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Understanding SAP

This section includes an overview of SAP calculations and discusses:

The SAP online or batch process determines a student's SAP status by comparing calculated values with established setup or student-specific rules. The process calculates up to eight separate tests. The institution chooses whether or not to use each of the following tests and sets the rules for each:

  • Academic Standing

  • Maximum Attempted Units

  • Maximum Attempted Terms

  • Minimum Current GPA

  • Minimum Cumulative GPA

  • Current Earned Units

  • Cumulative Earned Units

  • Two Year GPA

The process uses the user-defined rules to calculate a status code for each individual test and then calculates an overall status code. The overall status code is determined by the highest severity code for each test used. All calculated statistics and status codes are populated on the Student SAP page, which has a Packaging Status Summary link to the updated Satisfactory Academic Progress field on the Packaging Status Summary page.

The calculated code or override status code determines the Satisfactory Academic Progress value on the Packaging Status Summary page. This value is used for other Financial Aid processes and is only updated when the SAP process is run. Further change to the SAP status value can be made only on the Student SAP page, which automatically updates the Satisfactory Academic Progress field on other pages.

SAP calculation can be performed two ways:

  • Term processing, which is based on a single term.

  • Aid Year processing, which is based on multiple terms within an aid year.

When updating the Satisfactory Academic Progress field on the Packaging Status Summary page:

  • Term processing looks up the term being processed on FA Term and uses that FA Term aid year to update the Packaging Status Summary page.

  • Aid Year processing uses the aid year being processed to update the Packaging Status Summary page.

The calculation and evaluation of the rules of the eight tests uses a student's data from Student Career Term and Student Enrollment, which are both term-based tables. Consequently, you must define which terms are evaluated for the calculation based on each of the two processing types (term and aid year). Here is how the two process types differ:

  • For term processing, you define a specific term in which to determine SAP eligibility. This setup step associates all the terms to be used for evaluating the eight tests when calculating for this specific term. For example, SAP eligibility for spring 2008 term is based on data from the fall 2007 and summer 2007 terms.

  • For aid year processing, you define a specific aid year in which to determine SAP eligibility. This setup step associates all the terms to be used for evaluating the eight tests when calculating for this specific aid year. For example, SAP eligibility for Aid Year 2008 is based on data from the fall 2006, spring 2007, and summer 2007 terms.

The SAP process selects the group of students to be updated based on selection entered on the run control page or established criteria for a single student when running online. The following table lists the hierarchy used by the process to determine which exception rule or setup rule to apply for each of the eight tests.

Rule

Consequence

Aid Year or Term Exceptions

If an override exists on the Aid Year Exceptions page or Term Exceptions page (Financial Aid, Satisfactory Academic Progress, Maintain Student SAP Data), the student-specific aid year or term exception rule is evaluated. If the student fails, the exception failure default is assigned and the exception and fail flags are set to Yes. If the student does not fail, then the next type of rule in this hierarchy is reviewed.

Career Exceptions

If an override exists on the Career Exceptions page (Financial Aid, Satisfactory Academic Progress, Maintain Student SAP Data, Career Exceptions), the student-specific career exception rule is evaluated. If the student fails, the exception failure default is assigned and the exception and fail flags for that test are set to Yes. If the student does not fail, then the next type of rule in this hierarchy is reviewed.

Academic Plan, Academic Program, Academic Career

The academic plan, academic program, and academic career rule select (Set Up SACR, then select Product Related, then select Financial Aid, then select Satisfactory Academic Progress, then select Define Setup Criteria) is applied if the student is active in a matching academic plan, academic program, and academic career. If a match is found, the corresponding status is assigned and the fail flag for the test is set to Yes. Otherwise, the Career Pass Default Status code is assigned.

Academic Program, Academic Career

The academic program and academic career rule select (Set Up SACR, then select Product Related, then select Financial Aid, then select Satisfactory Academic Progress, then select Define Setup Criteria) is applied if the student is active in a matching academic program and academic career. If a match is found, the corresponding status is assigned and the fail flag for the test is set to Yes. Otherwise, the Career Pass Default Status code is assigned.

Academic Career

The academic career rule select (Set Up SACR, then select Product Related, then select Financial Aid, then select Satisfactory Academic Progress, then select Define Setup Criteria) is applied if the student is active in a matching academic career. If a match is found, the corresponding status is assigned and the fail flag for the test is set to Yes. Otherwise, the Career Pass Default Status code is assigned.

The Satisfactory Academic Progress feature uses eight specific tests to measure whether a student is making progress. Three tests (Academic Standing, Maximum Attempted Units, and Maximum Attempted Terms) are quantitative evaluations and five tests (Minimum Current GPA, Minimum Cumulative GPA, Current Earned Units, Cumulative Earned Units, and Two Year GPA) are qualitative evaluations. You set up rules for each test on the Criteria1 (quantitative) and Criteria2 (qualitative) pages.

During the test evaluation, each student's actual value for the test is calculated. Then the process searches through setup rules for a match to that value:

  • If no rule matches are found, the student is considered to have passed the test and the Career Pass Default Status code is assigned as the SAP status for that test.

  • If a rule match is found, the student is considered to have failed the test and the corresponding SAP status for that rule is assigned as the status and the fail flag is set to Yes.

    The student should then be warned or disqualified. Therefore, it is strongly recommended that you set up the rules to cover the full range of fail requirements with no overlaps.

  • An additional quantitative setup, Statuses and Actions rules, is used to compare a student's newly determined SAP status with a previous status and then assign a different status. Statuses and Actions rules can only be applied to Pass 1 eligible records.

    This can be used for multilevel probation statuses.

The SAP Status field in each of the test rule setup grids indicates which SAP Status code to use if a student meets the rules of the test. Ranges and statuses are set up to find students who are not making progress. The rules that you set up should cover the entire range by career, by career and program, or by career, program, and plan. If you set up a rule with program and plan blank, but ranges populated, the process evaluates all students based on the career defined on the Setup page select (Set Up SACR, then select Product Related, then select Financial Aid, then select Satisfactory Academic Progress, then select Define Setup Criteria, then select Setup). It is important that the rules do not overlap each other as this can cause runtime errors. You can set up these failing tests for any academic program and academic plan combination.

Academic Standing Test

Student Records calculates the academic standing value each term. The Academic Standing test determines the SAP status code based on the Academic Standing value for either the evaluation term or for the maximum term the student was enrolled within the aid year as defined in the Define Evaluation Aid Year page. The SAP status is determined as follows:

  • If the Academic Standing field is blank or an academic standing action row does not exist for the maximum term, the Undetermined Default Status code is used.

  • If no student-specific exception exists for this criteria and the student is set to the Career Pass Default Status code, Student Records must enter an academic standing value for the student, which can then be calculated normally.

  • For students affected by an aid year exception or a term exception, the SAP status is set to Exception Fail Default Status.

  • If no override exists for academic standing, the process searches for a match by career, program, or plan and the associated SAP status is used if a match is found.

    When no rule match exists, the Career Pass Default Status code is used.

Maximum Attempted Units Test

This test first counts the units attempted at the institution and does not include any transfer units. The total units attempted at the institution are summed from student enrollment, counting units that are within and prior to the term or aid year being processed. The process uses either the units-taken value or, if that value is zero, the Financial Aid progress units to gather this sum of units attempted at the institution.

The student must be enrolled in the maximum term past the fully graded date. Audited units are not counted. Second, the transfer units are added to that sum from Student Career Term based on the transfer unit options selected on the setup. If no transfer unit options are selected, then the Maximum Attempted Units test only includes units attempted at the institution.

Additionally, if course exclusions are set up and the student is enrolled in any of the defined courses, then those units are subtracted from the attempted unit calculation.

You can select any or none of the following options for including transferred units in attempted units:

  • The Towards GPA option counts transfer units that have been matriculated for any term prior to or including the term being processed as included in GPA units.

  • The No GPA option counts transfer units that have been matriculated for the term prior to or including the term being processed as no GPA units.

  • The Course Credit option counts transfer units that have been matriculated for the term prior to or including the term being processed as course credits.

  • The Test Credit option counts test credit units that have been matriculated for the term prior to or including the term being processed.

  • The Other Credit option counts other credit units that have been matriculated for the term prior to or including the term being processed.

  • The TC Units Adjust option subtracts transfer credit adjustments from the attempted unit total that have been entered for any term prior to or including the term being processed.

You can use the following Course Exclusion options to subtract Remedial and/or English as a Second Language (ESL) courses from attempted units:

  • Subtract all remedial course units set up in Course Exclusions that the student is enrolled in unless the value of the total remedial units that the student is enrolled in exceeds the value in the Max Remedial Units to Exclude field. For example, if the student is enrolled in 8 remedial units, and the Max Remedial Units to Exclude value is 3, the SAP process count 5 of the 8 remedial units in the attempted unit calculation.

  • Subtract all ESL course units set up in Course Exclusions that the student is enrolled in unless the value of the total ESL units that the student is enrolled in exceeds the value in the Max ESL Units to Exclude field.

The setup should cover the entire range of units by career, by career and program, or by career, program, and plan. If no rule match is found, the student is assigned the Career Pass Default Status code. The ranges and statuses that are set here are to find students who are not making progress.

Maximum Attempted Terms Test

The Maximum Attempted Terms test is based on the number of attempted terms by academic career, as indicated by student enrollment. A term is counted if units are taken, enrollment status is enrolled,and at least one course in that term is not audited. A term is not counted if the student either completely drops or audits all courses in that term.

If a student has a career-specific exception, that is evaluated first. The setup should cover the entire range of units by career, by career and program, or by career, program and plan. If a rule match is not found, the student is assigned the Career Pass Default Status code.

The setup should cover the entire range of units by career, by career and program, or by career, program, and plan. If no rule match is found, the student is assigned the Career Pass Default Status code. The ranges and statuses that are set here are to find students who are not making progress.

Minimum Current GPA Test

The Minimum Current GPA test tests whether a student's current GPA falls within a certain range in relation to a range of cumulative earned units. In an example test rule, a student who has between 31 and 60 cumulative earned units and current GPA between 0.00 and 2.99 is assigned a disqualified status.

This test evaluates both the student's current GPA and cumulative earned units. The cumulative earned unit value used in the comparison for this test is not derived in the same way as it is for the Cumulative Earned Units Test. Instead, the value is taken directly from the Total Cumulative Units field on the Student Career Term table for the term being evaluated.

The Minimum Current GPA test has two options, an average GPA or a special GPA.

Special GPA is calculated as follows:

  • If a student has an aid-year or term-specific exception, that is evaluated first.

  • If the Special GPA field is populated in the setup, the process compares that student's individual Special GPA Type value to the setup rules.

  • If the Special GPA field is populated in the setup, and the Student Special GPA Type is blank or does not exist for the student, the Undetermined Default Status code is used.

  • If the Special GPA field is not populated, an average GPA is calculated for this test and is compared to the setup rules.

    This average is calculated by summing the total GPA for all terms for the student within the aid year and then dividing by the number of valid terms from the student career term data.

The current GPA is determined through evaluations:

  • For Pass 1, the sum of all of GPAs of the fully graded terms associated with the Aid Year or Term being evaluated divided by the number of the fully graded terms associated with the Aid Year or Term being evaluated. For example, if you are evaluating eligibility for the fall 2006 term and the associated terms are fall 2005 (GPA = 2.50), spring 2006 (GPA = 3.00), and summer 2006 (GPA = 3.50), then the current GPA to be used in the test would be (2.50 + 3.00 + 3.50) divided by 3 equaling 3.00.

  • For Pass 2, the current GPA of the most recent enrolled term that is less than the lowest numbered evaluation term associated with the Aid Year or Term being evaluated. For example, if you are evaluating eligibility for the fall 2006 term and the associated terms are fall 2005, spring 2006, and summer 2006, and no term data exists for the student, but the student does have spring 2005 term data, then the GPA for spring 2005 is used in the evaluation. Pass 2 does not look at the fully graded date.

The setup should cover the entire range of units by career, by career and program, or by career, program and plan. If no rule match is found, the student is assigned the Career Pass Default Status code. The ranges and statuses that are set here are used to find students who are not making progress.

Minimum Cumulative GPA Test

The Minimum Cumulative GPA test examines whether a student's cumulative GPA falls within a certain range in relation to a range of cumulative earned units. In an example test, a student who has between 31 and 60 cumulative earned units and a cumulative GPA between 0.00 and 2.00 would fail.

The Minimum Cumulative GPA test has two options, the Total Overall GPA and the Special GPA.

  • If a student has an aid year- or term-specific exception, that is evaluated first.

  • If a student has a career-specific exception, that is evaluated second.

  • If the Use Special GPA Code field is populated in the setup, the student's Special GPA is used, if the student has a matching Special GPA Type defined.

  • If the Special GPA field is not populated in the setup, the cumulative GPA value from the student career term record is used.

    This is the total overall GPA including transfer units from student career term.

  • If the Special GPA field is populated in the setup and the Student Special GPA field is blank or does not exist for a student, the Undetermined Default Status code is used.

The Cumulative GPA is determined through evaluations:

  • For Pass 1, the cumulative GPA as of the most recent fully graded term associated with the Aid Year or Term being evaluated.

  • For Pass 2, the cumulative GPA of the most recent enrolled term that is less than the lowest numbered evaluation term associated with the Aid Year or Term being evaluated. Pass 2 does not look at the fully graded date.

This test evaluates both the student's cumulative GPA and cumulative earned units. The cumulative earned unit value used in the comparison for this test is not derived in the same way as it is for the Cumulative Earned Units Test. Instead the value is taken directly from the Total Cumulative Units field on the Student Career Term table for the term being evaluated.

The setup should cover the entire range of units by career, by career and program, or by career, program and plan. If a rule match is not found, the student is assigned the Career Pass Default Status code. The ranges and statuses that are set here are used to find students who are not making progress.

Current Earned Units Test

The Current Earned Units test compares the student's attempted units and earned units and assigns an SAP status code. You choose to measure by percentage (percentage of completed units for the current term or aid year) or number of units (number of units to be completed for the current term, by term or aid year).

For example, a student whose attempted units for the current term were between 9 and 12 and earned units were between 0 and 6 might fail.

Unit values are calculated as follows:

  • Attempted units are calculated from institutional units only.

    Units are summed from student enrollment from the aid year or term being evaluated. To gather the sum of units attempted at the institution, the process uses the units taken value or if that value is zero, the Financial Aid progress units. The student must be enrolled in the maximum term past the fully graded date. Audited units do not count. Grade Exclusions are not factored into the Attempted Units portion of this test. No transfer units are included.

  • Earned units are calculated in one of two ways:

    If grade exclusions are not enabled, units are calculated as the sum of the values from the total passed with GPA and the total passed without GPA on the student career term table. Transfer units are included in the values being summed.

    If grade exclusions are enabled, as with attempted units, the units are derived from student enrollment, but with transfer units included. Then courses that are on the grade exclusions setup are subtracted from the total.

With the attempted units and earned units determined for the aid year or term, the calculated SAP status code is determined in one of two ways:

  • Use Percentage

    The student-specific percentage is compared to the calculated percentage (earned/attempted). If the calculated percentage falls within the percentage range and attempted units fall within the attempted units range, the student receives the status associated with the rule. Otherwise the student receives the Career Pass Default Status code.

  • Use Completed Units

    The student-specific number is compared to the calculated number (earned/attempted). If the calculated earned units fall within the earned units range and attempted units fall within the attempted units range, the student receives the status associated with the rule. Otherwise the student receives the Career Pass Default Status code.

The setup should cover the entire range of units by career, by career and program, or by career, program, and plan. If no rule match is found, the student is assigned the Career Pass Default Status code. The ranges and statuses that are set here are used to find students who are not making progress.

Cumulative Earned Units Test

The Cumulative Earned Units test compares the student's cumulative attempted units and earned units and assigns an SAP status code. For example, a student whose cumulative attempted units were between 45 and 60 and cumulative earned units were between 0 and 30 would meet the rule.

Attempted units are institutional units summed from student enrollment and include units from all terms within and prior to the aid year or term being evaluated. The process uses either the units-taken value or, if that value is zero, the Financial Aid progress units to gather this sum of units attempted at the institution. Audited units are not counted. Grade Exclusions are not included in attempted units. You then have the option to include different types of transfer units in addition to the institutional attempted units. Transfer Options include:

  • The Towards GPA option counts transfer units that have been matriculated for any term prior to or including the term being processed as included in GPA units.

  • The No GPA option counts transfer units that have been matriculated for the term prior to or including the term being processed as no GPA units.

  • The Course Credit option counts transfer units that have been matriculated for the term prior to or including the term being processed as course credits.

  • The Test Credit option counts test credit units that have been matriculated for the term prior to or including the term being processed.

  • The Other Credit option counts other credit units that have been matriculated for the term prior to or including the term being processed.

  • The TC Units Adjust option subtracts transfer credit adjustments from the attempted unit total that have been entered for any term prior to or including the term being processed.

Earned units are calculated in one of two ways:

  • If grade exclusions are not enabled, first institutional units are taken from the cumulative earned unit value from student career term table for the term or highest term for the aid year being evaluated. Then transfer units are included based on the transfer unit options selected.

  • If grade exclusions are enabled, units are summed from student enrollment similar to the base cumulative attempted units. Then courses that the student is enrolled in that are on the grade exclusions setup are subtracted from this total. Transfer units are included based on the transfer unit options selected.

You can use the following options for transfer units to be then included in the cumulative earned units calculation:

  • The Towards GPA option counts transfer units that have been matriculated for any term prior to or including the term being processed as included in GPA units.

  • The No GPA option counts transfer units that have been matriculated for the term prior to or including the term being processed as no GPA units.

  • The Course Credit option counts transfer units that have been matriculated for the term prior to or including the term being processed as course credits.

  • The Test Credit option counts test credit units that have been matriculated for the term prior to or including the term being processed.

  • The Other Credit option counts other credit units that have been matriculated for the term prior to or including the term being processed.

  • The TC Units Adjust option subtracts transfer credit adjustments from the attempted unit total that have been entered for any term prior to or including the term being processed.

With attempted units and earned units calculated, the calculated SAP status code is determined in one of two ways:

  • Use Percentage

    The student career-specific percentage is compared to the calculated percentage (earned/attempted). If the calculated percentage is equal to or greater than the student career specific rule, the student receives the Career Pass Default Status code. If the student has zero completed units, the Zero Earned Default Status is used. If the calculated percentage is less than the student career-specific rule, the student receives the SAP status code associated with that rule.

  • Use Completed Units

    The student career-specific number is compared to the calculated number (earned/attempted). If the calculated earned number is equal to or greater than the student specific rule, the student receives the Career Pass Default Status code. If the student has zero completed units, the Zero Earned Default Status is used. If the calculated earned number is less than the student career-specific rule, the student receives the SAP status associated with that rule.

Ensure that the setup covers the entire range of units and percentages or numbers by career, by career and program, or by career, program, and plan. If a rule match is not found, the student receives the Career Pass Default Status code. The ranges and statuses that are set here are to find students who are not making progress.

Two Year GPA Test

The Two Year GPA test reviews students who, at the end of their second year, are maintaining at least a C grade point average, that is, a 2.0 or above grade average. This test checks whether a student's current GPA falls within a certain range in relation to a range of attempted terms. In an example test rule, a student who has attempted between 3 and 4 terms and whose current GPA is between 0.00 and 1.99 is assigned a nonpassing status.

Attempted terms are counted by academic career from student enrollment. A term is counted if units are taken, enrollment status is enrolled, and at least one course in that term is not audited. A term is not counted if the student either completely drops or audits all courses in that term.

Two options for deriving the cumulative GPA value are the Total Overall GPA and the Special GPA:

  • If the Special GPA field is populated in the setup, the Special GPA type is used, which is the cumulative GPA earned at this institution.

  • If the Special GPA field is not populated in the setup, the cumulative GPA value from the student career term record is used. This is the Total Overall GPA including transfer units from student career term.

  • If the Special GPA field is populated in the setup and the Student Special GPA field is blank or does not exist for a student, the Undetermined Default Status code is used.

The Cumulative GPA is determined through evaluations:

  • For Pass 1, the cumulative GPA is as of the most recent fully graded term associated with the Aid Year or Term being evaluated.

  • For Pass 2, the cumulative GPA is from the most recent enrolled term that is less than the lowest numbered evaluation term associated with the Aid Year or Term being evaluated. Pass 2 does not look at the fully graded date.

In the setup, you must define the number of terms that equals two years of study at your institution. You can set up rules for any combination of terms and GPA by career, by career and program, or by career, program, and plan. If a rule match is not found, the student is assigned the Career Pass Default Status code. The ranges and statuses that are set here are to find students who are not making progress.

Student selection criteria are the same for online, batch, or simulation processing. If the student has an active FA term for the aid year (aid year processing) or term (term processing) and the career used for the SAP evaluation is not excluded by award type or career, the student is considered eligible for SAP evaluation, and the process attempts to create an SAP calculation or simulation.

Award Exclusions

For Award Exclusions, the system excludes if either the financial aid item type matches or the item type falls within the range defined by the Item Type From and Item Type To values on the Exclusions page.

You can list awards that are excluded from SAP evaluation:

  • A student who has only the item types listed in the award exclusions setup is not selected for an SAP evaluation.

  • A student who has both excluded item types and nonexcluded item types is selected for an SAP evaluation.

  • If exclusions are set up with a financial aid type, but without values in the Item Type To and Item Type From fields, students who have awards only of that financial aid type are not selected for an SAP evaluation.

Note: Award Exclusions are the only exclusions that affect whether or not a student is selected for an SAP Evaluation. Course and Grade exclusions affect the results of specific tests. Course Exclusions affect the results of the Maximum Attempted Units test. Grade Exclusions affect the Current Earned Units test and the Cumulative Earned Units test.

Standard SAP Selection, Student Override, and Population Selection

Use the one of three options to select IDs for SAP evaluation, Standard SAP Selection, Student Override, or Population Selection.

  • If you use the Standard SAP Selection, all IDs for the associated career defined in the run control with the appropriate active FA Term data and award exclusion data for the term/aid year and career entered on the run control page are selected for an SAP evaluation. If you use the Student Override options or Population Selection option, the selection is limited to a subset of IDs.

  • If you use the Student Override option, only the IDs entered in the override section of the run control page are reviewed to determine whether they have the appropriate active FA Term data and award exclusion data for the term/aid year and career entered on the run control page.

  • If you use the Population Selection option, only the IDs provided by the Population Selection feature's input Selection Tool are reviewed to determine whether they have the appropriate active FA Term data and award exclusion data for the term/aid year and career entered on the run control page.

  • If you use either the Student Override or Population Selection option:

    • If an ID meets the SAP Evaluation criteria, the process attempts to calculate an SAP Status for that ID.

    • If an ID does not meet the SAP Evaluation criteria, no SAP action is taken for that ID.

See Using the Population Selection Process.

The online and simulation SAP processes always run with the following options enabled:

  • Use Pass 2 data.

  • Run if a previous status for the same term/aid year exists.

  • Do not create Report Data.

  • Update any existing SAP data if any calculation value changes occur, even if the SAP status remains the same.

  • Use Statuses and Actions rules when Pass 1 eligible.

    Therefore, ensure that all academic statuses are entered in the setup for Statuses and Actions rules, or the process might return an incorrect Calc SAP Status value.

In a batch process, these settings are optional and can be modified on the Process SAP run control page. To process SAP for a single student with different options than the online process uses, enter that ID in the Student Override section, and set the run control options as desired for that student.

The SAP process evaluates SAP for each student two times, Pass 1 and Pass 2.

Pass 2 is optional when running in batch, but is always used online or in simulation. In batch, if the Pass 2 option is selected, the process calculates for both Pass 1 and Pass 2, and uses the Pass 2 calculation results unless Pass 1 data is not present. When Pass 2 is used, Statuses and Actions rules are not used to determine a calculated SAP status.

Pass 1 and Pass 2 data collection differ as follows:

Pass 1

Pass 2

Pass 1 evaluates at the most recent SAP evaluated term/aid year where the fully graded date is less than or equal to today's date. If Statuses and Actions rules are enabled, they will be used to determine calculated SAP status.

That is, the maximum term (term processing) or terms within the aid year (aid year processing) after the fully graded date is used for the SAP evaluation. Only Pass 1 calculations are compared to prior term or aid year SAP records.

The current Calc SAP Status code is first compared to the Override SAP Status code, if it exists. If an Override SAP Status code does not exist in the previous SAP record, the current Calc SAP Status code is compared to the previous SAP status.

For example, an institution that processes by term runs the SAP process for fall 2005. If the setup is defined to evaluate the spring 2005 term, and the fully graded date for spring 2005 has passed, the SAP process uses spring 2005 term data to evaluate the SAP tests and rules to determine the SAP status. If the spring 2005 fully graded date is in the future, then there is no Pass 1 evaluation for the student.

The current Calc SAP Status code is first compared to the Override SAP Status code, if it exists. If an Override SAP Status code does not exist in the previous SAP record, the current Calc SAP Status code is compared to the previous SAP status.

When complete, the processing message of Pass 1 is displayed in the Student SAP page and indicates the term used.

Pass 2 finds the most recent term/aid year that should be evaluated based on the evaluation term/aid year setup. If that term/aid year is not available for the student, Pass 2 uses data from the most recent term of enrollment even if that term of enrollment is not part of the evaluation term/aid year setup initially evaluated in Pass 1. Statuses and Actions rules are not used in the Pass 2 calculation

An example using term processing: an institution runs the SAP process for fall 2005. If the setup is defined to evaluate the spring 2005 term, and no row exists for a student for spring 2005, but a row exists for fall 2004, the SAP process uses fall 2004 to evaluate the SAP tests and rules to determine the SAP status.

An example using aid year processing: an institution runs the SAP process for 2005. If the setup is defined to evaluate the fall 2004, spring 2005 term and summer 2005 and no rows exists for a student for any of those terms, but a row exists for spring 2004, the SAP process uses spring 2004 to evaluate the SAP tests and rules to determine the SAP status.

When complete, the processing message of Pass 2 is displayed in the Student SAP page and indicates the term used. If an Override SAP Status code exists, it is not removed.