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Financial Aid & Scholarships

Satisfactory Academic Progress (SAP)

BYU–Hawaii

Satisfactory Academic Progress (SAP) & Appeal Process Policies and Procedures

Effective Date: Reviewed/Revised: 11/14/2025

Section 1: Policy Statement

BYU–Hawaii is committed to ensuring that students receiving Title IV federal financial aid maintain Satisfactory Academic Progress (SAP) in accordance with federal regulations outlined in 34 CFR 668.34. SAP standards are applied consistently to all eligible students, regardless of enrollment status or program of study, to determine continued eligibility for federal student aid programs.

The SAP policy is designed to promote academic success and timely degree completion while ensuring compliance with federal requirements. The policy includes both qualitative (grade point average) and quantitative (pace of completion and maximum time frame) measures that students must meet.

Failure to meet SAP standards may result in the loss of federal financial aid eligibility. Students who do not meet SAP requirements will be notified and provided information regarding appeal options and the process for regaining eligibility.

This policy is reviewed annually to ensure compliance with federal regulations and institutional standards. Updates are communicated to students via official institutional communication channels and published in the BYU–Hawaii catalog and financial aid materials.

Section 2: Regulatory References

The Federal Satisfactory Academic Progress (SAP) policy at BYU–Hawaii is developed and maintained in compliance with the following regulations and guidance:

  • 34 CFR 668.16(e): Administrative capability requirements related to monitoring student academic progress.
  • 34 CFR 668.32(f): Student eligibility requirements for Title IV federal financial aid programs.
  • 34 CFR 668.34: Standards for Satisfactory Academic Progress for Title IV program eligibility, including evaluation requirements, qualitative and quantitative standards, and appeal processes.
  • Federal Student Aid (FSA) Handbook, Volume 1 – Student Eligibility: Guidance on SAP standards and institutional responsibilities.
  • NASFAA Satisfactory Academic Progress Guidance: Best practice recommendations for policy development, appeals, and documentation.

The institution monitors regulatory changes and updates SAP policies and procedures as needed to ensure continued compliance with all applicable federal requirements.

Section 3: Programs Covered

The Satisfactory Academic Progress (SAP) policy applies to all students who receive Title IV federal financial aid, regardless of enrollment status. This includes students enrolled in the following programs at BYU–Hawaii:

  • Undergraduate Degree Programs (e.g., Associate and Bachelor’s degrees)
  • Certificate Programs eligible for Title IV aid
  • Other Title IV-eligible programs as defined by the U.S. Department of Education

SAP standards apply to all coursework attempted by the student at BYU–Hawaii, including:

  • Transfer credits accepted toward the program
  • Remedial coursework (if applicable)
  • Repeated courses
  • Consortium or study-abroad coursework that is counted toward the program

Students who are not receiving federal aid but later apply for Title IV aid are subject to the same SAP standards and evaluation process.

Section 4: SAP Evaluation Standards

To maintain eligibility for Title IV federal financial aid, students must meet the following Satisfactory Academic Progress (SAP) standards as established by BYU–Hawaii and in compliance with 34 CFR 668.34:

1.  Qualitative Standard (Grade Point Average)

  • Undergraduate students must maintain a minimum cumulative GPA of 2.0.
  • GPA is calculated based on all coursework attempted at BYU–Hawaii, including remedial and repeated courses, in accordance with institutional grading policy.

2.  Quantitative Standard (Pace of Completion)

  • Students must successfully complete at least 67% of all attempted credits (or institutional equivalent) to demonstrate progress toward program completion.
  • Attempted credits include all courses in which a student is enrolled after the add/drop period, including withdrawals, repeats, and incompletes.

3.  Maximum Time Frame

  • Students must complete their program within 150% of the published program length, measured in credit hours.
    • Example: For a 120-credit hour undergraduate program, the maximum time frame is 180 attempted credit hours.

4.  Previously Earned Degree

  • Students must not have a previously earned Bachelor’s Degree from BYU–Hawaii or any other institution.

Treatment of Specific Coursework

  • Transfer Credits: Accepted transfer credits count as both attempted and completed credits for pace and maximum time frame but are excluded from GPA calculation.
  • Remedial Coursework: Included in SAP calculations if eligible for federal aid.
  • Repeated Coursework: All attempts are included in attempted credits; most recent grade counts toward GPA.
  • Withdrawals and Incompletes: Count as attempted but not completed credits.

Failure to meet any of these standards results in a status of Financial Aid Denial, based on institutional policy, with the possibility of an appeal process.

Section 5: SAP Evaluation Schedule

BYU–Hawaii evaluates Satisfactory Academic Progress (SAP) at consistent intervals to ensure compliance with federal requirements and timely communication to students. The evaluation schedule is as follows:

Evaluation Frequency

  • SAP is evaluated twice for each semester/term for all programs.

Evaluation Timing

  • Reviews are completed after all grades for the term are posted and prior to the disbursement of Title IV funds for the next term.
  • Students in programs without standard terms are evaluated at the end of each payment period, as defined by the student’s completion of scheduled coursework and weeks of instruction.

Consistency Across Programs

  • The evaluation schedule applies consistently to all Title IV-eligible programs offered by BYU–Hawaii, regardless of academic level or instructional modality.

Notification Timeline

  • Students who fail to meet SAP standards are notified within two business days after the evaluation is complete.
  • Notifications include the student’s SAP status, reason(s) for non-compliance, and available options to submit an appeal.

Section 6: SAP Statuses

To ensure compliance with federal regulations and institutional policy, students are assigned a Satisfactory Academic Progress (SAP) status after each evaluation period. The following statuses are used by BYU–Hawaii:

1.   Good Standing

  • Students who meet all SAP standards (qualitative, quantitative, and maximum time frame, and no previous degree) are considered in Good Standing and remain eligible for Title IV federal financial aid.

2.   Financial Aid Warning

  • Assigned to students who are close to not meeting SAP standards.
  • Students in Warning status remain eligible for federal aid.
  • At the end of the Warning period:
    • If SAP standards are met, the student returns to Good Standing.
    • If SAP standards are not met, the student moves to Financial Aid Suspension (or ineligible status).

3.   Financial Aid Suspension (or Termination)

  • Assigned to students who fail to meet SAP standards after the Warning period or who cannot mathematically regain compliance within one term.
  • Students in this status are not eligible for Title IV financial aid, unless they successfully appeal and are placed on Financial Aid Probation.

4.   Financial Aid Probation

  • Assigned to students who successfully appeal a Financial Aid Suspension status.
  • Students may receive Title IV aid during the Probation period, provided they:
    • Can meet SAP standards by the end of the next payment period OR
    • Are following an approved Academic Plan designed to restore SAP compliance.
  • Continued eligibility requires adherence to the Academic Plan and/or achievement of SAP standards as outlined in the appeal approval.

Section 7: Student Notification

BYU–Hawaii ensures timely and clear communication with students regarding their Satisfactory Academic Progress (SAP) status to maintain compliance with federal regulations and support student success.

Notification of SAP Results

  • Students are notified of their SAP status after each evaluation period, typically within two business days of the completion of SAP review.
  • Notifications include the student’s current SAP status (Good Standing, Alert, Denial, Probation), the reason for any non-compliance, and the impact on financial aid eligibility.

Notification Method

  • All SAP notifications are sent through the student’s official institutional email address and posted in the secure student portal (BYU–Hawaii Student Information System).
  • In cases where immediate action is required, additional outreach (such as phone calls or in-person meetings) may be conducted.

Content of Notification

  • Explanation of the SAP standard(s) not met (GPA, pace, maximum timeframe, previous degree).
  • Consequences for financial aid eligibility.

Appeal Opportunity

  • Students placed on Financial Aid Suspension are provided clear instructions on how to submit an SAP appeal, including required documentation and deadlines.

Record of Communication

  • All notifications are documented and retained in the student’s financial aid record in accordance with federal recordkeeping requirements (34 CFR 668.24).

Section 8: Appeal Process

BYU–Hawaii provides students who do not meet Satisfactory Academic Progress (SAP) standards the opportunity to appeal their ineligibility for Title IV federal financial aid under certain circumstances, in compliance with federal regulations.

Eligibility to Appeal

  • Students placed on Financial Aid Denial status may submit an appeal if they experienced extenuating circumstances that prevented them from meeting SAP standards.
  • Examples of extenuating circumstances include, but are not limited to:
    • Serious illness or injury of the student or an immediate family member
    • Death of a relative
    • Other significant circumstances beyond the student’s control

Appeal Submission Requirements

Students must submit a written appeal that includes:

  1. SAP Appeal Form provided by Financial Aid & Scholarships
  2. A statement explaining:
    1. The reason for failure to meet SAP standards
    2. What has changed in the student’s situation that will allow them to regain compliance
  3. Supporting documentation (e.g., medical records, death certificates, court documents, etc.)
  4. Academic Plan developed with an academic advisor outlining the steps to regain SAP compliance within an established timeframe

Deadline for Appeal

  • Appeals must be submitted prior to the document deadline date for the payment period for which reinstatement of aid is requested. Late appeals will not be considered for that term.

Review and Decision

  • Appeals are reviewed by the SAP Appeal Committee or designated Financial Aid administrator(s).
  • Students are notified of the outcome via official institutional email.
  • All decisions are final and cannot be appealed further.

Possible Outcomes

  • Approval with Probation: Student becomes eligible for aid for one payment period or under an Academic Plan.
  • Denial: Student remains ineligible for Title IV aid until they meet SAP standards.

Recordkeeping

  • All appeal documentation and decisions are maintained in the student’s financial aid record in compliance with federal regulations (34 CFR 668.24).

Section 9: Reinstatement of Aid

BYU–Hawaii provides a clear process for students to regain eligibility for Title IV federal financial aid after failing to meet Satisfactory Academic Progress (SAP) standards. Reinstatement may occur either through meeting SAP requirements or successfully completing an approved appeal.

1.  Reinstatement by Meeting SAP Standards

  • Students who regain compliance with SAP standards through coursework completion, GPA improvement, or completion of required credits may have federal financial aid reinstated.
  • Reinstatement occurs automatically upon verification that the student has met all SAP requirements.

2.  Reinstatement via SAP Appeal and Probation

  • Students who submitted a successful SAP appeal may receive federal aid under Financial Aid Probation.
  • Eligibility is contingent upon:
    • Compliance with the conditions outlined in the Academic Plan
    • Achievement of specified academic benchmarks within the defined timeframe
  • Financial Aid & Scholarships monitors progress and may adjust eligibility if the student fails to meet the plan’s requirements.

3.  Reinstatement after Academic Plan Completion

  • Students who successfully complete the requirements of an Academic Plan designed to regain SAP compliance are eligible for full Title IV aid for subsequent terms.
  • Documentation of completion and restored eligibility is maintained in the student’s financial aid record in accordance with 34 CFR 668.24.

4.  Notification of Reinstatement

  • Students are informed in writing when their Title IV aid eligibility is reinstated, including:
    • Updated SAP status
    • Any conditions or expectations for continued compliance
    • Next evaluation period for SAP

5.  Documentation and Recordkeeping

  • All records related to reinstatement, including appeals, Academic Plans, and monitoring reports, are maintained in the student’s financial aid file for the federally required retention period.

Section 10: Recordkeeping and Confidentiality

BYU–Hawaii maintains accurate and secure records of Satisfactory Academic Progress (SAP) evaluations, notifications, appeals, and Academic Plans in accordance with federal regulations and institutional policies.

1.  Recordkeeping Requirements

  • Financial Aid & Scholarships retains all SAP-related documentation, including:
    • SAP evaluation results for each student
    • Notifications sent to students regarding SAP status
    • Submitted SAP appeals and supporting documentation
    • Approved Academic Plans and monitoring records
    • Correspondence regarding reinstatement of federal aid eligibility
  • Records are maintained for at least three years after the end of the award year in which the student last attended, in compliance with 34 CFR 668.24.
  • Records may be maintained in electronic or paper format, provided they are complete, accurate, and accessible for audit or program review.

2.  Confidentiality and Access

  • SAP records are considered confidential student information under FERPA.
  • Access is limited to:
    • Financial Aid Office staff responsible for SAP evaluations and communications
    • Academic advisors assisting with Academic Plans
    • Institutional officials conducting audits or compliance reviews
    • Authorized federal or state auditors and program reviewers
  • Unauthorized access, disclosure, or modification of SAP records is strictly prohibited.

3.  Security Measures

  • Electronic records are protected through:
    • Password-protected systems and role-based access
    • Regular data backups and secure storage
    • Audit trails for any updates or changes to SAP records
  • Physical records are stored in locked cabinets or secure areas, with access restricted to authorized personnel.

4.  Documentation of Communications

  • All communications regarding SAP status, appeals, and reinstatement are documented and retained in the student’s record.
  • Documentation includes dates and method of notification for audit and quality assurance purposes.

Section 11: Quality Control and Review

BYU–Hawaii implements quality control and review procedures to ensure the accuracy, consistency, and compliance of the Satisfactory Academic Progress (SAP) process with federal regulations and institutional policy.

1.  Purpose

  • To verify that SAP evaluations are accurate and timely.
  • To ensure that students’ federal financial aid eligibility determinations are consistent and compliant with 34 CFR 668.34.
  • To identify and correct errors or discrepancies in SAP records, notifications, and appeals.

2.  Internal Review Procedures

  • Periodic Audits: Financial Aid & Scholarships conducts regular audits of SAP evaluations, including GPA calculations, pace of completion, maximum timeframe compliance, and processing of appeals.
  • Cross-Checks: SAP evaluations are cross-checked against student enrollment and grade records to confirm accuracy.
  • Appeal Review: Appeals and Academic Plans are reviewed for completeness, compliance, and consistency with institutional and federal standards.

3.  Monitoring and Reporting

  • The Senior Manager of Financial Aid & Scholarships or designee oversees SAP quality control activities and documents findings.
  • Discrepancies or errors are corrected promptly, and students are notified if their SAP status or eligibility is affected.
  • Reports on SAP evaluations, appeals, and reinstatements are generated periodically to support continuous improvement and audit readiness.

4.  Staff Training and Updates

  • Staff involved in SAP evaluations receive regular training on federal SAP regulations, institutional policies, and best practices for monitoring and quality control.
  • Updates are provided whenever federal regulations, institutional policies, or internal procedures change.

5.  Documentation and Recordkeeping

  • Records of quality control checks, audits, and corrective actions are maintained in accordance with 34 CFR 668.24.