Concept: Satisfactory Academic Progress
SAP Evaluation
Satisfactory academic progress (SAP) can determine whether a student is eligible for financial aid. When your institution uses 1 academic record for each student, Workday uses registrations from previous financial aid records in new SAP evaluations after a program of study (POS) has completed if they satisfy program requirements in the new POS.
You can evaluate SAP for students on probation. Workday changes the SAP evaluation frequency from Financial Aid Award Year (FAAY) to Academic Period when the latest SAP-eligible prior academic period has a SAP status of
Probation
. Once a student with the Probation
SAP status gets a valid SAP status of Passed
or Warning
, Workday changes the SAP evaluation frequency back to FAAY for the next year.A student who is missing SAP evaluation in one of the previous academic periods that is eligible for SAP evaluation based on the SAP evaluation frequency, Workday recommends that you:
- Evaluate SAP for the previous period separately.
- Evaluate SAP for the successive periods in the award year.
In this case, eligible for evaluation means that you haven’t evaluated SAP for the academic period when either of these conditions are met:
- You have graded all registrations for the academic period.
- There are measure detail overrides on the academic period.
Disbursement Eligibility Conditions for SAP
Workday provides you with predefined conditions on financial aid award items to control and withhold award disbursements. One of these predefined criteria is a student’s SAP status. Workday withholds awards when the student's SAP status is
Failed
or Undetermined
for:
- The previous academic period, if you assess SAP on a per-period basis.
- The latest academic period in the previous financial aid award year, if you assess SAP on an annual basis.
When the SAP evaluation frequency is FAAY and the student’s SAP status for the previous year is
Probation
, then Workday disburses awards based on the SAP status of the most recent academic period. When the SAP evaluation frequency changes due to a
Probation
SAP status, Workday disburses awards based on the most recent academic period with registrations, evaluated measure detail overrides, or SAP status override in the same year. If there are no such academic periods in the same year, then Workday refers to the previous year’s SAP status.Program of Study Changes
When a student changes programs of study, Workday reevaluates the student's past course registrations from their previous POS against the requirements of their new POS when calculating SAP.
This applies:
- When you opt to exclude courses not satisfying program requirements on the SAP policy for the student.
- When the past course registrations are on the same reporting record as the new POS.
- When you select theClasses towards reporting record's program of studyoption on theDefault Load Status (POS) Configurationprompt of the federal student aid program policy for the student.
- For student course registrations. Workday doesn't take external articulations into account.
When the SAP policy for the student has an evaluation frequency of Financial Aid Award Year, Workday uses the POS as of the standard start date of the final period on the financial aid period record for that award year.
Any SAP measure detail overrides from before the POS change don't carry over to these SAP measure calculations after the POS change:
- GPA
- Pace
- Maximum Timeframe
View SAP Statuses
You can view a student's current SAP status on the
Overview
report on the Financial Aid profile group of the student profile. The SAP status displays:
- Passedif the student met all standards on the SAP policy.
- WarningorFailedif the student failed 1 or more standards on the SAP policy.
- Undeterminedif:
- Workday can't determine a status because a student has no registration, SAP policy, or has at least 1 course missing a grade within the academic period.
- You haven't assessed SAP for the academic period.
- You processed an unofficial SAP evaluation.
- You processed a maximum timeframe evaluation, and the student did not fail that evaluation.
To view more detailed results:
- Access theAttendance Planreport on the Financial Aid profile group of the student profile.
- From the related actions menu in the first column of the report, select .
View Student SAP History
To view a student's SAP history, access the
SAP History
report on the Financial Aid profile group of the student's profile. The report displays when the student has at least 1 SAP evaluation.To view the SAP history for a specific academic period, from the related actions menu of a financial aid period record select either:
- .
- and then clickSAP History.
On this report, you can click
View Details
to view the registrations that Workday included and excluded from an SAP evaluation, and why.View Cumulative GPA Overrides Used in SAP
When evaluating SAP for an academic period, Workday accounts for any cumulative grade point average (GPA) overrides that you configured on the
Maintain Cumulative GPA Overrides for Student
task. This measure helps to ensure consistency in GPA calculations between SAP and a student's academic record.To view courses with cumulative GPA overrides:
- Access theAttendance Planreport on the Financial Aid profile group of the student profile.
- From the related actions menu of the desired academic period, select .
- ClickView Detailsto display theView Satisfactory Academic Progress Period Detailsreport.
At the bottom of the report, the
Cumulative GPA Overrides Used
grid displays overridden courses and whether Workday included them in SAP GPA or excluded them from it. If you configured a cumulative GPA override after SAP evaluation already ran for the student, Workday doesn't include it in the SAP evaluation. Workday also doesn't include SAP measure overrides.