SAP Training

Presented By: Ashley Roberts & Keegan Palzkill

SAP PROCESS

Prior to the End of the Phase:• Remind all FA Warning Students not meeting their academic plan of the appeal process(i.e. letter of appeal, supporting documentation) and deadlines

•At the End of the Phase:• Run SAP Wizard after final grades have been posted• Update Student Status in Campus Vue• Identify students on FA Warning, FA Probation and/or FA Suspension by running a Master Student Listing Report and communicate with them • Follow up with students regarding SAP Appeals

SUBMITTING A SAP APPEAL

1. Letter of Appeal written by the student2. Supporting Documentation of extenuating

circumstances3. Completed FA Warning/Academic Warning term

SAP Advising Form4. Requested Appeal Term Academic SAP Advising

Form 5. Current Official Transcript

LETTER OF APPEAL

• The letter needs to explain what extenuating circumstances led to the student ending up on SAP and how those circumstances have been addressed/corrected• Any circumstance listed in the letter must have supporting documentation to demonstrate the issue• The letter should be dated and signed by the student• Always review the letter in the presence of the student • The letter may have to be re-written if these things are not taken into consideration

SUPPORTING DOCUMENTATION

• A SAP appeal is not considered complete and should not be submitted without 3rd party supporting documentation• If you are questioning the documentation, but you at least have it, you can still send it in for review• 3rd Party documentation MUST be from a disinterested 3rd party

SUPPORTING DOCUMENTATION

•Why isn’t a letter from my friend or family member good enough?

• A friend or family member’s opinion can be very subjective. A SAP appeal needs to be supported by an objective, “third party”

• The dates on the supporting documentation must fall within one of the SAP Not Met terms

• Ex: Student stated incarceration. Term dates for failing SAP are 6/17-8/25. Student’s incarceration documents indicate he was incarcerated for 3 days (6/14 – 6/16). This would not be sufficient documentation.

SAP ADVISING FORMS

• You must have the prior term advising form IF the student was on Warning the previous term• If you cannot locate the SAP Warning Advising due to turnover in the DOE position you can either:• Recreate the Warning Advising with the student and

have them sign• Contact your Academic Dean to have them write a letter

regarding this matter

SAP ADVISING FORMS

• SAP APPEAL FORM:• Should be used for all 1 term appeals and should be the

first page of an appeal packet

• SAP ADDITIONAL APPEAL FORM:• Should be used if the appeal requested is for more than

one term• Is also used when re-submitting the appeal paperwork to

show that a student has met 1 term of an additional term appeal

WRITING THE SAP ADVISING PLAN

•Write a clear plan – including all necessary details• Include # of terms for appeal• Include the date of each term• Courses to be taken• Note if any courses are a repeat• Note credit hours behind each course (4.5QCH)

•Grades to be earned in each course• Suggested additional advisement – tutoring, etc. • Note if it is a re-enroll student, is this a re-enroll student that is switching programs

WRITING THE SAP ADVISING PLAN

• If there is no way for the student to come off of SAP in the Warning term please state on the advising form that the student will be required to appeal at the end of the term and make sure this is clearly explained to the student • If the student has historically been a D student do not set 1 term of getting an A or B because that is unlikely – instead set up a longer plan and more achievable plan

REVIEWING THE SAP PLAN

• Review the verbiage in the approved section written by the Dean to see if it matched your written plan and take note of additions/changes•Make sure the CGPA is correct • Check for exceeding 150% of the program•Use the SAP calculator to ensure plan is accurate•Make sure that the credits attempted and earned are checked against CV

COMPILING THE SAP PDF

• Please name the file and do not send unmarked files• Ex: Student Name (first, last), Campus, Date

• Download the most current SAP Appeal Form from Vnation•Make sure you include the original fillable PDF and not a scanned copy• Please open the PDF file to ensure pages are not scanned in backwards before sending on• The SAP Appeal Form should always be the first page• Note: the first page lists the order in which items should be

ordered in the appeal document

• If revisions are necessary never send just the revised form, you need to revise the form and then switch it out or add it to the original SAP PDF complete document and resend

ADDITIONAL TERM APPEALS

• Additional Appeal Form – only need 1 form stating that the student will need a 3 term appeal – do not need a form for each term• If the classes available are not known for future terms please ensure the credit hours to be taken are listed in the advising along with the grade•Once an additional term appeal is approved it must be submitted at the end of every term to Corporate Academics and then Anne Hope to review and ensure the student has met the plan. The Additional Term Appeal form should be used in this process. New documentation is not needed.

SUBMISSION AND DEADLINES

• All SAP appeals must be submitted to the Academic Dean by COB on Friday of Week 1. • Any revisions needed to appeals that were submitted in Week 1 must be submitted no later than Friday of Week 2. • If a student submits an appeal or revision paperwork after the deadline above it is encouraged that the DOE works with the student to complete the appeal and the student can re-enroll in the next upcoming start.

SAP BEST PRACTICES

• Include your SAP calculator in the appeal documents • Create a sample letter to guide students and prevent issues• Always ensure that students are repeating any failed classes first unless prevented by the schedule wheel• Check the dates of the documentation to ensure they match the terms of SAP Not Met – especially with re-enroll students• Check attendance in Campus Vue• If the student stated their car broke down for 2 weeks yet

when you check attendance they were there everyday for those 2 weeks – this does not match up and new documentation would be required

SAP BEST PRACTICES

• If you are new to the SAP process seek help from your Academic Dean when writing SAP Warning plans • The plan once approved CANNOT be changed for any reason without approval from Corporate Academics and Corporate FA•DOE’s must check that SAP students are scheduled and seated in the appropriate classes by the end of add/drop• Preventing errors-• Finish an appeal and then come back to it in 30 minutes to

do a final review before sending on• Find someone at the campus that can do a double check

SAP BEST PRACTICES

•Make sure the documentation is for the mitigating circumstance and not the resolution• Ex: Student states she could not attend due to childcare

issues and only provides proof of childcare for the future as documentation• Also, note that the resolution must only be stated in the

letter and does not need to be documented

•Make sure the documentation does not negate the mitigating circumstance• Ex: Student states death of a mother. Student provides

an obituary. In the obituary is lists the children of the person who died and the student is not listed.

SAP BEST PRACTICES

•Ensure the details in the documentation actually support the reason• Ex: Student states he had to work overtime and missed too much class. Documentation on the pay stub submitted shows the student only worked 10-15 hours each week.

SAP BEST PRACTICES

•Double check that the mitigating circumstance is supported by Campus Vue facts• Ex: Student stated she missed too much class because she was ill and provides a doctor notice for a visit on 6/20 for a cold. The term is 6/17-8/25. The student attended all but 3 days of the term, and only one day was missed anywhere close to this date. Missing one day of school (or really 3 for that matter) is not a mitigating circumstance for failing SAP. • Ex: Student states mitigating circumstance reason as not having transportation. The student’s ledger card shows he had a bus pass the whole term.

COSMO SAP – Clock Hour SAP

•Use the calculator to determine CGPA by putting either 300 or 250 hours in the credits column, and put the numeric grade (A = 4.00, B = 3.00, etc.) in the grade column• The plan cannot be written for more hours than are available in the term (i.e. perfect phase may have 300 hours, but 11/4 term only has 264 hours)• Indicate on the transcript the number of hours scheduled for each phase you are writing the plan for

COSMO SAP – Clock Hour SAP

• Additional Hours course is scheduled for the full amount of time for the phase even if the student needs a few weeks to complete the required 1500 hours• Calculate the entire plan that would get the student off SAP, and then make sure it does not exceed maximum time frame (2,250 hours)

• Note: Even if the student can come off of SAP in 3 terms you still need to map out the remaining terms to ensure that they can meet the requirement without hitting maximum timeframe

COSMO SAP – Clock Hour SAP

• Students cannot be scheduled in Additional Hours course until the core required classes have been completed• For clock hour SAP appeals every day that the appeal is not done in the add/drop period the plan has to be edited because each day passed those hours are now not included in attempted or available for that term

BEST PRACTICES

•Make a chart with all of your Cosmo/Massage starts and the available hours• Submit all Clock Hour appeals first, so the student will have the best chance of meeting the hours in the plan•Use the Clock Hour SAP Calculator for ROP; use the Quarter Credit Hour SAP Calculator for CGPA

QUESTIONS

Thank you!!