Satisfactory Academic Progress (SAP)

Bristol has established the following Satisfactory Academic Progress (SAP) Policy. This Policy applies reasonable standards to measure whether an otherwise eligible student maintains SAP in their program of study in accordance with the standards specified in 34 CFR 668.34. An otherwise eligible student is eligible to receive Title IV, HEA program assistance if the student maintains SAP in their course of study according to the standards of SAP published in this Policy.

This Policy applies to all students to ensure consistent application of standards to all appropriate status classifications, e.g., full-time, part-time, undergraduate, and educational programs established by the institution. Thus, all students will be evaluated for SAP toward completing their academic program of study and the achievement of a degree or certificate, regardless of their eligibility for financial aid. Students with a FAFSA (or Massachusetts equivalent) on file will be notified of their SAP status.

The law and federal regulations require that institutions monitor SAP progress using both qualitative and quantitative measures. Bristol’s SAP Policy includes both a qualitative component, or Grades/Grade Point Average (GPA) in the program of study, and a quantitative (time-based) component, or “Pace” at which students are expected to progress through their program of study toward degree completion.

Students’ academic progress will be evaluated by Student Services and Enrollment Management (SSEM) at the end of each Fall, Spring, and Summer semester after grades have been posted. At the time of each evaluation, a student who has not achieved the required GPA, or who is not successfully completing their program of study at the required Pace, will be notified in writing of any risk to their eligibility for federal, state, and institutional financial assistance. Students who fail to meet SAP standards for two consecutive evaluation periods in their current degree or certificate program will be deemed ineligible for further financial aid. Students who have lost financial aid due to failing to make SAP can regain eligibility by meeting the SAP standard contained in this Policy or through successful appeal.

Students who cannot complete a program of study within the specified maximum timeframe are ineligible for financial aid once it becomes mathematically impossible for them to complete within the maximum timeframe.

Students may appeal loss of financial aid through the appeal process laid out in this Policy.

SAP calculations are based on the program of study at the time of review. For example, for a student who begins the semester in Program A but switches to Program B before the time of review, the calculations would be made for Program A. A student’s appeal may reference the change of program as a remedy to regain SAP. Students may only change their program two (2) times via appeal in order to regain SAP eligibility.

Qualitative Measure – Program Grade Point Average (GPA)

The purpose of the qualitative measure of SAP is to assess quality of academic work using standards measurable against a norm. Students must maintain a minimum GPA based on the total number of attempted credits within the student’s program of study as of the evaluation period. GPAs are rounded up to two decimal points. Students are required to attain a 2.00 GPA overall for graduation.

Before graduating, students must achieve the specified GPA to remain in their program of study.

For an Associate Degree Program:

For a Certificate of Achievement (CTACH) or Certificate of Accomplishment (CTACC) only:

*Credits for which the student is registered at the end of the add/drop period.

**No student will be deemed Financial Aid Ineligible as a result of GPA within the first 15 attempted credit hours in an Associate's Degree program.

• Developmental course grades, including grades for ESL courses, are included in the program GPA assessment of SAP.
• Any course in which a student remains enrolled past the add/drop period will be counted in the program GPA assessment of SAP.
• A student who officially withdraws from a course before the published deadline will not have the W grade factored into their program GPA.
• A student who is granted a late withdrawal for extenuating circumstances by means of appeal will not have the WX grade factored into their program GPA.
• A student who stopped attending without providing official notification (unofficial withdrawal) from a course, will have the WF grade factored into a student’s program GPA with the same weight as an earned F.
• Incomplete grades will not be included in the program GPA until it has converted to a final grade.
• For courses a student retakes, including a previously passed course, the Academic Catalog (see Course Repeat) will govern which grade is included in the program GPA calculation.
• Transfer credits do not carry a letter grade and are not included in a student’s program GPA.
• Grades forgiven under the Academic Catalog (see Academic Forgiveness) are still counted in the program GPA for SAP purposes.
• Any attempted and completed credits that could be applied toward the current program of study, including those taken in a prior program, are included in the program GPA calculation.
• For students who seek to earn additional degrees or certificates at Bristol, both the credits taken at Bristol and any transfer credits accepted and attributable to the second degree will be counted in the SAP calculation.
• If the Registrar receives late notification of a grade change for the previous term, SAP will not automatically be recalculated using the new information. Students may request a recalculation from the Office of the Vice President for SSEM.

Quantitative Measure – Pace of Completion

The SAP Policy specifies the Pace at which students are expected to progress through their program of study to ensure that they will complete their program of study within the maximum timeframe and provides for measurement of students’ progress at each evaluation point. Students must successfully complete 67% of the credits they attempt to be considered making Pace. Students are allowed 150% of the normal time frame as measured by credit hours to complete their program of study. Unless noted below, all courses that could be counted toward program completion are included in the calculation of Pace.

• Transfer credits (credit hours) from another institution accepted toward the student's program of study count as both attempted and completed hours. This includes credit hours earned from another institution under a consortium agreement.
• Internal transfer credits granted under academic forgiveness count as both attempted and completed credits. Credits forgiven under academic forgiveness count as both attempted and not completed credits.
• Courses dropped during Add/Drop or courses which are dropped after the deadline by means of appeal (DX) will not be counted towards attempted credits.
• Courses from which a student has withdrawn (W, WF, or WX) will be counted towards attempted and not completed credits.
• Incomplete grades will not be included until it has converted to a final grade. Incomplete grades issued in or before Spring 2016 will be counted as not completed credits.
• All attempts for repeated courses are included as attempted credits. Only passed courses are counted as completed credits.
• If a student is retaking a previously passed course, all attempts count as attempted credits. If passed, the repeated coursework will count as completed credits. Only one passed attempt can count toward program completion in the Pace calculation. Any prior passed attempts will count as not completed credits.
• If a student takes multiple courses that would fulfill the same program requirement, all attempts count as attempted credits. However, only the one course that is applied to the program will count as completed credits. All other courses taken that would fulfill this program requirement are counted as not completed credits.
• Developmental courses are included in the Pace calculation.
• English as a Second Language (ESL) Courses are offered at both the developmental and college level. All ESL courses are included in the Pace calculation.

Certificate Programs

Students in certificate programs must maintain the same standards for Pace of Completion.

Calculating Pace

Pace is calculated by dividing the total number of credits the student has successfully completed in their program of study by the total number of attempted credits in their program of study. Pace calculations are rounded up to the nearest whole number (i.e. round up X.5 and higher, round down if below X.5).

Maximum Timeframe

Bristol defines the Maximum Timeframe for all undergraduate programs measured in credit hours as 150 percent of the published length of the program of study, as measured in credit hours.

For example, if an associate degree program requires successful completion of 60 credit hours for graduation, students must complete their program within 90 attempted credits. A certificate program consisting of 24 credit hours must be completed within 36 attempted credits.

If a student changes to a new program of study, all courses from a prior program of study that are applicable to the new program of study are counted within Maximum Timeframe.

In limited circumstances, the Vice President of SSEM or their designee may grant an appeal allowing a student to remain in their program and get financial aid beyond the 150% maximum timeframe. The following conditions apply to approved maximum timeframe appeals:

• Because the student is above the maximum timeframe to complete their program of study, they will be deemed financial aid ineligible after each semester and required to complete a new appeal for reinstatement. This appeal must include an updated academic plan created with an Academic Coordinator.
• The student must be able to complete their program of study within two semesters or a maximum of 30 credits, whichever is longer.

Students are required to follow their academic plan and must pass all attempted credits. This means the student cannot withdraw from or fail any courses moving forward. If the student does not pass all their attempted credits, future appeals may not be approved.

Failure to Maintain Satisfactory Academic Progress

At the time of each evaluation, a student who has not achieved the required GPA, or who is not successfully completing their program of study at the required Pace, will be notified in writing of the results of an evaluation that impacts their eligibility for federal, state, and institutional financial assistance, including free community college programs (i.e., MassReconnect and MassEducate). Students with a FAFSA on file will be notified of their SAP status.

SAP Statuses

Students’ SAP reviews will result in a student being placed on one of the following statuses:

• Making SAP – Good Financial Aid Standing (S)
• Not Making SAP – Financial Aid Warning (W)
• Not Making SAP – Financial Aid Ineligibility (occurs after failing to make SAP for two consecutive evaluation periods) (U)
• Not Making SAP with Successful Appeal – Financial Aid reinstatement with Financial Aid probation (P)

Making SAP – Good Financial Aid Standing (S)

A student who has met the SAP qualitative and quantitative standards of this Policy is making SAP toward degree completion. This student is in good financial aid standing with Bristol and is eligible to receive assistance under federal Title IV, state, and institutional financial aid programs during the next semester of enrollment.

Not Making SAP –Financial Aid Warning (W)

Financial Aid Warning status is assigned to a student who was previously in good financial aid standing who fails to make SAP at the end of an evaluation period. Students on warning will remain eligible for financial aid for the remainder of the semester in which they are placed on warning. Students cannot be placed on financial aid warning for more than one consecutive semester of enrollment. A student who has returned to good financial aid standing for at least one term but later does not meet SAP standards can be placed on a second term of financial aid warning.

There is no appeal required for a student to remain eligible for financial aid while on financial aid warning. However, if by the end of the next evaluation period the student is still falling below the minimum SAP standards, they will lose subsequent financial aid eligibility, and their status will be changed to Financial Aid Ineligible.

Not Making SAP –Financial Aid Ineligible (U)

Students who do not meet the minimum SAP standards for two consecutive evaluation periods or cannot mathematically complete their program of study within the specified maximum timeframe will lose subsequent financial aid eligibility and their status will be changed to Financial Aid Ineligible. A student who is not meeting Bristol’s SAP standards can appeal for reconsideration of their eligibility for Title IV, HEA program assistance. A student who successfully appeals this determination may have their eligibility for financial aid reinstated.

Not Making SAP with Approved Appeal – Financial Aid Probation (P)

Students in Financial Aid Ineligible status will be notified in writing and given the opportunity to appeal. If the student’s appeal is successful, their status will be changed to Financial Aid Probation, and they will regain Title IV eligibility for one semester.

Students who do not meet the SAP standards for a second consecutive evaluation period after an approved appeal will be deemed ineligible again and will need to submit another appeal to regain financial aid eligibility. Students who do not meet SAP standards for a third consecutive evaluation without demonstrating academic progress are at risk for permanent financial aid ineligibility. Students may continue at Bristol without financial aid eligibility if they meet all other program requirements.

Regaining Eligibility

A student not making SAP may re-establish eligibility for financial aid by meeting all aspects of the qualitative (GPA) and quantitative (pace of completion) components of the SAP Policy.

Appeals

Students may appeal a determination they are not making SAP to the Office of the Vice President for SSEM to share circumstances that prevented their academic success (i.e. illness, accident, or injury experienced by the student or a significant person in their life; death of a family member or significant person in their life; severe personal, family and/or medical problems, including mental health emergencies; severe financial problems and/or housing insecurity; or other unexpected circumstances beyond the student’s control).

A student’s appeal may reference a change of program as a remedy to regain SAP. Students may only change their program two (2) times via appeal in order to regain SAP eligibility.

To be eligible for an appeal, the Office of the Vice President for SSEM must determine that the student will be able to meet SAP standards by the next evaluation point. If it is not possible for the student to meet SAP standards by the end of the semester but it is determined that they may return to good standing with more time, appeals may be approved at the discretion of the Office of the Vice President for SSEM. Students who successfully appeal a SAP determination will be placed on Financial Aid Probation and will remain eligible for aid for one semester. Students who do not successfully appeal remain ineligible for aid until they meet the minimum SAP criteria or until a subsequent appeal is approved.

Students must submit a written appeal to the Office of the Vice President for SSEM before the published deadline for the term for which they wish to register. Appeals are considered on a case-by-case basis to account for individual circumstances.

If a completed appeal is not submitted by the published deadline, the Financial Aid Ineligible status will remain in effect. To submit an appeal, students must follow these steps:

1.  Submit a Satisfactory Academic Progress (SAP) Appeal online.

The appeal must explain why the student failed to make SAP and what has changed in their situation that will allow them to make satisfactory progress at the next evaluation.

Supporting Documentation is required for an appeal to be considered complete. The documentation should be signed and dated and must address the time period for which the student is appealing and include dates of events contributing to the appeal. Appeals will not be considered complete until documentation is received.

All appeals must include an academic plan developed with the student’s primary advisor.

All documentation provided by an external constituent should be prepared on official letterhead, signed, and dated. All documentation must show that your academic performance was impacted by your issue. Appropriate documentation may include, but is not limited to:

For Medical Issues (Including Mental Health Emergencies):

1. A statement from a medical professional indicating the student was under their care during the time period in question;
2. The date(s) of care provided;
3. Certification that their condition impacted their academic performance; and
4. Any additional information that may be relevant.

Death of Family Member:

1. A death certificate; or
2. A copy of the obituary; or
3. A letter from a funeral director verifying the date of the death and any services; or
4. For deaths occurring outside of the United States, travel documents that coincide with travel related to the death.

Emergency Housing Situation:

1. Letter from social service agency, clergy, or another non-family member assisting with emergency housing, stating temporary or emergency housing status for the time period related to the appeal; or
2. Eviction notice with dates of eviction; or
3. Letter from former landlord indicating loss of housing.

Change In Employment Status or Work Schedule:

1. Letter from employer noting the prior schedule and the new schedule and the date the change became effective; or
2. A letter from a former employer noting the date of termination; or
3. A letter from a new employer noting the date of hire and the required work schedule.

Other:

1. Police, fire, or insurance reports; or
2. Court documents, or a letter from a personal attorney; or
3. Statement from a victim advocate; or
4. Letter from social service agency indicating that the student's course work could not be completed; or
5. Medical documentation from an immediate family member’s medical provider that includes dates of illness and treatment, and a statement that the student served as a caregiver during the illness; or
6. Military orders including the date of enlistment and any dates of training or active duty; or
7. Insurance documents verifying dates of emergencies; or
8. Letter from an attorney verifying circumstances and impact it had on your academic success; or
9. Birth certificate of a child born during the period of appeal; or
10. Other documentation as requested.

If a student cannot provide documentation, they must explain why they are unable to provide it.

2.  The Office of the Vice President for SSEM will review all required documentation once submitted.

Decisions are made after a careful evaluation of the student’s individual circumstances, federal Title IV requirements, and Bristol policy. Notification will be sent in writing to the student about the outcome.

SAP appeal reviews will result in one of the following outcomes:

• Appeal Denied
  • A student whose SAP appeal is denied will remain ineligible for financial aid until the student returns to good SAP status either by meeting SAP requirements or through a future appeal.
• Approved with Financial Aid Probation
  • A student whose financial aid reinstatement appeal is approved will be placed on Financial Aid Probation. The student will be eligible to receive financial aid during the next semester of enrollment.
  • Students on Financial Aid Probation are required to follow their approved academic plan. Students on Financial Aid Probation must also pass all attempted credits. If the student was determined to not be making SAP due to their GPA, they must also earn a semester GPA higher than their program GPA. Academic plans are developed on a student-by-student basis and include a course-by-course plan, including anticipated grades earned. Academic Coordinators and students may also note additional resources the student will use (i.e., tutoring, office hours, study groups, success coaching, etc.) to support their success. Students must follow their academic plan to remain eligible for financial aid.
  • Students who are on Financial Aid probation who are deemed Financial Aid Ineligible in the next evaluation period will be required to submit another appeal. However, students who have demonstrated progress during the evaluation period (specifically by successfully completing all attempted credits and/or earning a semester GPA that is higher than their program GPA) are only required to submit an updated academic plan.
• Appeals for Returning Students
  • Students who are returning to Bristol and who were previously on Financial Aid Ineligible status are required to submit an appeal to be reconsidered for financial aid eligibility. The appeal process for these students is the same as that described above. Returning students may be readmitted to Bristol even if they are not Financial Aid eligible.
• Appeals for Sunset Programs
  • Appeals are not considered for a program of study not listed in the current catalog year.
• Not Making SAP –Financial Aid Ineligible
  • Students who fall below the minimum SAP standards after two consecutive evaluation periods will be deemed ineligible for subsequent financial aid.
• No Financial Aid Status Calculated
  • Students who were enrolled at Bristol prior to Fall 2022 who do not have a financial aid status in their student record are assigned a code of Needs Review (X). Students who are returning to Bristol who did not previously have a SAP status calculated will have their financial aid status calculated post-admission and post-FAFSA completion. If, upon evaluation, a returning student without a prior financial aid status is determined to fall below the SAP standards, they will be placed on Financial Aid Warning status. If a student is above the maximum timeframe for their desired program, they will need to complete an appeal.