California Institute of Applied Technology (CIAT) enforces a Satisfactory Academic Progress (SAP) Policy to ensure that students are making consistent, measurable progress toward the successful completion of their academic program. Under this policy, students’ academic progress is evaluated using Qualitative measures (cumulative grade point average) and Quantitative measures (rate of completion of attempted coursework and a maximum time frame for program completion), in alignment with standards set by the U.S. Department of Education.Students who do not meet CIAT’s SAP standards may become ineligible for federal funding; however, they will receive formal notification and may be provided the opportunity to appeal and, if approved, follow an academic plan designed to support their return to good standing.
This policy outlines:
- The institution’s process for evaluating Satisfactory Academic Progress requirements
- Examples and formulas on how calculations are processed
- SAP stages, communication protocols and student academic expectations
- Implications for students across all funding sources (financial aid, military benefits, private loans, and other funding sources)
- Academic and financial support options
Evaluating Satisfactory Academic Progress:
Requirements:
SAP is evaluated at the end of each academic semester. At the end of each evaluation period, all students must meet the following minimum requirements:
- Cumulative GPA (CGPA): Maintain a cumulative GPA of 2.0 on a 4.0 scale.
- Pacing: Complete 67% (2/3) of all cumulative attempted credits.
- Maximum Time Frame: Complete their program within 150% of the credits required.
Cumulative GPA Calculations:
Students must maintain a minimum cumulative GPA of 2.0 at the end of each evaluation period. Cumulative GPA is calculated by using the formula: (cumulative earned points ÷ cumulative attempted credits). The points earned are calculated by multiplying credit hours attempted by a numerical point value on a 4.0 scale (A = 4.0, B = 3.0, C = 2.0, D = 1.0, F = 0.0). Term GPA is calculated by dividing the total earned points / the total attempted credits attempted in that term, while cumulative GPA is computed across all terms by dividing the sum of all earned points by the sum of all credits attempted to date, excluding course retakes.
An example of this calculation is illustrated below:
- Cumulative GPA at Semester 2 evaluation period = 2.50
* Students may have 3 or 4 terms within an academic semester, based on their enrollment date.
A student may be required to retake courses to elevate their GPA to meet SAP standards. See Course Repeat Policy for more details.
Pacing Calculations:
Students must maintain a minimum of 67% pacing rate at the end of each evaluation period. The rate of completion of attempted coursework (or pacing) is calculated by using the formula: (cumulative earned credits ÷ cumulative attempted credits) × 100, where earned credits include passing grades (D- or higher), and attempted credits encompass all registered coursework, including withdrawals, incompletes, failures, and repeats. Percentages will not be rounded up.
Example A:
In the following example, the student completed 67% or more of the total attempted credits in the first and second semesters. However, in the third semester, the student completed 14 of 22 cumulative credits – yielding a 63% pace of progression. 63% pacing rate does not meet the minimum pacing progress requirement.
Example B:
In Example B, the student transferred 12 credits into their program of study. By the end of the first semester, the student completed 20 cumulative credits (including the transfer credits), yielding an 83% pace of progression. By the end of the third semester, the student completed 24 credits, yielding a 63% pace of progression. 63% pacing rate does not meet the minimum pacing progress requirement.
* Students may have 3 or 4 terms within an academic semester, based on their enrollment date.
Accepted transfer credits count as both attempted and completed credits when determining pace, but they reduce the remaining credits available before reaching Maximum Time Frame. See Transfer Credit policy for more details.
Maximum Time Frame (“150% Rule”):
CIAT requires that all students complete their program within 150% of their declared program, regardless of whether they have received federal funding in all terms. To remain eligible for federal funding, students must complete their academic program within the Maximum Time Frame (MTF) established under federal regulations. All attempted credits count toward the 150% Maximum Time Frame.
Program-Specific Examples:
- Bachelor’s Degree Programs: Required: 130 credits → Maximum Attempted: 195 credits
- Associate Degree Programs Required: 64 credits → Maximum Attempted: 95 credits
- Certificate in Computer Information Systems (CCIS) Required: 36 credits → Maximum Attempted: 54 credits
At the end of each evaluation period, if it becomes mathematically impossible for a student to complete the program within the 150% Maximum Time Frame, the student will no longer meet SAP requirements and will be withdrawn from their program.
SAP Stages & Communication Protocols:
At the end of each semester evaluation period, all students will receive email communication with confirmation of their SAP status. The stages of SAP status progression are:
- SAP Met: Student has met the minimum GPA and pacing requirements and is on track to complete their program within 150% of Maximum Time Frame.
- SAP Not Met: Student has not met the minimum GPA or pacing requirements during the evaluation period. This status may be assigned upon a student’s first semester in their program of study, or when the previous semester’s SAP status was assigned a value of “SAP Met”. The subsequent semester is immediately assigned the next stage of SAP status progression – “Warning”.
- Stage 1 – Warning: When a student’s SAP status is set to “SAP Not Met” at the end of an evaluation period, the student is placed on a “Warning” for the following semester. A Warning status does not impact a student’s academic standing, future course registration, or tuition funding. Rather, it is utilized to remind students about CIAT’s academic requirements. During this stage, the student remains eligible for federal funding. The student must improve academic performance to meet minimum SAP standards by the next evaluation point. A registration hold is NOT placed on the student record. The student will be advised to reserve an academic counseling session to receive extra help and support throughout the next semester.
- Stage 2 – Probation: When a student has not met the minimum GPA or pacing requirements for two consecutive evaluation periods, the student is placed on a “Probation” status and becomes ineligible for continued use of federal funding. A student may submit a written appeal, and if approved, follow an academic plan designed to support their return to good standing. If the appeal is approved, the student regains federal funding eligibility for one subsequent semester. Failure to meet SAP standards during the probation evaluation period results in financial aid suspension.
- Stage 3 – Financial Hold: When a student has not met the minimum GPA or pacing requirements for three consecutive evaluation periods, the student is placed on a “Financial Hold” status. The student becomes ineligible for continued use of federal funding, including government grants, loans, or veteran benefits. A registration hold will be placed on the student’s record until a secondary funding source has been arranged. The student may regain eligibility for federal funding once an evaluation period results in a “SAP Met” status.
Summary of SAP Status Progression:
An example of how SAP progresses through each stage is illustrated below:
A student placed on academic probation must submit a written appeal to continue with the program. This step in the academic support process is designed for CIAT to evaluate your readiness and commitment to continuing with your education and identify areas where our Student Success team can help you get back on track. Your appeal letter will be reviewed by our Student Services Director. If approved, you’ll be required to improve your academic performance by the end of the following semester evaluation period. The student will be sent the written decision within ten days of receipt of the appeal. Students reinstated upon appeal are on probationary status for the next evaluation period, during which time they must meet the terms and conditions set out in the academic advising sessions.
During this appeal process, if it is calculated to be mathematically impossible for a student to complete the program within the 150% Maximum Time Frame, the appeal will not be approved, and the student will be withdrawn from their program.
If the appeal is granted, the student may continue with the program while on probation if they meet the terms of the academic plan until such time as Satisfactory Academic Progress status is regained. At the end of the evaluation period, and at the end of every evaluation period thereafter, the student’s academic status will be reviewed to ensure ongoing SAP requirements are met.
If the student does not meet the minimum academic requirements by the end of the subsequent semester evaluation period, the student becomes ineligible for continued use of federal funding, including government grants, loans, or veteran benefits.
Impacts on Student Funding:
Satisfactory Academic Progress (SAP) determinations are used to establish a student’s eligibility for funding, including government grants, loans, or veteran benefits. Depending upon the stage, students who do not meet CIAT’s SAP standards may be placed on a Warning, lose eligibility for federal aid, or be required to appeal and follow an approved academic plan to regain federal funding.
CIAT applies the same SAP evaluation, status designations, and academic expectations to all enrolled students, regardless of whether they receive federal aid, private loans, employer tuition assistance, CIAT payment plans, or cash payments. As a result, SAP stages, including Warning, Probation, or Financial Hold, reflect a student’s overall academic standing at CIAT, not solely their funding source, and may affect both continued enrollment and access to current or future financial assistance. Returning Students
Students who withdrew from a CIAT Certificate or Degree program (by will or by administrative withdrawal) and who are applying for Re-Admissions into the same program will be assigned the same SAP Stage (SAP Not Met → Financial Hold) upon their entry previously documented on their student record. If a student was placed on Financial Hold and lost access to federal funding, they may submit a written appeal to regain federal funding eligibility upon re-entry. CIAT will evaluate the circumstances outlined by the student in the appeal letter and determine the students’ readiness and commitment to continuing with their education. Circumstances from a prior academic attempt may include, but not limited to death of an immediate relative, a serious illness or accident requiring medical intervention, unexpected family obligations, catastrophic loss (e.g., flood, fire, etc.), request for disability accommodation, challenges balancing work commitments or military deployments, or personal crisis. Students who are applying for Re-Admissions into a different program will have no SAP status designated. See Transfer Credit policy for more details.
Academic and Financial Support Options:
CIAT provides comprehensive academic and financial support options to help students succeed and regain Satisfactory Academic Progress (SAP) compliance. Academic resources include academic tutoring, personalized advising sessions with our Student Success teams, and more. Financial consultations are available at any time throughout students’ programs and provide guidance on federal aid restoration through probation or academic plans, assistance with private loan certification, and connections to employer tuition assistance or veteran benefits where applicable. Students are encouraged to promptly contact studentservicesteam@ciat.edu or schedule sessions via the student portal to leverage these resources and stay on track toward program completion.
