Advanced Satisfactory Academic Processing (SAP) Session #28011

About Indiana Wesleyan University Private, 4-year, Christian College affiliated with the Wesleyan Church 16,000 students (3200 term-based, 12,800 non- term-based) Main Campus – Marion, Indiana –13 Regional sites –Numerous “satellite” campuses Two Financial Aid offices

IWU Current SAP Practices Term-Based Calculations –All students once a year –Probation or Suspension students every term –Appeals granted for 1 year time frame Non-Term-Based Calculations –3 calcs a year capturing any student who was enrolled for the previous 4 months EX. Calc Date of 12/31/2010 included any student enrolled from 09/01/2010 to 12/31/2010. –Appeals granted for 1 year time frame

SAP Types IWU has 6 SAP types – 3 for term-based and 3 for non-term-based students

Term-Based SAP Types CAS_SAP – regular SAP calc for all students CAS_ALT – for first-time students and HS students taking college courses CAS_APL – for students on appeal

Term-Based CAS_SAP Setup Possible SAP Statuses –Satisfactory –Probation (1 Term) –Unsatisfactory –Appeal (1 Year) Committee of non Financial Aid employees receives and grants/denies appeals ImageNow system used to scan and route documents to committee

Term-Based CAS_SAP Setup (cont.) Rule Example: JUPASRAT – looks at cumulated credits and attempted credits to determine if student has a 67% or greater pass rate

Non-Term-Based SAP Types APS_SAP – Undergraduate Students AGS_SAP – Graduate students ALT_GRAD – Graduate students over the time limit due to a significant break in attendance in their graduate program

Non-Term-Based APS_SAP Setup Possible SAP Statuses –Satisfactory –Probation (8 months) –Unsatisfactory –Appeal (12 months) Committee of non Financial Aid employees receives and grants/denies appeals ImageNow system used to scan and route documents to committee

Non-Term-Based APS_SAP Setup (cont.) Rule Example – GUUGGPA – looks at active program and checks for appropriate GPA for program

Non-Term-Based CAS_SAP Setup (cont.) ALT_GRAD calculation –Same as AGS_SAP for GPA and Pass Rate –Removed length of time rule IWU uses length of time for graduate level students instead of the 150% rule Ex. Student started in 2000, withdrew in 2001, and re-entered in 2009 in same program. –Colleague looks at program start date, which would be 2001 and calculates from there –Appears student has attended for 9-10 years, when they really have only attended 4 years

Computed Columns Computed columns created by IT to help determine many of our measurements –I35.SAPR.CUM.ADJ.PASS.RATE Looks at slightly different calculations and compares to the calculated ones from the SAPC process –I35.SAPR.PREVIOUS.STATUS Looks at the previous calc status so we may compare one calc to another for status progression –I35.SAPR.CUM.GPA Looks at slightly different calculations due to our institutional policy on transfer GPA

User Fields –SAPR.USER1 IWU needed to adjust attempted credits based on degree audit exceptions –SAPR.USER2 Maximum Program credits –SAPR.USER3 Stores the number of days from the start date of program to determine time limit in graduate students –SAPR.USER5 IWU needed to adjust completed credits based on degree audit exceptions

About Macomb Established in 1954 Located in Macomb County, the third most populous county in Michigan Ranks nationally in the top 2% in the number of associate’s degrees awarded Largest grantor of associate’s degrees in Michigan Education programs include pre-college, university transfer and career preparation program, bachelor’s degree completion, workforce training, professional/continuing education Providing learning experiences to more than 59,000 students annually

Macomb’s SAP Policy Maintain cumulative gpa of 2.0 or higher Maintain cumulative completion rate of 67% Maximum timeframe- Not exceed 150% of attempted credits required for program Initial eligibility requirement Probation status-1 semester Unsatisfactory status Termination status Reinstatement (maximum of 2 allowed) Appeal process (majority are related to maximum timeframe)

Macomb’s SAP Policy Measure progress each semester Appeal process by established committee Students required to appeal for all semesters that impacted SAP status Program plans required for maximum timeframe appeals

SAP Types

Rules Development Hierarchy on SPTD-SAP type screen is critical (need to know correct order for calculations) Total of 25 rules Computed Columns set up internally to handle credit hours/programs Transfer credits don’t show as attempted in College’s system; needed computed column to include these in attempted credit hours for 67% completion Use SAPR.CUM.GPA to calculate cumulative gpa requirement

SAP Policy Rule-Initial Eligibility

Initial Eligibility Rule-Fields Defined  Reviews current SAP status using information from SAP.RESULTS file  Uses override SAP status first (SAPR.OVR.SAP.STATUS; otherwise uses SAPR.CALC.SAP from SAPC run)  M03: SAP.CUM.CRED.EARN- computed column to calculate percent of completed vs. attempted credits, including transfer credits ( STC.CRED.TYPE=TR ) Completed credits: SAPR.CUM.CMPL.CRED + transfer Attempted credits: SAPR.CUM.ATT.CRED.VALID + transfer ( STC.CRED.TYPE=TR ) Divide SAPR.CUM.ATT.CRED.VALID by SAPR.CUM.CMPL.CRED, then multiply by 100 Calculates cumulative gpa SAPR.CUM.GPA

SAP Policy Rule-Maximum Timeframe

Maximum Timeframe-Fields Defined  Reviews current SAP status using information from SAP.RESULTS file  Uses override SAP status first (SAPR.OVR.SAP.STATUS; otherwise uses SAPR.CALC.SAP from SAPC run)  M03.FA.CRED.ATT computed column: adds up all attempted credit + transfer  credits come from STUDENT.ACAD.CRED using field STC.CUM.CONTRIB.ATT.CRED  Transfer credits are from STUDENT.ACAD.CRED field STC.CMPL.CRED but only if STC.CRED.TYPE=“TR”  M03.FIN.150CREDITSV2 computed column: Determines student’s latest program max credits and multiplies by 150%; gets active programs using Datatel supplied subroutine (s.get.active.programs); remove any that do not have a ACPG.ACAD.LEVEL=“UG”  From file STUDENT.PROGRAMS, get start date (STPR.START.DATE) and the proper college catalog (STPR.CATALOG with appropriate year)  Look at ACAD.PROGRAM.REQMTS file to get the required credits (ACPR.CRED); if none, assume 62 credits

Maximum Timeframe Fields Defined (con’t) M03:FIN.TRANSANDCOMP computed column: –Adds up completed credits and transfer credits –Completed credit is from STUDENT.ACAD.CRED file field STC.CMPL.CRED –Transfer credits are from STUDENT.ACAD.CRED field STC.CMPL.CRED but only if STC.CRED.TYPE=“TR”

Manual SAP Appeal Statuses Maximum-granted 2 semester appeal Maximum-granted one semester appeal Unsatisfactory-Granted Appeal Maximum/Appeal approved-unsatisfactory

SAP Appeals Action Codes

Looking Ahead to New Regulations Change probation period to “warning” Retain “unsatisfactory” status If appeal approved, will update status to “probation” Uncertain if we will implement academic plan option for students (will require manual monitoring) Effective date: Fall, 2011

Contact Information Judy Florian Amber Logan