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Federal Standards

Federal SAP Policy 

Federal regulations require SUNY Orange County Community College (SUNY Orange) to establish, publish and apply reasonable standards of satisfactory academic progress (SAP) for financial aid purposes. These standards ensure successful completion of course work leading to the timely receipt of a degree or certificate. The SAP policy must be the same as or stricter than SUNY Orange’s Academic Policy applied to students in the same program who are not receiving Federal Title IV, HEA student aid programs and provide consistent application of standards to all students
with categories of students (ie: full-time, part-time, undergraduate, certificate, and educational programs established by the institution.) (34 CFR § 668.34 - Satisfactory Academic Progress)

SUNY Orange’s Academic Policy can be found in the SUNY Orange’s College Catalog.

Enrollment Breakdown:     Full Time = 12 or more credits
                                             Three-Quarter Time (¾)= 9 to 11.5 credits
                                             Half Time (½) = 6 to 8.5 credits
                                             Less Than Half Time (< ½) = 5.5 or less credits

SAP requirements for financial recipients are applied differently than SUNY Orange’s academic standards. Federal regulation states that SAP standards must include a review of all attempted credits for all periods of enrollment, regardless of whether or not aid was received. This includes enrolled, transfer credits, repeated credits, etc. The student must meet all minimum standards in order to continue receiving financial aid. This includes Pell, FSEOG, Federal Work-study, and Federal Direct Loans. 

In order to maintain eligibility for federal financial aid (Title IV funds), a student must make adequate academic progress toward their degree.  Eligibility is determined by reviewing three components:

  • Qualitative: the cumulative GPA required per our SAP Policy.
  • Quantitative: the pace at which a student is progressing toward degree completion. Students are required to complete 67% of all attempted credits.
  • Maximum Timeframe: federally established requirement that a student must complete their degree, or mathematically be able to complete their degree, within 150% of the established program length. 

A student is considered to be making satisfactory academic progress at the end of a payment period (semester), for the subsequent semester, if the student meets the criteria for the qualitative, quantitative, and maximum time frame standards.  These standards are cumulative and include all terms of the student’s enrollment even if financial aid was not received for all terms.  A student must meet all of the components above in order to remain eligible for federal Title IV student aid.

When is the SAP Reviewed and How Often?

Beginning Fall 2022, the determination of satisfactory academic progress (SAP), will be made at the end of each semester (summer, fall, spring), otherwise known as a payment period, for all full-time and part-time undergraduate and certificate programs.  This review includes a determination as to whether the student has met the cumulative qualitative, quantitative, and maximum time frame standards set forth in the college’s SAP policy.  

When a student returns from a period of non-attendance from SUNY Orange, all prior academic activity will be included in future SAP evaluations.  Each student’s record will be reviewed under the direction of the Director of Financial Aid. Students will be notified of their failure to meet the SAP standards by email notification from the Financial Aid Office.

Components of SUNY Orange's SAP Policy

1. QUALITATIVE COMPONENT (Cumulative Grade Point Average)

Students must maintain good academic standing as measured by the cumulative grade-point average (CGPA). Students are evaluated and expected to maintain a minimum CGPA based on coursework completed at SUNY Orange.  Developmental/Remedial courses do not count towards the CGPA. If a student completes a mix of developmental/remedial & traditional credits, the CGPA will be calculated based on the traditional coursework completed and the student will be required to meet the minimum GPA requirement established for credits completed.  Please see the examples below.

Associates Degree:                .5 – 29.5 credits completed: a cumulative GPA of 1.5 or higher
                                                  30 or more credits completed: a cumulative GPA of 2.0 or higher

Certificate Programs:             2.0 GPA or higher is required

Students whose cumulative GPA (CGPA) falls below the established guidelines will fail to meet the qualitative portion of SUNY Orange’s Federal SAP policy and we be rendered ineligible for federal financial aid.

2. QUANTITATIVE COMPONENT (PACE)

Students must cumulatively, and successfully, complete 67% of all credits attempted by the end of the academic year. All credits attempted and completed, whether developmental/remedial and/or traditional credits, must meet the 67% completion rate.  SUNY Orange follows a traditional rounding policy.  If a student’s completion rate is .66666667, we will round up to 67%.  Any completion rate below 67% will fail to meet the quantitative portion of our SAP policy. All transfer credit accepted by SUNY Orange will become part of the student quantitative (pace) component review. You can determine your completion rate by dividing the total # of completed credits (A) by the total number of attempted credits (B): (A/B=pace). (See examples below)

Credit hours for which the student is enrolled:

Pace of Progression (Completion % Calculation)

Credit hours in which the student must earn a passing grade:

3

3 x .67

2

6

6 x .67

4

9

9 x .67

6

12

12 x .67

8

15

15 x .67

10


Students who fall below the established pace guidelines (67%) will fail to meet the quantitative portion of SUNY Orange’s Federal SAP policy and we be rendered ineligible for federal financial aid.

3.  MAXIMUM TIMEFRAME (150% of established program length)
The maximum timeframe cannot exceed 150 percent (150%) of the published length of the education program. This applies to both credit and clock hour programs. Students must complete their courses to ensure they will finish the program within the allowable timeframe. The Financial Aid Office measures the ratio of credits successfully completed (transfer credits, repeated credits, credits by exam, remedial credits, etc.) compared to the number of credits attempted (transfer credits, repeated credits, credits by exam, academic bankruptcy credits, and remedial credits) according to the chart below:

Note 1: Credits transferred from another institution are included as credits attempted and completed for the purposes of calculating the maximum time frame.

Note 2: Once a student reaches the maximum time frame or it is determined to be mathematically impossible for the student to complete their academic program within the maximum time frame, the student is no longer eligible for federal financial aid. The student may continue to attend SUNY Orange but must fund his/her education without federal financial aid.   

Example of “Maximum Timeframe” for a student seeking an Associate’s Degree or Certificate Program:

You can determine your maximum time frame of attempted credits, by taking your program requirement and multiplying it by 150%.  SUNY Orange has programs that are less than the 66 college-level credit requirements. Below are examples:

Program Type

Maximum time frame

An Associate’s Degree program requires 66 college-level credits.

The maximum time frame is 99 credits attempted
66 x 150% = 99 credits

An Associate’s Degree program requires 64 college-level credits.

The maximum time frame is 96 credits attempted
64 x 150% = 96 credits

An Associate’s Degree program requires 63 college-level credits.

The maximum time frame is 96 credits attempted
64 x 150% = 94.5 credits

An Associate’s Degree program requires 62 college-level credits.

The maximum time frame is 93 credits attempted
62 x 150% = 93 credits

A Certificate Program requiring 30 credits college-level credits

The maximum time frame is 45 credits attempted
30 x 150% = 45 credits

A Certificate Program requiring 28 credits college-level credits

The maximum time frame is 42 credits attempted
28 x 150% = 42 credits

A Certificate Program requiring 27 credits college-level credits

The maximum time frame is 40.5 credits attempted
27 x 150% = 40.5 credits

A Certificate Program requiring 25 credits college-level credits

The maximum time frame is 37.5 credits attempted
30 x 150% = 45 credits


Students who have attempted credits greater than a 150% of their program length and have not yet earned a degree, or it has become mathematically impossible for them to complete their program in 150% maximum time, will fail to meet federal 150% rule and will be rendered ineligible for federal financial aid.  There is no appeal for the maximum timeframe. 

Attempted credit hours are those hours for which the student officially begins at the beginning of each semester.  Withdrawals are counted as attempted hours.

Maximum hours to earn a degree: To quantify academic progress, a school must set a maximum time frame in which a student is expected to complete a program. For an undergraduate program, the maximum time frame cannot exceed 150% of the published length of the program measured in credit hours attempted.

  • Withdrawals: All grades including W are counted as courses attempted and count toward the maximum time frame. However, grades of W, do not count towards your Grade Point Average (GPA). 
  • Drop Courses: Courses that are dropped from a student’s schedule are not counted towards attempts.  Courses dropped before the start of the class or by the add/drop will not count. Courses that are withdrawn from after the add/drop deadline for the term are considered attempts.
  • Repeated Coursework:  A student may repeat a course if he/she has not received a passing grade in the course while receiving Title IV aid.  A student may only repeat a course once if he/she has passed the course previously while receiving Title IV aid.  The repeat coursework will count as an attempt.
  • Audited Courses: You do not earn any academic credits for audited courses. These courses do not count in the calculation of your "attempted hours" or your cumulative Grade Point Average (GPA).
  • Pass/Fail Courses: These hours count within the total calculation of attempted and earned hours. Pass/Fail courses do not calculate towards your Grade Point Average (GPA).
  • Transfer credits: Transfer credits accepted for your academic program, are counted as credits attempted and credits earned and are also used to calculate the maximum time frame to complete your program. Transfer credits do not count towards your Grade Point Average (GPA).
  • Incomplete Grades: Courses with grades of incomplete will count towards credits attempted but not count towards credits earned.  If an "incomplete" grade is changed to a "passing" grade by the midpoint of the subsequent semester, the credits may then count towards credits earned and included in the GPA calculation.
  • Developmental credits: are NOT counted in your Grade Point Average (GPA), but they are counted in your total of completed and attempted hours.  By Federal regulation, you are only eligible to receive aid for a maximum of 30 developmental/remedial credit hours.
  • Double Majors and/or Minors: If you pursue a double major/minor you will be expected to complete all degree requirements before reaching 150% of the program length.
  • Change in Majors: If you change your major you will normally be expected to complete all degree requirements before reaching the maximum time frame for your current program. Courses taken in your previous major will still count as attempts. 
  • 2nd Associates Degree: If you have already been awarded an Associate Degree, you may apply for a second degree only if the second degree is different from the first degree. Only credits transferred into your new program will be counted towards your cumulative attempts.  Any course that is inapplicable to the new degree will be excluded from the calculation.  
  • Fresh Start: Fresh start rules do not apply.
  • Rounding: We would follow the standard rounding rules. Any value that is .49 or below will be rounded down and any value that is .50 or higher will be rounded up for the purpose of calculating satisfactory academic progress for financial aid. 

Student who attempted more than 150% of their program credtits, or mathmetically can not complete their degree within 150% of the program length are suspensed from Federal Financial Aid.  There is no appeal for maximum time frame. 

Students Who Fail to Meet SUNY Orange's SAP Policy

Students will receive an email from the Financial Office, via their SUNY Orange email, stating that they have failed to meet one or more components of our SAP Policy.  Students can review their SAP Status by reviewing the Academic Progress link in their mySUNYOrange Student Portal and/or Degree Works.  

Financial Aid Warning
A student who was in good SAP standing but then fails to meet the SAP requirements at the end of a semester will be placed on a one (1) semester Financial Aid Warning for the next semester.  A student on financial aid warning remains eligible for financial aid during the warning period and will receive an email notification explaining the failure to meet SAP standards and that they have been placed on Financial Aid Warning.  This warning semester should be used to get back on track academically.  Meeting with your Academic Advisor and the Financial Aid is strongly encouraged. 

Financial Aid Suspension
A student who did not meet the SAP standards after the Financial Aid Warning semester will be placed on Financial Aid Suspension and immediately become ineligible for federal financial aid. If students are placed on Financial Aid Suspension can regain eligibility once they successfully return to meeting our SAP policy guidelines or successfully appeal the determination based on extenuating circumstances.   The student will need to self-pay for courses they are taking until they have once again regained eligibility.

HOW WILL A STUDENT BE NOTIFIED
Students will receive an email from the Financial Office, via their SUNY Orange email, stating that they have failed to meet one or more components of our SAP Policy.  Students can review their SAP Status by reviewing the Academic Progress link in their mySUNYOrange Student Portal and/or reviewing their academic plan via Degree Works.

The email will also contain a link to our T4A Appeal Form for the student to appeal the Financial Aid Suspension status if they had extenuating circumstances beyond their control.

REGAINING ELIGIBILITY
Students who lose their federal financial aid eligibility have options.

  • Submit an Appeal Form for Federal Aid (T4A) if the student had extenuating circumstances beyond their control. Please refer to the “Right to Appeal” section below.
  • Self-pay, or use a private alternative loan with an outside source.
  • Attend another college or other post-secondary institution.

Once a student meets our SAP policy guidelines, their federal financial aid can be reinstated.

A student who fails to meet our SAP Policy, and is placed on Financial Aid Suspension, may appeal this determination if there were extenuating circumstances beyond their control that prevented them from meeting the standards of the Satisfactory Academic Progress policy.  A student will be invited to submit an Appeal Form for Federal Financial Aid (T4A) appeal form.

Reasons that may be acceptable for an appeal:

  • Personal injury, illness, physical disability, or victim of a crime
  • Death and/or illness of an immediate family member(s)
  • Separation/Divorce
  • Fire or other catastrophic events
  • Legal issues
  • Other circumstances beyond a student’s control that occurred during the term for which a student lost eligibility

Your appeal must include the following items:

  • The reasons why you did not meet Satisfactory Academic Progress, and
  • What has changed now that will allow you to make satisfactory academic progress at the next evaluation, and
  • You must provide supporting documentation with your appeal statement. Appeals submitted without supporting documentation will be denied.

    1. Examples of supporting documentation: Letters from disinterested third parties on letterhead including all contact information, medical or hospitalization records, obituary or death certificate, police or fire reports, etc.  Students who submit an appeal without supporting documentation will be automatically denied.

If additional information is requested, the Financial Aid Office will send the student an email and post the requirement in the student’s mySUNYOrange Banner Self-Service for them to upload the additional documentation.

Once all documentation is submitted, the appeal will then be reviewed by the SAP committee which is comprised of two (2) members of the Financial Aid Office and one (1) member of the Academic Advising. Students who are approved will be placed on Financial Aid Probation.

A record of the appeal and the final determination will be maintained in the student’s financial aid file.

IMPORTANT INFORMATION

  • SAP Appeals submitted after the deadline will automatically be denied for that term.

  • SAP Appeals submitted without supportnig docuementation will be autoatically denied. 

  • There is no appeal for Maximum Time Frame (150%) rule.

FOR MORE INFORMATION, SELECT "APPEAL" IN THE LEFT MENU.

 

 

Student(s) Enrolled in SUNY Orange's Community College in the High School Program (CCHSP)

SUNY Orange's Community College in the High School Program (CCHSP) offers high-achieving juniors and seniors the opportunity to earn college credits while attending high school.  Students in the CCHSP program are required to meet the same SAP policies as traditional students seeking an Associate’s or Certificate at SUNY Orange.   

CCHSP students are not eligible for federal Title IV or state financial aid while in this program.  If a student plans on matriculating at SUNY Orange, then they will need to meet the same SAP guidelines prior to matriculating.  A CCHSP student may start a semester in a “Financial Aid Warning” status if they are not meeting quantitative, qualitative and/or maximum time frame requirement.

The financial aid office recognizes that grades for the program are not posted until after our semester reviews occur. The Financial Aid Office will commence with an initial SAP review for those students in the CCHSP program after grades have been posted which is usually on/around June 30th. Students will then receive communication regarding their SAP status.

 

HoursHours

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