Understanding SAP

You need to make satisfactory academic progress (SAP) in order to continue receiving federal student aid, California State aid, and Cal Poly Pomona Institutional aid. In other words, you have to make good enough grades, and complete enough classes (credits/units), to keep moving toward successfully completing your degree or certificate in a specified time period.

• SAP is measured for any student at Cal Poly Pomona who applies for financial aid.
• SAP monitors your academic work in three categories: GPA, Pace (units completed vs.  units attempted), and Maximum Time Frame (overall units taken towards your degree)
• SAP is monitored at the end of every semester, once the Registrar's Office has completed their grading and semester-end process.
• Your SAP status is calculated using your entire academic record from all schools attended, even if you did not receive financial aid.
• The first time you fail to meet either the Pace or GPA Standard, you will be placed on Financial Aid Warning for your next semester of enrollment. This warning status still allows you to receive aid for that next semester of enrollment, while attempting to correct the deficiency in your GPA and/or Pace.
• If you fail to meet the standards for two consecutive semesters (Pace and/or GPA), you will be considered Financial Aid Disqualified. You can appeal the loss of eligibility, but approval is not guaranteed.
• A SAP / Financial Aid Disqualification has no impact on your ability to register. You may still enroll in classes and pay out-of-pocket or with private loans. 
• You may regain financial aid eligibility after a SAP / Financial Aid Disqualification by either meeting the standards through your academic work in future semesters OR by having an approved SAP appeal. 
• Failing to meet the Maximum Time Frame Standard results in an immediate loss of further aid eligibility. You can appeal the loss of eligibility, but approval is not guaranteed. 

SAP monitors your academic progress in three categories: GPA, Pace of Progress and Maximum Time Frame. SAP is evaluated at the end of every semester, once grades have been finalized and posted. 

 The minimum SAP requirements are listed in the chart below. 

SAP Standards Information 

Cumulative GPA

Includes all courses transferred into the university and taken at Cal Poly Pomona 

Pace of Progress

Measured by comparing the total number of units that you have completed by the total number of units attempted. If your Pace percentage is below 66.67%, you will be considered to not meet the Pace of Progress. 

• Completed Units include the following grades: A, B, C, D, RP, or CR 
• Attempted Units include the following grades: W, WU, WX, F, I, NC, and RD (audits, military credit, and test credits are not included)

The first time you fail to meet any either the Pace or GPA Standard, you will be placed on Financial Aid Warning for your next semester of enrollment. This warning status still allows you to receive aid for that next semester of enrollment, while attempting to correct the deficiency in your GPA and/or Pace.

Maximum Time Frame

A student is eligible to receive financial aid for a maximum number of overall attempted credits for their primary program of study.  

Exclusions to Maximum Time Frame: Remedial / pre-baccalaureate coursework, test credits 

• Please note: a maximum of 70 units of transferable credit from a 2-year institution may be accepted by Cal Poly Pomona.   Any units in excess of 70 (from a 2-year institution only) will be excluded from the Maximum Time Frame calculation.
  

Changing Majors and Impact of Additional Academic Objectives 

If you change majors, the units you earn under all majors will still be included in all three SAP Standards. 

• Changing majors does not automatically “re-set” your SAP. All coursework from your original major continues to be included.  You may submit an appeal to have your eligibility extended due to a change of major - and to have all courses taken for your previous major that cannot be applied to your current major excluded.
  
• The pursuit of additional academic objectives (majors, minors, certificates) and the receipt of financial aid must be completed within the units allowed for your ‘primary’ academic objective (major).    

Credits and Coursework that is NOT INCLUDED in the SAP Maximum Time Frame Calculation 

Not all credit posted to a student’s academic record can count toward the degree program requirements. As a result, the following exclusions/adjustments are made with regards to the Maximum Time Frame Calculation:  

• Remedial / Pre-Baccalaureate coursework is excluded as it does not carry baccalaureate credit. 
• Test credit (AP, IB, etc) and Military credit are excluded from the Maximum Time Frame and Pace calculations.  
• A maximum of 70 units of transferable credit from a 2-year institution is included in the Maximum Time Frame Calculation based on CSU and Cal Poly Pomona policy. Any units from a 2-year institution that are in excess of 70 units will be excluded from the Maximum Time Frame calculation only. 
• Students with additional transfer credit not already excluded in the initial calculation may submit a request to have the credit(s) excluded if it cannot be used to meet any Cal Poly Pomona degree requirements including general electives.   

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Changing Majors 

If you change majors, the units you earn under all majors will be included in your GPA calculation, your Pace calculation, as well as your Maximum Time Frame attempted units.  Changing majors does not “re-set” your SAP.  

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Impact of Additional Academic Objectives on Maximum Time Frame  

The Maximum Time Frame Standard is not increased to allow for the pursuit of additional objectives with the baccalaureate degree.   

Undergraduate students can pursue additional academic objectives (majors, minors, certificates) and receive financial aid; however they must complete all coursework within the units allowed for the ‘primary’ academic major.    

Dual Academic Objective 

For students that are officially pursuing a financial aid eligible credential or certificate concurrently with a Master’s Degree program, the Maximum Time Frame Standard will be based on the combined sum of the minimum units required of each program you are officially pursuing and multiplied by 150% to determine your new Maximum Time Frame. 

Impact of Lower Division (1000 – 2000 Level Courses) on SAP 

Students who are pursuing a Credential, Certificate, Additional Bachelor’s Degree, or a Graduate Degree may be required to complete lower division coursework to resolve pre-requisites or other necessary activities to complete their program of study. These lower division courses impact the three SAP Standards in the following ways: 

GPA

Your GPA is calculated based upon 3000-level or higher coursework taken after completion of your bachelor’s degree. Lower division coursework will not be factored into your cumulative GPA. 

Pace of Progress

Any courses attempted at the 1000 or 2000 level will be considered attempted units, but not completed (irrespective of your final grade, as only 3000 level and higher coursework are considered for degree credit). This will negatively impact your PACE measurement. 

Maximum Time Frame Standard

The Maximum Time Frame is calculated using the published minimum degree requirements. If lower division coursework (1000 or 2000 level courses) is required to complete your program of study it is expected that it will be accomplished within the 150% maximum timeframe. 

NOTE: To receive financial aid in any term, you must be enrolled at least half-time in courses required to meet your degree or credential requirements as specified in the catalog.  

SAP is monitored at the end of every semester, once grades have been finalized and posted. You will receive an email notification after each evaluation, notifying you of the results and your SAP Status. 

SAP Statuses Information 

A student that fails to meet the SAP requirements and has a SAP Status of "Not Meets SAP," will have financial aid eligibility reinstated when he or she meets all three SAP standards, or submits a SAP Appeal that is successfully approved. 

Paying out of pocket for classes or sitting out a semester is not grounds for reinstatement of aid. Students must bring their academic progress back into compliance or have an appeal approved to have aid eligibility reinstated.   

SAP and Financial Aid Disqualification has no impact on your ability to register.  You may still enroll in classes and pay out-of-pocket or with private loans.   

You may regain financial aid eligibility after a SAP Disqualification by either meeting the standards through your academic work in future semesters OR by having an approved SAP appeal. 

Students with a status of Not Meets may appeal their status to the Cal Poly Pomona Office of Financial Aid & Scholarships.  An appeal must be based on extenuating circumstances.   Supporting documentation may be requested and/or required as part of your appeal (depending on your circumstances).  Appeals are available through the Financial Aid Student Forms Portal, and will also appear on your To Do List. 

Students with a status of Not Meets SAP may appeal their status to the Cal Poly Pomona Office of  Financial Aid  & Scholarships.

• Illness, accident, or injury experienced by you or a significant person in your life.   
• Death of a family member or significant person in your life.   
• Divorce experienced by you or parent.   
• Significant trauma in your life that impaired your emotional and/or physical health.   
• Other significant unexpected and documented circumstances beyond  your control.
  

Changes in major and double majors are not viewed as extenuating circumstances, since the standard is quite generous in the time frame allowed to complete a degree. 

To appeal your failure to meet SAP due to any of these or similar personal issues, submit the Cal Poly Pomona SAP Appeal form assigned to you in the Financial Aid Student Forms Portal.

In your appeal, you must:  

• Explain how the circumstances prevented you from meeting SAP.   
• Explain what has changed in your situation that would allow you to demonstrate satisfactory academic progress at the next evaluation. This includes detailing any action you are taking to ensure you will meet SAP standards.   

If your appeal is approved, you will be placed on Financial Aid Probation for the next semester of enrollment. If your aid was previously cancelled, it will be reinstated based on funds available at that time. Therefore, your best interest is served by submitting an appeal as soon as you receive your suspension notice.

Appeal Deadlines 

Be sure to submit your appeal early, before the start of the term, so you can receive a timely decision, allowing you to plan accordingly.

The SAP Appeal deadlines are:

Summer 2023 sessions: June 30, 2023

Fall 2023 semester: November 1, 2023

Spring 2024 semester: April 1, 2024

Appeals may not be accepted after the deadline has passed. Complete the online form and submit any supporting or required documents (including an academic plan) to ensure your appeal is received on time.

If you do not submit your appeal in a timely manner, and your appeal is denied after the term has started, you will be responsible for any and all costs incurred, including any costs related to a decision to withdraw from the semester.

Approved Appeals 

If your appeal is approved, you will be placed on Financial Aid Probation for your next semester of enrollment. At the conclusion of your Financial Aid Probation term, you must be meeting Cal Poly Pomona’s SAP standards in order to remain eligible for further financial aid.  

NOTE:  Receiving a grade of F, W, WU, WX, I, NC or RD during your Financial Aid Probation semester   will most likely cause you to not meet the SAP Standards at the end of your Probation term.   

Denied Appeals 

If your appeal is denied, you will not be eligible for financial aid until you are able to meet the SAP Standards  your academic work in future semesters.  

Appeal of Denial  (2nd Level Appeal) 

If you wish to challenge the denial of your appeal:  

• Your challenge must be submitted in writing to the Associate Director of Financial Aid  
• You must provide a clear written rationale for your challenge of the denial   
• Your challenge must be submitted within two weeks of when you were notified of the appeal denial  

The Associate Director of Financial Aid will consult with the Director of Financial Aid, as well as the  Associate Vice Presidents of Enrollment Services, Academic Affairs, and/or Student Services, as appropriate in evaluating, and responding to, your challenge.  

There are times when your appeal may require the submission of an Academic Plan.  This generally occurs for the following: 

• If you are appealing your status after failing to meet SAP during your SAP Probation semester. 
• If, when reviewing your appeal, it is determined that even if your appeal is approved you will not be able to meet the GPA or the Pace Standard at the end of your Probation semester. 

To develop your plan, you should meet with your Academic Advisor and discuss your circumstances, review your transcript and your goals, and prepare a manageable academic plan that will enable you to be successful academically and to return to meeting the SAP Standards at a specific point in the future.

Following this plan successfully allows you to either regain aid eligibility by meeting SAP standards or by continuing to follow your plan through completion of your program of study.

If you are not making progress as stipulated in your academic plan, your new SAP status will change to Not Meets SAP (did not adhere to plan). You will not be eligible to receive aid unless you submit a new SAP Appeal – which must include a NEW Academic Plan.  You may also choose to continue to enroll without aid & work to improve SAP Status through academic work. 

The Office of Financial Aid & Scholarships encourages any student experiencing academic difficulties to utilize academic services available at Cal Poly Pomona. These are valuable resources that can assist you if you are struggling to maintain Satisfactory Academic Progress. 

• Tutoring Services and the Learning Resource Center 
• Bronco Advising Center 
• Office of Student Success 
• Counseling and Psychological Services (CAPS) 
• Disability Resource Center
• Veterans Resource Center 
• Educational Opportunity Program (EOP) Office 

If you repeat a course, credit hours for each registration will be added to a student’s attempted credit hours total. However, only the most recent grade received in the course will be included in the calculation of the cumulative GPA/qualitative measure.

Note:  Federal Financial Aid will pay for only one repeat of a previously passed course.

If a student withdraws from a course during the semester, after the add/drop period (when a grade of W begins to be assigned), the course credit hours will be added to his attempted credit hours total.

Unofficial Withdrawal from Courses (WU)

If a student unofficially withdraws from a course during the semester, the course credit hours will be added to his attempted credit hours total. Additionally, per CPP academic policy, the grade of WU is included in the calculation of the students GPA (as the equivalent of an F).

Retroactive Withdrawals (WX)

Courses with a Grade of WX are included as attempted units in the SAP calculation for Pace and Maximum Timeframe (as required by federal law). 

Remedial (or Pre-Baccalaureatte) Courses

Credit hours for each remedial course a student takes are included in the calculation of attempted credit hours total in determining pace. Remedial courses are not included in the calculation of the GPA nor the Maximum Time Frame standards. 

Incomplete Courses

Credit hours for incomplete courses are included in the calculation of a student’s attempted credit hours total, but not in the calculation of her GPA. When a grade is updated, it will be included in the GPA calculation and passing grades will be counted as completed hours.

Transfer Credits

Credit hours transferred from other schools that are accepted toward completion of the Cal Poly Pomona program count as hours attempted and hours completed. These are also factored into the Maximum Time Frame.

A maximum of 70 units of transferable credit from a 2-year institution will be counted based on CSU and CPP Policy.

Units from a 4 year institution are not limited to 70; however, transfer credit may be excluded by request if it cannot be used to meet any CPP Degree requirements (including general electives).

Audited Courses

Credits are not earned for audited courses. Therefore they are not included in the calculation of a student’s attempted credit hours total or the GPA Standard.

Pass/Fail Courses

Credit hours for pass/fail courses are included in the calculation of a student’s attempted credit hours total, but not in the calculation of the GPA.

Report In Progress

The "RP" symbol is used in connection with courses that extend beyond one academic semester. The symbol indicates that work in progress has been evaluated as satisfactory to date but that the assignment of a precise grade must await the completion of additional coursework. 

Courses with a grade of RP will be treated as units attempted and completed in the student’s Pace Standard, but not in the calculation of the GPA.

Report Delayed

The "RD" symbol may be used where a delay in the reporting of a grade is due to circumstances beyond the control of the student. The symbol may be assigned by the Registrar's Office only and, if assigned, shall be replaced by a substantive grading symbol as soon as possible upon submission of a Grade Change Form.

Since no evaluation has been done as to the status of the coursework (satisfactory vs. unsatisfactory), courses with a grade of RD will be included in the calculation of a student’s attempted credit hours total (attempted but not completed), but not in the calculation of the GPA.

Undergraduate Courses at the Graduate Level

Undergraduate courses taken by graduate students do not earn graduate credit, and therefore, they are not included in the calculation of the GPA.  However, credit hours for the courses are included in the calculation of the student’s attempted credit hours total (counted as attempted but not completed).

Changing Majors

If a student changes majors, the credit hours taken under all majors will be included in the calculation of the attempted credit hours total, the GPA calculation and the maximum timeframe for degree completion.  A student may submit an appeal to have any courses taken under the previous major that cannot be applied to their current major excluded from the SAP Standards.