Satisfactory Academic Progress (SAP)

You must maintain a cumulative GPA of 2.0 or higher. This includes any transferable coursework from other colleges that is on file at SWC.

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You must successfully complete at least 67% of all units you attempt. This is calculated by dividing your total completed units by your total attempted units.

The table below shows the minimum units you must complete to meet the 67% requirement:

Enrollment Status	Attempted Units	Minimum Successfully Completed Units to Meet 67%
Full-time	12	8.5
3/4-time	9	6.5
1/2-time	6	4

 

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You must be able to finish your program within 150% of the normal program length. At SWC, most associate degrees require 60 units, so the maximum is 90 attempted units. This limit is calculated specifically for your individual academic program and includes all units attempted at SWC and transferable units from other colleges on file at SWC.

The MTF limit will not be extended if you change your academic program or already have a prior degree or certificate.

The following units are excluded from the MTF calculation:

• All ESL (English as a Second Language) units
• Up to 30 units of Basic Skills or Remedial coursework

If you have attempted between 75% and 99% of your maximum time frame, you will receive a SAP warning code and an email advising you to meet with an academic counselor to make sure you can finish your program within the limit.

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ONLINE SAP WORKSHOP

Students may appeal their SAP disqualification by first completing an online SAP workshop and then submitting a completed SAP appeal to the Financial Aid Office online.  It must include the following:

• A statement indicating any special circumstances that may have occurred that explains why the student failed to achieve SAP. Special circumstances may include, but are not limited to, personal illness or injury, serious illness or death of a family member, auto accident or other situation beyond the control of the student, and;
• A statement of what has changed in the student’s situation and;
• An explanation of  how this change will ensure future academic success and;
• A current Student Education Plan (SEP), dated the within one year, with fewer than three updates (contact the Counseling office for appointment) and;
• Supporting documents (i.e. medical records, legal documents, death certificate) that may assist in justifying the student’s situation/case

Complete appeals are forwarded to a SAP Appeals Committee which consists of Financial Aid Specialists. If the Committee approves the appeal, the student will be reinstated for financial aid and placed on “Probation” or on an Academic Plan. In order to remain eligible for financial aid, the student must comply with the conditions of the approved appeal and academic plan.  The SAP appeal and deadlines are located on the Appeals and Special Circumstances page.  

Please allow 4-6 weeks for processing. If the appeal is denied, the student will remain disqualified and ineligible for financial aid.

IMPORTANT COVID – 19 Information!

If you dropped courses related to the COVID-19 pandemic you may still petition for an Excused Withdrawal(s) (EW) through the Admissions & Records office. If you are eligible to petition for EW grades, please DELAY submitting your SAP appeal to the financial aid office until it has been processed.  Federal Relief due to the response of COVID-19 permits Financial Aid Offices to delete EW grades from your SAP calculation.  We encourage you to go through this process as it will have a long term impact on your SAP results and future aid eligibility. The Financial Aid Office does not have the authority to grade change, this petition must be submitted to the Admissions & Records office.

Per administrative board policy 4230, an EW is acceptable when a student withdraws from a course due to reasons beyond their control and must be supported by verifiable documentation. See link for more information: Excused Withdrawal Petition

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Students with a Bachelor’s Degree or Higher

Students who have a Bachelor’s Degree or higher from an accredited domestic or foreign school will receive a SAP code of “SBA” and are not eligible for financial aid, with the exception of the California College Promise Grant, FWS, and federal student loans (if qualified).

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Appeals & Special Circumstances (includes link to SAP appeal form, deadlines, and other appeal information)
Link to online SAP workshop    

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Returning to good academic standing often takes more than just retaking a class — it can take support. Whether you're navigating tough coursework, life stress, or financial pressure, SWC offers free resources designed to help you get back on track.

Resource	Description
Academic Tutoring	Free tutoring in subjects from accounting to zoology, available in person at the Academic Success Center, online through eTutoring, and asynchronously through the Online Writing Lab. Walk-ins welcome.
Writing Center & Online Writing Lab (OWL)	Get help with reading and writing projects at any stage — from coursework to personal and professional writing. The OWL offers email-based feedback when you can't make it in person.
Math Center	Interactive, collaborative peer tutoring focused on building problem-solving and critical thinking skills in math.
PowerStudy Program	Supplemental Instruction for historically challenging courses — group facilitation that happens both in and out of class.
Counseling & Career Advisement	Meet with a counselor to plan your courses, set academic goals, and discuss your appeal or path back to good standing.
Disability Support Services (DSS)	DSS partners with students to provide accommodations, resources, and support that ensure equitable access to your education. Whether your needs are long-standing or recent, the DSS team is here to help you succeed on your own terms.
TimelyCare — Free 24/7 Virtual Care	FREE on-demand access to virtual primary care, mental health support, and basic needs assistance — 24/7, including evenings, weekends, and semester breaks.

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If you already hold a Bachelor's Degree or higher from an accredited domestic or foreign institution, you will receive a SAP code of SBA. You are not eligible for most financial aid programs with this status. Exceptions include the CCPG, Federal Work-Study, and federal Direct Loans if you otherwise qualify.

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If you dropped courses due to the COVID-19 pandemic, you may still be able to petition for Excused Withdrawal grades through the Admissions and Records Office. If you are eligible for EW grades, please delay submitting your SAP appeal until after the EW petition has been processed. EW grades can be excluded from your SAP calculation, which may improve your standing and your chances of a successful appeal.

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If you have been disqualified from financial aid, you have the right to appeal. To appeal, you must first complete the online SAP workshop. THis workshop explains the SAP regulations, decribes the different resources available for you to help meet the SAP requirements, and provides specific instructions for completing the SAP Appeal process. 

Complete the Online SAP Workshop

Once you have completed the Online SAP Workshop then you can complete and submit your SAP Appeal to the Financial Aid Office.

Your appeal must include:

• A statement explaining the special circumstances that caused you to not meet SAP. Examples include personal illness or injury, a serious illness or death in the family, an accident, or another situation beyond your control.
• A statement explaining what has changed in your situation that will now allow you to meet the SAP requirements
• An explanation of how this change will support your academic success going forward
• A current Student Education Plan (SEP) dated within the past year with fewer than three updates. Contact the Counseling Office to make an appointment to update your SEP.
• Supporting documents such as medical records, legal documents, or a death certificate
  
  

Completed appeals are reviewed by a SAP Appeals Committee made up of Financial Aid Specialists. If your appeal is approved, you will be reinstated for financial aid and placed on Probation or an Academic Plan. You must comply with all conditions of your approved appeal to remain eligible for aid. Please allow 4 to 6 weeks for processing. If your appeal is denied, you will remain disqualified.

Deadlines and the appeal form are on the Appeals and Special Circumstances page.

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