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. If approved, you are placed in a “Warning” status; this allows you to receive aid for one or more semesters.

Beginning with the 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 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 letter should be written in a professional manner.
  • Students should address the letter to the SAP Committee.
  • The letter should explain in a detailed timeline WHY students were unable to meet the maximum timeframe.  Students will need to address why they have accrued the amount of attempted credit hours in the letter.  The most common reasons are previously finished programs and change of majors.
  • For major changes, the student should explain why they changed majors and how the new major fits in the student’s career goals.
  • If a student has already completed any certificates, diplomas or degree, they need to list what they are and why they are pursuing a new program.  Most common reasons are job loss, changes in the industry that requires new training, and advancement opportunities.
  • If GPA or Completion is also an issue, students will need to explain what extenuating circumstances contributed to the drop in GPA or Completion Rate.  They will also need to state which semesters and courses were effected by the extenuating circumstances.  Please read the section for Personal Letter Tips for GPA & Completion Rate for more information.
  • Students should indicate when they are expected to finish their current program.
  • Student should review the Personal Letter for accuracy, clarity, detail, spelling, and grammar before submitting it.  The committee expects a letter free of spelling and grammatical errors.
Personal Letter Tips for GPA and/or Completion Rate
  • The letter should be written in a professional manner.
  • Students should address the letter to the SAP Committee.
  • The letter should explain in a detailed timeline WHY students were unable to meet the minimum overall GPA and/or Completion Rate. Most commonly listed reasons are change of major and extenuating circumstance(s) that negatively affected the academic performance.
  • Extenuating Circumstances are life events beyond the students control that impacted their ability to perform well in a given semester.  There is a list below for the most common extenuating circumstances experienced by students.
  • 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 letter must indicate how the situation has changed or what adjustments the student will make to ensure success and ability to meet SAP requirements in the future.
  • Student should review the Personal Letter for accuracy, clarity, detail, spelling, and grammar before submitting it.  The committee expects a letter free of spelling and grammatical errors.
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; AND
  • Be on official letterhead
Additional Types of Supporting Documents
  • Previously awarded certificates, diplomas, or degrees
  • Awards or accolades
  • Prior College Transcripts
  • Hospitalization records
  • Medical records that show diagnosis and/or dates of treatment
  • Letters from doctors or counselors
  • Disability benefits
  • Letters from Gwinnett Tech Disability Services, Counseling Services, or Tutoring Services
  • Death certificate, obituary, or funeral programs
  • Divorce documents
  • Custody documents
  • Lawsuit or other legal documents
  • Accident reports
  • Proof of reliable transportation such as license plate, lease, or car payment receipts
  • Layoff or employment separation notices
  • Unemployment benefits
  • Employer letters and/or pay stubs
  • Proof of childcare
  • Mortgage or rental agreement
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 during Academic Year 2019-2020.

What Happened
I was involved in an automobile accident on March 11. I was hospitalized and on bed rest for two weeks broken leg. After release, I needed to have physical therapy every day for six weeks. Because of these factors, I was unable to complete the semester and therefore, did not meet SAP requirements.

What has changed
My leg has healed. I feel confident that I am able to continue my coursework and improve my academic progress. I intend to register and repeat the coursework in the classes that I failed. I also set up times with the tutoring center.

Documentation
I have enclosed the following documentation:

  1. A statement from my physician showing that I was under his care during the above time frame, and why. The statement also shows that my doctor released me to return to school on May 11.
  2. A copy of my hospital bill showing the dates of my stay.
  3. A statement from my physical therapist indicating my therapy schedule.
  4. Academic Plan approved by Academic Advisor.
  5. Proof of my completion of the “Exit Counseling Session”.
  6. SAP Appeal Application

Sincerely,
Adam Appeal

Statement
I wish to appeal my federal aid ineligibility as a result of failing to meet SAP requirements after the Spring semester.

What Happened
I did not complete my program within the 150% timeframe required to complete my degree because I changed my major in the middle of my Sophomore year.

Documentation
I have enclosed the following documentation:

  1. Proof of change of major
  2. Schedule listing of all classes I need to complete my degree
  3. Academic Plan approved by my advisor.
  4. Proof of my completion of the “Exit Counseling Session”.
  5. SAP Appeal Application

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 678-226-6677, 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.