SAP Q & A

SAP Q & A

Understanding SAP Basics

Q: What is SAP and why does it matter?
A: SAP stands for Satisfactory Academic Progress. It’s a set of federal and institutional rules you have to meet to keep your financial aid. It includes three main requirements:

• GPA (Cumulative GPA must meet the minimum standard)
• Pace of Progress (You must complete at least 67% of the classes you attempt)
• Maximum Timeframe (You can’t take more than 150% of the credits required for your degree)

If you fall short on any of these, you’ll lose financial aid eligibility unless you successfully appeal.

SAP Evaluations and Notifications

Q: When and how will I know if I’ve failed SAP?
A: SAP is reviewed once a year, after spring semester grades are posted. If you don’t meet SAP standards, you’ll get a notification through your VT email. You will also be able to see this in your financial aid portal under the SAP tab.

Q: I got a SAP failure notice for GPA, but Hokie Spa says I’m over a 2.0. Why?
A: SAP calculations still include grades removed by Academic Relief, Medical Withdrawal, or Obsolete Credit. Even if those grades don’t affect your VT GPA, they still count for SAP.

Submitting a SAP Appeal

Q: How do I submit my SAP appeal to your office?
A: You can submit it one of two ways:

• Upload through the Financial Aid Document Uploader
• Drop it off in person at the Office of University Scholarships and Financial Aid (USFA)

Q: What do I need to include in a SAP appeal?
A: You’ll need to submit:

• A completed SAP Appeal Form
• Supporting documentation
• An Academic Advisor Form (required for maximum timeframe)

More information about SAP Appeals are on our SAP Appeal webpage. We also encourage you to use our How to Write a SAP Appeal webpage to assist you in this process. 

Q: What’s considered “supporting documentation”?
A: This is third-party proof that supports the reason why you did not meet SAP in your appeal. Examples include:

• Doctor’s notes or medical records
• Police or legal documents
• Letters from counselors, clergy, or campus support services
• Proof of unexpected life events (family emergency, illness, etc.)

More information on supporting documentation can be found on our How to Write a SAP Appeal webpage.

Q: Is there a deadline to submit my SAP appeal?
A: Yes, appeal priority dates and deadlines are posted here and listed on the SAP Appeal Form. Be sure to submit everything on time!

Q: How long does it take to process a SAP appeal?
A: Appeals can take up to 15 business days to review. Processing depends on having all required documents are submitted, so incomplete appeals will delay the process.

SAP Plans and What They Mean

Q: What happens if my appeal is approved?
A: You’ll be given a SAP Plan—a semester-by-semester plan to help you get back on track.

• You’ll need to sign and return the plan for your aid to be offered financial aid or receive financial aid disbursements.
• If you pass your plan, it may be extended for future terms.
• If you pass your plan, you’ll get a new plan each semester until you're fully back in SAP compliance or fail to meet the terms of your plan.

More information on SAP Plans can be found here.

Q: What happens if I fail my SAP Plan? Can I appeal again?
A: Students are limited to 2 appeals while at Virginia Tech. If you have only submitted one appeal, you could appeal again if you have new extenuating circumstances. If you do not know how many times you have appealed, reach out to our office.

Q: What happens if I get an 'Incomplete' grade while on a SAP Plan?
A: An Incomplete can cause you to fail your SAP Plan, which could result in losing aid.

GPA, Pace of Progress, and Dropping Classes

Q: Will dropping a class affect my SAP status?
A: It might. Dropping a class lowers your Pace of Progress and extends your maximum timeframe for graduation, which could hurt your SAP standing. However, it can be used as a tool if you are failing for GPA standards, and the remaining two standards are ok. Always check with a financial aid advisor before dropping courses.

Q: I dropped some classes to avoid failing. Doesn’t GPA matter more than Pace?
A: GPA does matter—but all SAP components count equally. If your Pace drops below 67%, you can still lose aid even if your GPA is okay.

Q: How is Pace of Progress calculated?
A: It’s your total completed credits divided by your attempted credits. Attempted credits include everything you were enrolled in at the financial aid census date (typically the day after the last day to drop a course). The attempted credits will also include courses removed by Academic Relief, Medical Withdrawal, or Obsolete Credit (if after financial aid census date).

Maximum Timeframe (150% Rule)

Q: How do I know if I reach my maximum timeframe?
A: Check Hokie Spa > Degree Audit Reporting System (DARS). If you reach 150% of the credits needed for your degree, we will notify you that you are not meeting the SAP standards for maximum timeframe.

Q: I have two majors. Do I get more time?
A: Only if you're pursuing a dual degree, in which case you get 30 extra credits. You do not get extra credits for double majors or minors.

Q: Why are you counting so many of my credits—including AP and transfer classes?
A: All attempted and completed credits, including AP, IB, dual enrollment, and transfer credits, count toward your maximum timeframe, even if you earned them before starting at Virginia Tech.

Q: Is it true I can’t take electives while on a SAP Plan for maximum timeframe?
A: Yes. If you have reached maximum timeframe and on a SAP Plan, you can only take courses required for your degree. Your advisor must outline these in the Academic Advisor Form. 

Appealing More Than Once

Q: Can I appeal SAP more than once?
A: You can appeal 2 times while enrolled at Virginia Tech.  But you can’t appeal the same extenuating circumstance twice. Each appeal must have a new extenuating circumstances.

Q: My SAP appeal was denied. Can I try again?
A: Not right away. You’ll need to regain SAP eligibility on your own by improving your academics without aid. If something new and serious happened that wasn’t included before, contact our office.

For more information on denied SAP Appeals, visit our SAP Appeal webpage. 

Other Aid & Special Situations

Q: I’m receiving veteran benefits and failed SAP. Will I lose those benefits?
A: No. Veteran benefits aren’t affected by SAP. But any federal, state, institutional aid, or private loans will be suspended unless you file a SAP appeal and it is approved.

Q: Can I still get a private student loan if I don’t meet SAP?
A: No. Per Virginia Tech SAP Policy, all financial aid—including private loans—requires that you meet SAP standards.

Q: I had a medical withdrawal. Why are those grades still counting against me?
A: If your courses were dropped after the financial aid census date, they still count as attempted credits and will impact your SAP GPA, even if your withdrawal was approved.

Getting Help

Q: Are there resources to help me improve academically?
A: Yes! We have a list of Academic Improvement Resources here, including:

• Tutoring
• Academic coaching (Student Success)
• Study skills workshops
• Mental health support (Cook Counseling)

Check our resource listed above or contact our office for more info.