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Maintaining Financial Aid Eligibility

Maintaining Financial Aid Eligibility

Satisfactory Academic Progress (SAP) and Financial Aid

To receive and keep federal financial aid at KCKCC, students must meet certain academic standards known as Satisfactory Academic Progress (SAP). These standards are set by the federal government and enforced by the college to ensure students are progressing toward their certificate or associate degree.

Why SAP Matters

Federal financial aid—including Pell Grants, SEOG, Direct Loans and Work-Study—can only be awarded to students making academic progress. Falling behind can result in losing financial aid.

SAP Requirements

To stay eligible for financial aid, students must meet all three of the following requirements at the end of each semester federal financial aid is received.

The minimum standards of satisfactory academic progress are evaluated using the following criteria:

1. Grade Point Average (GPA)

  • Students must maintain a minimum 2.0 cumulative GPA.
  • This includes grades from both KCKCC and any transfer credits.
2. Completion Rate (Pace)
  • Students must successfully complete at least 67% of all credit hours attempted.
  • Successful grades include A, B, C, D, P, CR.
  • Remedial coursework will also be included in the hours counted as attempted.
  • Grades that count as attempted but not completed:
    • F, I, W, WA, MP
    • Incompletes (I) will change to F if not completed within one year.
3. Maximum Credit Hour Limit
  • Studentss must complete their active program of study (current degree or certificate) within a maximum time frame that does not exceed 150% of the total credit hours required. This includes all attempted credits at KCKCC and any transfer credits.
    • For example, if the program requires 50 credit hours to complete, the 150% limit is 75 attempted credit hours (50 x 150%).
  • All semesters students have attended and all credits they have attempted count toward the 150% limit—whether or not financial aid was received, students changed majors or took courses that don’t apply to their current program.
  • There is no warning semester if students exceed the maximum time frame for their active program, theywill become ineligible for aid immediately.

What Happens If You Don’t Meet SAP?

Financial Aid Warning

If a student’s GPA or cumulative completion rate falls below the required minimum, they will be placed on Financial Aid Warning for one semester.

  • Students can still receive aid during this warning semester.
  • After the warning semester, they must:
    • Meet SAP standards to return to good standing, or
    • Successfully complete at least 67% of attempted hours with grades of C or better in an appeal semester to receive aid in another warning semester.
  • If neither condition is met, they will be placed on Financial Aid Exclusion.

Financial Aid Exclusion

If students are placed on exclusion:

  • They are no longer eligible for any federal financial aid at KCKCC.
  • They will have to pay for classes out of pocket until they regain eligibility. 

How to Regain Financial Aid Eligibility

Students can regain eligibility in one of three ways:

1. Meet SAP Standards
  • Raise GPA to 2.0 and/or increase the completion rate to 67%.
  • Transfer in credits that improve academic standing.
  • Notify the Financial Aid Office in writing to request a review once changes are made.
2. Take Classes at Own Expense
  • Students can complete a minimum of 6 credit hours at KCKCC with grades of C or better, with a cumulative GPA of 2.0. Personal payment of coursework is required.
  • Once completed, students can request a review of their SAP status.
3. Submit an Appeal
If a student has experienced extenuating circumstances and has not already submitted a prior appeal, (e.g., medical issues, death in the family), they may submit an SAP Appeal to the KCKCC Student Financial Aid Office in the time frame outlined on the appeal form. There are appeal deadlines for each term.

Exclusion Appeal Process

Students may appeal their satisfactory academic progress status by completing and submitting a written appeal form to the KCKCC Student Financial Aid Office.

To submit an appeal:

1. Download the SAP Appeal Form or pick it up at:

  • KCKCC Main Campus Financial Aid Office
  • Pioneer Career Center
  • Technical Education Center
2. Include all required documentation:
  • A personal statement explaining the circumstances and the changes the student has implemented to help ensure their success moving forward.
  • Supporting documents such as medical records, death certificates or advisor/counselor letters.
  • A degree plan, created with an academic advisor, outlining how they will get back on track.

3. Submit the appeal prior to the posted deadline on the form.

4. The appeal will be reviewed by the SAP Appeal Committee. This decision is final.                

Financial Aid Probation

If an appeal is approved:

  • Students will be placed on Financial Aid Probation for one semester.
  • Students must follow the terms set by the committee or their academic plan.

At the end of the probation semester:

  • If a student meets SAP or the plan’s requirements, their record will indicate that an academic plan is being followed and may continue receiving aid. Their status will be reviewed at the end of each term and will not change unless they cease to follow the academic plan outlined in the original appeal or if they once again achieve satisfactory status.
  • If students do not meet the terms, they will lose financial aid eligibility again, and further appeals will not be considered.