Satisfactory Academic Progress

Satisfactory Academic Progress (SAP) & Institutional Scholarship Renewal Requirement

Claremont School of Theology evaluates the Satisfactory Academic Progress (SAP) of each student who receives financial aid. Students need to maintain the following three (3) mandated criteria’s to continue to receive financial aid in future semesters.

Qualitative (GPA):

Qualitative standard is determined by the student’s earned Grade Point Average (GPA). At the end of each academic semester:

Students must maintain the following cumulative GPA: M.A. or M.Div. = 2.8 GPA D.Min or PhD = 3.0 GPA

Quantitative Percentage Standard (QPS Ratio):

The satisfactory academic progress policy must also include a quantitative measure to determine the number of credit hours attempted and percentage of credit hours completed (passed). The minimum percentage of work a student must successfully complete by the end of each term is 67% of all attempted credit hours. Students receiving a calculated QPS value below 67% is not meeting the satisfactory academic progress requirement.

Maximum Time Frame (150% Rule)

Students are required to complete their degree or certificate within 150% of the credits required for a program of study. A student’s record will be evaluated to determine if they are able to complete a degree within the maximum time frame allowed. When it is determined a student will not complete their program within the 150% credit limit, the student will be suspended from receiving financial aid.

Students who failure to meet the requirements will result in becoming ineligible to receive institutional scholarships and federal financial aid. Students who have not achieved satisfactory academic progress will be placed on financial aid warning for one semester. This warning semester immediately follows the semester in which satisfactory academic progress was not achieved. The student will be required to meet with the Dean to develop an academic plan for meeting SAP by the end of that semester. During the warning semester a student is eligible to receive federal financial aid. However, if at the end of the warning semester the student has not met the requirements of SAP, the student will become ineligible to receive federal financial aid and/or institutional funds.

Financial Aid Appeal Process

Waivers for Satisfactory Academic Progress will be considered only under exceptional circumstances (if, for example, the student has suffered undue hardship such as death of an immediate family member, injury or illness of the student). Students requesting an appeal must submit a letter to the Financial Aid Office requesting reinstatement. The letter should explain the circumstances which affected the student’s academic performance and provide accompanying documentation.

All appeals should be submitted, via US Postal mail and addressed to the attention of the Financial Aid Director: 1325 N. College Ave, Claremont, CA 91711.Appeals must be submitted no later than June 30th for the next Fall Semester, and January 15th for the next Spring Semester. All appeals will be reviewed on a case-by-case basis by the Director of Financial Aid and the Vice Dean of Academic Programs. In some instances an interview may be scheduled to meet with the committee that reviews the appeal to answer any questions. (Please note that any information mentioned in the appeal is subject to verification and all information will be taken into consideration. If an appeal is recommended for approval, an Academic Success Plan must be devised, signed and agreed upon by the Vice Dean and the student. A copy of the original signed Academic Success Plan must then be filed in the Financial Aid Office prior to any aid being dispersed.

The financial aid appeal letter must:

  • Be properly addressed and should include the student’s name, address, phone number, student ID number and Major
  • State clearly why the student was not able to make SAP (Satisfactory Academic Progress)
  • State what has changed in the student’s situation that will allow the student to demonstrate Satisfactory Academic Progress at the next evaluation
  • Describe what the student will do differently academically if s/he is authorized to continue receiving financial aid at Claremont School of Theology

If the appeal is approved, the student will be placed on Financial Aid Probation for one semester. During the student’s course of study, the student will not be allowed to appeal a financial aid warning more than two (2) times. Once a decision has been rendered, no further information will be considered

Financial Aid Probation

Only students whose appeal has been granted will be placed on Financial Aid Probation. Financial Aid Probation is for one academic semester only. At the end of the academic semester, the student’s academic record will be reviewed to determine if the student has met the requirements specified in the academic plan.

Re-Establishing Satisfactory Academic Progress

Any students whose federal financial aid has been terminated may reestablish Satisfactory Academic Progress by any of the following methods:

  • Repeating and passing failed courses
  • Removing incomplete grades

The following evaluation criteria are important to note:

Withdrawals (W Grades), which are recorded on the student’s transcript will be included as credits attempted and will have an adverse effect on the student’s ability to maintain Satisfactory Academic Progress.

The successful completion of a course is defined as receiving one the following grades: A, B, C, or D. Courses with grades of F, I, or W will not qualify in meeting the minimum standard for Satisfactory Academic Progress.

Repeated Courses will be counted as hours completed only once, provided the student meets all other criteria for Satisfactory Academic Progress.

Change of Degree. A student may change from one major to another during attendance at Claremont School of Theology. Students who change from one major to another are still expected to maintain Satisfactory Academic Progress. They also must complete the course work within the time frame or hours limitation stated unless an appeal is otherwise approved.

Class Load. The number of hours in which a student is enrolled on the day following the published last day to add or drop a class or Claremont School of Theology census date will be used as the official enrollment date for financial aid purposes.