Union County College: Understanding the Satisfactory Academic Progress Policy

Union County College (UCC) provides various financial aid programs to assist students in meeting their educational expenses. These awards include grants, scholarships, loans, and federal work-study opportunities. While the financial aid staff strives to inform students of the guidelines, it is ultimately the student's responsibility to comply with federal aid regulations. One critical aspect of maintaining financial aid eligibility is adhering to the Satisfactory Academic Progress (SAP) policy.

What is Satisfactory Academic Progress (SAP)?

Federal regulations mandate that all financial aid recipients maintain satisfactory academic progress in a course of study leading toward a degree or certificate. Failure to meet established SAP standards can result in ineligibility for financial aid. It is important to note that your financial aid SAP status includes all previous academic history, even if you did not receive financial aid in the past. Your status is updated at the end of each semester, including the summer sessions, and it is your responsibility to monitor your academic progress.

Applying for Financial Aid at UCC

Applying for financial aid at Union County College involves a few key steps:

Complete the FAFSA: The first step is to complete the Free Application for Federal Student Aid (FAFSA) online at www.fafsa.gov. UCC's school code is 002643, which you'll need to enter so they receive your FAFSA electronically.
Obtain an FSA-ID: You will need to apply for a Personal Federal Student Aid ID (FSA-ID). If you are a dependent student, both you and one parent will need to apply for separate FSA-IDS to electronically sign your FAFSA.
Tax Information: You and/or your parents must complete your federal tax return.
Scholarship Application: After submitting your FAFSA, complete the Scholarship Application for all scholarships.

The U.S. Department of Education will process your FAFSA and send you a Student Aid Report (SAR). Review this report carefully and notify the Financial Aid Office of any mistakes. The department will also send your information to the colleges listed on your FAFSA and the New Jersey Higher Education Student Assistance Authority (HESAA). All communication from the Financial Aid Office is electronic.

A new FAFSA must be completed each year, covering the entire academic year (Fall, Spring, and Summer terms). The FAFSA becomes available each October for the following fall semester and remains available through the following summer.

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Key Components of the SAP Policy

The criteria used to define academic progress for financial aid eligibility are:

Cumulative Grade Point Average (GPA)

All students must earn a minimum Cumulative Grade Point Average of 2.0 or better in order to obtain a degree or certificate. Any Union County College student maintaining less than a 2.0 cumulative grade point average is considered not in good academic standing as defined by the College, and therefore, may be assessed for probation and dismissal recommendations.

Pace of Completion

Students must successfully complete a minimum of 67% of credit hours attempted. To successfully complete means to receive a final grade of A, B, C, D, or P. Pace of Completion is calculated by dividing the cumulative number of hours completed by the cumulative number of hours attempted. Transfer credits accepted by Union count as both hours attempted and hours completed. Courses dropped after the last day to drop without academic record for the enrollment period count as hours attempted. Audited classes offered through the Union EDGE program will be included in hours attempted.

Maximum Time Frame

Students receiving financial aid must complete their program of study within a reasonable time frame, which is defined as 150% of the published length of their degree program. Transfer credits and credits for courses repeated are included in hours attempted. Audited classes offered through the Union EDGE program will be included in hours attempted.

Financial Aid Warning and Loss of Eligibility

The first time a student fails to meet the SAP standards of a cumulative 2.0 GPA and 67% completion rate, they will be placed on financial aid warning status and notified. During the warning semester, the student remains eligible for financial aid. However, failure to meet the SAP standards after the warning semester will result in the loss of financial aid eligibility.

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Appealing a Financial Aid Denial

When a student loses financial aid eligibility due to failing to make satisfactory progress, they may appeal the decision based on:

Injury or illness
Death of a relative
Other extenuating circumstances

The appeal must explain why the student failed to make satisfactory progress and what has changed that will allow the student to make satisfactory progress in the future.

Academic Standing and Probation

The College recognizes that transitions are oftentimes difficult for students; and therefore, administers a probationary period. Students who fail to maintain a 2.0 cumulative GPA or better will be placed on probation for one semester. All students failing to reach their minimum cumulative GPA, as defined by the College are placed on probation. After their probation period, students on probation will be assessed for dismissal from the college. All dismissed students must wait at least one full semester (excluding Summer Sessions) before they can seek readmission into the College.

In special circumstances, dismissed students may seek a waiver of their dismissal by submitting a written appeal to the Academic Progress Committee for consideration.

Additional Academic Policies at UCC

Academic Forgiveness

Students who have been absent from the College for two (2) full years, have been readmitted and earned at least twelve (12) credit hours with a 2.0 average or higher on the hours earned after readmission, and who wish to have former grades and credits omitted from the calculation of the grade point average may apply for academic forgiveness to the Vice President for Academic Affairs. The granting of academic forgiveness is not automatic. Each case is judged on its individual merits. Academic forgiveness may be granted only once and is irrevocable.

Academic Dishonesty

Academic dishonesty is defined as, but not limited to plagiarizing or cheating by any means during a test or examination, or in any work intended to be done independently (such as term papers, reports, essays, take-home examinations or online assignments, pictures, photography, plastic sculpture, etc.) and submitted as work to be graded or otherwise evaluated by a faculty member. An in-depth explanation of proper citation can be found in the MLA Style Manual, the Chicago Manual of Style, and Kate Turabian’s A Manual for Writers of Term Papers, Theses, and Dissertations.

Student Records and FERPA

The academic records of students are kept in the Registrar’s Office under the jurisdiction of the Registrar and apart from any disciplinary records, the latter being retained in the office of the Student Conduct Officer. Transcripts of academic records contain only information about the student’s academic status. The Family Educational Rights and Privacy Act of 1974 (FERPA) sets forth requirements designed to protect the privacy of students. The act speaks directly to statutes governing (1) access to student records and (2) the release of such records. Union County College complies with the intent of this legislation.

Attendance

Students are required to attend the classes, laboratories, and clinical sessions for which they are registered. Students are graded according to course learning outcomes and requirements established and distributed by the instructor. Excessive absence may affect a student’s grade. Excessive absence is defined as, with the exception of medically excused absence and religious holidays, more than three cuts in a class that meets three times a week or more, or two absences in a class that meets twice per week. The instructor should be notified of extra-curricular absences prior to missing class.

Auditing Courses

Students may audit courses. In no case will the student receive a grade for an audited course. Auditors must secure written permission from the instructor within the first five days of the start of the course. No student may change from audit to credit without written approval from the Vice President for Academic Affairs. Audit is a non-credit grade which will not affect the student’s grade point average and an “AU” grade is printed on the student’s academic record upon completion of the course.

Challenge Examinations

In some courses, challenge examinations may serve as the basis for students to earn credits. Students who pass the examination with the minimum required grade will be awarded credit for the course challenged. The course credit will be recorded on the student’s Union County College transcript. A student who wishes to obtain advanced standing through a challenge examination must obtain a challenge exam from the appropriate Division. If the student is deemed eligible, he/she completes the Request for Challenge Examination form and makes payment for the exam. The completed form and payment receipt are then brought to the Division Dean so that the time and date of the examination can be determined. The required fees for challenge examinations will be based upon 50 percent of the current course tuition. Students will be furnished general exam requirements.

Repeating Courses

When a student repeats a course, only the higher grade will be averaged in the cumulative average. Repeating a course when a “D” or better grade was previously recorded will not earn additional credits for the course. Only the grade-point average may be improved.

Course Substitutions

Students may request a course substitution if the required course needed for graduation is not available. Course substitution are given at the discretion of the Division Dean. It is strongly recommended that students obtain course substitutions before registering for the substitute course. The substituted course will appear on the student’s transcript. If the substitution requires approval from more than one Academic Division, the substitution form must be signed by both Academic Deans. The Vice President for Academic Affairs reviews all requests for final approval.

Grade Changes

Students requesting grade changes must present their appeal to the classroom instructor who awarded the grade. It is the instructor’s prerogative to determine whether there is justification for a grade change. If a change is approved, the instructor must secure the required grade change form from the division secretary or Registrar’s Office.

An “Incomplete” grade may be given in cases of extenuating circumstances approved by the Instructor. A grade reported as “Incomplete” at the end of a semester will be permanently recorded as ” XF”(=F) if the Incomplete is not removed within the first six weeks of the next regular semester. It is the student’s responsibility to make acceptable arrangements with the instructor to complete the course requirements within this period. It is the student’s responsibility to report an error on his/her recorded grade to the Instructor within two weeks of posting of the grade. Otherwise, it is assumed that the grade recorded is accurate and will be recorded permanently on the student’s record.

Final Grades

Instructors enter final grades online. Students must go to Self Service to view or print their final course grades. Instructors are not permitted to post grades by social security numbers. It is College policy that every instructor must provide students with a written statement regarding his/her grading policy at the beginning of each academic term.

Graduation

It is the responsibility of students to meet with an advisor to make sure they have taken all courses required in their program, and that they have sufficient credits each semester to meet the requirements for graduation. Students are strongly encouraged to meet with an advisor to review their program requirements prior to completing a graduation application. Degrees and certificates will be officially issued following the conclusion of the Summer Sessions (August), the Fall Semester (January) and the Spring Semester (May). All degree or certificate recipients are eligible to participate in commencement exercises for the academic year.

Students leaving the College before they complete their program who intend to transfer back credits from another institution must ensure that they have secured written approval from Admissions to transfer courses back to Union County College. Until the Registrar’s Office has cleared the student for graduation, no degree or certificate information will be entered on the student’s transcript or issued.

Students seeking second degrees at Union County College must meet with an advisor to review program requirements prior to pursuing a second degree. Students who have earned a certificate credential at Union County College can use half of the certificate program credits that are applicable toward a second certificate program. Students who have earned a certificate credential at Union County College can use all of the certificate program credits that are applicable toward a degree. Student seeking a second degree at Union County College can use half of their degree program credits toward a second degree program at Union County College. Students can transfer up to 35 credits from the first associate’s degree to the Advanced and Continuous Studies, A.A.S.

Transcripts

A fee is charged for each transcript.

Withdrawal

Withdrawal from all courses in which a student is enrolled in a given semester/session constitutes a withdrawal from College. Students should consult with an advisor before withdrawing. Refund and withdrawal eligibility will be based upon the date on the drop/add or withdrawal forms. The official withdrawal period is published in the College’s Academic Calendar. Students may withdraw from a course(s) at any time during the official withdrawal dates posted for the semester/session. Please note that some courses do not run for the traditional 15 week semester and an equivalent withdrawal date is calculated and published each term. Official withdrawal can only be accomplished within the dates listed for that semester/session. Students who withdraw will have a withdrawal “W” grade recorded on their transcript. The “W” grade does not impact the student’s Grade Point Average (GPA) but it does count as having taken the course. Students should talk to their instructor and an advisor before they consider withdrawing. Withdrawal may change eligibility for federal financial aid and a student’s status from full-time to part-time. Students participating in the Educational Opportunity Fund (EOF) must contact the EOF Office prior to submitting a request for withdrawal form.

Types of Financial Aid Available at UCC

Union County College offers various types of financial aid from federal, state, and institutional sources. These include:

Federal Pell Grant

Established by the Higher Education Act of 1972, this grant provides aid to financially needy students pursuing a degree or eligible certificate program. Students attending multiple institutions in an award year may only receive a Pell grant at one school. The maximum federal Pell grant for the 2022-2023 academic year is $6,495, depending on financial need.

Federal Supplemental Educational Opportunity Grant (SEOG)

This program awards funds to undergraduate students with the greatest need. Pell Grant recipients with the lowest expected family contribution (EFC) are considered first. Like Pell grants, FSEOG does not have to be repaid.

Federal Direct Loans

Union County College participates in the William D. Ford Federal Direct Loan Program.

Community College Opportunity Grant (CCOG)

The Community College Opportunity Grant (CCOG) provides financial assistance for New Jersey residents in a Degree granting program who are enrolled in at least 6 credits per semester in Fall and/or Spring and who have an adjusted gross income of $0 - $65,000 (as of the 2020-2021 AY) will be considered for this state grant.

Union County College Foundation Scholarships

The Union County College Foundation offers a wide variety of scholarships to help students achieve their educational goals. Each scholarship has different criteria based on GPA, major, high school, city, community service, and other factors.

NJ STARS

High school graduates who finish within the top 15 percent of their class and meet all other criteria are eligible for this award within two years of the year of graduation. Applicants must first apply for all need-based federal and merit based-state financial aid grants first, such as the Pell Grant, the Tuition Aid Grant (TAG), and Distinguished/Urban Scholars Award. After that, NJ STARS will cover the remaining balance of tuition.

Commissioners’ Scholars Program

The Union County Board of Chosen Commissioners has established a “Commissioners’ Scholars Program” for Union County residents. Students applying for the Commissioners’ Scholars Program must file for federal and state financial aid; the Commissioners’ Scholars Program award will cover the difference between Union County College tuition and fees and financial aid received up to $1,500.

Resources for Academic Success

Union County College offers a number of resources to help students succeed academically. It’s expected that students will fully utilize these resources.

Student Responsibilities

Meet all deadlines set by the New Jersey Higher Education Student Assistance Authority (HESAA) if you are a New Jersey resident.
Read all materials sent to you from the Financial Aid Office and other agencies awarding you aid.
Know and comply with the rules governing the aid you receive.
Provide additional documentation, federal tax transcripts, W-2’s, and any additional information if requested by the Financial Aid Office or HESAA.
Report private sources of student financial aid to the Financial Aid Services within the Student Services Center.

Remedial Coursework

Remedial coursework prepares a student for study at the postsecondary level. For the purpose of this limit, that translates into 30 semester hours. At Union County College, any courses with a Developmental (DV) designation are considered to be remedial courses, for financial aid purposes.

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