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NWEUG 2017
Session Rules of Etiquette
Please turn off or silence your cell phone
If you must leave the session early, please do so discreetly as possible
Please avoid side conversations during the session
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Session Agenda
1. Introduction
2. Discuss SAP regulation
3. Intro to set up of SAP module
4. Review how SAP rules function
5. Conclusion
6. Question & Answers
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Satisfactory academic progress is the level of academic advancement required of students by the HEA to receive federal student aid
SAP Definition
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SAP Policy Requirements/Issues
• Consistently in Top 10 audit & program review findings
• Issues to review on your campus
Are Pace and Max Timeframe out of sync?
Does your practice and policy match?
Does SAP meet minimum TIV requirements?
Resources• Federal Resources
Federal Student Aid Handbook – Vol 1
HEA Sec 484(c)
34 CFR 668.16(e),34 CFR 668.32(f), 34 CFR 668.34
• Colleague Resources Colleague Financial Aid: Getting Started with
Colleague Financial Aid Initial and Yearly setup Colleague Financial Aid: Using Satisfactory Academic
Progress (SAP) Processing for Financial Aid ecommunities
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SAP StandardsStudents must meet both qualitative and quantitative standards to remain eligible for aid
• Quantitative standards- Maximum time frame for completion- Completion standard percentage
• Qualitative standards- Cumulative grade point average
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Quantitative StandardsMaximum Time Frame
Established Program Hours Maximum TimeFrame
Credit – Hour(Term based)
120 credit-hour program 120 x 150% = 180 hours
Credit- Hour(non-term based)
30 credit-hour program 30 x 150% = 45 hours
Clock-Hour 26 week program 26 x 150% = 39 weeks
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Quantitative Standards
Completion percentage rate
Program Requirement Maximum Time Frame
Minimum Completion Percentage
Credit - Hour 120 hours 180 hours 120/180 = 66.7%
Established Program HoursMaximum Time Frame Hours
= Minimum Completion Percentage
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Quantitative Standards
Pace percentage rate
Cumulative number of hours successfully completedCumulative number of attempted hours
= Pace
A students pace must be compared to minimum completion ratebased on Program requirements and maximum time frame
If your minimum pace of completion requirement is higher than 67%, then your Maximum Timeframe must be adjusted.
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ColleagueSatisfactory AcademicProgress (SAP) Module
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First Time Setup
• Determine SAP Types• Determine SAP Status Descriptions
-FA Self Service uses descriptions• Determine SAP Appeal Statuses• Determine Communication Method
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SAP FORMSSet upST-VAL (Val-code table)
SAP.STATUSESSPTD* – SAP Type DefinitionSPGR – SAP Grade OverridesSPGC – SAP Grade CodesSPAC – SAP Appeal Action Codes
Other helpful forms
PROG =>CATALOG YEAR =>APRS to determine number of credits in the student program and maximum credits
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SAP Type Definition Form
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SAP Rule Writing Example - RLDEFIRST TRUE RULE…ORDER is CRITICAL!
Instead could use:FA.LAST.SAP.STATUS
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TIP on Max Time Frame
SAPR.CUM.ATT.PCT.PROGRAM = Percentage %
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Rule SAP Status Assigned
FASAPWG – SAP Warning GPA Rule WG – Warning GPA
FASAPWP – SAP Warning Pace Rule WP – Warning Pace
FASAPWB – SAP Warning GPA & Pace Rule
WB – Warning Pace & GPA
FASAPIP – SAP Ineligible Pace rule IP – Ineligible Pace
(do this for each ineligible status)
FASAPS – SAP Satisfactory Rule S - Satisfactory
FASAPMAX – SAP Max Timeframe Rule MAX - Ineligible
SAP Rule Table example
Try to use smart coding when creating rules
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Grade Definitions - SPGR
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Appeal Codes – SPAC Set Up• Appeal codes can set an “override” to the calculated
SAP status
• SAP Status Overrides must be set up in the SAP val-code table SAP.APPEALS.CODES
• May also assign communication codes
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• Why would I want to do this? Example: After running SAPC a student has calculated SAP status of IP – Ineligible PACE, but is on an academic plan and met his plan as it was less rigorous than the SAP requirement for PACE
Appeal Codes – SPAC cont.
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Using Rules to Manage Academic Plans• You can write rules to accommodate academic plan requirements
For example: rule to check new status of student on academic plan status
Required criteria to meet academic plan:TERM GPA of 2.5 or betterTERM completion rate of 100%TERM Attempted credits of 6 or more
Use TERM values to progress students
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Rules for Max Time Deadlines
• Use “Act Date” on CRI as the deadline to complete program for MAX TIME approved appeals
• Write the rule from Primary File View: SAP.RESULTSwith PST.TODAY LT MAILING.CORR.RECVD.ACT.DT
-would need to set up right-hand expression as follows
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SAP FORMS
ManagementSAPC – SAP CalculationSABD – SAP Batch DeleteSAPM – SAP Mgmt Report
Viewable FormsSAPD – SAP Detail ViewSAPA – SAP Appeals
Student CommunicationDSCM – Define SAP CMC CodesDOC – SAP DocumentPCEX or PCB – SAP
Document Processing
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SAP for which student Tips• Do you want to calculate on EVERYONE who attended who is “known”
to Financial Aid• Changes how we notify those impacted• Only want to notify people IF they received Financial Aid• Select from STUDENT.TERMS
• Do you want to calculate ONLY those people who received Financial Aid this year or term?• Can use DSCM form to notify students of SAP status• Select(s) from TA.ACYR or SA.ACYR
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Frequently Used Colleague FieldsSAPR.STUDENT.IDSAPR.CUM.ATT.PCT.PROGRAM(.REM)
Max TimeSAPR.CUM.COMPL.PCT.EARN(.REM)SAPR.CUM.CRED.EARN
Pace or Completion RateSAPR.CUM.GPA
Cumulative GPASAPR.CUM.ATT.CRED(.REM)SAPR.CUM.CMPL.CRED(.REM)
*The .REM fields exclude remedial credits
SAPR.TRM.ATT.CREDSAPR.TRM.CMPL.CREDSAPR.TRM.CMPL.PCT.EARN
Term Pace of Completion RateSAPR.TRM.GPA
Term GPA
FA.LAST.SAP.STATUSWhether calculated or overridden
FA.LAST.SAP.RESULTS.ID
FIN.AID => SAPR
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Session Summary• Know Federal SAP Regulations
• Think through current SAP processes to guide the module set up; map it out
• Test your rules
• Communicate clearly with students
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Questions & Answers
