The satisfactory academic progress (SAP) policy applies to all students enrolled in an Accrediting Council for Continuing Education & Training accrediting bureau and a New York State Department of Education Licensing Bureau and Veterans Education approved program, whether receiving Federal Title IV, HEA funds, partial funding assistance, or self-pay.
Process Overview & Responsibilities
Federal regulations require all schools participating in state and federal financial aid, Title IV, HEA programs to monitor Satisfactory Academic Progress (SAP). These standards are applicable to all students attending this institution.
Students enrolled in programs approved by Accrediting must meet formal standards that measure their satisfactory academic progress toward graduation. The policy is provided to all students prior to the first class session. The policy is consistently applied to all applicable students. Evaluations are maintained in the student file.
New SAP definitions went into effect on July 1, 2011. The school developed policies to determine the academic standards that students are expected to meet and built a means and schedule of measuring the achievement of those Pace and Quantitative standards.
SAP standards are established by the Registrar office. The relevant SAP policies are summarized below.
All students must maintain Satisfactory Academic Progress according to the following standards in order to continue enrollment. Satisfactory Academic Progress is measured at the end of each payment period, and will be checked prior to disbursement of aid.
Same As or Stricter Than:
The school’s SAP policy for Title IV, HEA students is the same as the school’s standards for students enrolled in the same educational programs who are not receiving Title IV, HEA funding.
The Financial Aid Administrator office reviews the Title IV, HEA SAP policy to ensure it meets all federal requirements. Registrar notifies the financial aid office if the school changes its academic policies.
EVALUATION PERIODS – (All Students)
Formal evaluations for Satisfactory Academic Progress are conducted at the following intervals and actual clocked hours and ½ of the instructional weeks for the program.
Class First Evaluation Second Evaluation Third Evaluation Electrical Training
Program #1 2nd week 150 clock hours –
½ instructional 300 clock hours
weeks
900 clock hours and 26 weeks of instruction for Title IV, HEA funding.
QUANTITATIVE (PACE) REQUIREMENT – (All Students)
Students are required to complete his/her educational program in no longer than 150%
of the published length of the program as measured in clock hours as determined by the program in order to be considered making Satisfactory Academic Progress.
Evaluations are conducted at the end of each payment period to determine if the student has met the minimum requirements. Evaluations are based on the cumulative attendance percentage as of the last day of the evaluation period. The attendance percentage is determined by dividing the total hours accrued by the total number of hours scheduled. An evaluation of the cumulative attendance since the beginning of the course will indicate that, given the same attendance rate, the student will graduate within the maximum time frame allowed
Pace Measure of Satisfactory Academic Progress (SAP) - (All Students)
The school’s satisfactory academic progress policies must contain a Pace measure.
The policy defines the pace that our students must progress to ensure educational program completion within the maximum timeframe of 150%. For clock hour schools, the maximum time frame is no longer than 150% of the published length of the educational program as measured in the cumulative number of clock hours the student is required to complete.
Example: HVAC/R Program 450 hours x 1.5 = 675 hours
Qualitative Measure of Satisfactory Academic Progress (SAP) – (All Students) The qualitative element used to determine academic progress is a reasonable system of grades as determined by assigned theory and practical study. Grades are evaluated after each unit of study. Students must maintain a cumulative grade average of at least 65% (D) at the end of each progress report period (payment period). The Financial Aid Administrator and the Registrar monitor qualitative progress.
If performance does not meet satisfactory academic requirements, the performance can be repeated until a satisfactory level of performance is achieved (refer to our grading policy & scale, and our policy regarding Incompletes, Withdrawals, Repetitions and Make-Up Work).
The school uses the following grading scale:
A+ 97-100 4
A 93-96 4
A- 90-92 3.7
B+ 87-89 3.3
B 83-86 3
B- 80-82 2.7
C+ 77-79 2.3
C 73-76 2
C- 70-72 1.7
D+ 67-69 1.3
D 65-66 1
F Below 65 0
WF Withdraw Failing 0
W Not computed
I Not Computed
P Pass/Not Computed
Academic Requirements (All Students)
Academic progress will be evaluated at the 2nd week of the program, at ½ the
instructional hours, and again at the end of the program. A Grade Point Average of at least 2.0 is necessary to graduate. If a student falls below that level at the end of any evaluation period, the student will be placed on academic probation and is advised to schedule an appointment with the Director to review his or her academic progress. At the evaluation periods of the regular program length, a student who has less than a 2.0 Grade Point Average will be placed on probation. Quantitative progress is defined as the clock hours achieved divided by the clock hours attempted (scheduled). To be making satisfactory academic progress, a student’s quantitative progress must be at least 85% of the attempted (scheduled) clock hours.
Academic Probation (All Students)
A student who does not achieve a 2.0 GPA at the evaluation periods of the regular program length may be placed on academic probation for 2 weeks. Academic probation is a warning status to alert a student that his or her academic performance must be improved in order to meet graduation requirements. A student on academic probation is considered to be making unsatisfactory progress. Criteria for academic probation and termination from the School is based upon the Grade Point Average and the number of attempted hours completed. Students who do not satisfy academic requirements within the probation period will be terminated.
A student on academic probation must participate in counseling with his or her instructor and/or the School Director and may receive special remedial assignments if deemed necessary.
Termination (All Students)
Students may be terminated if they do not make satisfactory academic progress as defined above after the 2 week Academic Probation period. Other reasons for termination include not meeting their financial obligations to the School, excessive absences, and not meeting School standards of conduct.
Appeals Process (All Students)
A student who wishes to appeal termination or who fails to meet the standards detailed above due to unusual or special mitigating circumstances may submit a written request to the Assistant Director for review. The student’s written appeal should explain, in detail, the following:
The current academic standing of the student;
The special or mitigating circumstances which led to the student’s termination (i.e., poor health, family crises or other documented occurrences);
The student’s plan for achieving the required minimum school standards.
Students who have withdrawn are required to complete a “Change of Status” Form. All students have five (5) days to institute an appeal. The appeal must be given to the School Director, who in turn will meet with the Director of Registrar, Instructor, and the Financial Aid Administrator (if applicable) to make a decision on the appeal. Once the School Director receives the appeal, they will evaluate the appeal and provide a decision within ten (10) business days. The School Director will notify the student in writing of the decision and that decision is final.
Reinstatement (All Students)
A student who successfully appeals termination will be on probation for two weeks, at which time he/she will be subject to the same requirements as any other student on probation. The student is reminded that graduation requirements will apply. Students who are reinstated from withdrawal status will not be placed on probation unless otherwise indicated.
Financial Aid Warning – (Financial Aid recipients)
A student on Financial Aid Warning may continue to receive assistance under the Title IV, HEA programs for one payment period only. At the end of the payment period if the student has met the minimum grade and attendance requirement the student is considered to be meeting Satisfactory Academic Progress.
The school evaluates Satisfactory Academic Progress at the end of each payment period and checks for the following:
1. Grade point average (GPA) and the student must maintain a minimum of a 2.0 GPA.
2. Attendance
3. The student’s quantative progress must be at 85% of the scheduled clock hours.
4. Weeks of Instruction, the student must meet half the weeks of instruction for that programs payment period to be eligible for the next payment.
Unsatisfactory SAP Warnings
If a student falls below a 2.0 GPA, or if the student is not completing the required amount of clock hours to keep Pace with the requirements for graduation within the 150% time frame, it will result in the student being placed on Financial Aid Warning for one payment period. A student who is put on a Financial Aid Warning can continue to receive Title IV, HEA funding for the next payment period after they receive the warning status.
If the student is not meeting Satisfactory Academic Progress at the end of the Financial Aid Warning Period/Academic Warning, the student will not be allowed to graduate
on time and be placed on Academic development Status, with a loss of Title IV, HEA funding and will be required to meet specific criteria of an improvement plan to assist them in regaining SAP and Title IV, HEA eligibility. During this period the students will not be eligible to receive Title IV, HEA funds but he/she may continue on a cash pay basis with an approved payment plan. Arrangements for payment must be approved within 10 school days of notification of development status.
If a student is making SAP at the end of the Financial Aid Warning/Academic Warning, they shall be returned to normal SAP status with no loss of Title IV eligibility and graduate on time.
APPEALS PROCESS – (Financial Aid Students)
If the student does not make SAP at the end of the Financial Aid Warning period, they lose their Title IV, HEA financial aid eligibility and will be placed on Academic development Status, with a loss of Title IV, HEA funding, with the right to appeal.
The student may have the opportunity to have their Title IV, HEA financial aid eligibility reinstated by appealing the Academic development Status, with a loss of Title IV, HEA funding decision and placed on Financial Aid Probation if the appeal is granted.
All students have five (5) days to institute an appeal. The appeal must be given to the School Director, who in turn will meet with the Director of Registrar, Instructor, and the Financial Aid Administrator to make a decision on the appeal.
The student must describe any unusual circumstance(s) that the student believes deserve special consideration. The basis on which a student may file an appeal: death of a relative, an injury, or illness of the student or other special circumstance. The student must provide supporting documents and describe in writing any unusual circumstance(s) that the student believes deserve special consideration. The student must provide information as to why they did not make SAP and what has changed that will allow them to make SAP by the next evaluation point.
Once the School Director receives the appeal, they will evaluate the appeal and provide a decision within ten (10) business days. The School Director will notify the student in writing of the decision and that decision is final.
Financial Aid Probation:
If Financial Aid Probation Status is granted, the student will regain Title IV, HEA
eligibility for the next eligible payment period only. The student must be making SAP at the end of the payment period to regain Title IV, HEA funding for the next payment period.
When a student is placed on Financial Aid Probation status, he or she will be required to do the following:
1. Agree to a written academic plan that specifies how the student will regain SAP. The plan may include but is not limited to mandatory tutoring,
scheduled advisement sessions, extra course assignments, repeating a course for which the student received a failing grade, and/or repeating a course from which the student withdrew.
2. Sign the academic plan (a copy will be kept in the student’s file).
A student on Financial Aid Probation because of a successful appeal is eligible for Title IV, HEA funds for ONE payment period only.
Students who regains SAP at the end of the next payment period will have regained full eligibility for Title IV, HEA funding.
The student on financial aid warning, probation or Title IV, HEA funding suspension for a payment period may not receive Title IV, HEA funding for the subsequent period unless the student makes SAP
Reinstatement of Title IV, HEA Aid – (Financial Aid recipients)
Reinstatement of aid is limited to the period under evaluation. Students making SAP by the conclusion of the Warning or Probation period will be removed from the
warning/probation status and will regain eligibility for Title IV, HEA funding
MAXIMUM TIME FRAME – (All Students)
The maximum time (which does not exceed 150% of the course length) allowed for students to complete each course at satisfactory progress is stated below:
Program Normal
Program/Course/Seminars - No Shows, Incompletes, Withdrawals, Repetitions No Show – any student who enrolls in a program, course, or seminar but does not attend, will be liable for the registration fee based on the enrollment agreement.
Incompletes (“I”) will be given to any student who does not completely fulfill the requirements (grades and hours) of a course. A grade will be substituted for the “I” if the student successfully completes the unfinished work and or hours prior to graduation.
Failure to complete the work required for a course before graduation will result in the letter grade of “F”.
Withdrawals of no charge, with the exception of the registration fee and materials &
supplies, are allowed for any student who withdraws within the first week of class. A student can withdraw before the midpoint of the class and receive a “W”, but is still responsible for any tuition liability based on the enrollment agreement. Students who withdraw after the midpoint will automatically receive a Withdraw/Fail (“W/F”) for the course and be liable for tuition based on the enrollment agreement.
Courses and seminars may be repeated at the student’s expense. Any grades received in prior sessions will not be substituted with the repeated sessions.
Leave of Absence
A leave of absence can be granted in cases of illness, accident, and death in the family or other special circumstances that make attendance impossible or impractical.
Students requesting a leave of absence must complete a “Change of Status Form” that includes a valid reason for the leave of absence, the date the leave starts, and their anticipated return to the school. All leaves of absence are to be documented in writing, and approved. A leave of absence cannot exceed 180 days in a 12 month period or one-half the program length, whichever is shorter. Students will attest in documentation to understanding the procedures and implications for return (or failure to do so).
Graduation Requirements
To be eligible for graduation, a student must:
Be matriculated in a program of study;
Complete all requirements of the program;
Have a cumulative grade point average of no less than 2.0; & have achieved 85% quantitative progress.
Satisfy all financial obligations to the School;
Complete an exit interview with the appropriate departments.
Attendance Policy
Students are expected to attend class regularly. Classes begin promptly as scheduled, and students are expected to be in their assigned classrooms before the scheduled start of classes.
For purposes of monitoring satisfactory student attendance, the school will not attempt to distinguish between excused and unexcused absences. Regardless of the reason for the absences, a student must be present for a substantial amount of class time to successfully complete, programs, courses, and seminars. Attendance is recorded every hour. Any student who is absent more than 15% of the scheduled class hours and did not make up the course work will not receive a grade for that class. Lateness and early departures are recorded as such; students who are late or leave early 15 minutes or more within an hour will be marked absent for the hour.
Attendance Probation
Attendance probation is a warning to alert a student that attendance must be improved in order to remain enrolled as a student of the Electrical Training Center. If a student’s attendance falls below 85% at each evaluation period, the student will be placed on Attendance Probation for two weeks. Failure to satisfy attendance requirements within the probationary period will result in dismissal from the school. All students not meeting attendance requirements will be counseled. Students who do not meet attendance requirements will not be able to graduate.
Make-Up Work
Students who have previous knowledge they will be absent from classes are expected to advise their instructors before the absences occur and make arrangements for make-up work.
Students who are making up hours missed due to absence must complete make-up hours before the scheduled graduation date of the class. If a student does not complete make-up hours prior to the scheduled graduation date of the class, they will be ineligible for graduation until the student has completed enough make-up hours to qualify for graduation. Post-scheduled graduation date make-up hours must be completed within the maximum timeframe allotted per program. Additionally, students completing post-scheduled graduation date make-up hours will be charged a fee per make-up hour; fee is determined by the amount of clock hours divided by the tuition cost of the program.
Make-up classes will be scheduled for classes that occur on a School holiday, or classes cancelled by the School due to inclement weather. Dates and times of make-up classes are scheduled at the discretion of the school.
Consecutive Absences
Students who are absent for more than three consecutive days will be contacted regarding their absences. Students who are absent more than 10 consecutive school days will be determined to have unofficially withdrawn from school and will be terminated. Students who are terminated due to consecutive absences may appeal for reinstatement in the school. If the appeal for reinstatement is approved, the student will enter the school on a probationary status and will be subject to the same requirements of any other student on probation.
Academic Changes
Academic changes include a change of program, change between full-time and part-time attendance, and re-enrollment after termination or withdrawal. Students must see the Registrar office to make arrangements for academic changes. There is no charge for the first academic change. If a student has more than one academic change, an administration fee will be charged to the student’s account.
Withdrawal from School
A student wishing to withdraw from school must contact the business office. Failure of the student to notify the school in writing of withdrawal may delay refund of tuition due pursuant to Section 5002 of the Education Law. Any student withdrawing from a class must complete a “Change of Status” form.
Standards of Conduct and Dress
Students should conduct themselves in a manner that is conducive to a professional learning environment. School rules and regulations include dressing in a manner appropriate to working in the field of training. The Electrical Training Center shall require all students to wear the appropriate shoes and clothing as required for an electrician or
Students should conduct themselves in a manner that is conducive to a professional learning environment. School rules and regulations include dressing in a manner appropriate to working in the field of training. The Electrical Training Center shall require all students to wear the appropriate shoes and clothing as required for an electrician or