SAP APPEALS SOP

SAP Procedure

HISTORIC: Contact Barbara to find the Pace and GPA. If you approve the appeal, again, let Barbara know and she will pull in the SAP from Jenzabar to probation. Follow the steps below EXCEPT updating SAP status on Regent.

After SAP is run on Saturday, Barbara will check for Probation status and update historic SAP.

REGENT EMAIL Goes out to students.  (Spring Semester this will happen on : 

REGENT EMAIL:

Dear ,

An evaluation of your academic performance indicates that you have not met the financial aid Satisfactory Academic Progress (SAP) standards and your financial aid is now Suspended. As a result, you are INELIGIBLE for federal financial aid.

The reason(s) for your Financial Aid INELIGIBILITY is(are):

  • Your completion rate of program applicable classes is 66.18%, which is lower than the required minimum of 67%.

If you have unusual or extenuating circumstances that led to your current status, you may appeal to reinstate your federal financial aid. To begin the appeal process, please submit a request via the SAP Appeal Request link.

YOU HAVE 7 DAYS FROM THE DATE OF THIS EMAIL TO SUBMIT STEP ONE OF THE APPEAL.

Note: If you are not planning to apply for or receive federal financial aid, no action is required. You may still be eligible to receive BYU-Idaho grants, non-BYUI scholarships, and some private loans.

Visit our SAP webpage for the official SAP policy. Please contact us if you have questions about this policy or the appeal process.

Sincerely,

BYU-Idaho Student Financial Aid Office

TD Step 1

  1. Check for previous SAP appeals (Activity or Documents tab in Regent—filter “sap” in name column; Feith if necessary)
  1. If previous SAP appeal denied, Regent appeal must be reviewed with the committee.
  2. Check for MTF
  3. Add SAP appeal (grad plan for MTF) to FA portal
    1. APPROVED:
      1. Reason box: You MUST complete & UPLOAD this document by APRIL  , 2024. SAVE the document before uploading: click the Print icon, select Print to PDF, click Print, Save as type: PDF Document (*.pdf), save to Desktop, click Save.
      2. Note box:  2324 SP24 SAP – Accepted TD SAP Survey. Student must now submit their SAP Appeal through their portal within 7 days. TD # .
  1. MTF:
    1. Reason box: You MUST complete & UPLOAD this document and a signed Grad Plan by APRIL  , 2024. SAVE the document before uploading: click the Print icon, select Print to PDF, click Print, Save as type: PDF Document (*.pdf), save to Desktop, click Save.
  1. Note box:  2324 WI24 MTF SAP – Accepted TD SAP Survey. Student must now submit their SAP Appeal and Grad Plan through their portal within 7 days. TD # .
  1. INTERNATIONAL:
    1. 2324 SP24 SAP appeal not required as student is international student. TD # .
  1. Send Approved Step 1 email (or International/MTF email if applicable)

Approved – Step 1 Email

After the SAP Appeal Request Survey is completed this email will automatically be sent to students through TD:

TD Email:

A SAP Appeal document will be added to your BYU-Idaho Financial Aid portal 3-4 business days after the receipt of this email. Please complete the appeal, save it on your computer, and then upload it.  Supporting documentation for each issue you list on your appeal will be required.  You may begin gathering that documentation now.

A committee will determine the outcome of your petition and let you know of their decision by updating the SAP document information on your portal and emailing results.

YOU WILL HAVE 7 DAYS TO UPLOAD YOUR COMPLETED APPEAL WITH DOCUMENTATION.  If you fail to meet this deadline you will remain ineligible for financial aid and will have to wait until next semester to appeal again. 

If you have any questions, please contact the Financial Aid Office.

Thank you,

BYU-Idaho Financial Aid
Instagram: @byui_finaid
Chat with us at www.byui.edu/finanical-aid


Once the Appeal Survey has been reviewed and a SAP Appeal document added to their portal this email needs to be sent to students as a reply to their request – a template has been created of this response but will need the date updated.   

Dear 

A Satisfactory Academic Progress (SAP) appeal has been added to your financial aid portal. You MUST now complete and submit your SAP appeal via your BYUI Financial Aid portal within 7 days. DEADLINE:  APRIL   , 2024.

To complete your SAP appeal, provide a brief, detailed description of what happened each semester to keep you from successfully completing your courses. Also, clearly explain how you have resolved your issue(s) so there will not be a problem again in the future.

Make sure to provide supporting documentation for all issues you include in your appeal (such as letters from doctors or counselors, obituaries, or official military documentation).   If supporting documentation is not submitted, your appeal may be denied.  
 
SAVE the document(s) before uploading, click the Print icon, select Print to PDF, click Print, Save as type: PDF Document (*.pdf), save to Desktop, click Save.  Don’t click submit until all pages are uploaded.
 
If you have any difficulty uploading your SAP appeal or supporting documentation by the above deadline, please let us know prior to that deadline.
 
Sincerely,
 
BYU-Idaho Financial Aid Office
Instagram: @byui_finaid
Chat with us at www.byui.edu/finanical-aid

 

A Template has been created of this response

MTF Instructions Email

Dear ,

 

Satisfactory Academic Progress (SAP) appeal documents have been added to your financial aid portal. You MUST now complete and submit these documents via your BYUI Financial Aid portal within 7 days. DEADLINE: APRIL , 2024.

Satisfactory Academic Progress (SAP) Appeal:

  • On the needed SAP appeal in your financial aid portal, provide a brief, detailed description of what happened each semester to keep you from successfully completing your courses. Also, clearly explain how you have resolved your issue so there will not be a problem again in the future. Make sure to provide supporting documentation (such as letters from doctors or counselors, obituaries, or official military documentation).
  • SAVE the document before uploading: click the Print icon, select Print to PDF, click Print, Save as type: PDF Document (*.pdf), save to Desktop, click Save

Satisfactory Academic Progress Academic Plan:

  • Create a graduation plan with your academic advisor that shows the exact classes you will take each semester until you graduate. You will be required to follow your grad plan exactly.
  • You and your advisor must sign the SAP Academic Plan form found in your financial aid portal.
  • Upload your approved grad plan and signed SAP Academic Plan form to your financial aid portal.

Please let us know if you have any questions.

Sincerely,

BYU-Idaho Financial Aid Office
Instagram: @byui_finaid
Chat with us at www.byui.edu/finanical-aid

 

A TD response template has been created of this response:

International Student

TD Email:

Dear ,

Thank you for your Satisfactory Academic Progress (SAP) Appeal request. As an international student, you are not eligible for federal financial aid from the United States and therefore this appeal is not required as it does not apply to you. Please refer to the note at the end of the Satisfactory Academic Progress status email.

We encourage you to continue to work hard to complete all courses in the future with at least a 2.5 semester GPA.

In addition, we strongly encourage you to take the time to review the resources available to BYU-Idaho students to ensure maximum academic success moving forward.

Sincerely,

BYU-Idaho Financial Aid Office
Instagram: @byui_finaid
Chat with us at www.byui.edu/finanical-aid

Regent Step 2 – Incomplete Info

  1. If student’s appeal is blank, incomplete, or requires more documentation, make appropriate note in the “Reason” box of the document
  2. Send Missing doc email through Regent
    1. Click Activities Tab, Under Send Communication, then Communication Select
    2. Scroll down to “Missing Information -  Petition – All FAY’s
    3. Email Address Type: Change to School
    4. Add, then send
  3. Send Additional Info Needed email through TD (below)
  4. Close task

 

Additional Info Needed – Step 2

TD Email:

Dear   ,

 

Thank you for submitting your SAP appeal. The committee needs additional documentation before they can process your appeal.

  1. A note from your mental health provider stating you are well enough to be successful in your schoolwork moving forward.
  2. A note/bill  from your physician 

You have until APRIL   , 2024 to submit the requested information.

Thank you,

BYU-Idaho Financial Aid Office
Instagram: @byui_finaid
Chat with us at www.byui.edu/finanical-aid

 

Regent Step 2 – Approved

  1. Calculate GPA requirement if necessary (using GPA calculator). If the student is required to get higher than a 2.5 GPA, upload the GPA calculator to the Documents tab
  2. Change doc to “Satisfied” and add notes on SAP Doc:
    1. Reason Box: Your Winter 2024 SAP Appeal has been approved. You must earn at least a 2.5 GPA each semester and complete 100% of your courses from now on to remain eligible for federal financial aid.
  1. MTF: Your Winter 2024 SAP Appeal has been approved. You must earn at least a 2.5 GPA each semester, follow your graduation plan exactly, and complete 100% of your courses until you meet the minimum requirements to remain eligible for financial aid. 
  1. Notes Box: 2324 WI24 SAP Appeal APPROVED. 1st appeal. Reason: GPA and Pace. Cause:     Requirements: 2.5 GPA and 100% completion. Committee:
  1. MTF: 2324 WI24 SAP Appeal APPROVED. 1st Appeal. Reason: GPA, Pace, and MTF. Cause:  Requirements: 2.5 GPA and 100% completion while following submitted Grad Plan. Committee:
  2. Update SAP status to Probation (see walk-through instructions below)
  3. Go to Activity Notes, click refresh, and add note to Probation line:
    1. 2324 Created SAP record with status: Approved.
  1. Add student to SharePoint Master SAP tracker
  1. Close task
  2. Send TD approval email (see template below)

 

Update to Probation Status

  1. Go to the Regent Awards tab
  2. Click on “Calculate SAP”
  1. Click on the most recent SAP record
  2. Verify the reason the student is on SAP
  1. Click on the “Appeal Review” tab
  1. Click “Edit”
  2. Use the day after SAP run date is found in the “SAP Review Period End” column on the SAP screen  - BARBARA When you put a probation in after approving an appeal the date that I have underlined is the last day of the semester that the suspend status was for.   For example.   If you are approving a Fall 23 appeal, you would be adding probation status to either spring 23 or summer23.  That date is the last date of the spring 23 or summer 23 semester (or whatever was the students last term attended).
  3. Click “Save”
  4. Click “Run SAP”
  5. Click “Close”
  6. Refresh
  7. Check for valid ISIR. If one exists, MAP student to get aid to show up
  8. Submit late fee waiver (if applicable)

 

Approved – Step 2 Email

Dear  ,

 

Your Financial Aid Satisfactory Academic Progress (SAP) Appeal has been approved. You will now be placed on SAP Probation and must continue to show that you are eligible to receive federal financial aid by meeting the following criteria EACH SEMESTER:

  • EARN at least a 2.5 semester GPA in program applicable credits AND
  • COMPLETE 100% of all program applicable courses (this means no W’s, F’s, UW’s)
  • Complete ALL of your classes EXACTLY as listed on your approved grad plan


Once you meet the 2.0 cumulative GPA and 67% completion rate of all program applicable attempted classes (cumulative), you will no longer be on SAP Probation.

PLEASE NOTE: This may be the last time that you could have a SAP appeal approved as it becomes increasingly difficult for a SAP appeal to be approved each time a new one is required. Therefore, it is essential that you do well during your next few semesters. There are several campus programs that may be very helpful to you:

1. Tutoring Center:  Free assistance anytime you need help with a class: http://www.byui.edu/academic-support-centers/tutoring-center

2. Counseling Center: http://www.byui.edu/counseling-center/

3. Mentoring program: Peer mentoring can be very helpful as you learn how to deal with your past issues and how to be successful in your courses. http://www.byui.edu/student-support/peer-mentoring

4. You may also seriously consider taking fewer credits each semester so you can successfully complete your courses until you meet the minimum requirements.

Good luck with all your current and future classes.  We wish you the best of luck as you work toward earning your degree and as you move forward with your career.

Sincerely,

BYU-Idaho Financial Aid
Instagram: @byui_finaid
Chat with us at www.byui.edu/finanical-aid

Regent Step 2 – Denied

  1. Change doc to “Satisfied” and add notes on SAP Doc:
    1. Reason Box: The SAP committee has reviewed and denied your appeal for Winter 2023. Check your BYUI email for more details.
  1. Notes Box: 2324 SS23 SAP Appeal DENIED. 3rd appeal. (List student’s stated issue. Not an extenuating circumstance as defined in the BYUI SAP Policy. Committee: Kandace.
  1. Add student to SharePoint Master SAP tracker
  2. Close task
  3. Send TD denial email (see template below)

A template is available for this email in TD.

Denied – Step 2 Email

Dear  ,

Thank you for submitting your Financial Aid Satisfactory Academic Progress (SAP) Appeal for the WINTER 2023 term. Unfortunately, your appeal is denied, and all your federal financial aid will remain suspended until you are able to meet the minimum SAP requirements, which are a cumulative 2.0 GPA and 67% completion of all attempted program applicable classes.

For more information on the requirements and SAP Policy please visit our SAP webpage. http://www.byui.edu/financial-aid/resources/satisfactory-academic-progress

You will be financially responsible for all your education expenses. You may use your own earnings, funds from family, or private student loans through your preferred banking institution. Many private institutions do not require students to meet SAP requirements, though a select few do, so make sure to check the eligibility requirements if you apply for a private loan.

In addition, we strongly encourage you to take the time to review the resources available to BYU-Idaho students to ensure maximum academic success moving forward.

You may also want to consider taking fewer credits each semester so you can successfully complete your courses.

We wish you the best as you work towards these goals.

Sincerely,

BYU-Idaho Financial Aid
Instagram: @byui_finaid
Chat with us at www.byui.edu/finanical-aid

Regent Step 2 – No Action

  1. Change doc to “Satisfied” and add notes on SAP Doc:
    1. Reason Box: Appeal not approved. You must complete 100% of your classes and receive a 2.5 semester GPA for FA22 to be considered for an appeal next semester. To help you reach these requirements, we strongly encourage you take fewer credits this semester.
    2. Notes Box: 2324 SS23 SAP appeal - No action taken. 3rd appeal. Told stu we cannot approve an appeal until he shows progress. He must complete 100% of his classes and receive a 2.5 semester GPA for FA22 to be considered for an appeal next semester. Recommended he take less credits this semester. Committee: Kandace, Barbara, & Sylvia.
  1. Add student to SharePoint Master SAP tracker – select No Action Taken
  1. Close task
  2. Send TD No action email (see template below)

 

Need to Make Progress/No Action Email

Dear  ,

 

While you may have an extenuating circumstance that prevented you from meeting your SAP requirements, we cannot approve another appeal for you until you show progress. What this means is we cannot reinstate your federal aid for this semester. However, if you prove you can meet Probation requirements by completing 100% of your classes this semester and receiving at least a 2.5 semester GPA, you can submit another SAP appeal next semester in which we will consider you for aid.

You will be financially responsible for all your education expenses this semester. You have the option to continue to pay for your educational expenses on your own, reach out to family to help with your expenses, request a loan from a bank (must be enrolled in 6 credits), or take fewer courses while working.

In order to help you achieve the Probation standards, we recommend you take less credits this semester and utilize the following resources:

We wish you the best as you work towards these goals.

Sincerely,

BYU-Idaho Financial Aid Office
Instagram: @byui_finaid
Chat with us at www.byui.edu/finanical-aid

Unsatisfied Doc Note

2324 SAP WI24: Appeal doc unsatisfied; did not submit appeal by deadline. Stu may appeal the next semester they attend.

After the Deadline…

  1. Run report in Regent to find students with a SAP doc in Needed/Incomplete/Received Status
  2. Change doc to “Unsatisfied” (Do not mark as “Incomplete” as that keeps other aid from disbursing)
  3. Notes Box: 2324 SAP WI24: Appeal doc unsatisfied; did not submit appeal by deadline. Stu may appeal for the next semester they attend.
  4. Add student to SharePoint Master SAP tracker

Summer Session SAP Process

  • After Spring semester, students on SAP Suspension will receive the appeal email. The appeal link will be open for the duration of Summer Session. However, once students submit step 1, they will still only have 7 days to submit their appeal and all supporting documentation.
  • Students attending Summer Session must have appeals processed by the last day of August; otherwise, they need wait until the Fall SAP appeal period opens.
    • Make sure to check if the student is enrolled in Summer!!
  • The SAP appeal link will close the last day of Summer Session; all appeals (which should only Fall only at this point) must be processed by the Summer Session grades due deadline.

Ensuring Consistency and Equity Across All Appeals

  1. The SAP Committee will meet on any previous denials, students’ 4+ appeals, or any other questionable situations
  2. Additional documentation is the rule, not the exception (e.g., ask yourself what documentation you should or can request)
  3. The information required on a 1st appeal should be the same information required on a 4th appeal (expectations should not become lenient just because it’s the student’s first appeal)
  4. The same documentation must be requested for the same situation (i.e., if you request a letter from a health provider from a student with health challenges, you must request a letter from a health provider for all students with health challenges)
  5. Appeals may only be added after the deadline to student accounts if approved by the entire SAP committee (meaning 3 or more people)
  6. A student cannot be approved for the same reason as a previously approved appeal unless they have
    1. shown significant progress (met Probation standards) for a minimum of two consecutive semesters,
    2. taken significant time away from school (at least two consecutive semesters).
  7. Approvable Reasons:
    1. Pregnancy/Birth Related
      1. Severe morning sickness
      2. Pre-term or delivery complications of baby or mother
      3. NICU baby
    2. Sick with COVID or other severe sicknesses
    3. Balancing work/school/family responsibilities (one time only)
    4. Roommate/dating/family disputes
    5. In difficult major/classes; resolved by changing major or showing significant improvement 2nd semester
  8. Non-Approvable Reasons:
    1. Zoom/Online classes due to COVID after SP21
    2. Planning a wedding/getting married
    3. Delivery of a normal, healthy baby
    4. Not taking school seriously (may be considered if student has taken significant time away from school)
  9. Committee is not limited to approvable/ non-approvable reasons, though exceptions should be discussed with committee

 

Appendix

 

1.Academic Renewal may improve GPA but conversely make the completion rate decrease.

2.Disqualified repeats don’t count toward SAP

3.I grade can receive aid but T grade cannot receive aid for future semesters. SAP will be run automatically when grade is posted. If grade replacing I or T is F, check with Krystal to see if money has to be returned or only effects future sap

4.2nd block classes with full semester classes: If they drop the 2nd block class before getting a W, it does not count against them in their Pace.

5.Go LINK: go.byui.edu/sap-request

 

Policy Cheat Sheet

Additional SAP Info

PACE:

  • Only PA credits count
  • Full semester classes dropped prior to FADD don’t count in PACE
  • Every attempt counts – even Retakes count – (unless they are disqualified repeats)
  • When student changes their program, it can affect the Pace

Transfer Credits:

  • GPA not usually counted unless classes are Program Applicable (PA)
  • Can help cumulative PACE but not semester PACE
  • BYU-Idaho transfer credits (when a program is changed), usually count as attempted and earned (unless they earned F, UW, or W or are not PA).

2nd Block Classes

  • If enrolled in full Census (FADD), and drops the class PRIOR to beginning of the 2nd Block:
    • Class shouldn’t be considered Attempted, but Regent is counting it
    • Krystal will update the SAP manually
  • If enrolled in the class on full Census (FADD), and drops the class PRIOR to 2nd Block FADD, so they won’t receive a “W”
    • Class counts as Attempted and Completed[TS1] 
    • Counts as attempted but not earned in Pace

Example: I# 679442073 needs a SAP appeal based on SP21 FAM120 class that was attempted and dropped on 2nd block FADD so class was attempted but not completed

Language Exams (BYU FLAT tests) 

  • Count as attempted and earned.
  • Helps Pace but not GPA
  • Help cumulative PACE but not semester PACE

Example: Logan Wright I# 923604806 – his transcript only counts language credits as earned, Regent counts it correctly counting both attempted and earned (he changed his program for SP21 semester, so we cannot just add WI21 semester numbers as PACE is counting only the new PA credits).

PASS/FAIL classes

  • Count as attempted and earned IF they are program applicable
  • GPA not counted
  • Example: Winter 2020 classes changed to “P”

Incomplete SAP appeals

  • Should be “UNSATISFIED” at the end of a semester

 

 

Outreach

Warning Outreach Email

 

EMAIL TITLE: Financial Aid Eligibility AT RISK

 

Dear ______,

 

Did you know you are at risk of losing your federal financial aid eligibility next semester? To maintain eligibility, you must be meeting the following requirements for all your program applicable (PA) credits at the end of Winter 2022:

- Cumulative 2.0 GPA

- Cumulative 67% completion rate of your classes

Your current program applicable cumulative GPA is___ and your cumulative completion rate is ___%.

To help increase your completion rate, it’s important that you complete ALL your classes this semester! That means not dropping any classes after the Financial Aid Determination Date (FADD), which is January 27th, and not receiving any F’s or UW’s in your classes.

If, at the end of this semester, you have not met both the 2.0 cumulative GPA and 67% completion rate requirements, you will lose federal financial aid eligibility and will be placed on SAP SUSPENSION.

The GOOD NEWS is if you are placed on SAP Suspension, you will be given the opportunity to appeal to receive federal financial aid!

SAP APPEAL PROCESS:

An email with a link to request an appeal will be sent between April 19-21 if you are placed on SAP Suspension. This is a 2-step process. For Step 1, you have only 7 DAYS to complete this request from the date the email is sent. If Step 1 is approved, an appeal will be added to your financial aid portal for Step 2 and you will have an additional 7 days to complete and submit the appeal document.

Requests and appeals are only approved for extenuating circumstances that prevented you from meeting the academic requirements. If approved, you will be put on SAP Probation and will be required to earn at least a 2.5 semester GPA while completing 100% of all your courses each semester until you meet the minimum cumulative requirements again. If your appeal is denied you would need to look to an outside source to help pay for your education.

MORE INFORAMTION:

https://go.byui.edu/sap

QUESTIONS? Want to MEET WITH A COUNSELOR? Reply to this email!

Text Message: An important email was sent to you last week from the BYU-Idaho Financial Aid Office. Your aid may be at risk. Please review that email today and reply to it if you have any questions or would like to meet with a financial aid counselor about your situation."

 [TS1]?

Details

Article ID: 14538
Created
Tue 2/13/24 10:59 AM