Satisfactory Academic Progress Policy

SATISFACTORY ACADEMIC PROGRESS 2025-2026

(Effective Summer 2025; revised May 29, 2025)

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 (MTF). SAP is monitored after each quarter 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. 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 awarded financial aid must have achieved a 2.0 quarterly and cumulative GPA 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 pervious 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 the OC Registrar will count towards MTF 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, excluding Adult Basic Education Classes and high school + classes, will count in the calculation of GPA and quarterly/cumulative attempted credits. Up to 45 credits will not be counted towards SAP MTF program limits.

Repeat Coursework: Will count as attempted credits and, if passed, will be considered earned. Earned coursework may be repeated one time, with financial aid.

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.

3. WHAT THE SAP TERMS MEAN

Good standing: Student is eligible for financial aid.

Suspended

Students on Financial Aid Suspension are ineligible for federal, state, and institutional financial aid. To regain eligibility, students must:

Submit an SAP appeal/petition explaining the extenuating circumstances that affected academic performance and provide supporting documentation, or

Students whose appeals/petitions are denied may submit one final request for reconsideration, provided the information contained in the appeal provides new information about the reasons for not meeting the minimum SAP standards. Eligibility and status will be reviewed each quarter and students can regain eligibility should they meet the minimum standards by the end of each quarter.

Probation – Financial Aid Status

Students who fail to meet SAP standards for cumulative GPA and/or cumulative completion rate but successfully meet term-based GPA and completion rate requirements, may be eligible for Financial Aid (FA) probation. Students previously suspended for not meeting SAP who have not attended Olympic College (OC) for at least two years may also be considered for FA probation at the discretion of the Financial Aid Office.

Before financial aid can be reinstated, students must sign an FA Probation Agreement acknowledging the terms of the probation status. While on probation, students must:

Complete and pass all attempted credits in quantitative standards
Earn a minimum GPA of 2.0

Financial aid will be awarded for one quarter only during the probationary period. Students who do not meet the probation conditions will lose financial aid eligibility and may only regain eligibility by meeting SAP standards without aid. Appeals will not be accepted for failing to meet the terms of probation. SAP status will be reviewed quarterly.

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 quarter with a lapse in enrollment—they will be placed on Financial Aid Suspension. No additional warnings will be issued in succession.

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 appeals committee.

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/Petitions 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. Students must also 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 faculty-approved academic plan. Students that receive a period of probation must meet the conditions of the probationary period otherwise they will lose eligibility for financial aid for the next quarter of enrollment.

Appeals Denied by Financial Aid: All decisions made by the Financial Aid Appeals Committee (FAAC) 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, 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 Appeals Committee.