The Department of Education and Student Financial Assistance Programs require schools and colleges to develop and apply a consistent standard of academic progress in determining student eligibility. The Government requires that students who apply for financial aid at West Valley adhere to this regulation by meeting Qualitative and Quantitative Standards.
All periods of the student's enrollment count when assessing academic progress, even periods in which the student did not receive financial aid funds.
Financial Aid requires a declared major and enrollment in a Title IV eligible program (minimum 16 semester units). Each Satisfactory Academic Progress evaluation includes both the semester and cumulative grade point average (GPA) and pace of progression completion rate.
If a student is enrolled in an educational program of more than two academic years, at the end of the second academic year, the student must have a GPA of at least a "C" or it;s equivalent, or have academic standing consistent with the West Valley requirements for graduation.
SAP will be evaluated at the end of each term: Fall, Spring, and Summer.
COVID-19 Special Consideration
Guidance from the US Department of Education and the CARES Act provides additional flexibilities to institutions regarding the calculation of Satisfactory Academic Progress (SAP) requirements to receive aid.
Withdrawing from all courses (circumstances related to an outbreak of COVID-19, including, but not limited to, the illness of a student or family member, compliance with a quarantine period, or the general disruption resulting from such an outbreak) will not negatively affect your Spring 2020 aid and your SAP status for the next term. If you are planning to officially withdraw from your Spring 2020 course(s), please consult with an academic counselor and notify a Financial Aid Advisor.
- Students must have a cumulative GPA of 2.0 at each SAP evaluation
- Grades for remedial and ESL courses count in the GPA calculation
Pace: Students must complete 67% of the units attempted each semester and overall attempted units. This is to ensure students are making progress towards their goal.
- Completion rate is computed by dividing the total number of units completed by the total number of units attempted (including courses with earned "W" grade and units transferred into the institution).
Time Frame: Students must complete their educational objective (graduation, transfer, certificate, etc.) in a period of time that is no longer than 150% of the published length of the declared program of study.
- For degree and transfer programs of 60 units, maximum time frame is 90 units
- For eligible certificate programs, maximum time frame varies (i.e. 30 unit program = 45 units maximum)
- Up to 30 remedial units and ALL ESL units will be excluded from Maximum Time Frame calculations. Transfer units will count towards the Maximum Time Frame.
- All units attempted including incomplete and withdrawals are counted in the calculation
- Repeated courses will count toward attempted units. SAP policy allows for a student to receive Title IV funds for retaking a previously passed course (one time only per passed course).
- Academic Renewal is a process through which a student can apply to have credits attempted and grades earned in previous semesters excluded from the calculation of the student’s grade point average. Financial aid regulations make no provision for the concept of academic renewal; therefore, all courses are counted towards the evaluation of SAP.
- Students are permitted to submit up to three Financial Aid Appeals within the district. Starting Jan. 4, 2021, students or counselors need to submit the completed Financial Aid Appeal package to: wvfa@westvalley.edu with the subject: FA Appeal submission.
Students that meet cumulative GPA requirements at the end of the semester, in addition to quantitative-pace of progression, and time frame requirements for SAP.
SAP Standards:
- Cumulative Grade Point Average (GPA)
- Pace – 67% completion
- Maximum Time Frame
- Institutional Policies
Qualitative –Cumulative Grade Point Average (GPA)
- Students must have a cumulative GPA of 2.0 at each SAP evaluation
- Grades for remedial and ESL courses count in the GPA calculation
Quantitative – Pace
- Students must complete 67% of the units attempted each term and overall attempted units
- Completion rate is computed by dividing the total number of units completed by the total number of units attempted. Includes courses with earned “W” and units transferred into the institution.
Quantitative – Maximum Time Frame
- A period of time that is no longer than 150% of the published length of the academic program in which the student is enrolled
Students not making SAP at the end of a term, will be automatically placed on one term of “Warning” status for the subsequent term. Students may receive aid during a warning payment period. Students not making SAP at the end of a “Warning” semester are determined to be ineligible (disqualification) for federal and state aid until they reestablish eligibility again by meeting SAP standards.
Warning Status
- Unit Completion – At the end of the last semester of enrollment the student did not earn the require number of units (67% of units attempted)
- Cumulative GPA – At the end of the last semester of enrollment the student did not earn a 2.0 cumulative GPA
- Maximum Time Frame – At the end of the last semester of enrollment the number of degree applicable units that the student attempted is approaching the end of the student’s academic program maximum time frame. If at the end of the semester the student reaches the maximum time frame, he/she will be disqualified.
- An approved appeal’s decision will result in the student being placed on SAP probation
- Students may receive financial aid during terms of probation
- Students can regain eligibility by making SAP at the end of one term of probation
- Students must complete 67% of the units attempted along with a cumulative 2.0 GPA while on probation
- Students must follow their academic plan while on probation
The school will verify each term that the student is following the academic plan and/or meeting terms of probation; if not, the student becomes ineligible for federal and state student aid until SAP standards are met.
Probation Statuses
- SAP Probation – A status assigned to a student who is failing to make satisfactory academic progress and who submitted an appeal that was successfully approved. Eligibility for aid may be reinstated for one payment period. A student placed on probation who does not meet satisfactory progress requirements will return to disqualified status.
- Maximum Time Frame Probation – Additional semesters - A student had previously reached the maximum time frame and submitted an appeal for additional time that was approved for the number of terms indicated on the appeal. Student must meet satisfactory progress requirements each semester in order to count down the additional semesters that have been granted. If the student does not meet satisfactory progress requirements each semester, he/she will be on disqualification.
Students not making SAP two semesters in a row will be automatically placed in one term of "Disqualification" status.
Disqualification Statuses
- Disqualified – Unit Completion - In the last semester in which the student attempted units, the student did not earn the 67% required number of units for the enrollment status.
- Since the student was already on warning or probation status, the student is now disqualified.
- Disqualified – GPA - In the last semester in which the student was enrolled, the student did not earn a cumulative 2.0 GPA. Since the student was already on warning or probation status, the student is now disqualified.
- Disqualified – Maximum Time Frame- At the end of the last semester the number of units the student attempted exceeded the maximum time frame of the academic program. If the student did not earned a degree or certificate, and would like to appeal for additional time of aid eligibility, the student must submit an appeal.
- Disqualified – BA/BS Degree – Students with a BA/BS Degree are disqualified. Students may submit an appeal and if approved, may be eligible for Federal Work Study and/or Direct Loan for up to one year.
- Students may reestablish their eligibility by meeting the Pace of Progression- 67% completion rate standard along with a minimum cumulative GPA of 2.0.
- Students may submit an appeal under the following conditions: (1) death of a student’s relative, (2) student’s injury or illness, (3) other special circumstances.
- The student must submit documentation to support the appeal, including why the student failed to make SAP, and what may have changed in the student’s situation that will allow the student to demonstrate meeting SAP requirements at the end of next evaluation. The school may choose to request additional documentation when a particular student circumstance warrants it.
- Starting Jan. 4, 2021, students or counselors need to submit the completed Financial Aid Appeal package to: wvfa@westvalley.edu with the subject: FA Appeal submission.