Federal and TC regulations require that a student must be making satisfactory academic progress in a certificate, degree or transfer program leading to an associate’s degree in order to be eligible to receive any federal or institutional aid or funding from an entitlement program (this includes veterans’ educational benefits).  Satisfactory academic progress (SAP) will be evaluated at the end of each semester.

Beginning July 1, 2011, Satisfactory Academic Progress (SAP) standards changed in accordance with Federal Regulations.  These new SAP standards will be monitored at the end of each payment period (semester) beginning with the completion of the second summer term of 2011 and will continue to be monitored after the completion of each payment period after.

Effective the 2014-2015 academic year, VA educational benefits and all exemption and waivers are held to the same SAP standards as Title IV financial aid.

All calculations are based on the TOTAL cumulative classes a student has taken at Texarkana College.  This will sometimes result in a student’s FA GPA and or completion being different than their academic GPA or completion values.

Transfer credits are excluded from the SAP calculations for financial aid.

In order to maintain satisfactory academic progress for financial aid eligibility, students must meet three standards:

  • GPA requirement,
  • Unit completion requirement, and
  • Maximum timeframe requirement.

If a student fails to maintain satisfactory academic progress, s/he will be notified that s/he is ineligible for financial aid beginning with the term immediately following the term the SAP requirements were not met.

Eligibility for continued financial aid will only be re-established if:

  • the student subsequently meets the Satisfactory Academic Progress requirements; or
  • the student successfully appeals and her aid is reinstated. A student who has her financial aid eligibility reinstated is placed on probation and may become subject to the terms of an academic plan.

The financial aid office will evaluate whether the student is adhering to the plan on a term-by-term basis.  If the student has made up all of their deficiencies, they will no longer be considered on probation and instead will be considered an eligible student and meeting the SAP requirements.

The following requirements for satisfactory academic progress for receipt of financial aid apply to all applicants for any financial aid awards administered by the TC financial aid office. These requirements are separate and distinct from TC’s policy regarding satisfactory academic progress set by academic departments and/or schools.


  • GPA Requirement:
  • All financial aid recipients, regardless of year classification or degree/certificate type, must maintain a cumulative grade point average of 2.00 or higher. The financial aid office at Texarkana College will not consider transferred hours from other college transcripts. Only hours from Texarkana College transcripts are used to arrive at the cumulative grade point average.  This is due to any hours that are articulated into TC possibly skewing a student’s true Financial Aid GPA either for the better or worse.  Only using TC hours for the purpose of Financial Aid GPA will guarantee that a student’s Financial Aid GPA is accurate.
  • Completion Requirements:

All undergraduates must complete at least 67% of the units attempted each year to keep pace toward graduation. This is calculated by dividing a student’s total number of hours completed (TC completed plus accepted transfer units) by the total amount of hours attempted (TC attempted plus accepted transfer units).

  • Units granted for AP and IB coursework are excluded; college level units earned by the student while still enrolled in high school are included.
  • The number of attempted units counted in the formula reflect the units attempted as they appear on the student’s transcript.
  • All transfer credits TC accepts toward a student’s program are included in the completion calculation, both as attempted units as well as completed units.
  • These completion calculations include all completed and attempted units from the academic year’s summer term.
  • Units for the following grades will not be counted as completed units toward meeting the pace requirement for undergraduate students: F (Failure), I (Incomplete), NP (Not Pass), U (Unsatisfactory), W (Withdraw), and NR (No grade reported).
  • If a student repeats a previously passed course, only the first repeat will apply toward the completed unit count; subsequent repeats will not. This does not apply to courses that are repeatable for credit (i.e. independent study courses).
  • Required remedial courses will count toward the undergraduate pace requirement
  • Maximum Time Frame:

The regulation set by the U.S. Department of Education specifies that for an undergraduate program, the maximum time frame to complete the program may not exceed 150 percent of the published length of the program.  Because TC has many programs with varying lengths, the maximum time frame will also vary by program. Students enrolled at Texarkana College will be allowed a maximum of 150 percent of the credits required to complete their degree/certificate. For example, if your program requires 60 credit hours to complete the program, the student would be allowed to receive financial aid for up to 90 (60 X 1.5 = 90) semester hours attempted.  This total includes credit transferred from other institutions.

It is the policy of Texarkana College that once a student pursuing an associate degree completes their current degree plan under probation from the Max Time Frame requirement, they will not be eligible for further Title IV aid at our institution. It is possible for a student on probation for a certificate program to lift themselves out of max credits suspension by changing their major to an associate degree, in which case they would be eligible to receive further aid and to appeal a max credits suspension to finish their work on the associates. Regardless, once a student surpasses the max credits limit for our longest degree plan (90 hours) and declares a degree, they are not eligible to appeal a max credits appeal under a different degree plan.

Results of Not Meeting SAP Criteria:

Students who do not meet the Satisfactory Academic Progress (SAP) criteria will not be eligible for federal or state Financial Aid at Texarkana College.

Warning Status
Students who fail to meet Satisfactory academic Progress (cumulative) for the first time (excluding students who have already attempted 150% of the credits required for their programs of study) will be automatically placed in a Warning Status for one (1) term and are expected to meet SAP requirements by the end of that term. Students who fail to meet satisfactory academic progress requirements (cumulative) at the end of the warning status term will lose their eligibility for Financial Aid.

Financial Aid Suspension
A student in Financial Aid Suspension should expect to not receive financial aid and continue classes at his or her own expense until Satisfactory Academic Progress requirements are again met, unless extenuating circumstances exist and an appeal is granted.
Students who do not appeal or if their appeal is not granted, may clear FA Sap Suspension status by enrolling for and paying out of pocket for a minimum of SIX credit hours.  The student must complete all courses with a 2.0 FA GPA or better. If the standards are met, FA eligibility can be regained on a probationary basis after the SAP Committee reviews the student’s semester for the completed semester.

  • Suspension After Probation – This status is given to students via the SIS system who were granted Probation status in their previous attended term and continue to fail to meet SAP. This status should be considered the same as Financial Aid Suspension. This status was created solely to assist the SAP Appeals Committee in their evaluations of appeals.

Financial Aid Suspension Appeals

Students should consult their campus Financial Aid Advisors for assistance in appealing any element of this policy or to determine how to regain eligibility for Financial Aid.

Appeals are to be submitted in writing.  It is highly recommended that students submit documentation to support their written statements.

Appeals submitted for exceeding Maximum Time Frame will be reviewed by the Financial Aid Office for approval.

Appeals submitted for not meeting G.P.A. or Completion Rate requirements will be reviewed by the Financial Aid Satisfactory Academic Progress (FA SAP Committee).

Students on Financial Aid Probation for cumulative G.P.A. or cumulative completion rates and who complete all courses enrolled for in the previous semester with a semester G.P.A. of 3.0 or higher do not have to submit an appeal to the FA SAP Committee for that semester.  These students have already been evaluated by the FA SAP Committee once and are showing excellent progress.  The Financial Aid Standards of Academic Progress Committee does not feel that it is necessary to have these students re-submit appeals every semester until their cumulative requirements are met.  The staff members of the Financial Aid Office will summarily approve a continued Financial Aid Probation status for students that meet this standard.  This status is called Auto Probation and is defined below:

  • Auto Probation – If a student made good academic progress defined by a 100% completion rate and a 0 FA GPA during the previous semester, they DO NOT have to formally appeal and will be granted an AUTOMATIC probationary status.

Satisfactory Academic Progress Procedure

Texarkana College Financial Aid Office runs the SAP process after grades have posted for each term (Fall, Spring and Summer).  Students who do not meet SAP due to completion of hours or grade point average will be issued a SAP memo by the financial aid office as soon as possible.  However, notice of financial aid warning may be retroactively incurred based on an evaluation of the student’s previous academic record.

Any student who wishes to appeal the loss of financial aid for failure to meet Satisfactory Academic Progress may do so through the Financial Aid Office.

Appeal Process

Students who become ineligible for federal financial aid/Veterans Benefits under the satisfactory academic progress policy may submit a request for reinstatement (appeal) to the financial aid office with the required supporting documentation attached.  Appeal forms with insufficient documentation will not be processed.

Any life changing event that effects your academics and/or GPA or completion is grounds to pursue an appeal.

If a student fails to maintain satisfactory academic progress, he/she will be notified that he/she is ineligible for financial aid beginning with the term immediately following the term the SAP requirements were not met.

Eligibility for continued financial aid will only be re-established if:

  • the student subsequently meets the Satisfactory Academic Progress requirements; or
  • the student successfully appeals and her aid is reinstated.

Students wishing to appeal must submit a Texarkana College SAP Appeal Form, typed letter stating the circumstances for deficiencies and any supporting documentation to the Texarkana College financial aid office.  The appeal form is available in the aid office.

All appeals must state the reason(s) for failing to meet the SAP requirements.  Students must demonstrate some type of extenuating circumstances during the term(s) in question which hindered academic performance (e.g., prolonged hospitalization, death or extreme sickness in the family, etc.).  Supporting documentation of these extenuating circumstances should be submitted with the appeal form and letter.

Furthermore, students should submit, as part of the appeal, information regarding what has changed in their situation that would prevent a re-occurrence and would now allow them to reestablish the satisfactory academic requirements by the conclusion of the outlined timeframe.

On the SAP appeal form, students should show in what SAP area they are deficient:

  • If deficient in completion percentage, the number of units required for each future term to eventually meet the minimum cumulative completion percentage by the conclusion of the plan. – The SAP Appeals Committee will judge on this type of deficiency.
  • If deficient in GPA, the minimum GPA required for each future term to eventually meet the minimum cumulative GPA requirement by the conclusion of the plan. – The SAP Appeals Committee will judge on this type of deficiency.
  • If maximum number of terms of eligibility has been reached, the number of additional future terms required to complete degree requirements. The Director of Financial Aid or their designee will judge on this type of deficiency.

Students must consult with their academic advisor as they must sign and approve all academic plans.  By approving a plan, an advisor concurs that, if followed, the plan will permit the student to meet the SAP requirements at the end of the duration of the plan.

Once received by the aid office, the appeal is reviewed for completeness.  If the application is incomplete, it is returned to the student with instructions to resubmit once it has been completed in full.

Once accepted, appeals will be evaluated by a committee comprised of faculty, staff and administrators.  Quorum would be made with four of these in attendance. FOUR votes are required to complete each ruling.

Once a ruling is made by the committee, students will be notified by email of the outcome.

If the student can produce compelling documentation or conference with the Director of Financial Aid or designee that was not included in the submitted SAP appeal to the committee, they then can make a ‘Second Level’ appeal to the Director of Financial Aid or designee. The decision of this appeal is final.

Any student whose cumulative GPA/Completion rate would have put them in SUSPENDED status, but completed 100% and had a 3.0 GPA in the previous semester will be placed in an Automatic Probation due to making excellent academic progress in a semester.

Academic Bankruptcy/Fresh Start

Academic Fresh Start placed on Texarkana College transcripts indicates that the coursework, grades, etc. before this point is excluded from the remaining transcript.

The Federal Student Aid program regulations make no provision for the concept of academic amnesty. Therefore, the financial aid office at Texarkana College will consider all work attempted at other institutions to arrive at the cumulative completion rate.

Hours taken before the Fresh Start count toward the 150% completion rule.