The Financial Aid Office staff will determine each semester/session if a student has successfully completed at least the minimum expected percentage of hours with the required grade point average and shows progress toward the educational objective for all completed semesters.

The following will be considered as semester hours successfully completed:

  • “A” through “D” grades “CR”, “CRA”, “CRB”, and “CRC” credit

The following shall be considered as semester hours not completed:

  • “F” Grade
  • “I” Incomplete
  • “IP” In Progress
  • “W” Withdrawal
  • “WX” Progress
  • “AUDIT” No Credit
  • “AWN” Administrative Withdrawal-No Credit
  • “NC”, “NCD”, “NCF” No Credit
  • “NR” Not Reported

Repeat Courses

Students may receive financial aid for repeating failed courses pending that they are meeting SAP standards. Students who receive a passing grade for a course and decides to repeat the course to receive a higher grade may only receive financial assistance for the first repeat of the passed course. Students are not eligible to receive financial aid for two or more repeats of a passed course.

For repeated courses, only the latest grade earned is included in cumulative grade point averages, but both courses will remain as a part of the aggregate hours attempted.

Financial aid will not be provided for courses taken by audit, credit hours earned by Examination/Experience, or continuing education courses.

II. Time Frame

At the end of each semester, the financial aid Office staff will determine the aggregate number of hours the student has attempted. The student must not exceed 150% of the required program hours to graduate from any one degree program. Once a student has attempted 90 hours, he/she is ineligible to receive consideration for financial aid after that semester. The student may appeal to have financial aid reinstated by providing supporting documentation. Galveston College is an equal opportunity institution in education and employment.
It is the policy of Galveston College to provide equal opportunities without regard to age, race, color, religion, national origin, gender, disability, genetic information or veteran status.

Example- Students requiring 60 credits to graduate from a program may not earn more than 90 hours and still receive financial aid.

III. Developmental Classes

Federal regulation limits financial aid for developmental classes up to 30 attempted hours. Students who enroll in developmental hours in excess of 30 hours will not be considered in calculating eligibility for financial aid which includes Pell Grant, Supplemental Educational Opportunity Grants (SEOG), and Federal Direct Loans; no exceptions may be made.

SAP Statuses

Financial Aid “Warning”

Students who are in violation of one or more of the aforementioned SAP criteria for their first offense will be placed on a WARNING SAP status for their next term of enrollment. While on “Warning”, students are eligible to receive financial aid and must bring themselves into SAP compliance by the end of the “Warning” term. If the student is not meeting SAP at the end of the term, the student will be placed on SAP “Suspension” in which the student is no longer eligible to receive financial aid.

Financial Aid “Suspension”

The student who fails to meet the standards of satisfactory academic progress during the semester of attendance while on “Warning” will be placed on suspension and denied further funding. Students may appeal their suspension status to the Financial Aid Office to regain financial aid eligibility. A student whose financial aid has been suspended may also bring themselves back into compliance with the satisfactory academic progress requirements at their own expense; with the exception of time frame. To do so, you must take at least 6 credit hours toward your eligible degree or certificate program and pass with a “C” or better (“CR” for developmental courses). If you choose to take more than the recommended 6 hours, all hours enrolled will be taken into consideration to determine your eligibility. Courses taken outside of your eligible degree or certificate program will not qualify you to regain financial aid eligibility.

Appeal Process

A student whose financial aid has been suspended may submit the Satisfactory Academic Progress (SAP) Appeal Form to the Financial Aid Office. The appeal must be a typed statement with supporting documentation regarding extenuating circumstances must be provided. The Financial Aid Office will review the appeal within 10 working days of receipt. Appeals are considered for extenuating circumstances such as injury, illness, death in the immediate family, or undue hardship that can be supported through documentation. Students who have their appeals approved by the Financial Aid Office will be placed on financial aid probation. To address the appeal decision made by the Financial Aid Office, the student must respond to Financial Aid’s decision within 10 working days of the receipt of the decision. The rebuttal appeal must be submitted to the Student Affairs Committee via the Financial Aid Office. The Student Affairs Committee will forward the appeal decision to the student within 10 working days of the receipt of the rebuttal appeal. If the outcome of the appeal from the Student Affairs Committee is not to the student’s satisfaction, the student may, within ten (10) working days of receiving notice of the decision, submit a typed statement appeal to the Vice President of Student Services. The Vice President will forward his/her decision to the student within 10 working days of the receipt of the rebuttal appeal. If the outcome of the appeal to the Vice President of Student Services is not to the student’s satisfaction, the student may, within 10 working days of receiving notice from the decision, submit a written appeal to the College President. The appeal at minimum must include a written reason for the appeal or a statement of the problem and/or complaint, and the expected resolution. The President may, at his/her sole discretion, choose to allow oral arguments on the petition. The President may act to affirm, modify, remand, or reverse the decision. If no action is taken within sixty (60) days, the Vice President’s decision will be affirmed. The appeal process ends with the decision of the President.

Financial Aid “Probation”

Students whose appeal was approved by the Financial Aid Office, Student Affairs Committee, Vice President of Student Services or the College President will be placed on Financial aid “Probation” for their next term of attendance. Students may be required to adhere to an academic plan set forth by the approving entity in an effort to bring them into SAP compliance. Students who fail to meet the terms of their financial aid “Probation” by bringing themselves into SAP compliance will be placed on Financial aid “Suspension”.

Financial Aid Contact Information

Galveston College
Financial Aid Office
4015 Avenue Q
Galveston, TX 77550

(409) 944-1235 – Office
(409) 944-1505 – Fax

 

Galveston College is an equal opportunity institution in education and employment. It is the policy of Galveston College to provide equal opportunities without regard to age, race, color, religion, national origin, gender, disability, genetic information, or veteran status.