SAP Policies are used to calculate whether students are meeting Satisfactory Academic Progress levels for financial aid purposes. Here's how they work:
- You set up an SAP Policy. Each policy covers all of the students in a given academic program and has particular requirements for GPA and Term Units Granted.
- SAP Policies are automatically applied to enrolled students.
- At the end of a given academic term (or, for continuous enrollment programs, a payment period—see below) when courses are finalized, each student's SAP is calculated according to their program's policy.
- The results are available on student profiles (in the Financial Aid view) and in Financial Aid > Reporting > Academic Progress.
Adding new SAP Policies
To add a new SAP Policy...
- Click Add an SAP Policy.
- Select a program. This policy will cover all students enrolled in this program. You can have only one policy per program.
- Enter the minimum GPAs and Units granted for a student to meet the policy's requirements.
- Choose a review action.
- AY2, PP2, and PP3 are official, Federal review actions.
- Immediate Suspension and Warning only are provided to fit your own internal aid review processes.
- No automated actions are connected to these review actions; they are simply for information purposes.
Once you add the SAP Policy, it will immediately apply to all students enrolled in that program.
- As each student's SAP is calculated, you can find it on his Profile > Financial Aid > Financial Aid view. If you need to set it manually (or change the automatic status), you can do so there.
- Financial Aid > Reporting > Academic Progress includes a column for SAP status. The column will remain empty for a student until his SAP status is calculated.
- You can also create custom payment periods for continuous-enrollment programs (see below).
Payment periods let you calculate SAP for students in continuous enrollment programs. You create them at the program level in Academics > Programs. You will need someone with the Academic Admin role to set them up. You can set up payment periods only after you've set up at least one SAP policy.
- In Academics > Programs, either add a new program or select an existing one and click edit next to Info.
- Check next to Continuous Enrollment. When you do that, the Payment Period field will appear.
- Select the type of payment period you wish to use (see the examples below for more details):
- Academic term calculates SAP at the end of a term for the student's finalized courses.
- Manual lets you create custom payment periods for the student on Profile > Financial Aid. SAP is then calculated at the end of the payment period. If you are integrating Populi Financial Aid with
- Auto-create adds a new payment period to a student based on a course start date. The payment period is limited by the default length and maximum number of academic units for which the student enrolls.
- Auto-create and extend automatically extends a student's payment period up to a maximum number of days and academic units.
Payment period examples
In the following examples, the "Technical" program's payment period has a Default Length of 100 days and a Max Units of 10. We'll be looking at how the two Auto-create payment period types work.
- New student John Daniels enrolls in your Technical program. He enrolls in a 4-credit course that runs from February 1 - 20.
- Both types will automatically create a 100-day payment period for John that runs from February 1 to May 11.
- Both types will map this course into the payment period established in the previous step.
- Auto-create sees that the course dates will not fit into the payment period created in step 1. It creates a new, 100-day payment period running from May 1 to August 8.
- Auto-create and extend sees that the course dates will not fit into the 100-day default length (its Max Length is 150 days). It extends the payment period created in step 1 to May 20 to include the course.
- Since the 12 credits exceeds the Max Units of 10 for both types, both payment period types will create a new, 100-day payment period running from May 1 to August 8.