In accordance with Federal regulations, these guidelines apply to all students requesting Title 38 funds, regardless of whether the student has previously received VA (Veterans Affairs) Benefits. The U.S. Department of Veterans Affairs mandates Title 38 students to meet and maintain satisfactory academic progress standards as they progress through their VA Benefits eligible educational program. To determine student Veterans eligibility benefits at City College of San Francisco (ȷ) we use Satisfactory Academic Progress standards. These standards apply to all coursework taken at City College of San Francisco. Students who meet SAP standards are in good academic standing to continue receiving VA benefits. As a Veteran student, you must meet all SAP standards as described below.
SAP Standards
Explanation of Standards
- Maintain a 2.0 Cumulative Grade Point Average (GPA)
Once grades are posted at the beginning of the following semester, the overall grade point average is used to calculate and determine eligibility. A, B, C, D, and F grades will be used in the calculation. P (PASS) and NP (NO PASS) grades will not be used in the calculation. Transfer coursework from prior college/university will not be included in the calculation.
- Complete 67% of All Units Attempted
In addition to the GPA calculation, total unit completion will be used to determine eligibility. A, B, C, D, F, W, FW (Fail to Withdraw), P (Pass), NP (No Pass), I (Incomplete), RD (Report Delayed), or MW (Military Withdrawal) grades will be used to calculate completion rate. Transfer coursework officially submitted and evaluated by Admission and Records will also be included in the calculation. The formula used to calculate completion rate is as follows:
Total Units Earned ÷ All Units Attempted = Unit Completion Rate
VA Benefits Warning
Satisfactory academic progress is monitored at the end of every semester. Students who do not maintain and meet SAP policy will receive an "SAP Warning" notification from the VRC&S at the conclusion of the semester. Warning status is only a forewarning message, encouraging students to rectify their academic progress for the current semester, so that enrollment certification can be continued the following semester. Warning status lasts for one semester only, during which students may continue to receive Federal VA Educational Benefits Payment.
Uncertifiable / Enrollment certification termination
Students who fail to make satisfactory academic progress after the warning period may become uncertifiable at City College of San Francisco, or school will report a termination to VA due to unsatisfactory progress. Students have the option to submit an appeal. Submitting an appeal application does not guarantee Certification. The final decision is at the sole discretion of the Appeals Committee, who is guided by the Department of Veterans Affairs guidelines. If a student’s appeal is approved, the student will be placed on “Probation.” If a student does not make satisfactory academic progress during the probation term, they will be uncertifiable for the following term.
Appeal Process
The Veterans Resource Center and Services Office has established an appeals Committee to review appeals. The Appeals Committee will use Veteran Affairs guidelines to determine if a student can continue to be certified. While the appeal is in the review process, enrollment will not be certified, no payment will be processed. Students should be prepared to pay for their educational expenses from their own resources to secure required books and materials at the beginning of the semester. Students are advised to explore other resources on and off campus.
The appeal must be submitted no later than three weeks after the start of the semester. No exception can be made after the deadline. Due to the high volume of appeal submissions, it may take 4-5 weeks for a decision to be emailed to you via your ȷ Student Gmail. Submitting an appeal does not guarantee continued certification. ONCE AN APPEAL DECISION HAS BEEN RENDERED, THE DECISION OF THE APPEAL COMMITTEE IS FINAL.
Appeal Preparation
- Prepare a typed personal statement and or medical documentation explaining your situation.
- Complete and submit an SAP Appeal
- If significant academic improvement is made, providing a Full Educational Plan is required for appeal. It is an unofficial outline of required courses. An appointment can be scheduled with an academic counselor to develop.
- A decision will be emailed (ȷ Gmail account) to you within 4-5 weeks from the Appeal Committee.
- Reinstatement Circumstances
- Extenuating Circumstances
- Significant Academic Improvement
- Verified Disability Student Without Accommodations
- Unable to Obtain Essential Support Services
- Medical
- Not Enrolled at ȷ for Two Consecutive Semesters
- Changes in Economic Situation
** Note: Any missing documentation may result in an automatic appeal denial **
Extenuating Circumstances Appeal
Students who are ineligible because of a grade point average (GPA) less than 2.0 or a completion rate of less than 67%, due to extenuating or mitigating circumstances, must submit supporting documentation of extenuating circumstances with appeal packet for review. This must be documentation of extenuating circumstances for the semesters where there was lack of progress, and must match up with the typed personal statement.
An ineligible student may submit an Appeal Packet with a thorough and clearly typed personal statement of the extenuating circumstances surrounding failure to maintain SAP, including corrective action to be taken to meet SAP standards and attach documentation to support. Incorrect or contradictory appeals will be denied, and the student will not be able to resubmit their appeal during that semester. The appeal will be denied if extenuating circumstance documentation is not provided. Determination may also be based upon several factors, including Federal regulations, ability to meet SAP standards, the student’s academic history and the students clearly stated and documented extenuating circumstances.
Reasons under which a student may be eligible for an Extenuating Circumstances Appeal and supported with official documentation such as:
- Serious Illness, injury or medical condition requiring doctor’s care – medical records that corroborate illness and length of recuperation
- Death of an immediate family member such as parent, sibling, spouse, dependent child, or grandparent – copy of obituaries or death certificate
- Victim of a crime or unexpected disaster – provide necessary documentation to support your situation
- Extenuating circumstances that were beyond the student’s control – provide necessary documentation to support your situation
- Knowledge of, or lack of knowledge of the DSPS (Disabled Students Programs & Services) program
Reasons under which a student may be ineligible for an Extenuating Circumstances Appeal:
- Lack of money for books
- Unaware of institutional policies and procedures
- Work schedule changes due to gain or loss of employment
- Other circumstances
Please note: Extenuating circumstances are circumstances beyond the student’s control which prevents a student from meeting SAP standards. Also, extenuating circumstances are at the sole discretion of the Appeal Committee guided by the federal Veteran Affairs guidelines. Students must be able to meet SAP standards at the end of their probation semester for appeal approval. Appeals will be denied if you are unable to meet SAP standards at the end of the semester for which an appeal is submitted.
Appeal Approved
Appeal considered for approval will be placed on Probation Status and must demonstrate the student will be able to meet the SAP Policy at the end of the VA Benefits probation period or meet the conditions of the specified educational plan. Continuing certification will be based on meeting the terms and conditions of the appeal approval after each semester.
Appeal Denied
A student whose appeal is denied may become certifiable by meeting the SAP standards ONCE AN APPEAL DECISION HAS BEEN RENDERED, THE DECISION OF THE APPEAL COMMITTEE IS FINAL. There is no SECOND APPEAL process for reconsideration.
Disclaimer: The document is current at the time of publication. Legislation and governmental regulations are continually changing the face of student Veteran Affairs. Information is subject to change without notice. For updates, check the College website and click on Financial Aid.
