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Satisfactory Academic Progress (SAP) Policy

Thumbnail of What is IVC's SAP Policy?


Regulations require schools to participate in financial aid programs to establish academic progress standards that measure a student's progress towards an educational goal. As a financial aid recipient, it is your responsibility to understand the terms and conditions of the IVC Satisfactory Academic Progress Policy as it applies to you.

Financial aid is limited to a certain number of units based on your current program of study. All students are encouraged to have an educational plan completed, with the assistance of an academic counselor, in order to ensure they are taking the courses required to complete your program within the standards listed below.

EFFECTIVE DATE: This policy applies to all financial aid recipients beginning with Fall 2021. These standards will be applied to federal financial aid as well as Cal Grants and supersede any prior year SAP standards. All academic coursework attempted through Spring 2022 will be evaluated using these standards whether or not you received financial aid for those semesters. Note: students enrolled in programs of one year or less must be evaluated at each term (this may include Summer 2022 which would be evaluated using these standards). Using professional judgment, we may monitor SAP by term on a case-by-case basis. 

GOOD STANDING: Satisfactory Academic Progress (SAP) will be evaluated at the end of Spring 2022 semester (except for short-term programs noted above). In order to maintain eligibility for financial aid, you must meet the following standards:

Grade Point Average (GPA)

Students who have attempted 12 or more units must maintain a minimum cumulative GPA of 2.0 in all coursework including acceptable transfer coursework.

Completion Rate (PACE)

Students who have attempted 12 or more units must complete at least 67% of the units they have attempted with an acceptable grade. This includes transfer coursework. Acceptable grades are A, B, C, D, CR, I, and P.   Grades of F, W,*EW, and NP are not considered acceptable grades. Incomplete grades that have been completed will be factored in at the next formal evaluation.

Maximum Timeframe (MTF)

Note: If it is determined at any point throughout the year that you have met or exceeded the MTF standard you will become ineligible.

Complete your program of study within the MTF standard which is 150% of the number of units required to complete your educational objective. Completion of most A.A./A.S. degrees at IVC requires 60 units, this allows an MTF unit limit of 90 attempted units for financial aid. Certificate programs will have lower MTF unit limits depending on the published length of the program. Programs requiring more than 60 units have higher MTF unit limits with some exceptions allowed for required transfer coursework.

  • Remedial/Prerequisite and ESL courses are excluded from the MTF limit.
  • All other units attempted (with acceptable or unacceptable grades) toward your current major are counted toward the MTF unit limit, even if you were not paid financial aid for them.
  • Unit adjustments are allowed for up to 2 major changes per student.

*EWs granted due to COVID-19 during Spring 2020 do not count as units attempted for PACE or MTF purposes

REMEDIAL COURSEWORK:
Financial aid is limited to 30 attempted units of remedial, prerequisite, and preparatory coursework. ESL courses are not subject to this limit.

REPEAT COURSEWORK: Repeated coursework will be counted toward completion rate and maximum timeframe standards. Only the highest grade will be counted toward GPA. In addition, you may only receive financial aid for one repeat of a previously passed course.

TRANSFER COURSEWORK: Units acceptable for transfer into IVC will be included in your SAP evaluation. It is your responsibility to request transcripts from previously attended institutions if you choose to apply units toward your current educational objective. 

ACADEMIC RENEWAL: Academic Renewal is not recognized for financial aid purposes. The original earned units and grades are always counted as units attempted, in the GPA calculation, and toward maximum timeframe as appropriate.

GRADE CHANGES: Grade changes will be reflected in the next regular SAP evaluation. You may request a retroactive recalculation only if it would affect the prior evaluation and only through petition. See the Financial Aid Petition/Appeals Process section below.

DISQUALIFICATION (DQ): If SAP standards are not met for all coursework attempted by the end of Spring semester you will be disqualified for the entire year. Note: Students enrolled in programs of one year or less must be evaluated each term. You will be notified via your IVC email account and WebSTAR of the Disqualified (DQ) status. Disqualified students with extenuating circumstances may appeal (see the process below). Students may also remove deficiencies for prior academic years in the Summer session. Otherwise, SAP status will be re-evaluated at the next annual evaluation. Students who meet SAP standards at that point will be reinstated.

MAXIMUM TIMEFRAME (MTF): Once you have reached the MTF unit limit for your declared primary program of study or it is determined you are unable to complete your program within the MTF limit, you will be notified via your IVC email account and WebSTAR. If you have had a change of major or enrolled in a high unit major you may request a unit extension, the form is available on the Financial Aid webpage.If you feel you may have extenuating circumstances you may appeal (see the process below).

FINANCIAL AID PETITION/APPEALS PROCESS: If you have extenuating circumstances that prevented you from meeting SAP standards you may file an appeal. The first step is to complete all your financial aid requirements to determine if you are otherwise eligible for financial aid. The second step is to request an appeal from the financial aid office, you will be directed to complete the appeal form. You must explain the extenuating circumstances and what has changed that will allow you to make SAP by the next term. Documentation will be required to support your statement. Each appeal will be reviewed by the Appeal Committee and will be recommended for approval or denial based upon the student's individual circumstances. All decisions are final and there is no higher appeal. If your appeal is approved, you will ve required to meet with an academic counselor to develop an Academic Plan. Once financial aid receives the Academic Plan, you will be placed on Probation Status and awarded aid according to the conditions of the Academic Plan which will be reviewed each term.

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