Standards for Satisfactory Academic Progress Policy
Office of Financial Aid
Applies to:
This applies to students. This policy is required for institutions to measure student
academic progress towards a degree.
POLICY
Revised: 08/24/2014
Reviewed: 08/3/2015
Federal regulations require that Cincinnati State Technical and Community College review the
academic progress of students receiving federal financial aid. The review process evaluates
whether a student is “making measurable progress toward completion of their course of
study in order to continue receiving federal financial aid.” All credits attempted, since the
first semester of enrollment, and transfer credits, must be included, whether or not federal
financial aid was use. At Cincinnati State Technical and Community College, Satisfactory
Academic Progress (SAP) is evaluated at the end of each semester. If a student submits a
FAFSA application after the evaluation period, their SAP status will be reviewed at the
time the FAFSA application is received. If it is determined that the student is not making
satisfactory academic progress, the student will receive an e-mail notification. S/he must
respond to all notifications from the Office of Financial Aid in a timely manner to ensure
proper processing of their financial aid.
Standards of academic progress must be met by students receiving Federal
Student Aid (FSA), under Title IV programs, including: College Work-Study, Pell Grant,
Supplemental Educational Opportunity Grant, Subsidized and Unsubsidized Direct Loan, and
Parent PLUS Loan programs. These standards also apply to the following State of Ohio funded
programs: Ohio Academic Scholars, Ohio War Orphan, NEALP, Frank O’Bannon, Choose Ohio
First and Ohio Safety Officer Scholarships. All Cincinnati State scholarship recipients are
expected to adhere to the Satisfactory Academic Progress Policy.
Minimum Satisfactory Academic Progress (SAP) Standards
Satisfactory Academic Progress Policy 34 CFR 668.34
A student’s cumulative grade point average and the percentage of credits completed are used to
determine satisfactory academic progress. The review is based on students’ entire enrollment
history at Cincinnati State Technical and Community College including any enrollment period in
which a student did not receive financial aid, and all transfer credits received. Withdrawal from a
class, receiving an Incomplete or No Show grade will not affect a students’ grade point average
(GPA); however, it will affect the percentage of credits attempted.
It is the student’s responsibility to read, understand, and adhere to the Satisfactory Academic
Progress policy in order to remain eligible for financial aid. Failure to comply with this policy
can result in the student’s financial aid being terminated at Cincinnati State Technical and
Community College.
Completion Rate & Grade Point Average (GPA) Requirements
To be making satisfactory academic progress, a student must:
 Complete at least 67% (or two-thirds) of all courses attempted AND maintain a minimum
cumulative grade point average (GPA) of 2.0 or higher to remain eligible for federal
financial aid;
o Earned grades of A, B, C, D, P or S are considered completed credits and are
calculated in a student’s cumulative grade point average (GPA),
o Withdrawals (W), incompletes (I), audits (A) and grades of F (fail), and NS (no
show) are not considered completed credits but count toward a student’s
attempted credits for financial aid completion.
NOTE: Students who have earned a semester grade point average of 0.0 (zero) by receiving
grades failing grades of F or W, with Incomplete (I), and/or combination of failing grades
and/or withdrawals (W) will be immediately disqualified for financial aid and will be
placed on a SAP suspension and may have to appeal the suspension of their financial aid.
Failure to maintain Satisfactory Academic Progress:
Failure to meet the rate of completion requirement and / or the grade point average requirement
will result in the following:
Financial Aid Warning: (After one (1) semester)
Students who are not making satisfactory academic progress at the end of one term of enrollment
will be placed on financial aid warning and will be notified of their financial aid status.
During the term of financial aid warning, students are eligible for federal financial aid and are
encouraged to re-evaluate their academic progression toward the completion of their course of
study, obtain academic advising, and other academic support resources to support their academic
success.
Satisfactory Academic Progress Policy 34 CFR 668.34
Financial Aid Probation: the granting of financial aid for one term, based on an approved appeal.
Financial Aid Suspension: (After two (2) or more semesters)
Students, who are not making satisfactory academic progress after at least two semesters of
enrollment, will be placed on financial aid suspension and notified of their financial aid status.
Students who are placed on financial aid suspension will be ineligible to receive federal financial
aid for the next semester of enrollment unless they have an approved SAP Appeal. Due to the
limited amount of processing time between semesters, students who have elected to register for
the next semester will be held financially responsible for all tuition and other institutional
charges on their student account.
Students may appeal the suspension of their federal financial aid by documenting any
extenuating and/or mitigating circumstances that may have led to their inability to maintain
satisfactory academic progress. Students who submit a financial aid appeal are not
automatically reinstated for federal financial aid. The Office of Financial Aid considers the
students’ written appeal, other supporting documentation, and federal regulations when making a
final determination of financial aid reinstatement.
Maximum Time Frame for Financial Aid Eligibility
The maximum number of credits that can be attempted to complete an associate degree and
receive federal financial aid is up to the maximum time frame as determined by the eligible
program credits. Students will receive a Warning status when they have attempted 100 percent of
the (Maximum Time Frame) MTF and thereafter. Students who have reached their maximum
time frame in attempted credits are immediately ineligible for federal financial aid. To
obtain additional federal financial aid a student must submit a SAP Maximum Time Frame
Appeal, and meet with their academic advisor. Also, if a student has previously graduated
from a program, they are required to complete the Maximum Time Frame Appeal and
their academic advisors complete a Progress Review.
A student is ineligible when it becomes mathematically impossible for the student complete their
program within 150% of the length of their program. All periods of enrollment count towards a
student maximum time frame regardless if the student received federal student aid.
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Withdrawals, incompletes, and repeated courses are considered in the calculation of
credits attempted.
Students may repeat a previously passed course one time only. Meaning, the student may
attempt a passed course twice. Passed courses will count as attempted, but only one of
those courses will be counted as completed, for purposes of determining course
completion. The highest grade earned will be calculated into the grade point average.
Audited courses are not included in the calculation of credits attempted.
Satisfactory Academic Progress Policy 34 CFR 668.34
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If a student has transfer credits, that are applicable to their program, the credit hours are
applied towards the student maximum time frame.
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If a student has change majors, students are allowed up to two major changes.
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If a student has a double major, students are allowed to complete both programs within
the maximum time frame of both designated programs.
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If a student participates in the college academic forgiveness, for financial aid purposes all
coursework attempted must be included when evaluating student’s satisfactory academic
progress.

If a student completes program, but with no degree or certificate the student is no longer
eligible for additional financial aid for that program.

Students who return to Cincinnati State following any length of separation are subject to
meeting SAP regardless of their previous financial aid status. All courses attempted from
prior enrollment will be considered in evaluating SAP.
* Remedial Courses and English as a Second Language
Up to thirty (30) credits of combined remedial coursework and/or English as a Second Language
(ESL) courses are not calculated in the credit hours attempted but will count toward the
maximum time frame but does count towards completion percentage.
SAP Appeal Process:
Federal regulations restrict those circumstances that may enable a SAP appeal from being
successfully approved. Students should provide as much documentation as possible regarding
unusual and/or mitigating circumstances with their appeal to be afforded full consideration. The
Office of Financial Aid considers students’ written appeal, supporting documentation, and
federal regulations when making a final determination.
There are several reasons a student may file a SAP appeal. These include the following: death of
a family member; disabling illness or injury to the student; disabling illness or injury of an
immediate family member that required the student’s care, the student’s emotional or mental
health issue that required professional care, or other unusual circumstances beyond the student’s
control and/or demonstrated progressive academic improvement.
A student must properly document the basis for his or her appeal in accordance with the SAP
appeal requirements. A student should refer to the Satisfactory Academic Progress appeal Eform, meet with an academic advisor, and consult with a Student Financial Aid Advisor for
further information on the specific requirements of a SAP appeal.
The decision of the Satisfactory Academic Progress Appeal Committee is final. Students
may not re-appeal the decision of the SAP Appeal Committee, unless additional
information supporting original circumstances have been provided.
Satisfactory Academic Progress Policy 34 CFR 668.34
SAP Appeal Outcomes:
Financial Aid Probation Status: Students with approved GPA/Completion Rate appeals must
continue to earn a semester grade point average (GPA) of 2.0 or higher and semester
completion rate of at least 67% (or two-thirds) to maintain continued eligibility for federal
financial aid in each subsequent semester. Students on financial aid probation status for
insufficient grade point average or insufficient completion rate must demonstrate progressive
improvement toward their degree; however, students may not exceed their maximum time frame
while on financial aid probation and continue to receive federal financial aid. If a student on
Financial Aid Probation reaches their maximum time frame in attempted credits, the student will
have to complete a Maximum Time Frame Appeal.
Financial Aid Probation Status: Students with approved Maximum Time Frame Appeal must
continue to follow their prescribed degree plan and recommended courses associated with their
declared major to continue to receive federal financial aid. Additionally, students are expected to
complete their degree within the number of credits as defined by and associated with the most
recent Maximum Time Frame Appeal. Students on financial aid probation status for
maximum time frame must demonstrate progressive improvement toward their degree by
maintaining a cumulative grade point average (GPA) of 2.0 or higher and complete 100%
of all courses attempted per semester in order to remain eligible for federal financial aid.
Academic Plan Status: Students who have are placed on academic plan status are required to
complete 75% of all coursework attempted and a 2.5 semester GPA. If a student does not meet
the Academic Plan conditions, the student must pay all expenses out of pocket until meeting
Satisfactory Academic Progress overall.
Suspension Status: Students who have not demonstrated mitigating circumstances for an
approved SAP appeal will have to meet the overall Standards of Satisfactory Academic Progress
to have federal financial aid reinstated. Students may not re-appeal circumstances, which have
already been denied unless additional documentation has been provided. Students who are placed
on Financial Aid Suspension will have their SAP status evaluated at the end of each semester of
enrollment to determine whether the student has complied with overall cumulative SAP
standards to be returned to an eligible SAP status.
Satisfactory Academic Progress Policy 34 CFR 668.34