Virtual Advisor

Financial Aid: Satisfactory Academic Progress (SAP) for Financial Aid Recipients

Federal regulations, HEA Sec. 484(c), §668.16, 668.34, require all schools participating in Title IV federal financial aid programs to have a Satisfactory Academic Progress (SAP) policy that conforms to the requirements detailed below. These requirements apply to all students as one determinant of eligibility for financial aid.

  • SAP is calculated each semester after grades have been posted to academic history by the Office of the Registrar.
  • If, after the first term of attendance you are not making SAP, you will be put on a Warning status and allowed to keep aid for one term. Your continued eligibility will be determined after the next term checkpoint.  Please note: when exceeding the maximum time frame for your degree you will not receive a warning term.
  • If your SAP status is Failure after the check is performed, you will not qualify for financial aid for the following term.
  • If your SAP status is Failure and you cannot mathematically attain SAP requirements, an appeal will not be permissible. Documented mitigating circumstances may allow continued eligibility on a case-by-case basis and will require an academic plan.
  • A student may appeal their SAP Failure status only twice during their academic career at KSU. Documented mitigating circumstances may allow additional appeals on a case-by-case basis.

Quantitative and Qualitative Requirements

1. Quantitative Requirement

The quantitative requirement has two parts:

  • A maximum time frame
  • A required completion ratio

Undergraduate Students

Maximum time frame (maximum attempted credit hours) – You must earn your degree before reaching 180 attempted credit hours, which includes transferrable credits attempted at any school prior to and while enrolled at Kennesaw State University (KSU). Students who are seeking a second undergraduate degree different from their first degree will be granted 60 additional hours to complete the second degree requirements. 

Once you reach the maximum attempted credit hours, you are no longer eligible for financial aid as an undergraduate student. 

Completion Ratio – You must complete and pass at least 67% of all credit hours you attempt. Courses earned include grades of A, B, C, D, or S. Courses attempted include any course in which grades of A, B, C, D, F, W, WF, I, S, U or IP are given.

 Graduate Students

Maximum time frame – The maximum time frame varies by degree level. 

Once you reach the maximum attempted credit hours, you are no longer eligible for financial aid as a graduate student. 

Completion Ratio – You must earn at least 67% of all attempted credit hours. Courses earned include grades of A, B, C, D, or S. Courses attempted include any course in which grades of A, B, C, D, F, W, WF, I, S, U or IP are given.

2. Qualitative Requirement

The qualitative requirements sets a minimum cumulative Grade Point Average for all students.  The cumulative GPA includes grades of A, B, C, D, F, and WF.  The cumulative GPA will be checked each term for SAP.

  • Undergraduate Students – The cumulative GPA requirement is 2.00 for each term.
  • Graduate Students – The cumulative GPA requirement is 3.00 for each term.

The cumulative GPA is evaluated at the institutional level and the overall level that includes transfer work.  Students not meeting the minimum GPA requirements will be subject to warning and failure status, as applicable.

Policy Details

When is SAP determined?

  • Initial Review – You are considered to be meeting SAP during your first KSU term.
  • End of Every Semester Review - Your SAP status is calculated at the end of each semester, after grades are posted to your academic history by the Registrar’s Office.

What happens when you do not meet the requirements?

  • You are no longer eligible for financial aid – including work study, loans, grants or scholarships. If you're on a Warning Status – eligibility may continue.
  • Because you do not qualify for financial aid, you must pay your tuition and fees by the payment deadline or your registration will be cancelled by the Bursar’s Office.

Maximum Time Frame (maximum attempted credit hours) – When you have attempted the maximum credit hours, you are no longer eligible to receive financial aid.

Is there extended eligibility for a 2nd bachelor’s degree? – Yes.  Students pursuing a 2nd bachelor's degree are granted 240 hours of eligibility.

Is there extended eligibility for a 2nd master’s/graduate degree? - Yes.  Eligibility is based on the degree level being pursued.

Low Completion Ratio – 

  • Warning Status – The first time you fall short of meeting the required completion ratio, your status is Warning. You remain eligible to receive financial aid while in warning status.  
  • Failure Status – After attending one semester on Warning status, if you do not meet the required completion ratio, your status becomes Failure Status. You are no longer eligible to receive financial aid until the required standards are met. You must successfully appeal to regain eligibility.
  • Probation Status – After being placed on a Failure Status, AND a student has successfully appealed and financial aid has been reinstated, the student is eligible to receive financial aid. This status is only for one term and quite often will carry conditions and/or stipulations for continued eligibility.

How do you regain eligibility?

Appeal Requirements:

  • A typewritten explanation of extenuating circumstances associated with Failure Status. Indicate how these circumstances have changed so that you can comply with regulations in the future.
  • Attach supporting documents to corroborate extenuating circumstances mentioned in the letter.
    Include a “student plan of action” for academic improvement. This requires that you meet with your Academic Advisor and receive a plan for getting back in good academic standing.
  • Attach at least one letter of support from someone that can substantiate the extenuating circumstances. This individual should not be a family member. Examples would include a medical doctor, clergy, professional, etc.
  • The appeal form must be submitted to the Office of Scholarships and Financial Aid within the prescribed dates as noted on the SAP Appeal Form. Failure to provide these within the prescribed dates will result in a delayed determination.
  • An objective committee, composed of selected individuals outside the Office of Scholarships and Financial Aid, determines whether the appeal is approved. The decision of the Appeals Committee is final and cannot be appealed further.

Appeal Denials or Non-appeals – If you are denied an appeal or you decide not to appeal, you must complete the necessary hours and earn the appropriate grades. Once you have reached the prescribed standards you become eligible to receive financial aid. 

You change from undergraduate to graduate – If you reach Failure Status as an undergraduate, and then are admitted to a graduate degree program, you will be eligible to receive financial aid as a graduate student. You must be in a degree-seeking status and fully accepted into the graduate program.

Academic Circumstances that Affect Your Status:

  • Changes in major, double majors, double degrees or minors – may cause you to reach your maximum attempted hours, and lose your eligibility before earning a degree.

  • Incomplete grades, missing grades, failing grades, course withdrawals – all reduce your completion ratio, because they are counted as attempted, but not earned credits. They also count against your maximum attempted hours.

  • Repeated courses – count as attempted credit hours each time you register for them. They also count against the allowed maximum. 

  • Academic Renewal – count against your maximum attempted credits, and also lower your completion ratio because the credits count as attempted but not earned.

  • Transfer credits, credits taken while cross-registered, enrolled in study abroad, transient study – count toward your maximum attempted credits and your completion ratio. 

  • Remedial courses – count as attempted and earned credits and are included in the GPA calculation.

  • Late posted grades or grade changes - Grade changes will be reviewed at the next SAP calculation date.

  • Dismissal and Return – students who are suspended academically or choose not to attend because of SAP Failure will not be automatically eligible for financial aid upon their return. Student must meet both qualitative and quantitative standards of SAP. If below standards, a student must appeal or use means other than financial aid for educational expenses. Absence does not restore eligibility for financial aid. It remains the responsibility of the student to be knowledgeable of their SAP standard when returning to school after dismissal or choosing not to return because of SAP Failure.

  • Summer Term Courses – all hours attempted and completed in the summer terms are treated as any other semester hours in determining SAP status. SAP will be checked following the summer term as well.

  • Audit Courses – students are not eligible to receive financial aid for audit courses. Audited courses are not included in hours attempted or earned for SAP determination.

  • Students pursuing dual bachelor's/master's degrees - Students who are pursuing dual degrees are subject to the maximum time frame rules but may be reviewed on a case by case basis by the Office of Scholarships and Financial Aid.

The Office of Scholarships and Financial Aid reserves the right to review denied appeals, cumulative GPA's and completion rates on a case by case basis.

©