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Financial Aid Warning

Students who fail to meet SAP standards for the first time are placed on Financial Aid Warning and remain eligible for financial aid for one payment period.

Financial Aid Failing

Students who fail to meet SAP standards after a Financial Aid Warning period become ineligible for financial aid.

Financial Aid Probation

Students whose SAP appeal is approved will be placed on Financial Aid Probation and must follow an academic plan until they meet all SAP standards again.

Students on Financial Aid Probation must:

• Earn a minimum semester GPA of 2.0.
• Successfully complete and pass all enrolled coursework.
• Continue to meet the conditions outlined in the approved academic plan.

Academic progress is reviewed at the end of each semester. Failure to meet the terms of the academic plan will result in the loss of financial aid eligibility.

Students who experience documented extenuating circumstances beyond their control may request reconsideration of their financial aid eligibility by submitting a SAP Appeal.

Students will be notified of their SAP status through their College email account.

SAP Appeals must be submitted no later than two weeks prior to the first day of classes for the semester in which financial aid reinstatement is requested. Appeals received after the published deadline will be reviewed for the following semester.

Prior to submitting a SAP Appeal, students must:

• Review their unofficial academic transcript available through the MyTrenholm Portal.
• Address each semester in which SAP standards were not met.
• Submit supporting documentation that corresponds to the semester(s) addressed in the appeal.
• Understand that students are limited to one SAP Appeal per academic year and a maximum of two SAP Appeals during their academic career at the College, unless otherwise permitted by College policy.

Students may register for classes while a SAP Appeal is pending; however, registration does not guarantee payment of tuition and fees through financial aid. Students who register prior to receiving an appeal decision assume responsibility for all educational expenses if the appeal is denied.

The personal statement must provide a detailed explanation of the documented extenuating circumstances that prevented the student from meeting SAP standards.

The personal statement must include:

• The specific semester(s) affected.

• The circumstances that contributed to unsuccessful academic performance.

• An explanation of failed courses (F), withdrawals (W), or other academic deficiencies.

• A description of the changes that have occurred since the affected semester(s).

• An explanation demonstrates the student’s ability to successfully meet SAP standards in future terms.

General statements without sufficient explanation or documentation may not support approval of a SAP Appeal.

Supporting documentation is required and must substantiate the circumstances described in the personal statement. Documentation must correspond to the affected semester(s).

Examples of acceptable documentation include:

• Medical records or a statement from a healthcare provider
• Hospital records
• Court documents
• Military orders
• Death certificate, obituary, or funeral program
• Documentation from a licensed counselor or other qualified professional
• Other official documentation supporting the circumstances described in the appeal

Appeals submitted without supporting documentation, or with documentation unrelated to the semester(s) addressed in the appeal, may be denied.

The Financial Aid Office evaluates the student’s academic transcript, personal statement, and supporting documentation collectively when reviewing a SAP Appeal

Maximum Time Frame Appeal Requirements

Students appealing due to Maximum Time Frame must be meeting the cumulative GPA and cumulative Pace (completion rate) requirements established by the College’s SAP Policy. Students who are not meeting these requirements are not eligible to submit a Maximum Time Frame Appeal.

Students Who Have Not Earned a Certificate or Degree

The appeal must include:

• An explanation of why the educational program was not completed within the maximum allowable credit hours.
• A description of the circumstances that contributed to exceeding the Maximum Time Frame.
• A description of the changes that have occurred which will enable successful completion of the educational program.
• An explanation demonstrating the student’s ability to complete the remaining coursework identified in the academic plan.

Supporting documentation must be provided when applicable.

Students Pursuing a Second Certificate or Degree

Students who have previously earned a certificate or degree and are requesting financial aid for an additional certificate or degree must provide:

• The certificate or degree previously earned.
• The reason for pursuing an additional certificate or degree.
• An explanation describing how the additional credential supports the student’s educational and career objectives.

Upon receipt of a complete SAP Appeal, the Financial Aid Office will review the appeal and supporting documentation.

Following the review, one of the following actions will occur:

Approved

Financial aid eligibility may be reinstated. Students will be placed on Financial Aid Probation and must comply with the requirements of the approved academic plan until all SAP standards have been met.

Denied

The student will remain ineligible for financial aid until eligibility has been regained in accordance with the College’s SAP Policy.

Additional Information Requested

If additional information is required to complete the review, the student will be notified through the alabama.edu email account. Failure to provide the requested information by the specified deadline may result in the denial of the appeal.

All transfer and re-admit students to the College, must meet the minimum grade-point standards indicated above in order to be eligible for financial aid. Students who do not meet these standards will be ineligible to receive Title IV funds at the College.

In addition, students who transfer to Trenholm are required to submit an official copy of their academic transcript(s) from all previously attended postsecondary institution(s). After the Director of Records completes the evaluation of these transcripts, transfer credits that apply to the student’s program at the College will be included in the hours attempted and hours earned for future Satisfactory Academic Progress evaluations. However, transfer students’ GPAs are not included in the Satisfactory Academic Progress evaluations.

According to the Satisfactory Academic Progress Policy, if a student is not making satisfactory academic progress at the end of an academic semester, he/she may be granted a one semester Financial Aid Warning period and awarded financial assistance during this period. At the end of the Financial Aid Warning period, the student must meet the Satisfactory Academic Progress requirements in order for the Financial Aid Warning status to be lifted and to continue receiving financial aid.

Students who do not successfully establish Satisfactory Academic Progress after the Financial Aid Warning Period will be placed on Financial Aid Suspension and become ineligible for any additional financial aid at that point. Students may regain financial aid eligibility based one of the following criteria:

1. The student may pay for tuition and fees out of pocket to meet the Financial Aid SAP requirements or
2. The student presents to the Financial Aid Appeals Committee evidence of extenuating circumstance(s) deemed, by this Committee, to be sufficient to justify an exception to the SAP Policy. As a result, the student will be placed on Financial Aid Probation and financial aid will be reinstated for this period.

If a student is re-admitted to the College upon academic appeal, financial aid will remain suspended until one of the above criteria is met.

The student must bring his/her academic record into compliance with the Financial Aid Satisfactory Academic Progress requirements before financial aid can be reinstated.

Any student placed on Financial Aid Suspension may appeal his/her status by submitting a letter to the Financial Aid Appeals Committee stating in writing any unusual circumstances that had a bearing on his/her academic performance along with providing supporting documentation.

Some examples of extenuating circumstances and supporting documentation may include: death of an immediate love one – copy of the death certificate or the obituary; auto accident – copy of police report and/or note from a physician; prolonged illness – documentation from the attending physician.

The appeal should also address what has changed in your situation that will now allow you to meet the Satisfactory Academic Progress by the end of the subsequent payment period. All appeals must be addressed to the Financial Aid Appeals Committee and submitted to the Director of Financial Aid. This written appeal should explain reasons for non-compliance with the Satisfactory Academic Progress Standards, include an academic plan of study developed with her/his major advisor for bringing her/his grades into compliance with the policy, and steps that will be taken to prevent a reoccurrence of failure to meet SAP. If an appeal is approved, the student will be placed on Financial Aid Probation and awarded financial assistance for this period.

Only one appeal per academic year may be submitted. Financial Aid Appeals must be submitted two weeks before the start of each semester. Financial Aid Appeals submitted after the deadline cannot be guaranteed for review and will be considered for the following semester.

When will I receive a decision regarding my SAP appeal?

• Students are notified via their alabama.edu email after the appeal review is completed.

Can I register while my appeal is pending?

• Yes. However, you are responsible for all educational expenses if your appeal is denied.

What if my appeal is approved?

• You will be placed on Financial Aid Probation and must meet the requirements of your academic plan each semester until you meet all SAP standards.

What happens if I do not meet my academic plan?

• Failure to meet the terms of your academic plan will result in the loss of financial aid eligibility.

Can I appeal more than once?

• Students are limited to one SAP Appeal per academic year and a maximum of two SAP Appeals during their academic career at the College.