Keystone College Policies

Satisfactory Academic Progress Policy

Satisfactory Academic Progress Requirements

Federal regulations require that educational institutions measure students’ progress toward a declared educational objective, both quantitatively and qualitatively. In accordance to these requirements, Keystone College has established the following standards to measure a student’s academic progress. These standards will be applied uniformly to all students when determining their eligibility for Federal and/or Keystone College funding regardless of whether the student previously received these funds. Should a student fail to meet any of these requirements they are deemed not eligible to receive Federal and/or Keystone College funding until the deficiency is made up by the student.

Satisfactory Progress

Satisfactory Academic Progress is defined as a measure of both qualitative and quantitative levels of a student’s grade performance. Students who have not met the requirements are not eligible for Federal and/or Keystone College funding until the credit deficiency is made up.

For the qualitative measurement a student must meet the following minimum Cumulative Grade Point Average (CGPA) requirements:

  1. < 24 Credits Attempted: CGPA of 1.75 with a completion rate of 2/3 (66.667%)*
  2. > 24 Credits Attempted: CGPA of 2.00 with a completion rate of 3/4 (75.000%)

*All transfer students will be treated as new students for the purpose of this policy except that students who transfer in more than 24 credits will be required to earn a CGPA of at least a 2.00 and a completion rate of 75.000%.  Additionally, all first time students are held to the same criteria, there is no alternate criterion available to first time students who enroll in any terms other than fall.

For the quantitative measurement a student must demonstrate they are progressing towards completion of their program within a maximum time frame. In order to meet this, a student must complete no less than 2/3 or 3/4 of what they attempted – see points 1 & 2 above.  This calculation is cumulative and is based on all credits attempted and earned. Credits transferred into Keystone College are considered as attempted and earned for this purpose.

Maximum Semesters of Aid Eligibility

For undergraduate programs of study, the maximum time frame allowed to receive aid cannot exceed 150% of the published length of the educational program. For example: for a Bachelor’s Degree that requires 120 credits for graduation, a student may attempt or enroll in 180 credits with the objective of earning the 120 needed to graduate. Students who are pursuing a double major or who change majors may be eligible for an extension of the time on an individual review basis.

Procedure for Checking Satisfactory Academic Progress

At the end of each semester, aid recipients are reviewed to determine if they have met the minimum credit requirements as well as earned the appropriate CGPA. If they have not, a letter is sent to each student informing them that they are on FINANCIAL AID WARNING and ARE eligible for continued Federal and/or Keystone College funding throughout their following constitutive term.  If the student again does not make progresses they are NOT eligible for federal or keystone funding.  Should progress not be met after a semester of warning the student may appeal for aid to the Director of Financial Assistance and Planning, if the appeal is approved the student will be presented with an academic plan.  If they have satisfied the requirements of the academic plan, they are considered to be making progress and their progress is then checked per semester moving forward.

Students Applying for Re-admittance to Keystone College

Any student looking to readmitted to Keystone College will have their SAP checked. If at that time the student shows a deficiency in either requirement from previous semesters at Keystone College, they will be deemed ineligible for Federal and/or Keystone College funding until the progress is made up.  If deemed ineligible for financial aid the student will be help to the SAP standards of the SAP policy.

Incomplete Work, and Withdrawals

Incomplete work in a course, resulting in an ‘I’ or “IP” on the grade report will be counted toward the academic progress calculation. In addition, withdrawing from a course or a number of courses may affect a student’s academic progress if the withdrawal causes a student to fall short of the minimum credits required for that term’s academic progress requirement. Since financial aid may have been previously awarded for the course(s) dropped, students may need to earn the credits at their own expense in order to make academic progress and remain eligible for financial aid assistance.

Repeated Courses

Qualitative Standard: If a course is taken for a second time, the latest grade will be figured into the student’s CGPA.

Quantitative Standard: In determining eligibility for financial aid, each attempt is included in calculating total hours attempted.

Re-Establishing Eligibility for Financial Aid

Credit Deficiency (quantitative):
Students may make up a credit deficiency by attending Keystone College summer sessions or other sessions without aid. Or, students may take credits at another accredited institution as long as they will be accepted toward the student’s degree objective.

Once a student has made up the credit deficiency, it is the student’s responsibility to notify the Financial Assistance & Planning Office and request to be reinstated.

Cumulative Grade Point Average Deficiency (qualitative):

Students may make up a CGPA deficiency by attending summer sessions or other sessions without aid. In order for a CGPA deficiency to be made up, classes must be taken at Keystone College. Classes taken at other accredited institutions have bearing only on credit deficiencies and will not affect the CGPA deficiencies. Only credits transfer in – not the grade(s) earned. Once a student has reached the required CGPA, it is the student’s responsibility to notify the Financial Assistance & Planning Office and request to be reinstated.

In both situations the Financial Assistance & Planning Office will verify that the deficiency has been made up and award aid if appropriate. If the Financial Assistance & Planning Office’s findings are inconsistent with the student’s, the student will be contacted and the results explained.


Any student who has failed to meet the academic progress policy requirements due to extenuating circumstances may appeal the termination of their financial aid. Appeals must be made in writing to the Director of Financial Assistance and Planning. The appeal must include the following:

1. Why the student failed to make academic progress.

2. What has changed that will allow the student to make progress.

3. Any/All supporting documentation MUST be submitted WITH the letter of appeal.

All appeals must be submitted no more than 14 days before the start of the next semester.  Appeals may be granted upon one of two conditions:

  1. The Director of Financial Assistance and Planning has determined the student will be able to make up their progress by the next evaluation period.
  2. The Director of Financial Assistance and Planning (in conjunction with the Registrar) has developed an academic plan that will ensure progress is met within a specified time frame and the student agrees to the conditions of the plan.

All such appeals will be reviewed on an individual basis and will take into consideration special circumstances and improved academic performance. A student may only be on Financial Aid WARNING for one semester unless there is an academic plan in place which specifies a later time frame.  By federal regulations the Director of Financial Assistance and Planning may not place a student on Financial Aid WARNING for consecutive semesters without an academic plan.

Students may appeal for financial aid only ONE time.  If a student can show documented proof of cause an appeal may be made amended; a letter of appeal and supporting evidence will be necessary for an appeal amendment.  Academic plans will be reviewed by the Director of Financial Assistance and Planning on the third (3rd) Monday of every month or 14 days prior to the start of the semester.  Any appeal made after the 14th day prior to the start of the term will be declined (with exception ONLY given to amendments).  Students will be notified via email of the decision no less than 7 days after a decision is made.

Revised 3/11/2013

Contact Information

Office of Financial Assistance and Planning
Phone: (570) 945-8132