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Label:
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Value:
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How it's used:
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SAP Status Source
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- Manual
- SIS Provided
- Calculated
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If Manual or SIS Provided, then all of 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.
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Policy Name
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Text
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Name assigned by the school to the SAP policy.
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Frequency
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- AY (2 step)
- PP (2 step)
- PP (3 step)
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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)
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Perpetuate PP-level SAP Status
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- No, Yes
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- This flag signals to Regent Award that once we have a SAP value supplied by the school (SIS provided or Manually provided), Regent Award will use this value for each consecutive payment period until the next SAP value is sent by the school.
- Displays only when "SAP Status Source" = "SIS" or "Manual" (does not display this field when SAP Status Source is "Calculated").
- Displays only when "SAP Frequency" = "PP2Step" or "PP3Step."
- Default to "No" when creating a new SAP policy.
It is not recommended that a school set both "Perpetuate PP-level SAP Status" and "Inherit SAP for Unattempted Periods" to a value of "Yes," but instead, should set only one of these two settings to a value of "Yes."
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Effective Start Date
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Date
The "Date to be used when Applying the SAP Policy" in Institution Setup, in combination with the SAP policy effective dates, determines which SAP policy will be applied to the student.
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- - 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.
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Effective End Date
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Date
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See Effective Start Date (listed above).
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All Program Types
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Checkbox
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If this box is checked, then the Program Type drop-down should not be available.
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Program Type
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- Undergraduate
- Graduate
- Post-Graduate
- Prep-Grad
- Prep-Undergrad
- Ed Licensure
- Post-Bach Licensure
- CTP Programs
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Select the program type for which this SAP policy is applicable. This field is unavailable if "All Program Types" is checked.
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Maximum Time Frame
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Percentage
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The student can attempt up to 150% of the number of units required to complete the academic program.
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CBE Qualitative SAP
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- Yes, No
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CBE schools use a basic "pass" / "fail" for the qualitative portion of the SAP calculation. Each school is very particular about the wording used for these two possible "pass" / "fail" values. Therefore, the SBL will allow the school to enter any value in a new field called "qualitativeAssessmentForCBE" (on the SAP node of the SBL) in order to indicate that the student has "passed" qualitative SAP. If the "qualitativeAssessmentForCBE" field on the SBL is NULL that will indicate that the student has failed the qualitative portion of the SAP calculation.
- If the SAP Policy type = "Calculated" and if "Yes" is selected, the "SIS Provided GPA" field and the GPA section are not applicable and will not be displayed.
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SIS Provided GPA
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- Yes, No
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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.
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SIS Provided Pace
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- Yes, No
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If Yes is selected, then the system expects the Pace data to be sent via the SBL, and the system will not calculate it.
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SIS Provided Max Timeframe %
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- Yes, No
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If Yes is selected, then the system expects the MTF % data to be sent via the SBL, and the system will not calculate it.
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Calculate SAP on Unattended Periods
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- Checked (On)
- Unchecked (Off) - Default
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When checked, RNA 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).
RNA 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 SAP node, to the requirements outlined in the GPA benchmark table on SAP Setup in Regent Award, to determine if they passed or not.
When there are only non-program applicable courses, "0" is used for PACE calculations.
- Applies to Term and Non-standard Term programs.
- Available for SAP policies where SAP Status Source is “Calculated.”
- Available for PP-based SAP frequency types: PP (2 step) and PP (3 step).
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Inherit SAP for Unattempted Periods
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- Checked (On)
- Unchecked (Off) - Default
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When checked, once a term's SAP Date has been reached, and the SAP process has been executed, that term will inherit the prior term's SAP status if:
- The term has not received a SAP status AND
- The term has no attempted units AND
- The term is marked with an enrollment status of "Autowithdrawn" or "Actual - None" AND
- 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:
The SAP date for the inherited SAP status should be set to the date that the SAP Process was run (whether it was ran alone or as part of BP) that resulted in the inherited status.
- 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.
- 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.
- Applies to Term and Non-standard Term programs.
- Available for PP-based SAP frequency types: PP (2 step) and PP (3 step).
- It is not recommended that a school set both "Perpetuate PP-level SAP Status" and "Inherit SAP for Unattempted Periods" to a value of "Yes," but instead, should set only one of these two settings to a value of "Yes."
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Benchmark Type
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- - # PP Completed
- - % of Program Completed
- - % of Program Attempted
- - # of Attempted Units
- - # of Completed Units
- - % of Maximum Timeframe
- - Grade Level
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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 PP Completed* - Regent Award is incrementing the count of BenchmarkPaymentPeriodCount during processing of each payment period for the SAP calculation. No dates or other fields are being looked at to determine if the payment period is "completed"; it's just an increment. For term-based: 1 term = 1 PP.
% 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.
- of PP Completed* - Regent Award is incrementing the count of BenchmarkPaymentPeriodCount during processing of each payment period for the SAP calculation. No dates or other fields are being looked at to determine if the payment period is "completed"; it's just an increment. For term-based: 1 term = 1 PP.
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From
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Numeric values 0.000 to 6.000
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The range of values of the benchmark chosen. These range values cannot overlap with another defined range.
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To
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Numeric values 0.000 to 6.000
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The range of values of the benchmark chosen. These range values cannot overlap with another defined range
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Review Pd. GPA
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Numeric values 0.000 to 6.000
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If the value is below this threshold, then the measure is not met.
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Cumulative GPA
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Numeric values 0.000 to 6.000
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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.
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Benchmark Type
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- # PP Completed
- % of Program Completed
- % of Program Attempted
- # of Attempted Units
- # of Completed Units
- % of Maximum Timeframe
- Grade Level
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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
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Use Review Period
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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.
Checkbox defaults to NOT checked when creating a new SAP Policy.
When NOT checked, 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 the flag is checked, the Cumulative % column is hidden. If prior values existed in the Cumulative % column they are set to NULL when the policy change is saved.
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From
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Numeric - Percentage
0.000 to 100.000
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The range of values of the benchmark chosen. These range values cannot overlap with another defined range.
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To
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Numeric - Percentage
0.000 to 100.000
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The range of values of the benchmark chosen. These range values cannot overlap with another defined range.
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Review Pd. %
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Numeric - Percentage
0.000 to 100.000
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If the value is below this threshold, then the measure is not met. 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.
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Cumulative %
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Numeric - Percentage
0.000 to 100.000
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If the value is below this threshold, then the measure is not met.
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Include Disqualified Remedial Units
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Checkbox
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If checked, Disqualified Remedial Units will be included in the calculation
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Include Disqualified Repeat Units
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Checkbox
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If checked, Disqualified Repeat Units will be included in the calculation
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Include Remedial Units
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Checkbox
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If checked, Remedial Units will be included in the calculation
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Include Non-Program Applicable Units
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Checkbox
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Field Name | Description | Required/Optional | Type | Values | Business Rules | ||||||
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SAP Status Source | Indicates whether or not the SAP status will be provided via the SIS. | Required | Drop-down |
| 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 | Name to identify the SAP policy rule set | Required | Text box | Text | Name assigned by the school to the SAP policy. | ||||||
Effective Start Date | Date range that this SAP policy is effective. | Required | Date picker | 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 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. | ||||||
Effective End Date | Date range that this SAP policy is effective. | Required | Date picker | Date | See Effective Start Date (listed above). | ||||||
All Program Types | This checkbox indicates that this policy applies to ALL program types. | Optional | Checkbox |
| If this box is selected, then the Program Type drop-down should not be available. | ||||||
Program Type | Required | Drop-down |
| 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). | Required | Drop-down |
| 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.
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.
The Probation status is only added if an Appeal of Suspension is approved and it would then appear in the hierarchy as follows:
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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.
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.
| Optional | Drop-down |
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Maximum Time Frame | Required | Text box | Percentage | The student can attempt up to 150% of the number of units required to complete the academic program. | |||||||
CBE Qualitative SAP | The SBL will allow the school to enter any value in a new field called "qualitativeAssessmentForCBE" (on the SAP node of the SBL) in order to indicate that the student has "passed" qualitative SAP. If the "qualitativeAssessmentForCBE" field on the SBL is NULL, that will indicate that the student has failed the qualitative portion of the SAP calculation. | Required | Drop-down |
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SIS Provided GPA | View Only | 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 | Required | Drop-down |
| 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 % | Required | Drop-down |
| 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.
| Optional | Checkbox |
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Inherit SAP for Unattempted Periods | If this feature is set to "Yes," once a term's SAP Date has been reached, and the SAP process has been executed, that term will inherit the prior term's SAP status if:
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:
| Optional | Checkbox |
| Display for PP-based SAP policies only. This does not apply to AY-based SAP. | ||||||
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Benchmark Type | Required | Drop-down |
| Note: For Official SAP: Attempted units = Attended units (attempted is a SAP term).
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From | Range of values of the benchmark chosen. | Required | Text box | 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 | Range of values of the benchmark chosen. | Required | Text box | 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 | Minimum Review Period GPA needed for the benchmark range chosen. | Optional | Text box | Numeric values 0.000 to 6.000 | If the value is below this threshold, then the measure is not met. | ||||||
Cumulative GPA | Cumulative GPA needed for the benchmark range chosen. | Optional | Text box | 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. | ||||||
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Benchmark Type | Required | Drop-down |
| Note: For Official SAP: Attempted units = Attended units. (Attempted is a SAP term)
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Use Review Period | Optional | Checkbox |
| 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.
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From | Range of values of the benchmark chosen. | Required | Text box | Numeric - Percentage | The range of values of the benchmark chosen. These range values cannot overlap with another defined range. | ||||||
To | Range of values of the benchmark chosen. | Required | Text box | Numeric - Percentage | The range of values of the benchmark chosen. These range values cannot overlap with another defined range. | ||||||
Review Pd. % | Minimum Review Period % needed for the benchmark range chosen. | Required | Text box | Numeric - Percentage | 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. | Required | Text box | Numeric - Percentage | If the value is below this threshold, then the measure is not met. | ||||||
Include Disqualified Repeat Units | Include disqualified repeat units in the calculation of attended units to be used in the Pace calculation. | Optional | Checkbox |
| If selected, Disqualified Repeat Units will be included in the calculation | ||||||
Include Remedial Units | Include all remedial units in the calculation of attended units to be used in the Pace calculation. | Optional | Checkbox |
| If selected, Remedial Units will be included in the calculation | ||||||
Include Non-Program Applicable Units | Include all non-program applicable units in the calculation of attended units to be used in the Pace calculation. | Optional | Checkbox |
| If selected, Non-Program Applicable Units will be included in the calculation | ||||||
Include Attended courses dropped on or before Term Last Day for Drop/Add | Include units if the course withdraw date was before (not on) the Term-level "Last Day for Drop/ |
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Checkbox
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Add" date, in the calculation of attended units to be used. |
| If selected, Attended courses dropped on or before the Term-level "Last Day for Drop/Add" date will be included in the calculation. | |||||||||
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Apply SAP Policy to all selected Program Types |
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Checkbox
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Select this box to apply this SAP policy to all the programs that are set up for the site, at any given point in time, that meet the program type and grade level criteria chosen. | Optional | Checkbox |
| If selected, apply the restrictions selected to all academic programs that are set up in the system for the selected Campus (location). | |
Available Programs |
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Program list
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Displays all of the academic programs available at all campuses within the institution.
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Selected Programs
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Program list
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List of available programs that can be associated to the SAP Policy. | Optional | Multi-select list box | Program list | ||
Selected Programs | List of programs chosen to be associated to the SAP Policy. | Optional | Multi-select list box | Program list |