Satisfactory Academic Progress (SAP) Policy

Understanding Satisfactory Academic Progress

Students receiving financial aid must make satisfactory progress toward completing their educational program. Satisfactory Academic Progress (SAP) measures your academic performance and progress toward your degree or certificate.

It is your responsibility to understand and meet Imperial Valley College’s SAP requirements.

Financial aid is available only for a limited number of units based on your program of study. Meet with an academic counselor to develop a Comprehensive Student Education Plan (CSEP). Your educational plan can help you take the appropriate courses, complete your program on time, and remain within financial aid eligibility limits.

Effective Date: This policy became effective in Fall 2024 and applies to students receiving federal financial aid, Cal Grants, or the Student Success Completion Grant (SSCG). It replaces SAP policies from previous academic years.

The California College Promise Grant (CCPG) is not affected by these SAP requirements.

Watch the video about understanding Satisfactory Academic Progress to learn more. 

SAP Evaluation Schedule

IVC evaluates SAP annually after the end of the summer term. This evaluation determines your financial aid eligibility for the following fall, spring, and summer terms. Your academic progress may also be reviewed during the academic year.

The following exceptions apply:

• If your program is one year or less in length, 24 units or fewer, your SAP will be evaluated at the end of each term.
• If you have attempted fewer than 12 units, you are considered a new student for SAP purposes and will not be evaluated until you have attempted at least 12 units.

All coursework included under this policy is evaluated, even if you did not receive financial aid when you took the courses.

SAP Standards

To keep getting financial aid, students must meet certain rules called SAP Standards. Each year, at the end of the summer, we will check to see if you are meeting the Satisfactory Academic Progress (SAP) rules. This check will determine your eligibility for the upcoming Fall, Spring, and Summer terms. We also check your progress during the year, even between the big yearly checks,

To remain eligible for financial aid, you must meet all three SAP standards:

1. Cumulative Grade Point Average (GPA):
   
   You must maintain a cumulative GPA of at least 2.0. This includes all your classes, even ones you accepted for transfer from another school.
   
   
2. Completion Rate (PACE):
   
   You must successfully complete at least 67% of all units attempted.. Completion percentages are rounded to the nearest whole number. A completion rate of 66.50% or higher is rounded to 67%.These grades are considered successfully completed:: A, B, C, D, CR (Credit), or P (Pass).Courses accepted for transfer and included in your SAP calculation are counted when determining your completion rate.
   
   
3. Maximum Timeframe (MTF):

   
   You must complete your educational program before attempting more than 150% of the published units required for the program.

Examples: 

• • If an associate degree requires 60 units, you may attempt up to 90 units while remaining eligible for financial aid.
  • Certificate programs may require fewer units and therefore have a lower maximum timeframe.
  • Programs requiring more than 60 units may have a higher maximum timeframe.

Important: Courses attempted at IVC and units accepted for transfer count toward the maximum timeframe. Taking only the courses required for your declared degree or certificate can help you remain within this limit.

If you are unsure which courses you need, meet with an academic counselor to develop a Comprehensive Student Education Plan or review your program requirements through Degree Works.

Courses Excluded From the Maximum Timeframe:

The following classes do not count toward your maximum timeframe:

• • Remedial or basic-skills courses
  • Prerequisite or preparatory courses
  • English as a Second Language (ESL) courses

 

Getting SAP Updates

If you are not meeting the SAP requirements, IVC will notify you through your IVC student email and WebSTAR.

If you receive a SAP notification:

• Meet with an academic counselor.
• Review your Comprehensive Student Education Plan.
• Use available academic-support services, such as tutoring.
• Review the SAP Appeal Process if extenuating circumstances prevented you from meeting the requirements.

Coursework and Other Circumstances Affecting SAP

Remedial, Prerequisite, and Preparatory Classes: 

• • Financial aid may pay for a maximum of 30 units of remedial, prerequisite, or preparatory coursework.
  • English as a Second Language courses do not count toward the 30-unit limit.

Repeating Classes: 

• • Each attempt (repeated course) counts toward your completion rate and maximum timeframe.
  • Only your highest grade will count toward your GPA.
  • Financial aid may pay for only one repetition of a course you previously passed.

Transfer Classes: 

• • Courses accepted from another institution and posted to your IVC academic record are included in your SAP evaluation.
  • If accepted transfer courses do not apply toward your current program of study, you may request that they be excluded from the SAP calculation by submitting an appeal. The courses will remain on your academic record.

College Courses Taken During High School: 

• • Students concurrently enrolled in high school and college are not eligible for federal financial aid.
  • College courses attempted while you were in high school will be included in your SAP evaluation after you graduate from high school and enroll at IVC as a regular college student.

Credit by Examination: 

• • Credits earned through credit by examination are not eligible for financial aid payment.

Academic Renewal:

Academic renewal does not remove coursework from the SAP calculation. The original grades and attempted units continue to count when determining:

• • Cumulative GPA
  • Completion Rate.
  • Maximum Timeframe. 

Grade Changes: 

• • An approved grade change will be included in your next scheduled SAP evaluation.
  • A previously completed SAP evaluation will not be changed unless it was based on incorrect information.
  • If you believe your SAP evaluation contains an error, contact the Financial Aid Office to request a review.

Changing Your Major: 

• • You may change your major once per semester.
  • For financial aid purposes, the new major must be processed before the financial aid freeze date.
  • If you submit a SAP appeal, units from a previous major that do not apply to your current program may be considered for exclusion from the SAP calculation.

 

Checking Your SAP Standing 

You can check your SAP status through WebSTAR

1. 1. Click on My Financial Aid tile
   2. Select the appropriate aid year
   3. Click on the Satisfactory Academic Progress tab
   4. Select the drop-down arrow on the blue message to view your academic progress

SAP Status Definitions:

Below is a chart that explains each of the different SAP Statuses you may see on your WebSTAR account. 

SAP Status	Definition
INITIAL STATUS	Initial application has been received, but your SAP eligibility has not yet been reviewed.
ELIGIBLE	You are meeting the SAP standards and are currently eligible for financial aid.
DISQUALIFIED	You are not meeting one or more SAP standards and are no longer eligible for financial aid.
EXCEEDED MAXIMUM TIMEFRAME	You have exceeded the maximum timeframe allowed for your program and are no longer eligible for financial aid.
PROBATION	You have an approved SAP Appeal. During this time, you are on  probation and must adhere to all conditions of your Academic Plan to  remain eligible
PROBATION REVIEW	Your recently completed coursework is being reviewed to determine whether you met the conditions of your Academic Plan.
INVALID MAJOR	Your current declared major is not eligible for financial aid.

 

Financial Aid Disqualification

You may become ineligible for financial aid if any of the following happen by the end of the Summer term (or any semester if you're in a program that’s one year or less):

• Your cumulative GPA falls below 2.0.
• Your completion rate falls below 67%.
• You exceed the maximum timeframe allowed for your program.

GPA and completion-rate violations result in a Disqualified status. A maximum-timeframe violation results in an Exceeded Maximum Timeframe status.

You will be notified through your IVC email and WebSTAR if you become ineligible.

If extenuating circumstances prevented you from meeting the SAP requirements, you may submit an appeal. Visit the SAP Appeal Process page for requirements and instructions.

If you do not submit an appeal, or your appeal is denied, your academic progress will be evaluated during the next scheduled SAP review. Your financial aid eligibility may be reinstated after you meet all applicable SAP standards.