SAP Status Source

• Manual
• SIS Provided
• Calculated

If Manual or SIS Provided, then all of the fields on the screen are unavailable except for Policy Name, Effective Dates, Program Type, Frequency, Maximum Time Frame and the Population Selection section.

If Calculated, we need all the data elements on this screen to be provided.

If the user chooses Manual, no SAP data is provided on the SBL and the user will have to manually enter all data, including the sap status, on the manual record using the SAP wizard.

If the user chooses SIS Provided, the SAP data will all come from the SBL.

Policy Name

Text

Name assigned by the school to the SAP policy.

Effective Start Date

Date

The "Date to be used when Applying the SAP Policy" in Institution Setup, in combination with the SAP policy effective dates, determine which SAP policy will be applied to the student.

• If SAP Policy is a PP-2 step or PP-3 step policy:
  
  • - When "Date to be used when Applying SAP Policy" = Review Period End Date:
    
    • If the student's Payment Period End Date falls within the SAP policy effective start and end dates, the SAP policy will be used to determine SAP for the student for the given PP.
    • - When "Date to be used when Applying SAP Policy" = Review Period Start Date (default):
    • If the student's Payment Period Start Date falls within the SAP policy effective start and end dates, the SAP policy will be used to determine SAP for the student for the given PP.
• If SAP Policy is an AY-2 step policy:
  
  • - When "Date to be used when Applying SAP Policy" = Review Period End Date:
    
    • If the student's Academic Year End Date falls within the SAP policy effective start and end dates, the SAP policy will be used to determine SAP for the student for the given AY.
    • - When "Date to be used when Applying SAP Policy" = Review Period Start Date (default):

If the student's Academic Year Start Date falls within the SAP policy effective start and end dates, the SAP policy will be used to determine SAP for the student for the given AY.

The dates for this policy cannot overlap with another SAP policy's effective dates. A program cannot be assigned to SAP policies with overlapping effective dates.

Effective End Date

 Date

See Effective Start Date (listed above).

All Program Types

• Selected
• Unselected

If this box is selected, then the Program Type drop-down should not be available.

Program Type

• Undergraduate
• Graduate
• Post-Graduate
• Prep-Grad
• Prep-Undergrad
• Ed Licensure
• Post-Bach Licensure
• CTP Programs

Select the program type for which this SAP policy is applicable. This field is unavailable if "All Program Types" is checked.

Frequency

The frequency for which the school wants to run this SAP Policy calculation automatically.

The frequency is required in order to allow REM to create the record at the correct level (i.e, PP or AY).

• AY (2 step)
• PP (2 step)
• PP (3 step)

In the two-step process, the SAP status is moved from Satisfactory to Suspension.  Schools can check each academic year or each payment period using the two-step process. 

• Two Steps: Not Calculated or Satisfactory – > Suspension

In the three-step process, the SAP status moves from Satisfactory to Warning, then to Suspension.   Schools can check each payment period using the three-step process. 

• Three Steps: Not Calculated or Satisfactory – > Warning-- > Suspension

The Probation status is only added if an Appeal of Suspension is approved and it would then appear in the hierarchy as follows:

• Three Steps:  Not Calculated or Satisfactory --> Warning --> Suspension (updated to Probation manually upon approval of an appeal)
• Two Steps:  Not Calculated --> Suspension (updated to Probation manually upon approval of an appeal)

Perpetuate PP-level SAP Status

This flag would signal to RA that once we have a SAP value supplied by the school (SIS provided or Manually provided), RA will use this value for each consecutive payment period until the next SAP value is sent by the school.

• If the student's SAP status has been provided as "FA Satisfactory" for a single PP, all future PPs will receive a SAP status of "FA Satisfactory" until a new SAP status is received.
• If the student's SAP status has been provided as "FA Suspended" for a single PP, all future PPs will receive a SAP status of "FA Suspended" until a new SAP status is received.
• If the student's SAP status has been provided as "FA Probation" for a single PP, the student can be on "FA Probation" for only one payment period, because at the end of that PP, SAP should be re-evaluated. For all PPs following the "FA Probation" payment period, the PP level SAP statuses must be marked as "Not Calculated." The remaining PPs for the student will have a SAP status of "Not Calculated" until a new SAP Status is received.

RA should not perpetuate the default "Satisfactory" SAP status generated for AY0. For rebuild students, RA routinely generates a default initial SAP status of “Satisfactory” if a student has either 1) an AY0 Payment Period or 2) a Paid rebuild award.

• If no actual SAP is provided, the system should still set a default "Satisfactory" status for the student's initial AY0. However, that "Satisfactory" SAP should not be applied to following PPs. Instead, RA should use "Not Calculated."
• If a school has a Perpetual SAP policy, and the school provided a SAP status for AY0, RA should use the most recent actual (historic) AY0 SAP value. The following PPs should perpetuate based on the normal Perpetuate SAP requirements.

• No, Yes

• Display only when "SAP Status Source" = "SIS" or "Manual" (do not display this field when SAP Status Source is "Calculated")
• Display only when "SAP Frequency" = "PP2Step" or "PP3Step."
• Default to "No" when creating a new SAP policy

Maximum Time Frame

Percentage

CBE Qualitative SAP

• Yes
• No (default)

• Display this option only when the SAP Policy type = "Calculated"
• If “Yes” is chosen in this field, hide the “SIS Provided GPA” field and the GPA section of the screen.

SIS Provided GPA

Defaults to Yes. If Yes is selected, then the system expects the GPA data to be sent via the SBL, and the system will not calculate it.

SIS Provided Pace

• Yes
• No

If Yes is selected, then the system expects the Pace data to be sent via the SBL, and the system will not calculate it.

SIS Provided Max Timeframe %

• Yes
• No

If Yes is selected, then the system expects the MTF % data to be sent via the SBL, and the system will not calculate it.

Calculate SAP on Unattended Periods

When checked, Regent Award will calculate SAP whenever a school sends a SAP node containing a cumulativeGPA for a review period covered by the Calculated SAP policy and if the PP/term is on the Academic Plan (based on the SBL provided SAP data).

Regent Award will calculate SAP on these periods even when there are no attended units in the period, but only program applicable units are applied towards quantitative (PACE) calculations. For qualitative (GPA) portion, we are just comparing GPA from the SAP node, to the requirements, outlined in the GPA benchmark table on SAP Setup in RA, to determine if they passed or not.

When there are only non-program applicable courses, "0" is used for PACE calculations.

• Applies to all program types and calendar types (NT, TERM, NST). 

• Selected
• Unselected (default)

• The option only displays on the UI when the SAP Status Source is “Calculated.”
• This option will default to unchecked (not in use, so no change to current functionality).
• This option will only calculate (and display on the UI) for for PP Frequency types: PP (2 step) and PP (3 step).

Inherit SAP for Unattempted Periods

1. The term has not received a SAP status AND
2. The term has no attempted units AND
3. The term is marked with an enrollment status of  "Autowithdrawn" or "Actual - None" AND
4. A SAP Node containing either a Cumulative GPA or a SAP status has NOT been provided via the SBL, for the term.

A manual, calculated, or SIS provided SAP status ALWAYS take precedence over the inherited SAP status regardless of the SAP date, if it is added after the term has Inherited SAP.  Note:

1. The SAP date for the inherited SAP status should be set to the date that the SAP Process was run (whether it was running alone or as part of BP) that resulted in the inherited status.

2. This feature applies only to term and non-standard term programs.
3. In the case of program changes, the “Use Prior Program SAP Status when Program is Changed” selection made by the school overrides the new Inherit configuration.  See Institution Setup Requirements.
4. If a student's academic plan is covered by two SAP policies over time, and those two policies have this flag set differently, as long as the student is CURRENTLY governed by a policy that is using this new feature (Inherit SAP for Unattempted Periods = Yes) then SAP statuses should be used to inherit SAP, even if those SAP statuses are on terms that are governed by a policy that has Inherit SAP for Unattempted Periods = No.

• Selected
• Unselected (default)

Benchmark Type

• - # PP Completed
• - % of Program Completed
• - % of Program Attempted
• - # of Attempted Units
• - # of Completed Units
• - % of Maximum Timeframe
• - Grade Level

Note: For Official SAP: Attempted units = Attended units (attempted is a SAP term).

• Number of PP Completed – this would not reference specific payment periods, just a number of payment periods. Unit options still apply.
• % of Program Completed - Range of percentages, completed units over the number of units in the program.
• % of Program Attempted - Range of percentages, attempted units over the number of units in the program.
• Number of Attempted Units - Range of attempted units.
• Number of Completed Units - The student can complete units in the amount of up to 150% of the amount of credits it takes to complete the program.
• % of Maximum Timeframe - The student can attempt units in the amount of up to 150% of the amount of credits it takes to complete the program.
• Grade Level - 0 thru 7.

From

Numeric values 0.000 to 6.000

The range of values of the benchmark chosen. These range values cannot overlap with another defined range.

To

Numeric values 0.000 to 6.000

The range of values of the benchmark chosen. These range values cannot overlap with another defined range

Review Pd. GPA

Numeric values 0.000 to 6.000

If the value is below this threshold, then the measure is not met.

Cumulative GPA

Numeric values 0.000 to 6.000

If the value is below this threshold, then the measure is not met. If the user completes both the Lifetime GPA and the Review Period GPA, both numbers will be used separately, in the SAP calc. ED has indicated Cumulative GPA must always be used.  The Review Period GPA is at the school's discretion.

Benchmark Type

• # PP Completed
• % of Program Completed
• % of Program Attempted
• # of Attempted Units
• # of Completed Units
• % of Maximum Timeframe
• Grade Level

Note: For Official SAP: Attempted units = Attended units.  (Attempted is a SAP term)

• Number PP Completed – this would not reference specific payment periods, just a number of payment periods; unit options do still apply;
• % of Program Completed - Range of percentages, completed units over the number of units in the program
• % of Program Attempted - Range of percentages, attempted units over the number of units in the program
• Number of Attempted Units - Range of attempted units
• Number of Completed Units - The student can complete units in the amount of up to 150% of the amount of credits it takes to complete the program.
• % of Maximum Timeframe - The student can attempt units in the amount of up to 150% of the amount of credits it takes to complete the program.
• Grade Level - 0 thru 7

Use Review Period

• Selected 
• Unselected (default)

Flag to indicate Completion Ratio (Pace) should be based on the Review Period rather than the entire program.

Only displayed when Benchmark Type = # of Completed Units OR # of Attempted Units.

When NOT selected, the Review Period % column is hidden. If prior values existed in the Review Period % column they are set to NULL when the policy change is saved.

When selected, the Cumulative % column is hidden. If prior values existed in the Cumulative % column they are set to NULL when the policy change is saved.

From

 Numeric - Percentage
0.000 to 100.000

The range of values of the benchmark chosen. These range values cannot overlap with another defined range.

To

 Numeric - Percentage
0.000 to 100.000

The range of values of the benchmark chosen. These range values cannot overlap with another defined range.

Review Pd. %

Numeric - Percentage
0.000 to 100.000

For grad/prof programs, this may be given in a number of years rather than percent of program units attempted.

1 - Formula: Possible to meet MTF:  Attempted Credits (including transfer credits) / Remaining Credits in Program must be less than or equal to the MTF percentage.  If not, the student fails SAP and is ineligible for TItle IV.  Failing to meet this requirement results in immediate suspension and a message on the student's SAP wizard screen for the review period indicating "Mathematically unable to meet Maximum Time Frame" regardless of what the Regular MTF formula (below) indicates.

2 - MTF Regular Formula: Credits attempted/Credits in program = MTF percentage.

Cumulative %

Cumulative % needed for the benchmark range chosen.

Maximum percentage of program units the student may attempt.  For Undergraduate programs, this is 150%.  Institution determines for grad/prof programs.

Numeric - Percentage
0.000 to 100.000

If the value is below this threshold, then the measure is not met.

Include Disqualified Repeat Units

• Selected
• Unselected (default) 

If selected, Disqualified Repeat Units will be included in the calculation

Include Remedial Units

• Selected
• Unselected (default) 

If selected, Remedial Units will be included in the calculation

Include Non-Program Applicable Units

• Selected
• Unselected (default) 

If selected, Non-Program Applicable Units will be included in the calculation

• Selected
• Unselected (default) 

If selected, Attended courses dropped on or before the Term-level "Last Day for Drop/Add" date will be included in the calculation.
 

Apply SAP Policy to all selected Program Types

• Selected
• Unselected (default) 

If selected, apply the restrictions selected to all academic programs that are set up in the system for the selected Campus (location).

Available Programs

Program list

Selected Programs

Program list