Satisfactory Academic Progress Policy - Financial Aid Office

Federal regulations require that all financial aid recipients maintain satisfactory academic progress and remain in good academic standing. Academic progress is reviewed at the end of each semester and prior to the disbursements. To maintain SAP, you must:

  1. Complete 67% of the total units attempted. Classes in which student receives a letter grade (A,B,C,D,F,W,P,NP,I,IP) are counted as attempted units. Courses in which student successfully complete (A, B, C, D, and P) are counted as completed units. In determining student’s completion percentage, we divide your units completed by your units attempted. 

    Example (1):

    • 8 completed credits / 12 attempted credits = 0.666 or 67%
    • 7 completed credits / 12 attempted credits = 0.583 or 58%
  2. Maintain a 2.0 Grade Point Average (semester and Cumulative). If you have previously enrolled at Ohlone College and have Cumulative GPA of less than 2.0, your academic standing will be affected as well.

These standards apply to all students who apply for and receive financial aid from the following programs.

  • Cal-Grants B and C
  • Federal Pell Grant
  • Direct Loan Program
  • Federal Supplemental Educational Opportunity Grant (FSEOG)
  • Federal Work-Study (FWS)

NOTE: The Board of Governors Fee Waiver (BOGW) was established in 1984 as an integral part of legislation that first created the community college enrollment fee. Its purpose is to ensure that the enrollment fee does not pose a barrier to the enrollment of low-income students. This program is omitted from the listed programs because these provisions do not dictate eligibility for BOGW. As long as a student is eligible to enroll under the college’s satisfactory academic progress provisions, fee waivers from BOGW will be granted irrespective of the student’s status under these provisions.

Financial Aid Statuses

  1. Warning Status: Will be issued if you fail to meet the standards above. While on Warning status, you may still receive financial aid (if still aid eligible), but  are expected to meet satisfactory academic progress at the end of the warning term.

    * Summer term counts regardless you receive aid or not.

  2. Disqualification Status: Will be issued if you fail to meet the standards above for two consecutive terms or when you are on Warning for the third time. You will also be disqualified if you have attempted more than 150% of the number of  units required for degree program. While you are on Disqualification status, you are not eligible to receive aid, but have a right to submit an appeal.

    * Summer term counts regardless you receive aid or not.

  3. Excessive Units Status: Will be issued if you have attempted 125% of units needed for a degree program.  Federal law requires that students must complete their educational program within 150% maximum timeframe. All period of enrollments count regardless if you have received aid previously or not. Ohlone College expects students to submit an Application for Appeal and Student Education Plan (SEP) when they reach 125% of attempted units. The SEP must outline the courses required to complete the student’s degree or transfer program. Students will receive financial aid only for the courses listed on the SEP and up to the maximum timeframe.

Ohlone College offers a number of Certificate of Achievement programs, each requiring a specific number of units for completion. Students enrolled in Certificate programs of more than one year in duration (24 or more units) qualify for Financial Aid. Students must complete their goals by the time they have completed 150% of the number of units required for the specific certificate.  The above Financial Aid Statuses apply to both degree programs and Certification of Achievement programs.

  • For example: a student enrolled in the American Sign Language & Deaf Studies Certificate Program, which is a 34 unit Certificate, must complete that goal by the time he or she has attempted 51 total units (150%*34=51 units); or an associate degree requires 60 credit hours to complete, he/she must complete the program by the time he/she has attempted 90 total units (150%*60=90)

Appeal Process

If you are on Disqualification Status and/or on Excessive Units, you must submit an Application for Appeal and a Student Educational Plan. The Application for Appeal Form (PDF) can be found online at or obtained at the Financial Aid kiosk.

You must schedule an appointment with an academic counselor to develop a Student Education Plan.  EOPS/DSPS students can meet with the department’s counselor. If you have prior college coursework, be sure to bring the transcript (unofficial if necessary) to the meeting.

All ESLs and up to 30 developmental/remedial units will be excluded in the calculation of the 150% maximum time frame

You will not receive aid for repeating a course.

Appeal can only be considered for extenuating circumstances (circumstances beyond your control) and only courses listed on your submitted Student Educational Plan are considered for financial aid funds. Here are the three possible decisions:

  1. Conditionally Approved: If you are on disqualification status due to not meeting standards, you must wait until after grades are posted and you have successfully completed 67% of units attempted, complete 6 credits, with a GPA of 2.000 to receive aid (if aid eligible).
  2. Appeal Approved: If you are on excessive units, you may receive your disbursement (if aid eligible) after your appeal is processed and is on Financial Aid Scheduled Disbursement Date.
  3. Appeal Denied:
    • If you are on disqualification due to not meeting standards and your appeal is denied, you will be given the conditions to get reinstated.
    • If you are on excessive units and have maxed out 150% maximum timeframe, you are no longer eligible to receive aid. No exception.

Note: You are allowed up to three declared majors while receiving Financial Aid.

Once you are on Excessive Units, you will receive a notification at the end of each term. No appeal and Student Educational Plan are needed if you have already submitted during the previously term and you are following your Student Educational Plan.

If you do not meet standards after your appeal has been approved, you will be placed on second disqualification.  There is no appeal consideration for second disqualification.

Revised July 2014.

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