Staying eligible (SAP Policy)

2018-2019 catalog - View past years

In order to be reconsidered for financial aid each year, you must do all of the following:

  • Reapply using the FAFSA or Renewal FAFSA.
  • Continue to demonstrate financial need.
  • Make academic progress toward a degree at CSUMB.
  • Enroll at least half time each semester at CSUMB.
  • It is the student's responsibility to re-apply for Financial Aid each academic year.
  • Students are encouraged to meet priority deadlines to maximize eligibility for limited fund sources.

Maintaining Satisfactory Academic Progress

In order to maintain financial aid eligibility, you must make Satisfactory Academic Progress toward obtaining a degree. Satisfactory Academic Progress (SAP) will be monitored for all periods of enrollment whether or not you have received financial aid. The minimum standard requirements are:

  1. Maintaining a 2.0 GPA an an undergraduate student or a 3.0 GPA as a graduate student;
  2. Meeting the unit completion requirements for your enrollment status; and,
  3. Not exceeding the maximum time frame for your program.

Students are evaluated on their SAP 30 days after the start of the term. The first time a student fails to make satisfactory academic progress, they will be placed on financial aid warning.

Students who do not meet minimum standard requirements at the end of their warning semester, will be placed on financial aid probation for the next semester. Also, any student who does not complete any units in a semester will be on financial aid probation.

Continued failure to meet the requirements will result in a loss of eligibility for future financial aid.

Minimum Standard Requirements

Qualitative Measure (Cumulative GPA)

Undergraduate and credential-seeking students must maintain a cumulative grade point average of 2.0 (equivalent to C average) in all college work attempted. Complete grades are A, B, C, D, and CR.

Grades of C and above count positively toward progress to degree.

Grades of C-, D, D+, and D- may count as units earned for the purposes of financial aid, but may not meet academic program requirements.

Grades of F, I, W, WU, NC, RP, RD, and AU are not considered passing and may affect a student's eligibility for financial aid.

Graduate and post-baccalaureate certificate students must maintain a University and cumulative grade point average of 3.0 (equivalent to a B average) in all college work attempted. Complete grades are A, B, C, and CR.

Grades of B and above count positively toward progress to degree.

Grades of B-, C+, C, C-, D+, D, and D- may count as units earned for the purposes of financial aid, but may not meet academic program requirements.

Grades of F, I, W, WU, NC, RP, RD, and AU are not considered passing and may affect a student's eligibility for financial aid.

Quantitative Measure (Unit Progression)

You must complete at least 67 percent of units attempted each semester to remain on track. Unit progression will be based on a cumulative total of attempted units to earned units. For example, a full-time undergraduate student who attempts 24 units in an academic year must complete at least 16 units.

Maximum Time-frame to Complete Degree

The maximum allowable time-frame for receiving aid is equal to 150 percent of the length of your academic program.

If you are a transfer student, your accepted transfer coursework will be counted in the maximum time-frame.

Repeated courses and Withdrawals are counted as "units attempted" and will be counted in the maximum time-frame.

Required remedial coursework will not be counted toward your maximum time-frame (up to 30 units).

Undergraduate Enrollment Status

  • Fulltime ~ 12 or more undergraduate units
  • Three-quarter time ~ 9 to 11 undergraduate units
  • Half time ~ 6 to 8 undergraduate units
  • Less than half time ~ 1 to 5 undergraduate units

Graduate Enrollment Status

  • Full time ~ 8 or more units
  • Three-quarter time ~ 6 to 7 units
  • Half time ~ 4 to 5 units
  • Less than half time ~ 1 to 3 units

Financial Aid Warning

Students who have not met the minimum standard requirements will be placed on financial aid warning status. Any student receiving financial aid for the first time who fails to meet any one of the SAP criteria will enter financial aid warning status for their semester of enrollment.

You are still eligible for financial aid consideration while on warning.

Students who are on warning will be required to attend a Satisfactory Academic Progress Workshop and complete a quiz before funds are released for the following semester.

Students who do not meet minimum standard requirements at the end of their warning semester, will be placed on financial aid probation for the next semester. Also, any student who does not complete any units in a semester will be on financial aid probation.

Financial Aid Probation

If the Financial Aid Office determines that you have not met the minimum standard requirements, following your warning semester, you will be placed on financial aid probation. You are not eligible for any financial aid assistance while on financial aid probation.

Students who are on financial aid probation and who wish to be reconsidered for financial aid will be required to attend a Satisfactory Academic Progress Workshop and complete the appeals process.

Reinstatement

If you maintain satisfactory academic progress without financial aid for one academic year (completing at least 12 units total), you may be eligible for reinstatement and regain eligibility for financial aid, however, you must complete the appeals process.

Students who have been placed on financial aid probation for exceeding the maximum time frame are ineligible for reinstatement and can only regain financial aid eligibility through the appeal process.

Appeal Process

Students who wish to be reconsidered for financial aid may appeal their financial aid SAP status. The appeal form is available on the Financial Aid website.

Required items/steps include:

  • Attend a SAP Workshop no later than 30 days after the first day of classes;
  • Complete the SAP quiz on iLearn;
  • Complete the Satisfactory Academic Progress Appeals Form (found on the Financial Aid website). You may wish to include an explanation of any extenuating circumstances that prevented you from maintaining SAP and what steps you have begun or completed to allow you to become successful in your education program. You should plan to include supporting documentation for any claims you make in the explanation; and,
  • Create or revise an Individual Learning Plan (ILP) that is signed by you (the student) and an academic advisor.

The appeal will be reviewed by a Financial Aid Appeals Committee. You will be notified of the result of your appeal by email or letter.

If approved, read the criteria set forth by the Appeals Committee. Failing to comply with the criteria will result in loss of financial aid in subsequent semesters.

If denied, you will be given guidance and a timeline for when you may appeal again.

The Appeals Committee's decision is final.

Changes to Your Financial Aid Award

Financial aid award revisions will be made in the following cases:

  • If you receive additional resources such as scholarships, Cal Grants or stipends
  • If you reduce unit enrollment prior to add/drop
  • If you do not indicate your correct housing status on your Award Letter
  • If you withdraw from all courses
  • If your appeal for revision is granted

Withdrawal from Courses

Title IV recipients who withdraw from CSUMB will be subject to repayment of a portion of awarded funds. Responsibility for repayment will be shared by CSUMB and the student

Financial Aid recipients who withdraw must repay any unearned portion of aid received for the term attended. The portion of unearned Title IV funds will be calculated by the Financial Aid office. The amount is based on the number of days completed, divided by the number of calendar days in the term. Breaks in enrollment of five or more consecutive calendar days are excluded from the number in the term. No repayment of Title IV funds will be required for withdrawals occurring after the 60% point of term. After determining the amounts of aid to be refunded or repaid, the funds must be distributed back to financial aid according to a specific order of priority prescribed in federal regulations. The order of distribution is federal loans; federal grants; and then other federal, state or institutional aid.

Registration fees will be fully refunded for courses dropped prior to the first day of instruction. Additional information is available upon request from the Financial Aid Office.

Date of Withdrawal

The date of withdrawal is the date you begin the withdrawal process, or the date you established contact with the Office of the Registrar regarding your intent to withdraw.

Post-withdrawal Disbursements

Post-withdrawal disbursement determination will be made by the Financial Aid Office and coordinated for credit or repayment with the Office of the Registrar. Unearned Title IV Aid will be returned to their source in the following order:

  1. Federal Perkins Loan
  2. Federal PLUS Loan
  3. Unsubsidized Federal Loan
  4. Subsidized Federal Loan
  5. Federal SEOG Grant
  6. Federal Pell Grant

Unofficial Withdrawal

If a student fails to earn a passing grade in at least one class, CSUMB is required to calculate the amount of Return to Title IV funds based on the last day of enrollment. If last day of attendance cannot be determined, CSUMB may use the midpoint of the period (in lieu of an official withdrawal date) as documentation of the student's last day of attendance. Unless the student can provide acceptable documentation that shows the student was enrolled more than 60 percent of the semester, the student will be responsible for returning unearned funds. The student will be notified of the responsibility to repay unearned funds to the appropriate program and/or CSUMB.

Student Appeal for Revision

If you feel that you have extenuating financial circumstances that warrant a review of your financial aid, you may choose to appeal. You should contact the Campus Service Center to obtain the appropriate forms.