Satisfactory Academic Progress Policy

Federal and State regulations require all post-secondary institutions to establish policies and procedures for measuring the academic progress of their students, as one of the eligibility criteria for receiving financial aid.  Camden County College's academic progress policy for financial aid students governs the receipt of funds under all federal and state financial aid programs (grants, loans, and work-study).  Educational Opportunity Fund (EOF) grant recipients will need to meet additional criteria as well.

All students must make Satisfactory Academic Progress (SAP), towards the attainment of a degree or certificate, to receive and to remain eligible for financial aid. Students who are not making SAP are in Unsatisfactory Academic Progress status (USAP). Students who do not meet all criteria as listed, are USAP and will be TERMINATED from all relevant financial aid programs. This will remain in effect, until such time as they have met the criteria to be SAP.  Academic progress will be evaluated once per year at the end of each Spring Semester, regardless of the number of semesters the student has been enrolled. The calculated status will determine the receipt of financial aid for the subsequent academic year, which begins with the Fall Semester.  Students in USAP status may enroll and pay out of pocket during their periods of ineligibility; however, doing so does not guarantee that they will regain eligibility.  

SAP for financial aid is based on four criteria:

     1. A maximum timeframe: as measured by the number of attempted credits allowed.

     2. A quantitative measure: The cumulative number of credits satisfactorily completed in relation to cumulative credits attempted.

     3. A qualitative measure: The cumulative grade point average (GPA) in relation to credits attempted.

     4. A remedial credit limitation: The maximum number of remedial credits attempted for which aid may be received.


The calculations used to evaluate academic progress include all periods of the student's enrollment. All credits attempted from the first day of the student's enrollment are included, even periods during which time the student did not receive financial aid funds.

Maximum Timeframe Measure
There is a maximum amount of time that a student can take to complete his/her program of study, which is, generally, 150% of the length of the program measured in credits.  All credits are counted when calculating the maximum timeframe completion rate, including repeated courses, withdrawals, credits transferred in from another college or university, advanced placement credit, CLEP, credit by examination, college-level credits, remedial credits, and ESL credits.   All terms of enrollment are also included, even those in which the student may not have been an aid recipient.  

Quantitative Measure
All students must receive a passing grade in at least 67% of all credits attempted. Passing grades are A, B, C, D, or P. Grades of I (Incomplete), MP (Making Progress), RV (Math Review Recommended), NA (Not Attending), W (Withdrawal), and XA (Never Attended), as well as F (Failure) are NON-passing, unsatisfactory grades. These count as credits attempted but do not count as credits completed. Non-passing grades will negatively impact the SAP calculation.

Attempted credits are all credits for which a student receives a grade (including A, B, C, D, P, F, I, NA, W, XA, RV, MP). Repeated courses are included in credits attempted. Credits by examination are counted as credits attempted and completed satisfactorily. Courses with grades of AU are neither counted as credits attempted nor completed.

Qualitative Measure
After having attempted the first 12 credits, all students must have a cumulative GPA that falls at or above the following minimums:

Credits Attempted

Minimum GPA Required

1 – 24

1.75

25 or more

2.00


The cumulative GPA under this SAP policy is the GPA based upon all credits (including remedial and ESL) the student has attempted at the College. This may differ from the GPA calculated for the student's transcript, which is based solely upon the college-level credits attempted. It also may differ from the GPA calculated for the College's Academic Probation and Suspension Policy.

The college's Academic Forgiveness Policy does not apply to the evaluation of Satisfactory Academic Progress for financial aid.  Even students granted academic forgiveness will be deemed USAP if he/she fails to meet the SAP policy for financial aid.  

Remedial Credit Limitation
No student may receive financial aid for more than 30 credits of remedial coursework taken at Camden County College.  Remedial courses are defined as all courses under the 100 level, except ESL courses.  Once a student has attempted 30 or more remedial credits, he /she will have only college level courses funded, assuming all other aspects of SAP are being met. 

Repeating Courses
Students can only repeat completed courses one time and still have the course covered by Title IV funding.  Students wanting to improve grade point averages, or obtain a better grade for transferability, may be required to pay for those courses out of pocket.  The repeated classes may count against other portions of the SAP policy, and the student's eligibility is still constrained by all the requirements of the policy.  

Notification
Students will be informed by letter that they are not making satisfactory academic progress and of the policy component that they have not satisfied.  That letter will include information about the appeal process, and how students can gain access to the form that they must complete to initiate the appeal process.  Appeal forms will be available on the College's website and in the Financial Aid Office.

Appeal Process
Students not meeting the minimum standards for Satisfactory Academic Progress are permitted to appeal the loss of financial aid. USAP students may do this by completing an appeal application for the appropriate year and submitting it to the Office of Financial Aid.  Verbal appeals will not be honored.  Appeals will need to outline the mitigating circumstances that kept the student from progressing satisfactorily.  Students also will need to provide documentation when appropriate to support the circumstances in their appeal.  Incomplete appeal applications will be denied.  Appeals for a given semester must be submitted by the last day of that semester.  Retroactive appeals will not be granted. Students cannot regain financial aid eligibility simply by taking a period of time off from school or by paying for classes from their own resources. 

The Financial Aid Appeal Committee (FAAC) will review cases on an individual basis to determine if mitigating circumstances are responsible for poor progress. Mitigating circumstances might include, but are not limited to: serious illness or injury of the student, death of an immediate family member, and extreme family upheaval.  The FAAC requires approximately thirty days to review appeals. Written notification of the committee's decision will be mailed to the student.

Students whose appeals are granted will be placed on probation for one term and will be re-evaluated at the end of the probationary period.  If the student's appeal is not granted, the student will need to secure other funding sources in order to pay tuition and fees. Otherwise, students will need to drop any courses for which they have registered by published deadlines, in order to avoid incurring a bill.  If a student is still not making Satisfactory Academic Progress at the conclusion of a semester, but has met the terms of their plan, they will continue on Financial Aid Probation.