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FA Satisfactory Academic Progress (SAP) Project Information Guide

Purpose: This guide is organized to provide a walk through of all meetings and background information related to SAP (Satisfactory Academic Progress).  The intent is to provide a clear outline of all collected requirement information to aid in framing out next steps in developing a set of project activities to address the college needs associated with SAP.

Audience: Financial Aid College Community.  

Executive Level Summary of SAP  [*** UPDATED ***]

The Satisfactory Academic Progress (SAP) is defined as the successful completion of coursework toward an eligible certificate or degree. Federal and State regulations require the Financial Aid (FA) Offices to monitor the academic progress of students receiving Financial Aid throughout their college career:

  • As new applications are evaluated each aid year prior to determining awards
  • After grades are posted for the previous term, before the release of funds for the current term being calculated
  • As students choose to withdraw from classes in the middle of a term
  • When a student declares a change in their intended program of study

Because the regulatory requirements for ensuring a student is and remains aid eligible are complex, SAP cannot be considered a "one and done" process for FA offices. SAP is comprised of these key considerations:

  • Verifying a student meets minimum GPA requirements
  • Is on "Pace" for completing their certificate or degree (referred to as Pace of Progression*)
  • Is receiving aid only for classes within their stated program
  • Takes into account grades for ALL classes a student has taken, whether or not they received aid for those classes
  • Allows for a student to be on "probation" for a period of time (with limitations)
  • Includes professional flexibility to determine whether a student can still receive aid through an appeal process

*Pace of Progression is defined as the ratio of the cumulative number of credit hours completed divided by the cumulative number of credit hours attempted.

Delivered SAP capabilities within PeopleSoft Campus Solutions 9.2 feature eight (8) specific tests to measure whether a student is making progress:

3 Quantitative Tests

  • Academic Standing [1 College Active]
  • Maximum Attempted Units [25 Colleges Active]
  • Maximum Attempted Terms [1 College Active]

5 Qualitative Tests

  • Minimum Current GPA [14 Colleges Active]
  • Minimum Cumulative GPA [27 Colleges Active]
  • Current Earned Units [28 Colleges Active]
  • Cumulative Earned Units [29 Colleges Active]
  • Two Year GP [12 Colleges Active]

Below you will see which colleges are configured in the FA SAP Local Configuration to actively run a test with the SAP Process is executed. Some colleges may be opting to perform SAP evaluation using an alternate, local method for a test not set to active in ctcLink.

Click the link below view which tests are active for your college.  The visual will be small initially. Zoom in by clicking the Spy Glass icon in the lower right side.

Visual Representation of Each College's Active Test Configuration
visual displaying which test is active at each college

Some of the areas colleges are asking for changes that relate to the functionality outlined above, such as the MAXT for Developmental Credits Above 45, but other changes are more efforts to mitigate impacts of business practice changes, such as Grade Forgives.

Evaluation of SAP spans well outside of data available within the Financial Aid module, therefore business practices, processes and data in other modules within Campus Solutions impact SAP. Some system improvements for SAP impact areas outside the Financial Aid module itself and therefore will involve college staff beyond the Financial Aid community.

What SAP Improvements Are Colleges Seeking? [*** UPDATED ***]

The Financial Aid community has sought to improve the ctcLink system's processes for managing SAP since 2017, through Remediation efforts and Common Process Workshop (CPW) sessions. Now that the ctcLink Project has fully implemented, Financial Aid offices continue to seek key improvements in this area through a set of desired system enhancements.

  • (Possible) Changes to Grade Configurations
  • Changes to SAP Communications Templates
  • Updates to and New Development of Queries for Identifying SAP Conditions
  • Customizations to Delivered SAP 'Test' Code for:
    • Attempted Units, Attempted Terms, Cumulative Earned Units, Two Year Grade Points.
  • Bug Fixes for SAP Process Handling for Certain Data Conditions
  • Fully Custom Secondary Page & Process to Handling State SAP
  • Business Practice Impact Discussions on Challenges in SAP

The following Maintenance Items were clarified in the FA SAP Special Sessions:

MAXT with Developmental Credits over 45:

Problem Statement: Does not automatically exclude from MAXT calculation as they are treated like transferred credits.

  • Background Information:  Oracle Service Request filed in 2019 reported that delivered functionality had a bug where the program was generating negative numbers and not properly excluding remedial course work up to 45 credits from the SAP calculation.  Oracle has not fixed their defect.

Requested Change: Since Oracle does not appear willing to fix their code, colleges are asking SBCTC to modify delivered code to read the correct field in configuration and ensure the functionality is working as designed.

S/P Grades Not Showing as "MEET"

Clarified Problem Statement: Classes with a Grading Basis configuration of Exclude from GPA = No GPA Earned Units on the Term History > Term Statistics page. For Pass/Fail type classes, SAP is incorrectly failing.  If a student ONLY has Graded Units for Pass/Fail classes, the system should not “FAIL” to meet the minimum GPA for the term.

Requested Change: Seeking to change the logic of the Minimum Current GPA test to look for student who has:

  • (current design) Cumulative Earned Units greater than 0.00 AND
  • (NEW) Term Statistics that have a For GPA Graded Units value greater than 0.00
  • (current design) Then check for GPA value against configured rules.
  • (NEW) If For GPA Graded Units value = 0.00, then use Career Pass Default value (MEET) for the Minimum Current GPA test.
SAP (Query) for Graduating students [In Progress]

Clarified Problem Statement: These queries (QCS_FA_EXPTD_GRAD_HAD_AID and QCS_FA_EXPTD_GRAD_WITH_AID) do not appear to be capturing students who applied for aid, but only have offers (no accepted awards).

  • Background Information: Two queries appear to have similar names, but are pulling VERY different data.  One query relies on award 'offers', the other query does NOT pull award data, but instead pulls students who have a Term Activation record.

Requested Change: Description in QCS_FA_EXPTD_GRAD_HAD_AID Query currently states, "Exptd Grd Stdnt by Term."  Financial Aid staff asking for improved description, such as "Stu w/FA Trm Actvtn + Exptd Grd Dt" as the description.

SolarWinds Ticket Submitted to Data Services to Apply Requested Change (2/2/2023): 158670

Repeat Query for Variable Credits [In Progress]

Clarified Problem Statement: Enrolls in 1cr/term, the third term shows as ineligible for financial aid due to 2 attempt limit, shown on query [QCS_FA_REPEAT_CRSES]. Users concerned that they are having to manually compare against the results of the query: QCS_SR_ENRL_MIN_VARIABLE.

Requested Change: Modify the query output to display 2 additional output value sets.

  • Variable Credit Indicator on Class (Units Taken, Min Units, Max Units)
  • Repeat Grading Basis flag (e.g. RPEX)

SolarWinds Ticket Submitted to Data Services to Apply Requested Change (2/2/2023): 158670

Pass 2 For Breaks in Enrollment

Clarified Problem Statement: Students with breaks in enrollment require manual overrides, because the Statuses and Actions logic is not used to evaluate students who have a break in enrollment (PASS 2). These students should result in a different SAP Status when compared to the “previous” term’s SAP Calculated Status or Override Status.

Requested Change: Modify the programming logic for the SAP Process:

  • On Pass 2 to use Statuses and Actions configurations to determine the final SAP value for the term being processed.
  • "Calc SAP Status" on Pass 2 is derived from Student Enrollment Data/Term History.
  • Pass 2 "Previous SAP Status" needs to be derived from the Student SAP Status from the term prior to the SAP Processing Term.
  • If that Student SAP Status from the prior SAP Processing Term has an override, use that value in place of the Calculated SAP Status on the Student SAP Status page.
Summer Drops

Problem Statement: Summer Term SAP is built with prior term SAP Calc Status, but student drops enrollment, therefore that term’s SAP Calc Status value is not relevant when comparing prior term statuses.

  • Background Information:
    • STATUS & ACTIONS: Select “Maximum” Term from Student SAP where Term is LESS THAN the SAP Processing Term. Run Control in Process SAP.
    • MINIMUM CURRENT EARNED UNITS: Units are summed from Student Enrollment from the Term being evaluated.
    • THEREFORE:
      • IF run BEFORE Summer Fully Graded Date, system will consider this a PASS 1 AND will use Statuses & Actions Rules to look at SAP Status from the Summer Drop and set to SUSP.
      • IF run AFTER Summer Fully Graded Date, system would consider this record as a PASS 2 AND would skip Statuses & Actions.

Requested Change: Provide capability to ‘exclude’ a term from being read as the value for “Previous SAP Status” in configuration.

Requested Automation: Develop a process to auto-apply a checkbox for a term where a student does not have valid enrollment, to automate ability to ‘skip’ a term from consideration in the Statuses and Actions Rule behavior.

Additional clarifications will be added to this guide as they are achieved in working with the Financial Aid community.

Historical Timeline for SAP Meetings with Related Documentation
2017 REMEDIATION ACTIVITIES

During Remediation a series of meetings were held to define gaps and seek resolution:

  • March-May 2017: Gap Analysis & Solution Design
  • April-May 2017: Documentation & Training
  • May-August 2017: Query Development for FA SAP

On May 3, 2017 the ctcLink Project Team, focused on Remediation, held the FA: SAP Solution Design Session. The outcome of that meeting was a documented set of actions that were delivered as a part of the Remediation response.

  • Review all aspects of SAP configuration and SAP status values
  • Committed to develop queries to identify students who had a Repeat Code added to course(s) that are impacted by SAP
  • Committed to develop queries to identify students who have a F02 (FA Tuition/Class Hold) Service Indicator and display terminated SAP status
  • Developed the following list of Queries for Production:
    • STDNT_AWRD_DISB
    • CTC_FA_SB_SAP_NMEET_REPEATS  
    • CTC_FA_SAP_FALL_HAS_SUMMER_SEL
    • CTC_FA_SAP_MAX_ATTEMPTED_LIST
    • CTC_FA_NO_SAP_RECORD
    • CTC_FA_SAP_PASS_2_LIST
    • CTC_FA_SAP_EQUALS_STAT
    • CTC_FA_SAP_ZERO_PASS_2_LIST
    • CTC_FA_SAP_BASICSKILLS_NTMEET
  • Developed and delivered a SAP Business Process Guide.
  • Developed and Delivered a 3-day in-person training/workshop on SAP

Attachment Below - Remediation Solution Design document for SAP Session:

2017 REMEDIATION CLOSURE

While valuable for the Financial Aid staff using the ctcLink system at the time, these efforts did not fully resolve all SAP concerns.  At the close of Remediation the following issues remained outstanding for SAP:

•  Colleges on ctcLink felt that the delivered PeopleSoft product required crucial modifications, necessitating manual processes and reports to be run each and every time Financial Aid offices ran SAP processes  

•  Adult Basic Education classes, under the Undergraduate program, complicate SAP issues, as every ABE student has to be checked, researched and manually calculated individually by a staff member

•  PeopleSoft automatically calculates SAP and since the delivered SAP processes does not run correctly for different groups of students, Financial Aid staff were having to manually override SAP statuses, which could lead to inaccurate SAP history for these groups of students

A Remediation closure action plan was developed (December 2017), that included development of a Query to read the Transfer Credit Evaluation table and display Application Date from the View FA Status page and the SAP status, if it exists.

As an agreement in Remediation Closure a Common Process Workshop was to be held in early 2018 to further define business practices and gather requirements for additional college needs.

Attachment Below - Full Remediation Closure Document:

2018 COMMON PROCESS WORKSHOP - SAP [VC-34]

Going into the Common Process Workshop (CPW) session on January 23, 2018, the following items were the framework from which the CPW conversations began on SAP:

[January 2018] "Current" State Pain Points

  • Missing grades
  • Manually tracking students that are on suspension
  • Manually reviewing students and their current SAP status
  • Tracking students that are on probation, especially if they are on detailed requirements for their probation term
  • Manually adjusting for ABE/ESL courses (current & future)
  • Identifying students who are on SAP suspension but withdrew prior to withdrawal deadline for Student Records
  • Monitoring maximum time frame
  • Monitoring repeated courses [for calculating FA eligibility]
  • Manually tracking Academic Plans and blocking disbursement
  • Anything done manually is prone to error

Benefits

  • SAP calculation is automated
  • SAP status will automatically stop disbursement of funds
  • Keeps track of SAP history
  • Ability to track by checklist
  • Not having to work with multiple departments to drop students
  • Provide view access to SAP status to other departments
  • Fund management is more clear because awarded/disbursed levels are all on one screen

Outcomes & Best-Practice Recommendations

The outcomes from that sessions were a set of Best-Practice Recommendations for managing Satisfactory Academic Progress.  That included the following action items and areas of focus:

Program Changes 

  • No limit on number of Program Changes as part of Common Process. College Financial Aid departments should work with Student Services/Instruction to define these limits on Program Changes
  • A method should be identified for FA staff to be notified of Program changes (through PS Query or other means)

Repeat Courses

  • Recommendation to use federal definition for repeat courses; student may repeat a course 1 time (that they previously passed) and receive financial aid funding

Schedule for Evaluating SAP

  • Evaluate SAP status both quarterly and annually (as part of file review)

Federal/State Policy Interaction

  • Best-practice to combine federal and state policies into unified policy at the most restrictive level

Pace of Progression

  • Pace of progression should be an automated calculation...
  • With an option to exclude specific courses in pace of progression (college specific)
  • With an option to only include credits that are applicable to program of study

Qualitative & GPA

  • Use both cumulative and quarterly GPA
  • No program-specific policies for GPA
  • Develop a query that identifies students with 6 quarters of enrollment but less than 2.0 college-level GPA
  • SAP calculation rules must be able to accurately differentiate between true external transfer credits and rebuilt credits (from non-converted SMS data), or a modification should be built to address this

Maximum Time Frame

  • Colleges should have an option to exclude specific courses from calculation. (i.e. remedial, ESL, ABE, transfer credits not applicable to program of study, and HS completion classes)
  • Colleges should have an option to include attempted college-level courses and transfer credits applicable to program of study
  • Develop query to identify students that have completed a certain percentage of their program of study

Process Recommendations

As part of creating a SAP Common Process, eight recommendations were made that are tracked on the map itself. To ensure those recommendations are tracked, they are also copied below.

  1. Eliminate as many exception queries as possible
  2. Have option to read dropped grades for SA
  3. Option for Maximum Time Frame to be based on current program only
  4. Option to exclude specific courses from all SAP tests
  5. Allow SAP process to read statuses and actions for Pass 2
  6. Option for Maximum Time Frame to include transfer credits applicable to current program
  7. Batch process to cancel aid by term for Not Meet status once SAP is complete
  8. Exclude Pass/Satisfactory (or similar) courses from GPA test 
2022 FAC MAINTENANCE LIST [POST-IMPLEMENTATION PROJECT]

With the closure of the ctcLink Project Implementation phase, the Financial Aid Council (FAC) has defined a list of maintenance items that are a priority within that council.  From this list, a number of those priority items are focused on solutions related to SAP.

MAINTENANCE LIST:

  • Two SAP Policies:
  • Repeat Grades:
  • MAXT with Developmental Credits over 45:
    • Does not automatically exclude from MAXT calculation as they are treated like transferred credits
  • Excluding ELL/HS 21+:
    • Issue: Need for exclusion of English Language Learners (ELL) and High School 21+ (HS 21+) courses from SAP Calculations
  • Program Specific Pace of Progression:
    • SAP units earned specific to the program they are for
  • Transfer Credits in Calculation:
    • Transfer and legacy credits aren't included in Pace of Progress
  • Carry forward sap override status for students that have a PAS2 break in enrollment
    • If a student skips a quarter or more it will only read the most recent quarter. Causes issues on students who are on WARN or who should be suspended for having two quarters in a row of warning but then take a quarter off. When they return instead of being suspended they are WARN again. Also if SUSP then WARN should run to SUSP but run to WARN
  • Summer Drops:
    • Manually building summer for some students when a student enrolls in summer and drops (even if before the start) the SAP process read Summer as being Not Meet, when it really is not
  • Running SAP Before Grade Date for Students with Posted Grade of Withdrawals:
    • When student withdraws during the term, SAP runs to "MEET" value (or whatever the status is) until after the “grading date” on SR side
    • Financial Aid office have to override the status to "SUSP" value
    • When we process/approve an appeal, we don’t see if a student needs a contract since Pace doesn’t update until the grading date and SAP is Re-ran. (See 202538193)
  • Grade Forgives:
    • When grades are removed from transcripts SAP will never pick up those credits/grades. They must be included to comply with DOE regs. Per federal regulations, we must include grades excluded with an approved amnesty in the cumulative GPA calculations for SAP. We need the system to provide an FA GPA
  • S or P Grades are Not Showing as Completed:
    • No GPA for these classes, SAP will fail GPA test if these are the student only credits
  • Communication Template:
    • Identify why student is failing and have more specific messaging in the template based on testing variables
  • Business Practice Issue: Daily Execution of SAP Processes:
    • Issue: Too much clean up to run daily. When SAP is run for fall before summer, for those who did attend summer, if multiple SAP calculations are completed on the fall term, the override remains in place and must be removed to allow for the actual system calculated results based on summer grades
  • 2 year GPA:
    • Term count is not correct – does not count non-converted/ legacy records as terms attended. This is significant for calculating 2 year GPA issues
  • Variable Credits:
    • Enrolls in 1cr/term, the third term shows as ineligible for financial aid due to 2 attempt limit, shown on query
  • SAP After Graduation:
    • FA Term is not building for all students who have attended and are graduating, SAP cannot run. These queries do not appear to be capturing students who applied for aid, but only have offers (no accepted awards). Per our SAP policy, we are to notify all financial aid applicants at the end of each payment period if they have a negative SAP status. Plan must be manually activated to run communications:
    • QCS_FA_EXPTD_GRAD_HAD_AID
    • QCS_FA_EXPTD_GRAD_WITH_AID
  • Queries Needed:
ctcLink SAP Project Phases

Requirement Definition

Each of the items on the Maintenance List related to SAP need to be assessed for specifically how they can be accomplished within the system. Each item will be documented for how the system is expected to behave in alignment to the stated expectations from the user community.  

By gaining this clarity in the requirements we ensure any development work achieves the target from the outset, rather than expending valuable resources creating solutions that do not fully meet the ask and therefore require re-work from technical, functional and testing resources.  

Gathering and confirming clear and actionable requirements is the most critical step in any system improvement effort. This work begins with SBCTC staff documenting their understanding of each ask, vetting that understanding and asking clarifying questions of members of the Financial Aid Community and other impact stakeholders by working with the ctcLink College Collaboration Group.  Cross-checking with all other impacted areas of the system ensures that these changes won't adversely impact other functional areas (departments), including the data being used for reporting purposes.

Governance

Each of the items on the Maintenance List related to SAP, once the requirement definition is sufficiently formed will have an Enhancement Request sent for governance approval.  This ensures that governance has signed off on the impact analysis and effort estimation for each package of work.

Solution Design

The solution design work is a companion activity to requirement definition whereby the requirements are articulated in a solution presentation, with visual representation of layout that provides clear guidance to the development team for any customization work needed.  This step is not always required, unless there is customization work that must be executed.

Development

Once the Functional and Technical Design Document are completed the development work will commence.  Depending on available resources on the Application Services Team, this development and the corresponding Unit Test work may be contracted out to ensure timelines are met.

Configuration

Any configuration changes made to the system, should they require a specific set of values from each college will be collected in a Configuration Workbook form.  If the changes reveal a need to update online materials for Local Configuration Guides, those pages will be updated as well to reflect the revised configuration information.

Testing

Testing activities for all endeavors include Functional/System Integration Testing performed by SBCTC Customer Support Teams and User Acceptance Testing to be performed by college Subject Matter Experts (SMEs). Specific testing materials and instructions will be made available online in the ctcLink Reference Center.  Facilitated testing sessions will be offered to provide testing support for SMEs during these activities.

Training & Instructional Materials

Training material development activities will be ongoing through the solution design and internal testing activities.  Links to materials related to each release will be provided in the project information area.  If Instructor Led Training (ILT) is determined to be needed, scheduling of ILT will be managed by the PMO delivery team in conjunction with the Training Team.

Production Release

Release of each work package into Production will be scheduled around PUM Update activities, as it is not advised to release new feature/functionality for SAP at the same time as a standard PUM release for the CS pillar.  Work Packages can be released in small groupings, and will not be held for one single release.

Action Plan - Next Steps
  1. [IN PROGRESS] Draft Requirement Clarification Decks for Each Item that include:
    • Outlining Problem Statement in Detail
    • Providing Screen Shots of Issue Areas
    • Document Requirement Understandings 'What colleges are asking for in the change request' to receive confirmation
    • Document Requirement Clarifications 'What do we see in the request that colleges need to tell us clearly how they are asking we handle it'
    • Outcome = Actionable Requirements to Convert to Functional/Technical Design Document
  2. December 9 & December 16:  Two Special Sessions on SAP Scheduled for Requirement Validation Conversations with Subject Matter Experts (SMEs)
  3. December 14 & December 28: The College Collaboration Group Meetings following each Special Session on SAP will be provided a synopsis of the progress made during each session
  4. Draft Functional & Technical Design Documentation
  5. Submit for Development & Unit Testing
  6. Schedule SIT & UAT Testing Activities (around competing priorities)
  7. Develop/Modify Training Materials
  8. Schedule Release
Requirements Definition Groupings

The 19 items listed on the Financial Aid Council Maintenance List that are being sought to resolve concerns with managing Satisfactory Academic Progress (SAP) have been grouped below into work packages.  Each package will need to go before colleges to review the requirements, ensure all clarifications are secured before proceeding with the Solution Design and Development Phases.  

Each request will have a presentation deck prepared that outlines:

  • Clearly Articulated Problem Statement
  • Screen Samples of Impacted Pages/Components/Reports
  • List of Requirement Understandings
  • List (if any) Requirement Clarifications
  • Requirement Definition Summarization (sign-off)
Configuration Work Packages:
  • Grade Values of "S" or "P" are Not Showing as Completed:
    • Problem Statement: SAP will fail the GPA test "S" or "P" grades are the student's only credits. A value of "S" for satisfied or "P" for passed does not generate a grade point value. Due to this, when these are the ONLY classes a student has enrolled in, there is no Grade Point Average value that can be calculated to determine that the student meets a minimum of 2.0 GPA
    • WARNING: While this can technically be configured to establish a GP value, it would need to be decided a school policy that these grades grant a standard value.  This could negatively impact students who currently have a higher GPA (4.0) and can have an adverse impact to students. While this items is listed as capable of being resolved by configuration, it may need to be moved to the develop custom SAP process after requirement validation session, depending on the outcome of the SME conversation
  • Communication Templates:
    • Problem Statement: SAP Communication templates currently do not contain merge fields or conditional regions to indicate why a student is failing SAP
Query Development Work Packages:
  • SAP After Graduation:
    • Problem Statement: FA Term is not building for all students who have attended and are graduating. Without an Active FA Term, SAP cannot run for that term.
    • These queries do not appear to be capturing students who applied for aid, but only have offers (no accepted awards)
      • QCS_FA_EXPTD_GRAD_HAD_AID
      • QCS_FA_EXPTD_GRAD_WITH_AID
    • A college's SAP policy requires that they notify all financial aid applicants at the end of each payment period if they have a negative SAP status. Plan must be manually activated to run communications (above)
  • Variable Credits:
    • Problem Statement: When a student earning variable credit enrolls in 1 credit per term, they are treated as repeats, and the third term shows as ineligible for financial aid due to a 2 attempt limit
  • NEW Queries Needed:
Business Practice Work Packages
  • Daily Execution of SAP Processes:
    • Problem Statement: There is too much clean up to run SAP daily. When SAP is run for fall before the summer quarter ends, the fall SAP value has to be manually adjusted once Summer grades are posted. If multiple SAP calculations are completed on the fall term, the override value remains in place and must be manually removed to allow for the actual system calculated results based on summer grades
  • Running SAP Before Grade Date for Students with Posted Grade of Withdrawals:
    • Problem Statement: When a student withdraws during the term, SAP runs to a "MEET" type value. If SAP is run prior to the grading date, the Financial Aid office has to manually override the SAP status. It is only after reaching the grading date, designated in the Student Records module, that the SAP process will calculate and provide the pace calculation in order for staff to determine and communicate to the student if they will need a contract
  • Grade Forgives:
    • Problem Statement: When grades are removed from a student's transcripts SAP will never pick up those credits/grades. These grades still must be included in the cumulative GPA SAP calculation in order to comply with federal regulations. Per the Department of Education, colleges must include grades excluded with an approved amnesty in the cumulative GPA calculations for SAP
Develop Custom SAP Processes to Replace Delivered Oracle Code Work Packages:
  • Maximum Time-frame (MAXT):
    • Problem Statement: The maximum time-frame (MAXT) calculation, specifically with transfer credits, does not exclude the remedial credits in excess of 45 credits. Current SAP functionality treats Maximum time-frame is a SAP status, and only allows a student to have one SAP status per term. Colleges need the ability to indicate both a SAP status and that a student is exceeding the maximum time-frame simultaneously in one term. Maximum time-frame should only impact federal aid eligibility, and not state aid eligibility
  • Excluding ELL/HS 21+:
    • Problem Statement: English Language Learners (ELL) and High School 21+ (HS 21+) courses need to be excluded from SAP Calculations. SAP currently only excludes these designated courses from the maximum time-frame calculation. They are still included in the other SAP calculations
  • Repeat Grades:
    • Problem Statement: When SAP calculation runs it is picking up 'earned' repeat classes as units attempted, but is excluding them from units earned. 'Earned' repeat units should be included in the units earned SAP calculation
Custom Extension Work Packages:
  • Transfer Credits in Calculation:
    • Problem Statement: Transfer and legacy credits aren't included in Pace of Progress. Program specific pace functionality development should include these credits as well
Custom Extensions (w/Leveraged Intellectual Property) Work Packages:

Two SAP Policies:

  • Problem Statement: There is only one SAP process, which is used to indicate a student's Federal SAP status. Colleges want the option to have a separate SAP tab with its own record to indicate state SAP status.  Disbursement Item Type Rules should allow for different rules depending on the student's State SAP status and Federal SAP status
Undefined Customization Work Packages:
  • 2 year GPA:
    • Problem Statement: Term count is not correct as the system does not count non-converted/ legacy records as terms attended. This is significant for calculating 2 year GPA issues
    • Cross-Module Team Assessment Needed - Determine whether a programming logic change could read the prior term counts properly, or if a different way of handling non-converted legacy terms is required
  • Summer Drops - Bug Fix:
    • Problem Statement: Manual work is required to manage students' SAP statuses if they were enrolled for summer and then dropped. If the student's summer SAP status was calculated prior to when they dropped Summer courses, those credits are still being included in Fall SAP calculations. If the student dropped prior to census, these credits should not be included in SAP calculations for Fall. If a student dropped prior census, then the Summer SAP status should not be included in the SAP logic to determine Fall SAP
  • Carry Forward SAP Override Status for Students with a PAS2 Break in Enrollment:
    • Problem Statement: If a student skips a quarter or more, SAP will only reference the most recent term in order to use a previous SAP status to determine the students current term status, per the Statuses and Actions configuration logic. If the student has a break in enrollment, there will be no previous SAP status to use in the calculation. In many cases, depending the colleges' SAP policies, this causes students to remain at a WARN status, when they should have calculated to a SUSP status
  • Program Specific Pace of Progression:
    • Problem Statement: SAP includes all units earned in its calculations, regardless of program. In addition to these "overall" type calculations, colleges also need Pace of Progress values for the student's earned credits in each program
Financial Aid Community Blackout Periods

FA Community Blackout Period

The Financial Aid Community have made specific requests to not have engagement from SBCTC during key peak periods in their processing lifecycle. These periods include:

  • Two weeks before the start of each term
  • The week following grade posting for a term
  • The week of critical report deadline dates (FISAP, Unit Record Report)

The SBCTC team will endeavor to move forward with SAP project activities internally during those periods, but will not seek to deploy new code, or schedule testing or key functional buy-off meetings during these periods. It is understood that this may delay the overall delivery timeline for any development releases. SBCTC will not impact these periods without express consent from FAC.

Please contact the PMO Team if there are other black out periods that the project activities must be mindful of when scheduling SME engagement activities.

**NEW Special Sessions on SAP (includes Webex meeting info)

January 24, 2023 SAP Special Session Content

Webex Recording Link for January 24, 2023:

https://sbctc.webex.com/recordingservice/sites/sbctc/recording/599545237e3f103b8cef005056811890/playback

Presentation Slide Deck for January 24, 2023:

January 17, 2023 SAP Special Session Content

Recording link from January 17, 2023 special session has been edited to remove about 6 minutes of information on variable credits.  Please refer to the latest slide deck below on variable credits topic and more.   Discard of any previously downloaded versions that do not have "FINAL FINAL" in the title of the deck.   Thank you!

Recording Link for January 17, 2023: https://sbctc.hosted.panopto.com/Panopto/Pages/Viewer.aspx?id=54a77cc3-a36e-40e9-b7af-af9301504d17 

Presentation Slide Deck for January 17, 2023:

December 16, 2022 SAP Special Session Content

Please NOTE that information provided in the 12/16/2022 Recording is INCORRECT related to the configuration check boxes. (See updated* slide deck.)

*UPDATED Presentation Slide Deck for December 16, 2022 Special Session:

Please pay special attend to slides with the yellow bubble in the upper right have corner noted as "UPDATED CONTENT." Those slides contain corrections to previously provided information on configurations and programming logic behavior.

December 9, 2022 SAP Special Session Content

Presentation Slide Deck for December 9, 2022:

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