Although financial aid is awarded annually to those who qualify, there are steps that you must take to maintain your financial aid.

If you receive financial aid, you must maintain Satisfactory Academic Progress (SAP) guidelines in addition to any program requirements. SAP is calculated at the end of each semester after grades are posted.  The three standards of SAP  are:

  • Completion Ratio:  You must have at least a 2/3 (67%) or higher completion ratio. The ratio is calculated with the following formula: # of passed hours/ # of attempted hours.
     
  • GPA: You must maintain a 2.0 cumulative GPA or higher
     
  • Time frame:  You must complete your current program within 150% of the credit hour program length. Please visit our Gwinnett Tech Catalog to determine how many credit hours are required for your program and multiply by 1.5.

SAP Calculator  GPA Calculator

If you do not maintain one or more of the SAP requirements, you will remain eligible for federal and state aid for ONE semester under the “Financial Aid Warning” status. After the warning semester, if you are still not meeting one or more SAP guidelines, you will be placed in a “Suspension” status and you will lose your financial aid eligibility.

If you believe you had an extenuating circumstance that may have contributed to your Suspension, you can submit an appeal.

Beginning with Spring 2020 the SAP forms will be in electronic format through Dynamic Forms. You will need to log into your Banner account to view your outstanding requirements and click on the link to access Dynamic Forms. Your electronic SAP Appeal will not be reviewed until all requirements have been submitted, including at least one supporting document. 
To access your Banner Account click here: Student Banner Account. If you have not applied to be a student at Gwinnett Technical College you will not have access to student email, Banner or Dynamic Forms. 

  • Log into your account on GTC-Web.org
  • Click on “Student Services & Financial Aid”
  • Go to the Financial Aid Folder
  • Click on “My Award Information”
  • Select “Award Package for Aid Year”
  • Select the applicable Aid Year (see above)
  • Scroll to the bottom of the page to the last box and click on “Overall Financial Aid Status” in blue
  • Click on “Student Requirements” in blue
  • Click on the SAP requirement and follow the instructions on how to submit it via Dynamic Forms

SAP Appeal Tips

Please use the tips below for preparing the SAP Appeal. Students are only allowed one appeal per academic year so, it needs to be the best possible.

Personal Letter Tips for Maximum Timeframe

The personal statement needs to explain in a detailed timeline what extenuating circumstances beyond the student’s control happened to cause them to have accrued the amount of attempted credit hours that caused the student to exceed the maximum timeframe.

If the student’s overall GPA, and/or Completion Rate are not meeting standards a minimum of two semesters should be addressed in the letter as all students are given a Warning Semester before financial aid is Suspended for GPA and Completion Rate.

The personal statement must also indicate how the extenuating circumstances have been resolved or stabilized enabling the student to now be academically successful to meet SAP requirements in the future.

Extenuating circumstances beyond a student’s control include but are not limited to:

  • Death of an immediate family member
  • Major medical issue experienced by the student or an immediate family member of the student
  • Physical disability: blindness, hearing loss, seizures, etc.
  • Mental disability: PTSD, learning disabilities, anxiety disorders, depression, etc.
  • Domestic violence
  • Job loss
  • Automobile accident
  • Eviction or homelessness
  • Involuntary call to active military duty

The following circumstances are NOT considered extenuating and beyond the student’s control, but based on personal choices:

  • Not knowing the deadline or procedure
  • Work conflicts
  • Voluntary overtime
  • Lack of childcare
  • Incarceration resulting from a guilty verdict
  • Choosing to come back for a new program
  • Wishing to improve your GPA
  • Not needing or wanting a class, not doing well in a class, or having too heavy of a course load
Personal Letter Tips for GPA and/or Completion Rate

The personal statement needs to explain in a detailed timeline what extenuating circumstances beyond the students control happened and why the student was unable to meet the minimum overall GPA and/or Completion Rate. A minimum of two semesters should be addressed in the letter as all students are given a Warning Semester before financial aid is Suspended for GPA or Completion Rate.

The personal statement must also indicate how the extenuating circumstances have been resolved or stabilized enabling the student to now be academically successful to meet SAP requirements in the future.

Extenuating circumstances beyond a student’s control include but are not limited to:

  • Death of an immediate family member
  • Major medical issue experienced by the student or an immediate family member of the student
  • Physical disability: blindness, hearing loss, seizures, etc.
  • Mental disability: PTSD, learning disabilities, anxiety disorders, depression, etc.
  • Domestic violence
  • Job loss
  • Automobile accident
  • Eviction or homelessness
  • Involuntary call to active military duty

The following circumstances are NOT considered extenuating and beyond the student’s control, but based on personal choices:

  • Not knowing the deadline or procedure
  • Work conflicts
  • Voluntary overtime
  • Lack of childcare
  • Incarceration resulting from a guilty verdict
  • Choosing to come back for a new program
  • Wishing to improve your GPA
  • Not needing or wanting a class, not doing well in a class, or having too heavy of a course load
List of Common Extenuating Circumstances
  • Personal injury such as a broken arm or leg
  • Illness or disease such as cancer or heart attack
  • Physical disability:  blindness, hearing loss, seizures, etc.
  • Mental disability: PTSD, learning disabilities, anxiety disorders, depression, etc.
  • Personal crisis (uncontrollable)
  • Death or illness of immediate family member (mother, father, siblings, etc.)
  • Job loss
  • Automobile accident
  • Eviction or homelessness
Third Party Supporting Documents

As part of the appeal process for financial aid, students must provide qualified third-party documentation that supports the student’s personal statement regarding the extenuating circumstances that prevented the student from being academically successful. Acceptable documentation must:

  • Address or have dates that fall within the period(s) in which the student was having academic difficulties
  • Come from an official third-party such as a physician, therapist, counselor, clergy member, law enforcement, or court official
  • Be signed by the third-party providing the documentation
  • Be on official letterhead
Additional Types of Supporting Documents

Supporting Documentation is dated and unaltered evidence from a third party that supports the extenuating circumstances beyond the student’s control in the student’s personal statement. Example documentation includes, (but are not limited to):

  • Death – Obituary
    • Car accident – Accident Report
    • Illness – Doctor Visit
    • Loss of job – Separation Notice
    • Loss of housing – Eviction Notice
    • New Job – Acceptance Letter
    • New housing – Mortgage or rental agreement

Reliable transportation – Bill of Sale for a new car

Sample SAP Letters

Important Reminder:
These are merely sample letters. Your letter should be specific to your situation and should explain why you did not meet SAP requirements. The documentation you submit will be based on and should support your reasoning.

Student is ineligible due to percentage completion and/ or grade point average (GPA)

Student is ineligible due to having completed more than 150% of the timeframe required for degree completion

Statement
I wish to appeal my federal aid ineligibility as a result of failing to meet SAP requirements for the Spring 2021 and
Summer 2021 semesters.

What Happened
While enrolled in the Spring 2021 semester I was involved in an automobile accident. I was hospitalized and on bed rest for two weeks with a broken leg. After release, I needed to have physical therapy every day for six weeks. Due to these factors, I was unable to complete the semester. In the Summer 2021 semester, I, unfortunately, became sick with COVID towards the end of the semester. I was unable to focus on my work and I fell behind wasn’t able to pass my classes.

What has changed
My leg has healed and I have been released by my doctor to return to normal actives. I have recovered from COVID and have
received both of my shots. I feel confident that I can continue my coursework and improve my academic progress. I intend to register
and repeat the coursework in the classes that I failed. I have set up times with the tutoring center and replaced my vehicle so I have
reliable transportation to get to campus.

Documentation
I have enclosed the following documentation:

  • A statement from my physician showing that I was under his care during the above time frame, and why.
  • A copy of my hospital bill showing the dates of my stay.
  • A statement from my physical therapist indicating my therapy schedule.
  • A copy of my Accident Report from the police department.
  • A bill of sale for a car to replace the one that was in the accident
  • A copy of my positive COVID test
  • A copy of my COVID shots

Sincerely,
Adam Appeal

Statement
I wish to appeal my federal aid ineligibility as a result of reaching the maximum timeframe SAP requirement after this semester.

What Happened
I did not complete my program within the 150% timeframe required to complete my degree because I was involved in an automobile accident during the Fall 2020 semester. I was hospitalized and on bed rest for six weeks with a broken leg. After release, I needed to have physical therapy every day for six weeks. After my leg healed I enrolled in the Summer 2021 semester. Half way through the semester I was unexpectedly laid off from my job. I had to focus on finding a new job so I could support my family. Due to this I fell behind on my school work. I was unable to complete the semester successfully and did not meet SAP requirements.

What Has Changed My leg has healed and I have been released by my doctor to return to normal activities. I have replaced my vehicle so I have reliable transportation to get to campus. I have a new job with better hours so I can focus more on my schooling. I feel confident that I can continue my coursework and improve my academic progress to complete my program.

Documentation
I have enclosed the following documentation:

  • A statement from my physician showing that I was under his care during the above time frame, and why.
  • A copy of my hospital bill showing the dates of my stay.
  • A statement from my physical therapist indicating my therapy schedule.
  • A copy of the Accident Report from the police department
  • A bill of sale for a car to replace the one that was in the accident
  • A separation letter from the job that I lost
  • My unemployment records
  • An acceptance letter for my new job
  • Pay stubs to show that I am working at my new job

Sincerely,
Adam Appeal


Although you may change programs while at Gwinnett Tech, you are strongly encouraged to consult with the Financial Aid Office or Enrollment Services before you change programs as it can affect your eligibility for aid.

If you have questions about maintaining your aid, call us at 770-962-7580, visit an advisor in the One-Stop Shop or send an email to the Financial Aid Office. We’ll be glad to help. You can also learn about our current Satisfactory Academic Progress policy.