Office of Student Financial Aid

Satisfactory Academic Progress (SAP)
Policy & Academic Deficiency

Overview

When students accept financial aid, they also accept responsibility for making Satisfactory Academic Progress (SAP). This section is designed to help students understand the requirements for satisfactory academic progress associated with receiving financial assistance.

Please read all this information carefully. You are responsible for understanding these requirements.

If you have questions regarding the requirements as outlined here, contact the Office of Student Financial Aid at (509) 335-9711 or finaid@wsu.edu.

What is SAP?

Federal & state financial aid regulations require that recipients of federal and state aid make satisfactory academic progress toward the completion of a degree. Therefore, Washington State University student aid recipients, in addition to meeting other financial aid eligibility criteria, must be in good academic standing and making satisfactory progress in their degree program. The SAP policy must be as strict as, or stricter than, the university’s academic progress policy. The SAP policy is reviewed on an annual basis and if policy changes are made, they will then be updated.

SAP Requirements

Qualitative Component, consisting of grades (cumulative term G.P.A.), work completed, etc.
Quantitative component, consisting of a maximum time frame in which student must complete his or her educational program. Monitored by credit hours and terms of enrollment.

Definition

Students applying for financial assistance must be in compliance with the SAP Policies as a condition of initial or continuing eligibility.

Financial aid will be denied to students who fail to maintain progress under the policy.
At the end of each term a review will be made to ensure compliance with the grade point average (GPA), maximum time limit, and minimum hour requirements of the policy.
First-time or returning aid applicants who have previously attended WSU must also be in compliance with the policy even though aid has not been received during periods of prior attendance.

Notification

Letters of deficiency will be sent at the end of each term to notify those students who failed to meet the Satisfactory Academic Progress standards. Information will also be updated on MyWSU.
- Depending upon the severity of the deficiency, financial aid may be withheld.
- Deficiency notifications are based on information that is subject to change or correction. Therefore it is the responsibility of students who have been notified of a deficiency to document any corrections to information (such as grade changes, consortium credits, etc.) used to determine their status.
Also, because of the limited amount of time between terms, a complete review of all aid recipients' status may not be possible before the beginning of the next term.

Any aid released to a student who is subsequently determined to be ineligible under the rules for SAP will be rescinded and the student will be billed.

A.	General Policies
	A.1	Academic Deficiency Rule 43
	A.2	Maximum Time Limit
	A.3	Remedial Courses
	A.4	Repeat Courses
	A.5	Continuing Education (DDP) Courses
	A.6	Satisfactory Course Completion
	A.7	Audited Courses
	A.8	Incomplete Courses
	A.9	Endorsements

B.	Undergraduate Students Credit Hours Completion Requirements
	B.1	Full-Time Enrollment
	B.2	Less Than Full-Time Enrollment
	B.3	Evaluation Period
	B.4	Not for Credit Courses
	B.5	Probation/Denial
		B.5.1	Probationary Status
		B.5.2	Denial of Financial Aid Funds

Academic Regulations for GPA - Grade Point Average Deficiencies

C.1

Undergraduate Degree Students - GPA

C.1.1

Requirements

C.1.2

Probation

C.1.3

Denial

C.2

Second Undergraduate Degree Students - GPA

D.	Maximum Time Limit
	D.1	Overview
	D.2	Undergraduate Students
		D.2.1	Full-Time Enrollment
		D.2.2	Less Than Full-Time Enrollment
		D.2.3	Transfer Credit
		D.2.4	Summer Session Enrollment
		D.2.5	Washington State Need Grant
	D.3	Second Undergraduate Degree Students
		D.3.1	Terms
		D.3.2	Less Than Full-Time
		D.3.3	Time Limit
	D.4	Graduate Students
		D.4.1	Master's Degree Candidates
			D.4.1.1	Terms
			D.4.1.2	Less Than Full-Time
			D.4.1.3	Time Limit
		D.4.2	Doctoral Degree Candidates who have a Master's Degree
			D.4.2.1	Terms
			D.4.2.2	Less Than Full-Time
			D.4.2.3	Time Limit
		D.4.3	Doctoral Degree Candidates who do not have a Master's Degree
			D.4.3.1	Terms
			D.4.3.2	Time Limit
	D.5	Pharmacy and Veterinary Medicine Students
		D.5.1	Terms
		D.5.2	Time Limit
	D.6	Graduate Certificate Programs
			Graduate Certificate Specific Rules
		D.6.1	Terms
		D.6.2	Time Limit

E.	Appeals and Reinstatement of Aid After Denial
	E.1	Overview

	E.2	Appeal Instructions


	E.3	Appeal Process/Results

F.	Other Academic Policies
	F.1	University Reinstatement (Rules 38, 39)

	F.2	More Information

Satisfactory Academic Progress Policies

A.	General Policies
	A.1	Academic Deficiency Rule 43
		Courses which have been omitted from the transcript record under Academic Deficiency Rule 43 are not automatically disregarded for purposes of determining financial aid satisfactory progress.
	A.2	Maximum Time Limit
		All terms, including summer, in which a student is enrolled count toward the maximum time frame and minimum credit hours completed requirement, even if the student completely withdraws from school. Terms of enrollment in which no aid is received will count towards the maximum time frame limit.
	A.3	Remedial Courses
		Not more than 3 remedial courses may be taken in one academic year. Examples of remedial courses are MATH90, MATH91 and MATH99.
	A.4	Repeat Courses
		Courses count once in the calculation of minimum hours completed. Therefore, a repeat of an "A", "B", "C", "D", "Pass" or "S" will not count as additional credits unless otherwise noted in the WSU Time Schedule. Students repeating a course in which an "I" or "X" was previously received will not be funded except on a case-by-case basis.
	A.5	DDP Courses
		Distance Degree Program courses must be completed in the term enrolled and will be treated the same as regular credit hours for determining a student's satisfactory academic progress status.
	A.6	Satisfactory Course Completion
		Satisfactory completion:
		Course grades of "A", "B", "C", "D", " Pass" or " S".
		Unsatisfactory completion:
		Course Grades of "F", "W", " X" or " I".
	A.7	Audited Courses
		Audited courses do not count towards the release of a students financial aid nor in the calculation of completed credit hours for SAP purposes.
	A.8	Incompletes
		Incompletes or X’s are considered making unsatisfactory progress and are calculated as such in the SAP policy. On a case-by-case basis a student’s SAP status may be updated depending upon the situation. Example: receiving an Incomplete or X in an internship program that is not able to be completed by the end of the term.
	A.9	Endorsements
		Students working only on endorsements are not eligible for funding.

Undergraduate Students Credit Hours Completion Requirements

B.1

Full-Time Enrollment

Number of Credits Student Is Enrolled In	Number of Credits Student Must Satisfactorily Complete
12 or more	Must satisfactorily complete a minimum of 12 credits.

B.2

Less Than Full-Time Enrollment

Students who enroll on a less than a full-time basis must complete minimum credits according to the following schedule:

Number of Credits Student Is Enrolled In	Number of Credits Student Must Satisfactorily Complete
9 - 11 Credits	Must satisfactorily complete a minimum of 9 credits.
6 - 8 Credits	Must satisfactorily complete a minimum of 6 credits.
5 or Less Credits	Must satisfactorily pass all credits in which enrolled.

B.3

Evaluation Period

Evaluation of credit hour requirements is performed at the end of each term of enrollment.

B.4

Not for Credit Courses

Not for credit courses (for example, Math 91, Math 92, Math 99, Math 100, Math 101 and English 103) will count toward minimum credit hours completed. Not for credit and remedial credits courses will only be counted for one academic year. Remedial credits are monitored by the SAP system.

B.5

Probation/Denial
If you fail to make satisfactory progress during any term, you will be placed on probation or have your aid denied. The following criteria for determining your status are used:

B.5.1

Probationary Status

Probationary status occurs when students fail to complete the minimum number of hours required, based on their individual enrollment. Students are allowed one probationary term to complete the minimum credit hours that are needed.

If you were enrolled in	You are on probation if you completed only
6 credits	3 to 5 credits
7 credits	3 to 5 credits
8 credits	3 to 5 credits
9 credits	4 to 8 credits
10 credits	4 to 8 credits
11 credits	4 to 8 credits
12 credits	6 to 11 credits

B.5.2

Denial of financial aid funds

Denial of financial aid funds occurs when students fail to complete the minimum number of hours required during a probationary term OR students fail to complete at least 50% of the minimum number of hours required based on individual enrollment.

Students who fail to complete the number of enrolled credits during their probationary period will be placed in a denial status.

C.	Academic Regulations for GPA - Grade Point Average Deficiencies
	C.1	Undergraduate Degree Students - GPA
		C.1.1	Requirements
			Academic standing policies require that all students maintain a 2.0 cumulative/term GPA.
		C.1.2	Probation
			After any term of enrollment, students below a 2.0 cumulative/term grade point average for the first time, will receive a probationary notice (Form 3R) that must be signed and returned.
		C.1.3	Denial
			C.1.3.1	After two terms of enrollment, a student with a cumulative/term GPA below a 2.0 will be denied further financial aid until a 2.0 or better is obtained.
			C.1.3.2	Transfer students must meet the minimum cumulative/term 2.0 GPA requirement for all terms enrolled at WSU.
	C.2	Second Undergraduate Degree Students - GPA
		Students enrolled for the purpose of earning a second bachelor's degree (Class 5B) or Teacher's Certification (5C) must maintain a cumulative/term GPA of 2.0 for all terms of enrollment.

D.	Maximum Time Limit
	D.1	Overview
		Students not completing their degrees within the maximum time limit, as described in the following outline, are not considered to be making satisfactory progress toward their degree.
		D.1.1	All terms of enrollment at WSU as well as any transfer credits count toward the maximum time limit.
		D.1.2	Terms in which no aid is received will count if the student is enrolled after the first day of classes.
		D.1.3	If it is determined that the student has completed the requirements for a degree, regardless of whether the student has applied to receive the degree, the student will no longer be eligible for financial aid for that degree.
		D.1.4	If it is determined that a student has achieved 150% of the program requirements for a bachelor’s degree they are no longer eligible for financial aid.
	D.2	Undergraduate Students
		D.2.1	Full-Time Enrollment
			Undergraduates will be allowed a maximum of 12 full-time terms (six years) in which to complete a degree. Aid will be denied to students who have not completed their degree within this time.
		D.2.2	Less Than Full-Time Enrollment
			Terms in which enrollment is less than full-time (12 hours) will be counted as the equivalent of three-quarter, half or less than half of a full-time term for enrollment breakdown.
		D.2.3	Transfer Credit
			Credit hours transferred from other institutions will affect the maximum time frame described in this policy. (For example: 15 transfer credits are equivalent to 1 term.)
		D.2.4	Summer Session Enrollment
			Enrollment in summer session will count toward the maximum time frame, grade point average, and credit hour requirements.
		D.2.5	Washington State Need Grant
			An otherwise eligible student may receive a Washington State Need Grant for a maximum of five years (ten full time equivalent terms). The Washington Higher Education Coordinating Board monitors the number of terms each student receives the State Need Grant at each college or university the student has attended.
	D.3	Second Undergraduate Degree Students
		D.3.1	Terms
			Students who have earned an undergraduate degree and who are pursuing a second undergraduate degree (Class 5B) must complete their degree within three years (6 full-time terms). Teacher certification (Class 5C) students must complete certification in 4 terms.
		D.3.2	Less Than Full-Time
			Terms in which enrollment is less than full-time will be counted as three-quarter or half of a full-time term.
		D.3.3	Time Limit
			The maximum time limit calculation is based on all terms of enrollment as a second-degree or certification student, whether or not aid is received during any of the terms.

	D.4	Graduate Students
		D.4.1	Master's Degree Candidates
			D.4.1.1	Terms
				Master's degree candidates have a maximum time limit of three years (6 full-time terms).
			D.4.1.2	Less Than Full-Time
				Terms in which enrollment is less than 10 hours will be counted as one-half of a full-time term.
			D.4.1.3	Time Limit
				D.4.1.3.1	The maximum time limit calculation is based on all terms of enrollment as a master's degree student whether or not aid is received each term.
				D.4.1.3.2	Enrollment for summer credit hours is also calculated into the maximum time limit for receiving a master’s degree.
				D.4.1.3.3	Six full-time terms are all that is allowed to complete all master’s course level work. Additional semesters are not allowed for subsequent master’s programs.
		D.4.2	Doctoral Degree Candidates who have a Master's Degree
			D.4.2.1	Terms
				Students in a doctoral degree program and who have a master's degree must complete their degrees within five years (10 full-time terms).
			D.4.2.2	Less Than Full-Time
				Terms in which enrollment is less than 10 hours will be counted as one-half of a full-time term.
			D.4.2.3	Time Limit
				The maximum time limit calculation is based on all terms of enrollment as a doctoral degree student whether or not aid is received during any of the terms.
		D.4.3	Doctoral Degree Candidates who do not have a Master's Degree
			D.4.3.1	Terms
				Doctoral degree students who have not earned a master's degree must complete their degree within eight years (16 full-time terms).
			D.4.3.2	Time Limit
				The maximum time limit calculation is based on all terms of enrollment whether or not aid was received each term.
	D.5	Pharmacy and Veterinary Medicine Students
		D.5.1	Terms
			Pharmacy and Veterinary Medicine students must complete their degree within five years (10 full-time terms).
		D.5.2	Time Limit
			The maximum time limit calculations are based on all terms of enrollment as a Pharmacy or Veterinary Medicine student whether or not aid is received during any of the terms.
	D.6	Graduate Certificate Students
			Graduate Certificate Specific Rules Graduate certificate programs eligible for federal financial aid funding are: Aging School Psychology Exercise Science Protein Biotechnology Interdisciplinary Environmental Biogeochemistry Optoelectronics Public Service leadership, and Instructional Design. The Administrator Credential program is not eligible for financial aid funding. Graduate students must be enrolled at least half-time (5 credits) in order to be eligible for financial aid funding.
		D.6.1	Terms
			Graduate certificate students must complete their certificate program within two academic years (including summer) (6 terms) of enrolling in the program, regardless of whether enrolled half-time or full-time.
		D.6.2	Time Limit
			The maximum time limit calculations are based on all terms of enrollment in the certificate program whether or not aid is received each term.

E.	Appeals and Reinstatement of Aid After Denial
	E.1	Overview
		E.1.1	You have the right to appeal the denial of financial aid. Exception: Appeals will not be reviewed for any student who is not a FAFSA filer and is seeking a loan from a private lender. A list of private lenders who do not monitor academic progress is available on our website.
		E.1.2	The appeal must be submitted no later than the midpoint of the term for which you are enrolled or it may be denied. Appeals submitted after the midpoint of the term must have grade progress reports submitted and an explanation as to why the appeal was submitted late. Appeals submitted for future terms do not need current grade reports. Appeals submitted the last week of the term will not be reviewed.
		E.1.3	Appeals will not be reviewed until all requested information has been received.
		E.1.4	ALL infractions must be appealed to the Financial Aid Satisfactory Academic Progress Appeals Committee. Students who fail two consecutive SAP contracts must file a written appeal and will be contacted to schedule an interview with the SAP committee.
		E.1.5	Students who have failed 3 or more consecutive SAP contracts are not eligible to file an appeal until they are in compliance with the SAP policy. Only under extreme circumstances will an appeal be accepted for review. Examples of these circumstances are: death of an immediate family member; medical emergency such as surgery or hospitalization by student or immediate family member.
	E.2	Appeal Instructions
		E.2.1	Submit a letter of explanation describing the circumstances that led to this situation. (The Satisfactory Academic Progress (SAP) Committee encourages you to limit your response to 500 words.) Suggested points to cover:
			E.2.1.1	The circumstances that occurred which led to my deficiency are ...
			E.2.1.2	My plan to resolve my deficiency includes the following...
			E.2.1.3	[If you are not currently enrolled] I will take ... (list courses/numbers) during the ...(term).
			E.2.1.4	[If deficiency is due to maximum time frame] My anticipated graduation date is _... (month/year).
		E.2.2	Submit supporting documentation that proves each factor noted as influencing your academics.
			E.2.2.1	If the reason for the appeal is due to a medical condition, you MUST supply a letter from your health care provider stating whether or not they feel you are well enough to return . DO NOT SEND US YOUR MEDICAL RECORDS.
			E.2.2.2	If the reason is due to exceeding maximum time frame, you MUST supply documentation from your academic adviser confirming your graduation date. If you are seeking two majors, documentation must come from both advisors.
		E.2.3	Submitting your appeal
			E.2.3.1	Return the completed appeal including documentation to the Office of Student Financial Aid. Sign and date your appeal if e-mailed. You may email the appeal and documentation to sapappeal@wsu.edu .
			E.2.3.2	DEADLINE - Your appeal must be submitted NO LATER than the midpoint of the term for which you are currently enrolled. Appeals submitted after that date will not be review unless extenuating circumstances have prevented you from submitting an appeal. You must state what those circumstances were in your appeal. You MUST also submit letters or emails from each of your instructors showing your current grade in their class.
			E.2.3.3	Appeals will not be reviewed until all requested information has been received.
			E.2.3.4	The Satisfactory Academic Progress (SAP) Committee will notify you by email or letter if any additional information is required. You must provide your email address in your appeal.
	E.3	Appeal Process/Results (What Happens Next)
		E.3.1	Review
			The SAP Committee will review your appeal for reinstatement of aid. Their decision will be based on the strength of your appeal, the documentation submitted, and your academic record.
		E.3.2	Notification
			You will be notified by mail or may be notified by e-mail (if provided) of the committee's decision.
		E.3.3	Appeal Approved
			E.3.3.1	If your appeal is approved, you will be sent a contract stating the conditions you must meet by the end of the term to retain eligibility.
			E.3.3.2	You MUST SIGN AND RETURN THE CONTRACT.
			E.3.3.3	Your financial aid will be