Satisfactory Academic Progress Policy
SATISFACTORY ACADEMIC PROGRESS
(Effective starting Summer 2025; Last reviewed June 5, 2026)
1. INTRODUCTION
As required by the Department of Education, to receive federal, state, and institutional aid at Olympic College (OC), students must maintain satisfactory academic progress (SAP). There are qualitative and quantitative standards students must meet. The qualitative standard is measured by grade point average (GPA). The quantitative standards are measured by pace of progression (pace) and Maximum Time Frame (MAXT). SAP is monitored after each term ends. Based on a student’s SAP measure they are in good standing, warning, probation or suspended. SAP only applies to financial aid eligibility, please refer to the Olympic College Academic Standard Policy (ASP) for all academic eligibility concerns. It is the student’s responsibility to know and abide by the SAP policy, which is provided to all financial aid applicants in a link within their award letter. Rules are applied regardless of whether the applicant has received aid in the past. If a student withdraws or ceases attendance from all classes and a repayment calculation is needed, the calculation is based on federal methodology and state grant repayment policy for federal/state aid, as well as OC institutional tuition-refund policy.
2. SAP MEASURES
Qualitative standards
When a quarter has ended, students must still have at least a 2.0 cumulative GPA and have passed at least 67% of all attempted credits to be in good standing. Credits assigned grades of I, N, W, NC, are considered not complete and will affect eligibility. Credits require a grade of 0.7 or better to be considered complete/passing. “Pass” would be required for Pass/Fail grades to be considered complete/passing.
Quantitative standards
Pace of progression: Pace is the percentage of credits completed compared to credits attempted.
To meet SAP and complete their program on time, students must have a pace of progression of 67% of the credits they attempted
If a student fails the minimum SAP standards while in warning status, they will not be eligible for financial aid for the subsequent period.
Maximum Time Frame: Students must make timely progress towards completion of declared programs of study. Students who exceed program length by 150% (attempted credits) may submit an appeal based on having earned a previous degree or certificate and/or having changed academic programs.
Note: Certificate programs must be at least 24 credits and 15 weeks in length to be eligible for financial aid if they are a stand-alone program.
Transfer Credits: Credits from other institutions that are recognized by Registration and Records will count towards maximum time frame for a student’s degree or eligible certificate. Consortium credits on the OC transcript will count as attempted and the student’s performance will count towards pace of progression.
Developmental Coursework: Classes below 100 level, including Adult Basic Education Classes and high school + classes, will not count in the calculation of GPA and attempted credits.
Students may receive financial aid for up to 45 remedial credits while enrolled in a financial aid eligible program.
Repeat Coursework: Will count as attempted credits and, if passed, will be considered earned. Earned coursework may be repeated one time, with financial aid. While a student is on a financial aid extension, repeated credits may be approved on a case-by-case basis.
Change of Major or Program: Students receiving Title IV federal financial aid who have not yet earned a degree may change their declared major or academic program no more than two (2) times while remaining eligible for Title IV aid. This policy is intended to support academic planning and responsible use of federal financial assistance but will be evaluated on a case-by-case basis.
3. WHAT THE SAP TERMS MEAN
Good standing: Student is eligible for financial aid.
Warning
Students who do not meet SAP standards for the first time are placed on Financial Aid Warning for one quarter but remain eligible for aid. If a student receives two consecutive SAP warnings—including any term with a lapse in enrollment—they will be placed on Financial Aid Suspension. No additional warnings will be issued in succession.
Suspended
Students on Financial Aid Suspension are ineligible for federal, state, and institutional financial aid. To regain eligibility, students must:
- Submit an SAP appeal explaining the extenuating circumstances that affected academic performance and provide supporting documentation.
Probationary Status
Students who do not meet SAP standards and whose appeal is approved will be placed on probation and be required to meet the probationary standards outlined in their appeal approval letter. They may remain on probation until they meet all SAP standards but if they do not meet the probationary standards they will be placed in a suspended status and be ineligible for aid. Appeals will not be considered for student failing to pass probationary requirements during a probationary period. Students on probation will be monitored each term.
4. Financial Aid APPEALS
Students who do not meet SAP may appeal the loss of their eligibility by submitting a request to the financial aid office.
Students must provide supporting documentation that demonstrates both an understanding of the factors that contributed to not meeting SAP requirements and a clear plan for returning to good academic standing. Acceptable documentation may include, but is not limited to, a death certificate, medical records, financial records, a letter from a health professional, or a student Success Coach or faculty-approved academic plan. Students who do not provide supporting documentation for their circumstances or resolution will not be approved. Any requests for additional documentation from the Financial Aid office must be submitted within 14 days, or the student may be required to submit a new appeal.
The appeal for reinstatement needs to address the reasons why the student was not successful, and the students plan to get back on track. Students are encouraged to be as candid as possible by listing any extenuating circumstances. Extenuating circumstances may include, but are not limited to, serious medical illness or injury to student, death or serious injury of a family member, reporting for active duty, or other circumstances beyond the student’s control.
Appeals for an extension of the maximum time frame must include a valid reason, such as a change of major, a documented medical condition, or extenuating family circumstances. Approved extensions will only include courses which apply to the completion of a student’s program of study. Additional credits outside of a student's program of study may be taken at the student’s expense. Students are responsible for informing the Financial Aid office if taking self-paid credits outside of their program of study.
Students that are approved must continue to meet all SAP requirements, otherwise they may lose eligibility for financial aid until they are back in good standing.
Appeals Denied by Financial Aid: All decisions made by the Financial Aid office are final; there is no higher level of appeal. Exceptions may be made if an academic plan requires revision due to changes in class schedule or availability, but not for changes to a program that may require the student to attend for multiple terms beyond the original end term approved by the Financial Aid office.
Repeat circumstances: A student may be able to use a repeat circumstance for an appeal on a case-by-case basis and are not guaranteed an approval.