Satisfactory Academic Progress (SAP)This Satisfactory Academic Progress (SAP) policy is effective July 1, 2016, and supersedes all other CCBC SAP policies published on the web and/or in prior catalogs. All financial aid funds will only pay for courses required for your declared program of study.
Federal regulations require that all federal financial aid recipients be enrolled in a degree-seeking or approved certificate program and maintain Satisfactory Academic Progress (SAP) to maintain eligibility. The Community College of Baltimore County (CCBC) complies with this requirement by monitoring each student’s academic progress against three standards: minimum cumulative grade point average (GPA), minimum completion rate, and maximum time frame for completion of a degree or certificate consistent with the provisions of this policy. All federal, state, and institutional financial aid programs administered by CCBC are governed by this policy.
Degree Seeking Students
- CCBC evaluates SAP once a year, after the spring semester, for students currently in Good Standing who are seeking an Associate’s degree.
- Students, who are assigned a status of Warning or Probation or are currently on an Academic Plan, are required to be reviewed at the end of each semester/payment period.
- Students, who are enrolled in a Certificate program are required to be reviewed at the end of each semester/payment period.
The programs governed by these regulations are (but not limited to):
- Federal Pell Grant
- Federal Supplemental Education Opportunity Grant (FSEOG)
- Federal Direct Stafford Loans (Subsidized & Unsubsidized)
- Federal Direct Parent Loan for Undergraduate Students (PLUS)
- Student Employment (Federal Work-Study and Institutional Student Employment)
- CCBC Opportunity Grant
- CCBC Completion Scholarship
- CCBC Foundation Inc. Scholarships
- Maryland State Education Assistance and Guaranteed Access Grants
- Maryland State Delegate & Senatorial Scholarships
- Maryland State Tuition Waiver Program
SAP Standard Measurements
Cumulative financial aid grade point average (GPA)
|Billable Credits||Required GPA|
|1 — 18||1.50|
|19 — 31||1.75|
|32 — 44||1.85|
|45 or more||2.00|
The financial aid GPA calculation includes all courses taken at CCBC including legacy coursework (Catonsville C.C., Dundalk C.C., and Essex C.C.). Developmental coursework, including English as a Second Language (ESOL), is counted in the cumulative financial aid GPA. Please note the cumulative GPA on a student’s college transcript may not match the cumulative GPA for the financial aid calculation.
ESOL, English, and Reading developmental course grades of Satisfactory will be treated as a “C” grade and Unsatisfactory will be treated as an “F” grade for financial aid GPA calculations. Mathematics developmental course grades will be treated as posted by the instructor (A, B, C, or F).
Loss of Financial Aid Eligibility
ESOL courses will be included in the completion rate and financial aid GPA but are not included towards the maximum 30 billable hours of developmental courses.
Withdrawals, Incompletes, Repeats, and Audits
Credits for repeated courses are treated as attempted but not earned except for the course with the highest grade, which is included in the GPA calculation.
Billable hours for developmental coursework with a grade of “S” (satisfactory) are treated as attempted and earned. A grade of “U” (unsatisfactory) is treated as attempted but not earned.
Example: If a student receives an “F” the first time he or she takes a course and subsequently passes the course with a “D”, the student may only receive financial aid once to improve their “D” grade.
Second Degree Students
Students with double majors are monitored like any other students under this policy. Students will be limited to receive financial aid for only 2 majors.
Change of Degree Program
Should a student exceed the 150% maximum time frame allowed for their degree program, the student may appeal if they have extenuating circumstances. All transfer hours accepted by CCBC will be included when determining maximum timeframe eligibility.
Warning (attendance prior to Fall 2016)
- The Financial Aid Warning period will be applied to the next semester the student is enrolled in classes.
- Students will continue to receive financial aid while on Financial Aid Warning.
- A student is not eligible for financial aid until minimum SAP standards are met.
- A student has the right to appeal and request reinstatement of federal and state financial aid eligibility.
Probation with Academic Plan
An appeal must be based on a documented extenuating circumstance or situation which prevented the student from completing/passing your courses, or which necessitated a withdrawal from classes. A work conflict, repetitive withdrawals and/or failures are not extenuating circumstances.
The submitted appeal must:
- Include information describing why minimum SAP standards have not been met and how the situation has changed so that SAP will be met at the next evaluation.
- Detail any extenuating circumstances and include supporting documentation from a 3rd party (e.g., police reports, detailed hospital bill or physician’s statement, death certificate, military deployment, etc.).
- Include enrollment plans for next period of enrollment (e.g., number of credit hours, change in major, Academic Improvement Plan details, any other academic-related documentation, etc.).
- Be complete and submitted to the Financial Aid Office by the deadline for each period of enrollment.\
Students, who have lost eligibility to participate in federal student aid programs for reasons of satisfactory academic progress, can regain eligibility only by enrolling at CCBC at his/her own expense and achieving minimum SAP standards. A period of non-enrollment will not restore eligibility to a student whose financial aid has been suspended for failure to make satisfactory academic progress.
Note: the SAP policy differs from CCBC’s Academic Probation/Dismissal Policy (see college catalog) and a student may be ineligible to receive financial aid but still be permitted to attend classes. These two policies also have separate appeal procedures.
At the end of the semester of Probation with Academic Plan, the Financial Aid Office will determine if the student is meeting the minimum standards for satisfactory academic progress.
- If the student has met the minimum standards for SAP, the student will no longer be considered on Probation with Academic Plan and will be placed back in Good Standing.
- If the student is not meeting the minimum standards for SAP, the Financial Aid Office will determine if the student met the terms of his/her academic plan.
a. If the terms of the plan are met, the student will be eligible to continue on Probation with Academic Plan status for financial aid.
b. If the terms of the plan are not met, the student will be ineligible for financial aid until the student is meeting the minimum standards of SAP on a self-pay basis.
- If an appeal is denied, students can only be reinstated for financial aid eligibility if they satisfy the minimum SAP requirements.
- If an appeal is approved and the student does not fulfill the conditions of his or her Probation or Probation with Academic Plan, the student will not be eligible for aid for any future semesters during their academic career unless the student satisfies all deficiencies. Students in this situation cannot have their financial aid reinstated and have exhausted their right to appeal.
Regaining Financial Aid Eligibility
- A student, whose financial aid has been suspended, may regain eligibility after taking classes at his/her own expense and meeting the minimum requirements of a 2.0 GPA, minimum 67% completion rate, and not exceeding the 150% maximum timeframe.
- It is the student’s responsibility to notify the Financial Aid Office when these conditions have been met.