Los Angeles Harbor College – Financial Aid Office 1111 Figueroa Place, Wilmington, CA 90744
SSA-114 Phone: (310)233-4320 ▪ Fax: (310)233-4681
2016-2017 Satisfactory Academic Progress Appeal Instructions In order to comply with federal regulations, Los Angeles Community College District is required to monitor whether or not students are maintaining Satisfactory Academic Progress (SAP) in their course of study, regardless of whether they have ever applied for or received financial aid. Based on the above regulation, it has been determined that you are ineligible to receive financial aid due to the fact that you did not meet the requirements for SAP. Students who are ineligible may continue to attend classes at their own expense. This may not affect your eligibility to receive a BOG Fee Waiver as long as you meet the BOG Fee Waiver eligibility criteria. Students who have not met all SAP requirements and had extenuating circumstances (i.e., illness, death of an immediate family member, medical/emotional disability) may submit an appeal to the Financial Aid Office. Appeals not meeting the “extenuating circumstances” category may not be accepted. Furthermore, submission of an appeal does NOT GUARANTEE the reinstatement of student financial aid. Therefore, students should be prepared to pay for their books and other school related expenses pending the outcome of their “extenuating circumstances” financial aid appeal. IMPORTANT: To be considered, extenuating circumstances appeals must be submitted by the following deadlines:
Appeal Filing Deadlines Fall 2016
December 18, 2016
Spring 2017
Winter 2017
February 5, 2017
Summer 2017
June 5th, 2017 TBD
*TBD = To be determined, future dates will be posted on the LAHC Financial Aid site, with a list of appeal dates and deadlines. If you submit your appeal 30 days before the end of the semester, you will lose your right to file a 2nd Level Appeal (if your 1st appeal is denied). If you qualify to file an appeal for reinstatement of your financial aid, please follow the instructions below: 1. Complete the attached Financial Aid Appeal form. Complete all questions in a legible and complete manner. Describe the extenuating circumstance that led to your not meeting the SAP requirements in a separate typed page. Attach required supporting documentation that supports your request. An appeal may be denied without question if it is incomplete or lacks documentation. Supporting Documentation: • Illness of student or immediate family member. Attach medical documentation confirming the onset and duration of illness. • Severe emotional difficulties. Attach documentation from a qualified counselor documenting the onset and duration of the problem(s). It must be signed by student and counselor. • Death in family. Attach copy of death certificate or obituary. • Accident or injury to student or immediate family member. Attach medical and/or other documentation verifying the date and duration of the occurrence. • Loss or change of employment. Attach a letter from the employer verifying the circumstances and dates of loss or change in employment. • Disasters affecting the student’s attendance. Attach documentation of insurance claims or other third party information verifying the date of the disaster.
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Los Angeles Harbor College – Financial Aid Office 1111 Figueroa Place, Wilmington, CA 90744
SSA-114 Phone: (310)233-4320 ▪ Fax: (310)233-4681
2.
Include a current educational plan. If you have been disqualified for over 90 units attempted, AA Degree/BA Degree or higher, you must schedule an appointment with an academic counselor to complete a “comprehensive student educational plan”. You must submit the “comprehensive student educational plan” with your financial aid appeal to the Financial Aid Office. Be sure your comprehensive education plan indicates your major and what school(s) you intend to transfer. It must be signed by you and the counselor.
3.
All students submitting appeals must complete the GetSAP counseling modules. If you are a first-time user to GetSAP, you will need to sign up. • Go to https://laharbor.get-counseling.com/ to create a username and password. If you do not have an account, you must sign up, you will be required to enter your email, first name, last name and Student ID #. • After you create an account, you will recieve an email link to create your password. • After you confirm your password, you will need to login to GetSAP again by clicking on this link: http://laharbor.get-counseling.com/flag-session/8134+8093 to view your sessions
You will need to complete the following two sessions, in order to satisfy the SAP requirement. Please allow yourself atleast one hour to complete both modules: 1. A Refresher on the Impact of Satisfactory Academic Progress (SAP) 2. The Key Components to the Satisfactory Academic Progress (SAP) Financial Aid Appeal Process At the end of each session, a screen will display the result of your test and you will also receive an email for each session completed. You will need to print out a certificate of completion as proof that you have completed the modules and attach it to your appeal packet. *If you are a continuing GetSAP user, login with your username and password. 4.
5.
Include a 2016-2017 Satisfactory Academic Progress Counseling Form (if you were disqualified for below a 2.0 GPA or did not meet 67% completion) from your counselor or attend an Academic/Progress Dismissal Workshop conducted by our Counseling Department. You can sign up for these workshops at the Information Desk (310)233-4226 or in the Financial Aid Office (310)233-4320. Your financial aid appeal MAY NOT be reviewed or accepted if: • You have not filed your FAFSA for the current academic year • You are not enrolled in classes • You do not submit a current comprehensive educational plan • Your financial aid appeal form is incomplete • You do not submit the proper supporting documentation • You do not submit your two printed GetSAP Completion Certificates
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Los Angeles Harbor College – Financial Aid Office 1111 Figueroa Place, Wilmington, CA 90744
SSA-114 Phone: (310)233-4320 ▪ Fax: (310)233-4681
6.
Submit the following seven documents to the Financial Aid Office at your campus of attendance. 1) Your completed financial aid appeal form 2) Your comprehensive student educational plan, if you have been disqualified for 90 units attempted, AA Degree or higher. 3) Your TYPED explanation about what has happened and what has changed
4) Supporting documentation of extenuating circumstances 5) Two copies of your GetSAP module completion certificates 6) SAP counseling form from your counselor, if you were disqualified for below 2.0 GPA or not completing 67% of the classes you attempted. Please allow at 6-8 weeks for your appeal to be reviewed by the Appeals Committee. 7.
You will be notified of the decision via your student LACCD email. Appeal approval is effective as of the semester the appeal is approved and is not retroactive to prior semesters.
8.
For additional clarification on SAP Policy, please refer to “Satisfactory Academic Progress” brochure, Financial Aid website, and “Financial Aid Award Guide. -------------Satisfactory Academic Progress Standards for LACCD------------
1.
Maintain a cumulative and semester grade point average (GPA) of 2.0 or higher. Students whose cumulative grade point average drops below a 2.0 may submit a written petition for “Reinstatement of Financial Aid” only if an extenuating documented circumstances such as illness, death in the family, hospitalization, etc. resulted in lack of progress. GPA must be 2.0 or higher every semester to meet satisfactory academic progress standards and remain eligible for financial aid.
2.
Complete a minimum of 67% of all units attempted. Students who fail to complete a minimum of 67% of all units attempted may submit a written petition for “Reinstatement of Financial Aid” only if an extenuating documented circumstance such as illness, death in the family, hospitalization, etc. resulted in lack of progress.
3.
Have more than 90 attempted units. Students with more than 90 units attempted may submit a written petition for “Extension of Financial Aid” detailing extenuating circumstances of excessive units and include a plan of action to ensure they are progressing towards their educational goal. Only the courses required toward the student’s program of study will be approved for financial aid and must be reflected on the student’s educational plan. Supplemental courses such as Learning Skills, Physical Education, Library Science, Personal Development, etc. will not be covered under financial aid once reaching the 90 unit threshold. In addition, you will no longer be eligible to receive financial aid for classes you are repeating, regardless if you received aid for this class or not. You MUST make an appointment to see a Counselor at the Information Desk 310-233-4226, Comprehensive Education Plans are not done on a walk in basis.
4.
Have earned AA, AS, or higher degree within or outside of the LACCD. Students that have earned an AA/AS or higher degree within or outside of the LACCD may submit a written petition for financial aid extension only if they are pursuing a certificate, a second AA or AS degree or planning to transfer to a four year institution to earn a BA or BS degree. Only the courses required toward the student’s program of study will be approved for financial aid. Those courses must be reflected on the student’s comprehensive educational plan. Students with cumulative GPA below 2.0 must improve their GPA within one academic year upon approval of the petition; otherwise, future extension petitions will NOT be considered. Students with an earned BA, BS or higher degree are not eligible for federal or state grants but may petition to apply for subsidized and unsubsidized student loans.
Students who are subject to dismissal from the Los Angeles Community College District (LACCD) will not be awarded financial aid, except for the Board of Governors Fee Waiver (if they meet SAP requirements for the BOG Waiver) until they are back in good standing with the LACCD.
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Los Angeles Harbor College – Financial Aid Office 1111 Figueroa Place, Wilmington, CA 90744
SSA-114 Phone: (310)233-4320 ▪ Fax: (310)233-4681
HELPFUL HINTS FOR PREPARING A FINANCIAL AID PETITION FOR DISQUALIFICATION Each petition submitted is reviewed for consideration based on its own merit and the evidence of the mitigating circumstances beyond the student’s control. What is considered a mitigating circumstance beyond the student’s control? A few examples of situations that may contribute to a mitigating circumstance that is beyond the student’s control are: documented death in the immediate family during the period(s) of poor progress, documented serious illness of the student or the student’s immediate family, documented injury from car accident, documented conflict between job and school schedule NOT created by the student that has been resolved and is not expected to reoccur. What is NOT considered a mitigating circumstance beyond the student’s control? A few examples of situations that are NOT considered as beyond the student’s control are: lack of knowledge of financial aid and/or college academic regulations, taking classes without an educational plan, changing majors, failing to drop classes before deadlines, not getting along with instructors, not taking school seriously, unresolved daycare issues, returning to school to obtain a new degree because it pays more, thinking that any of the conditions given by the Appeal Committee during a prior petition expired after one year or no longer applied. Do you know why you have been disqualified from receiving financial aid? It’s possible to be disqualified in more than one area of academic progress as defined for financial aid recipients. Each area of disqualification must be clearly explained in your petition form. If you don’t know why you have been disqualified, please contact the Financial Aid Office. Is your completion rate below 67% Your completion rate is the percentage of courses that you’ve enrolled in and did not complete successfully by earning or receiving a “W”, “F”, “NP” (No Pass), “INC (Incomplete). You must explain and document each “W”, “F”, “NP” or “INC” as they will appear in your academic history for financial aid up to and including the most recently completed semester. It is of no consequence if the course(s) may have been taken a long time ago, been re-taken for a better grade, or removed from your transcript. They all count toward financial aid standards of satisfactory academic progress. Is your cumulative grade point average (gpa) below 2.0? Explain the reason(s) for your low gpa. Explain what personal or academic changes you have taken to successfully complete the units/courses attempted to improve your gpa. Do you have an AS/AA degree or higher? If you have earned a college degree in the U.S. or from a foreign college or university, the Appeals Committee needs to know why you are back in school, not using the degree and/or still at Harbor College (if we granted the degree). Per federal regulations, waiving credits from a foreign degree does not waive your degree. You must explain your new educational objective and why you have made this change. It is advised that you discuss this educational objective thoroughly with an academic counselor in order to address your expected completion, graduation or transfer date.
Have you attempted more than 90 units?
You must explain why, after attempted more than 90 units, you have not yet earned or received a degree and/or transferred to a 4 year university. Just like a student with a low completion rate, you are required to explain and submit any existing documentation for each course attempted in which you have received a “W”, “F”, “NP”, or “INC” and/or ALL courses that do not apply to your current Student Educational Plan that appear in your academic history up to and including the most recently completed semester, regardless of how long ago you may have received the grades. Page 4 of 6
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Los Angeles Harbor College – Financial Aid Office 1111 Figueroa Place, Wilmington, CA 90744
SSA-114 Phone: (310)233-4320 ▪ Fax: (310)233-4681
2016-2017 Satisfactory Academic Progress Appeal STUDENT INFORMATION: Complete ALL of the items in this section.
Last Name
First Name
MI
LAHC ID
What is your degree objective? ☐ Certificate ☐ Associate Degree ☐ Transfer What is your major?(required) What is your anticipated graduation date (required): What term are you appealing?
Fall 2016
Winter 2016
Spring 17
Summer 17
Reason why you were disqualified:
□ GPA Below 2.0
□ Pace of Progression below 67%
□ Over 90 units attempted
□ AA/BA Degree Indicate the circumstances beyond your control that caused your academic progress to be unsatisfactory. Extenuating Circumstance Check reason(s) you did not make SAP: □ Personal illness or injury □ Personal crisis □ Illness of a family member □ Death in the family □ Other
□ If you are over 90
exceeding the maximum time frame/units
□ If you already have a Degree or Certificate
Required Documentation Attach a TYPED explanation about what happened and what has changed. Include your name and student ID at the top of the page. Your explanation MUST be for the terms you did not make satisfactory progress and MUST include the following: A. Explain what happened – in detail explain the extenuating circumstances contributing to why you did not make satisfactory progress. Include date of onset and duration of extenuating circumstances. B. Explain what has changed – why you believe it is possible for you to now achieve and maintain satisfactory academic progress. Describe the positive steps you are taking to ensure future success in attaining your academic goal. C. If this is not your first appeal – explain what has changed since your last appeal. Lack of awareness of withdrawal policies, requirements for satisfactory academic progress, financial need or unpreparedness for college coursework will not be accepted as reasons for the purpose of an appeal. Attach any relevant supporting documentation which may include: Doctor’s statement, copy of hospital/urgent care/physician’s bill, obituary/funeral notice/death certificate, police report, statement from counselor. Supporting documentation must show date and duration. Explain why you have not been able to attain your educational goal within the specified time frame. (Please type statement on a seperate document and attach to your appeal)
Explain why you are not currently using the degree or certificate you have completed and why you are returning to complete another degree or certificate. (Please type statement on a seperate document and attach to your appeal)
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Los Angeles Harbor College – Financial Aid Office 1111 Figueroa Place, Wilmington, CA 90744
SSA-114 Phone: (310)233-4320 ▪ Fax: (310)233-4681
STUDENT CERTIFICATION AND SIGNATURE: Initials Statement I have read and understand the financial aid Satisfactory Academic Progress (SAP) Policy. I understand that I am expected to maintain a 2.0 grade point average (GPA) or higher and complete at least 67% of my attempted units for every semester I am enrolled. I understand that if my petition is approved, I will be placed on probation for the semester and must meet the semester satisfactory academic progress requirements to continue semester-to-semester eligibility for financial aid. I am aware of how Withdrawals (W), Incompletes (I), No Pass (NP), In Progress (IP) and Failing (F) grades can impact my financial aid status. I know the importance of course load and time management guidelines when planning my semester schedule. I understand it is my responsibility to be aware of drop deadlines as outlined in the college catalog and schedule of classes, and to withdraw from classes I no longer intend to take before the “W” grade deadline. I am aware of the various academic and student support services on campus (e.g. tutoring services, general counseling, DSPS, EOP&S, etc.). I understand that it is my responsibility to seek help at any of the support services available at Harbor College when needed and that I must make satisfactory progress in order to continue to be eligible for financial aid. I agree that the statements and/or other documentation provided with this petition are accurate. I understand that if my financial aid is reinstated, my academic progress will continue to be monitored and that if my grades do not improve further suspension of financial aid eligibility may occur. I understand that if my petition is not approved, I am responsible for paying any institutional charges owed to the college.
_ Signature
Date
LAHC ID
FINANCIAL AID USE ONLY: GPA at time of DQ:
Number of Units:
% non-pass at time of DQ:
Term: ☐ Fall 2016 ☐ Winter 2017 ☐ Spring 2017 ☐ Summer 2017
Attended SAP workshop:
Date:_________
Petition Granted: ☐ Yes ☐ No
Initials:_______
COMMENTS:
Financial Aid Appeals Committee
Date
Financial Aid Appeals Committee
Date
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