1. UC Berkeley Stay Day 2013 Jennifer French Carlos Perez Yolanda Smith
Progressing Towards Graduation: What Students Need to Remain Eligible for Financial Aid
UC Berkeley
Stay Day 2013
Jennifer French
Carlos Perez
Yolanda Smith

2. WHAT IS THE MEANING OF “SATISFACTORY ACADEMIC PROGRESS”?
To be aid eligible, students must meet certain minimum standards of academic progress known as “Satisfactory Academic Progress Standards (SAP)
SAP requirements represent the academic standards that must be met for a student to retain financial aid eligibility.
Federal, state and UC financial aid eligibility are all guided by this requirement.
JENNY: We’ve had conversations with Deans, advisors over the years about these restrictions and updates to regulations. All of that information has helped to inform our policies and operations for SAP appeals.
As a condition for maintaining eligibility for financial aid, students must meet certain minimum standards of academic progress, known as “Satisfactory Academic Progress Standards, or “SAP” for short.
SAP requirements represent the academic standards that must be met for a student to retain financial aid eligibility.
Federal, state and UC financial aid eligibility are all guided by this requirement.

3. ANNUAL SAP REVIEW
Each continuing student’s SAP status is reviewed annually, prior to the start of the new academic year.
Meeting SAP standards: Student is eligible for aid for the full academic year (assuming other non-SAP eligibility requirements also have been met).
Not meeting SAP standards: Student is not eligible for aid for the upcoming academic year.
JENNY
Each continuing student’s SAP status is reviewed annually, prior to the new academic year, to confirm they are meeting the SAP standards.
If the student is in compliance with SAP standards, then the student is eligible for aid for the full academic year (assuming other non-SAP eligibility requirements also have been met).
If the student is not in compliance with SAP standards, then they are not eligible for aid in the upcoming academic year.

4. I. PROGRESSION OF UNITS
A student must be progressing toward their degree at a satisfactory pace.
Continuing students must complete at least the number of units shown on the following schedule:
12 units by the end of 0.5 years
24 units by the end of one year (and up to two years)
48 units by the end of two years (and up to three years)
72 units by the end of three years (and up to four years)
96 units by the end of four years (and up to five years)
Note: DSP students certified for reduced course load and taking reduced course load have separate standards.
A student must be progressing towards their degree at a satisfactory pace. The standard of satisfactory progression at Cal is that continuing students must complete at least the number of units shown on the following schedule, not counting AP/IB units:
12 units by the end of .5 years
24 units by the end of one year (and up to two years)
48 units by the end of two years (and up to three years)
72 units by the end of three years (and up to four years)
96 units by the end of four years (and up to five years)
NOTE: DSP students certified for reduced courseload and taking reduced courseload have separate standards.

5. PROGRESSION OF UNITS (cont.)
The total units on the Cal transcript, minus any AP or IB units, is the official number used for measurement.
Transfer units earned in high school are counted in the transfer unit total.
Students must complete the minimum number of units required for their years of enrollment to meet SAP standard.
Transfer units are counted in the total units except for AP or IB units. The total units on the Cal transcript, minus any AP or IB units, is the official number used for measurement.
Transfer units earned in high school count the same as other transfer units.
At the time of the annual SAP review, if the student has the minimum number of units required for their years of enrollment, they pass this standard; otherwise they do not pass this standard and are not making satisfactory academic progress.

6. II. Cumulative GPA GPA requirement:
Cumulative GPA of at least 2.0 at the time of the SAP review on the Cal transcript
In order for a student to be in compliance with SAP standards, they must have a cumulative GPA of at least 2.0 at the time of the SAP review. The cumulative GPA on the Cal transcript is used to measure this standard.
A student may have semesters in which their term GPA or cumulative GPA is less than 2.0 but still be in compliance with the SAP standard at the time of the annual review because their cumulative GPA at that time is 2.0 or greater.

7. III. MAXIMUM TIME FOR FINANCIAL AID ELIGIBILITY
The maximum time of enrollment allowed for financial aid eligibility is 5 years
Exception: Students certified for reduced enrollment by the DSP Office and enrolling in reduced units based on that certification.
The progression of units standard is linked to the maximum time for financial aid eligibility.
This SAP standard sets the maximum amount of time of enrollment under which a student may continue to be eligible for financial aid.
The maximum time of enrollment allowed for financial aid eligibility is 5 years, except in the case of a student certified for reduced enrollment by the DSP Office and enrolling in reduced units based on that certification. WE WILL COME BACK TO THIS IN A MINUTE.
The progression of units standard is linked to the maximum time for financial aid eligibility. (shown in the earlier slide)

8. COUNTING YEARS FOR PROGRESSION OF UNITS AND MAXIMUM TIME FOR AID
To calculate the number of years a student has completed for SAP purposes, the following are measured:
Each 30 transfer units, not counting AP or IB units, is counted as one year and each 15 transfer units are counted as .5 years.
Units and terms completed at Cal, including Fall Program for Freshmen and other terms at UC Extension
Semesters showing as withdrawal or as status lapse on the transcript (counted as a semester of enrollment for aid purposes)
To calculate the number of years a student has completed for SAP purposes, the following measures apply:
Each 30 units of transfer units, not counting AP or IB units, is counted as one year and each 15 transfer units are counted as .5 years. To calculate the years for transfer units, divide the number of transfer units, excluding AP and IB units, by 30 and round to the nearest .5 year.
While attending Cal, including Fall Program for Freshmen and other UC Extension semesters that show up on the Cal transcript as terms and not as transfer units, one term out of the academic year is counted as .5 years (including summer only), while 2 or more terms is counted as 1 year.
Semesters showing as withdrawal or as status lapse on the transcript are counted as a semester of enrollment.

9. DISABLED STUDENTS PROGRAM
DSP certifies students and determines if an accommodation for a reduced study load is warranted.
DSP students on an approved reduced study load may have an extended time for financial aid eligibility. The time is determined by the following:
When the  student was first certified  for a reduced study load.  
If the student is certified at½ time or ¾ time enrollment
The number of attempted units as reflected on the transcript
Students must be enrolled in a minimum of 12 units to be considered full-time for financial aid purposes, even if the student is certified for a reduced course load.
Do all DSP students get extended time? No. Some students are certified DSP for special accommodations from DSP and may not need a reduced study load. This is determined by the DSP specialist (all DSP students are assigned to a specialist).
Why do some students get extended time to complete their studies? It is expected that if a student is taking less than full time, they will need more time to complete their studies.
Do all DSP students on a reduced study load get the same amount of time to complete their studies? No. The time is determined by the following:
When the  student was first certified  with a reduced study load.  
Was the student certified DSP as a ½ time or ¾ time student.
Did the student remain at ½ time or ¾ time throughout his entire enrollment.
**If a student was certified for a reduced study load of ½ time when they entered as a freshman, the student would have 7.5 years of study instead of 5 years.
**If a student was certified for a reduced study load of ½ time as an entering Jr., they would have 4.5 years to complete their course of study instead of 3 years.
Will the student receive their full Pell Grant and Cal Grant if they take a reduced study load?  If a student’s Pell Grant or Cal Grant is reduced, they will only receive a replacement grant up to their maximum grant eligibility (This policy is the same for all students). In the past we were able to replace all Pell Grant and Cal Grant reductions.
If a student was certified for a reduced study load,  are they required to take that same  reduced study load every semester? No. However, a student must realize that the extended time is based on the reduced study load and that extended time may change if the enrollment changes.
If a student’s transcript reflects that he attempted full time and he was certified for a reduced study load, how will you look at that semester of eligibility? That semester will be looked at as a full-time semester.
Is a student who has been approved for a reduced study load considered a full time student? No. Many students think that they are. However, for financial aid purposes, these student are  considered  students in an approved reduced study load.
****For FA purposes, DSP students approved for a reduced study load are not considered full time.
****Measuring DSP students at whatever pace they are enrolled at regardless of their certification level
****Not all DSP certified students require a reduced course load.
****DSP

10. FAILURE TO MEET SAP STANDARDS
Students must meet all of the SAP standards at the time of the annual SAP review process to be eligible for federal, state, or institutional financial aid for the upcoming academic year.
Students that do not meet SAP requirements can regain financial aid eligibility in one of two ways:
Improve their academic performance and meet the SAP progress standards at the next annual review
Submit a SAP Appeal for consideration
A failure to meet any of the three SAP standards at the time of the annual SAP review process means that a student becomes ineligible for federal, state, or institutional financial aid for the upcoming academic year. No financial aid will be offered to the student, except the possible option of a private student loan.
A student who is ineligible for aid due to an SAP issue can regain financial aid eligibility in one of two ways:
Improving their academic performance to a point where they are once again in compliance with the SAP standards at the time of the annual review.
Submitting an SAP Appeal and having it approved by the Financial Aid Office.

11. SAP APPEALS
Students may appeal for reinstatement of aid based on extenuating circumstances that have hindered their academic performance.
Appeals must include the following:
Explanation of extenuating circumstances that prevented satisfactory academic progress
Documentation of their extenuating circumstances
Explanation of how circumstances have changed that will allow them to be successful and make satisfactory progress
An approved academic plan signed by an academic advisor
If the appeal is approved:
Financial aid is approved on a semester by semester basis
Students are informed of the conditions required to maintain aid eligibility
Academic performance will be monitored at the end of each term to confirm that the student is meeting the conditions for continued aid eligibility.

12. SAP APPEALS (cont.)
Students on an approved appeal who do not meet the conditions become ineligible for future aid.
Students with new extenuating circumstances (different from those submitted in their original appeal) that prevented them from meeting the conditions for continued aid eligibility may submit a new appeal.
There is no guarantee that appeals will be approved.
Students should plan for the possibility that they may not be eligible for aid in the upcoming semester(s).
Encourage students to submit the appeal as early as possible and be aware of all deadlines (i.e. appeal submission, registration, refunds, etc.)
There is no SAP appeal process for the summer term.
Summer SAP appeals not allowed:
Summer aid processing is a very short time frame that in large part has many moving parts
Balancing current year, summer and new aid year processing for all continuing and newly admitted students
We do not entertain appeals for any process in the summer: budget appeals, SC/PC appeals, etc.
If you would like to provide feedback/comments, we would be happy to take those remarks back to our leadership team.
Students are advised of this restriction when making an exception for aid during the fall & spring semesters
Remember – the SAP appeal IS the exception to the academic progress standard.
How can we partner for student success?
Original slide text:
Students who have aid reinstated based on an SAP appeal but fail to meet the conditions for continued aid eligibility become ineligible for aid. If there are new extenuating circumstances, different from those submitted in their original appeal, that prevented a student from meeting the conditions for continued aid eligibility, a student can submit a new appeal.
There is no guarantee that appeals will be approved. Students should plan for the possibility that they may not be eligible for aid in the upcoming semester(s). If their attendance is dependent on the outcome of the appeal, they should submit the appeal as early as possible.
Students approved for extended time should be aware that the final term in their academic plan is their final term of aid eligibility.
There is no SAP appeal process for the summer term.

13. PARTNERING TO FOSTER STUDENT SUCCESS
Setting students up for academic success
Role of the academic plan
Collaboration – working together to identify options
Setting them up for academic success –
TALKING POINT: whatever is on the plan is what we will evaluate them on at the end of each semester
Students approved for extended time should be aware that the final term in their academic plan is their final term of aid eligibility.
Let’s get an academic plan example to review in the group
Use DSP example
Role of the academic plan:
trying to get back into 4 yr graduation plan?
Is this realistic for this student?
Are we setting them up for success?
Collaboration – working together to identify options
Academic & administrative options such as late drops, medical withdrawals, retro withdrawals, mid-semester DSP certifications – discuss how these things can affect the SAP process for students, particularly with multiple appeals

14. QUESTIONS? COMMENTS?
Cal Student Central 120 Sproul Hall In person: Monday – Friday: 9 am – 4 pm Phones: Monday – Friday: 9 am – 12 pm, 1 pm – 4 pm Financial Aid & Scholarships: