Satisfactory Academic Progress

It is the policy of the California Maritime Academy that all students receiving Title IV assistance meet Satisfactory Academic Progress (SAP) standards as defined by the Academy in accordance with Subpart C part 668, Student Assistance General Provisions, of the Student Financial Aid Regulations.

This policy has been established to ensure that Title IV recipients meet the criteria indicated below regardless of whether or not they previously received aid.  The programs governed by these regulations are as follows:

1. Federal Pell Grant
2. Federal Supplemental Educational Opportunity Grant (SEOG)
3. Cal Grants (A&B)
4. Federal Work Study
5. Federal Perkins Loan
6. Federal Stafford Loan
7. Federal PLUS Loan
8. State University Grant

Standards

Satisfactory Academic Progress (SAP) standards are measured both qualitatively and quantitatively.  In order to maintain qualitative standards, students must maintain at least a 2.0 cumulative grade point average.  To be maintaining quantitative standards, students must satisfactorily complete at least 2/3 of all units attempted (both per academic year and cumulatively), and must complete their program within 150% of the published length of the program, measured in academic terms and credit hours attempted.  The determination of a student’s academic progress will be made following the spring semester.

Examples:  Cal Maritime’s degrees are meant to be completed in 8 terms of full-time enrollment.  150% of 8 terms is 12 terms.  Therefore, students attending Cal Maritime on a full-time basis must complete their degree in no more than 12 terms. 

If a major contains 120 units to be completed, students in that program may take no more than 180 units (150% of 120 units) to complete the degree. 

If a student has attempted 90 units, 60 (2/3 of 90) must be completed satisfactorily.

 Minimum Cumulative Grade Point Average

Students must maintain a cumulative grade point average of at least 2.00. .

Incomplete courses do not earn credit or influence the grade point in the semester that the course is incomplete.  The courses will earn credit and influence the grade point average once they are completed.  Incomplete courses, however, are considered as units attempted.

Minimum Completion Ratio (Credit Hours Completed/Attempted)

To be considered making satisfactory academic progress, a student must successfully complete 67% (or 2/3rds) of the units attempted per year and cumulatively. 

Letter grades of A+, A, A-, B+, B, B-, C+, C, C-, D+, D, D-, F, WU, IC, W, CR, NC, AU, I, and RD are all considered towards units attempted.  Only the letter grades and CR are considered towards units completed.

Courses validated by special examination (V) and courses accepted from another college (T) are not included in the determination of minimum credit hours earned per academic year, but are included in the determination of the maximum time frame. 

Maximum Terms of Enrollment to Earn a Baccalaureate Degree

Maximum Terms of Enrollment is defined as the maximum number of full-time terms that a student may take to complete a degree program or certificate before losing financial aid eligibility.  For students to remain eligible for Title IV aid, they must complete their Baccalaureate Degree within 12 terms (150% of the 8 total full-time terms normally required to complete their degree). 

Maximum Credits Attempted to Earn a Baccalaureate Degree

Maximum Credits Attempted is defined as the maximum number of units that a student may attempt to complete a degree program or certificate before losing financial aid eligibility.  For students to remain eligible for Title IV aid, they must complete their Baccalaureate Degree prior to attempting 150% of the total units required to complete their degree. 

Since the total units vary slightly between classes, an average total is used for calculating maximum time frame.

For example, a Business Administration major who has attempted 195 units and still not completed his/her baccalaureate degree would be ineligible for financial aid.

Transfer units accepted by the California Maritime Academy will be included as part of the maximum credits attempted toward the completion of a degree.

For a course that has been repeated, only the final hours count towards the completion of a degree.  However, each time a student enrolls in a course, the course is counted as part of the units attempted.

Non-credit remedial courses are not counted toward SAP in any way, since these courses are taken at SPEL (Special Projects Extended Learning) or at another institution and do not count toward the completion of a CMA degree.

If minor fields of study require more units, the figure would be adjusted to the higher number of units.

Withdrawals

Courses that a student withdraws from prior to “last day to drop with no grade reported” do not count against attempted or completed.  Courses dropped after “last day to drop with no grade reported” are counted as uncompleted units attempted. 

Financial aid recipients are obligated to remain enrolled and pass the required courses.  Upon a financial aid recipient’s withdrawal from school prior to the end of a term, Cal Maritime is required by the Federal government to calculate whether a return of financial aid funds is required.  Refer to the Return of Title IV Funds Policy.  

All financial aid recipients should speak to a financial aid counselor to discuss the impact of any proposed changes in enrollment such as dropping a course, repeating a course or withdrawing from Cal Maritime.  Any of these changes may affect his/her satisfactory academic progress and future eligibility for financial aid. 

Notice of Financial Aid Probation/Suspension

All students being placed on financial aid SAP probation or who are disqualified for aid due to SAP will be notified in writing of their status by the financial aid office.  Students who are on financial aid SAP probation are eligible to receive financial aid.  Students who are disqualified for aid due to SAP must bring their cumulative GPA and/or units completed/attempted percentage up to SAP levels at their own expense prior to any new aid being made available to the student.

The first time a student does not maintain a cumulative 2.0 Grade Point Average (GPA), he or she will be placed on probation for one term.  At the end of the probationary term, if the student’s cumulative GPA is still below 2.00, the student will become ineligible for financial aid until his/her cumulative GPA is 2.0 or above.  If, however, at the end of the probationary term, the student’s cumulative GPA is 2.0 or higher, he/she will be off financial aid SAP probation, and will continue to be eligible for financial aid.  The second time a student’s cumulative GPA drops below 2.0, he/she will become ineligible for financial aid immediately.  

A student who does not satisfactorily complete the required percentage of units will be placed on financial aid SAP probation for one term.  At the end of the probationary term, if the student’s ratio of completed/attempted units is still below 2/3, the student will become ineligible for financial aid until his/her cumulative completion ratio is 2/3 or better.  If, however, at the end of the probationary term, the student’s completion ratio is 2/3 or better, he/she will be off financial aid SAP probation, and will continue to be eligible for financial aid.  The second time a student’s completion ratio drops below 2/3, he/she will become ineligible for financial aid immediately.

Right to Appeal Procedures

All Title IV recipients have the right to appeal a financial aid suspension decision by submitting an appeal to the Financial Aid Office.  Here are some guidelines for writing your appeal:

• If you are deficient units, explain why. If your hold is for being in school too long, explain why it is taking so long to finish and when you expect to graduate.
• Attach documentation such as proof of illness or of a death in the family, transcripts, grade reports, and letters from advisors. If you are requesting an extension of your financial aid eligibility, make sure that you have been approved for registration for the additional courses by your advisor.
• Explain what you are doing to solve your academic progress problem. When will you make up your units? When will you graduate? Is it just a one-time problem? Be realistic. Don't make promises you can't keep.

Eligibility for Reinstatement

A student who has been deemed ineligible for financial aid due to SAP may be reinstated for federal financial assistance after one or more of the following:  1) approval of an appeal to the Financial Aid Office, or 2) successfully completing the academic deficiencies at one’s own expense.  In cases of suspensions and/or denied appeals, the student will be required to notify the Financial Aid Office with the proper documentation when he/she is eligible for reinstatement.  After eligibility has been established, any award will depend upon the student meeting all other eligibility requirements and the availability of financial aid funds.             (08/05)