In this example, the student has not met the required completion rate for two consecutive semesters and will be placed onto cancellation status and is no longer eligible for financial aid.
Example 2, Katherine registers for the following:

Semesters	Semester Attempted Credits	Total (Cumulative) Attempted Credits	Semester Successfully Completed Credits	Total (Cumulative) Successfully Completed Credits	% of Total Attempted Credits (Total Completed / Total Attempted)	Minimum Completion Rate Met?
Transfer Credits		12		12
Summer 2024	10	22	8	20	90%	Yes
Fall 2024	10	32	4	24	75%	Yes
Spring 2025	12	44	5	29	65%	No

In this example, the student has not met the required completion rate for one semester and will be placed onto warning status. The student will need to ensure that they meet the required completion rate during their next semester of enrollment, or they will be ineligible for financial aid.

Maximum Time Frame (MTF)

Students must complete the degree requirements within 150% of the required hours for their degree program. Students lose eligibility for future awards after the term in which they exceed the maximum hours. A student may also fail the maximum timeframe measure at the point at which it is determined that it is not possible for the student to complete the program within the maximum timeframe. All hours attempted at Rhodes State (not just for your current program) and any transfer credits from other institutions are considered when determining financial aid eligibility; whether or not financial aid was received.

To determine the maximum allowable hours for a specific program of study (major) refer to the Rhodes State College Catalog, note the total hours required for the program and multiply that figure by 1.5.

For example, if a student is enrolled in a program that requires 64 credits to graduate, the student cannot attempt more than 96 credits, or his/her financial aid will be suspended.

64 credits x 1.5(150%) = 96 credits

An attempted credit includes all credits that you are enrolled in after the add/drop deadline for the course and all courses that appear on your transcript.  These may include courses for which you earn a regular letter grade, a “W” to show withdrawal, and pass/no pass grades.  Regardless of where the hours were attempted (transfers from other institutions, or at Rhodes State College), Rhodes State College SAP policy will apply. These hours include developmental courses, repeated courses, transfer courses, and courses from which a student withdraws. Credits that are not counted toward the student’s program will also be counted as both attempted and completed hours. Students transferring to Rhodes State will have their eligibility determined their first semester after grades have rolled and after all transfer credits have been applied to their academic record. 

Notification of SAP Status

A student who fails to maintain satisfactory academic progress during a term will receive a SAP Status Notification via their Rhodes State College Email. A student’s current SAP status is also viewable within the student’s STARS Online account.

Consequences of not meeting SAP

Evaluation

Academic progress will be evaluated at the end of each semester after grades are posted according to the criteria stated above.

1. The first semester a student fails to meet the cumulative minimum GPA or completion ratio (pace) criteria set in the policy, will be placed on Warning Status, sent a warning notification email, and may still receive aid.
2. Failure to meet the cumulative minimum GPA and/or completion ratio (pace) while on Warning Status will result in the student being placed on Cancellation Status and sent a cancellation email. While on cancellation status, the student is ineligible for federal, state, and most institutional financial aid.
3. Once a student has attempted 125% of the published program hours (MTF), they will receive a courtesy email notifying them that they are approaching the limit of their financial aid eligibility. After the student has attempted 150% of the published program hours, they will be placed on Cancellation Status and sent a cancellation email.
   
   Students on warning, cancellation, or probation status for SAP WILL NOT have aid released for the subsequent semester until all current semester grades have been posted and academic progress has been reviewed. Therefore, fees may not be paid by the published due date if grades are posted late.

Repeat Courses

The Department of Education does allow repeat coursework previously taken in a program. Students CAN receive financial aid:

• To repeat a course that has already been passed (D- or higher) only one additional time. Any repeated attempts after that will not be eligible for financial aid. Note that this applies even if you earn a failing grade (E/U) or withdraw (W) during the second attempt.
• As many times as necessary to repeat a course in which the only previous grade earned has been a failing grade (E).

Major Change with GPA Adjustments and Fresh Start

Students returning under the Major Change with GPA Adjustment process should note that this adjustment does not affect their current SAP status. Additionally, students who apply for and receive a Fresh Start must still meet all requirements of the current SAP policy.

Per federal regulations, a student’s entire academic history is reviewed when determining SAP eligibility. This includes all attempted hours, such as transfer credits, developmental coursework, incompletes, withdrawals, and repeats.

It is the student’s responsibility to review their SAP status and academic progress to ensure compliance with all academic requirements. Students re-entering Rhodes State after any period of separation are also subject to the current SAP policy.

Auditing

Prior to the 15^th day of the term, audited hours will not receive federal financial aid. After the 15^th day of the term, students who change to an audit will be subject to a return of Title IV funds calculation. Auditing a course (s) is not considered successful completion of the course(s) and may affect a student's financial aid status.

Program Changes

A student who has changed their major is more likely to reach the maximum time frame for SAP purposes. If a student changes their program during their enrollment at Rhodes, the MTF hours will change to coincide with the new program which may cause the student to go directly to Cancellation Status.

Completing Coursework for a Degree

If a student has completed all required courses for their degree program while on an approved MTF SAP Appeal, they will be placed back into Cancellation Status and they may not receive aid for any more classes, unless another appeal is approved (see Additional Degrees and Certificates). 

Additional Degrees and Certificates

Students who have received one or more associate degrees or certificates and are returning for an additional degree or certificate must complete the Petition for Additional Credential process to be considered for any further aid. The petition must be completed with an Academic Advisor and the creation of an educational plan reflecting all courses required through program completion must be included. The student will be notified of any additional credit hours approved via student email. Once the student has reached the additional limit, their financial aid eligibility will be terminated. Students completing transfer degrees may not be eligible for more than one additional program. Financial aid will be limited to only those classes required for the new program(s).

Retroactive Withdraws

Occasionally, a student petitions to have a class(es) retroactively dropped due to extenuating circumstances. If the petition is approved, the adjustment to the student’s class(es) does not automatically change the SAP status for that semester. The student will have to self-identify that SAP needs recalculated by submitting a SAP Review Request. In some situations, the SAP status will not improve.

College Credit Plus (CCP) Courses

All courses taken at Rhodes State while attending high school are included in the total number of credits completed and attempted and will be included in SAP calculations. A high school student that transitions to a regular degree seeking student after graduation will have one semester to ensure they meet the required SAP standards. If the student does not meet the SAP requirements for GPA and/or completion or exceeds MTF at the end of the first semester as a regular student, they will go to cancellation and could submit a SAP Appeal as normal procedures require. Occasionally, a high school student will obtain an associate’s degree when completing high school graduation requirements. If this happens, the student will need to complete the Petition for Additional Credential process to be considered for future financial aid.

Incomplete Grades

An “I” indicates that the work of the student in the course is satisfactory but that for legitimate reasons a small portion of the course remains to be completed.

The grade “I” shall be temporarily recorded on the student’s grade report. The student must complete and submit the coursework no later than the sixth Friday following the start of the semester or term after the one in which the “I” was received. Upon the request of the student to the instructor, within the six-week period, the Vice President for Academic Affairs may allow a student additional time in which to complete the work. Generally, this shall not be longer than the end of the semester following the semester in which the “I” was received.

If the student fails to complete the coursework, the final grade will be determined by giving the student a zero on all remaining and unfinished work. These zeros will be used to calculate the final course grade. Students who are unsuccessful in a required competency (as defined in the syllabus) will receive an “E/U” grade.

Incomplete grades will be included in the calculation for both GPA and Pace. A student will be placed on warning or suspension if the minimum GPA and Pace do not meet SAP standards until the incomplete is changed to a letter grade.

If coursework is not completed, or if an incomplete grade becomes a failing grade (E), the warning or suspension status will remain in place. If coursework is successfully completed, the warning or suspension status may be removed, provided the student’s GPA and Pace meet the required standards.

Options for Reinstatement of Financial Aid After Cancellation

SAP Appeal - Extenuating Circumstances

If the failure to maintain Satisfactory Academic Progress (SAP) was due to extenuating circumstances, students will need to submit the following documentation to the Financial Aid Office:

1. A completed SAP Appeal Form (StudentForms) which includes:
   1. A signed statement detailing the extenuating circumstances that caused you to unsuccessfully complete your classes.  In addition, describe what has changed for you to be successful going forward.
   2. Documentation showing the circumstances for which the student failed to meet the requirements.
   3. Meet with your academic advisor to request an Education Plan. The Education Plan will list all the courses you need to bring yourself to good standing and/or are needed to graduate with your degree.

Note: Students are only allowed two (2) approved satisfactory academic progress appeals during their enrollment at Rhodes State College. Once these two appeals are met, any subsequent appeal will be denied.

SAP Review - Independent Reinstatement Request

If the failure to maintain Satisfactory Academic Progress (SAP) was not due to extenuating circumstances:

1. Successfully complete a minimum of three (3) credit hours required within your academic major. All courses for which you are registered must be successfully completed.
2. Achieve a term GPA of a 2.0 without the use of federal financial aid funds and bring cumulative GPA to minimum standards set forth by your program.

Both of the above mentioned options must meet the following conditions:

• Pass the class(es) with a minimum GPA of 2.0 for the term.
• Pay your bill in full by the end of the term without the use of federal funds. (Out of pocket, scholarships, payment plan, etc.)
• Submit a Satisfactory Academic Progress (SAP) Review Request form (StudentForms) which includes:
  1. A signed statement outlining the courses the student has taken and passed to determine if aid will or will not be restored.
  2. Supporting documentation reflecting your grades and payment of course(s) in full.

Appeal or SAP Review Outcomes

Approval of Appeal: 

If the written appeal is granted, the student’s eligibility for federal aid will be restored on a probationary basis for their next term of enrollment. During this probationary term, the student must achieve a minimum cumulative GPA of 2.0 and maintain a 67% completion rate (Pace) to continue receiving federal aid. Students who do not meet these standards may lose eligibility in the semester following the probationary term.

Approval of Appeal with Education Plan: 

If a written appeal is approved but the student is unlikely to meet SAP requirements after the approved term, the student’s federal aid eligibility will be restored on a probationary basis. This probation will continue until the specific conditions outlined in the approved appeal are met.

• For students not meeting the required Pace or GPA, the maximum probationary period is two (2) terms.
• For students who have exceeded Maximum Time Frame (MTF), the maximum probationary period is four (4) terms.

Approval of SAP Review:

If the requested review is approved, the student’s eligibility for federal aid will be restored on a probationary basis for their next term of enrollment. During this probationary term, the student must achieve a minimum cumulative GPA of 2.0 and maintain a 67% completion rate (Pace) to continue receiving federal aid. Students who do not meet these standards may lose eligibility in the semester following the probationary term.

Denial of Appeal: 

If the requested appeal is denied, the student may submit additional documentation related to their circumstances or pursue the SAP Review – Independent Reinstatement Request option listed above as an alternative to restore federal financial aid eligibility.

Denial of Review Request: 

If the requested review is denied, the student’s federal aid will not be reinstated for the next semester of enrollment. The student may attempt additional semesters by following the SAP Review – Independent Reinstatement Request option in the next term.

With either an approval or denial of the student’s SAP appeal or review request, the student will receive an email notification regarding the decision. If approved, the notification will also include details about the terms and conditions of the approval, as well as any requirements that must be met to continue receiving federal student aid.

SAP Appeal Policy and Requirements

Appeal Limit:
A student may successfully appeal Satisfactory Academic Progress (SAP) a maximum of two (2) times while enrolled at Rhodes State College.

Required Documentation for an Appeal:
Students must submit the following to the Financial Aid Office when requesting a SAP Appeal:

1. Completed SAP Appeal Form via the StudentForms Portal, which includes:
   1. A written statement explaining the circumstances that led to the unsuccessful completion and what has changed to ensure future success.
   2. Supporting documentation relevant to those circumstances.
2. Active, locked education plan created by the academic advisor, outlining the courses required to meet SAP standards or complete the degree program.

Extenuating Circumstances Considered (with documentation) EG.:

• Family difficulties (e.g., divorce, illness, hospitalization)
• Interpersonal problems (e.g.,friends, roommates, significant others)
• Difficulty balancing school with work, athletics, or family responsibilities
• Financial hardships

Appeal Outcomes:

• Appeal Approved Without Education Plan:
  The student is expected to return to satisfactory standing after the approved semester. Failure to do so will result in immediate Financial Aid Cancellation.
• Appeal Approved With Education Plan:
  The student will be placed on probationary status for a maximum of two (2) semesters for GPA and four (4) semesters for maximum timeframe. The student must follow the education plan exactly to maintain eligibility.

If the education plan indicates that the student cannot meet reinstatement requirements within the allowed timeframe, the appeal will be denied. If the student fails to meet SAP requirements after the probationary period, they will be placed on financial suspension and must pay for the next term without federal funding.

Successful Completion:

Coursework is considered successfully completed when a letter grade is earned. Acceptable grades for federal aid eligibility are listed in the catalog under Registration in the Student Handbook. Unacceptable grades include: W, WP, WF, I, E, R (Audit), U.

GPA Requirement:

SAP GPA requirements are evaluated at the end of each term. Grade changes within a term will not alter SAP status for that term but will apply to the next term of attendance.