Eight Tests for SAP

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 (Set Up SACR, and then Product Related, and then Financial Aid, and then Satisfactory Academic Progress, and then Define Setup Criteria, and then 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.

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.

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.