Satisfactory Academic Progress (SAP) Appeal Form for Reaching the Maximum Time Frame

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The Maximum Time Frame Appeal Form at Aspen Beauty Academy - Laurel is intended for students who have exceeded the standard time frame for completing their cosmetology program and have subsequently lost their financial aid eligibility. Students may appeal by completing this form, providing an explanation of any extenuating circumstances, and requesting additional time to complete the program. Appeals are limited to one per enrollment and approval is not guaranteed. Administrative decisions are final and will be communicated to the student via email within 14 business days. If approved, the appeal allows students to retain their financial aid eligibility while finishing the program.

Student Information

Student’s Name*

Student ID#*

I am appealing for the following payment period:*

Payment Period 2: 901-1200 hours

Payment Period 3: 1201-1500 hours

SAP Policy

Please click to read the SAP Policy

Student Statement

Please type your SAP appeal statement explaining your extenuating circumstances that prevented you from meeting SAP requirements. Include how you plan to implement changes to ensure progress towards meeting SAP standards.

SAP appeal statement*

Upload Supporting Documents

Upload photo ID.*

Max. file size: 15 MB.

Certification and Signature

If this appeal is approved, I understand that I will be placed on probation and regain financial aid eligibility until the next payment period.

By signing below, I certify that the information provided is accurate and complete to the best of my knowledge. I have read the instructions on the SAP Appeal Form and have attached all required documentation.

Student’s Signature*

Reset

Date*

SATISFACTORY ACADEMIC PROGRESS POLICY

The Satisfactory Academic Progress (SAP) Policy is consistently applied to all students enrolled in the cosmetology program, regardless of their schedule. It is included in this catalog to ensure that all students receive a copy before enrolling. This policy adheres to the guidelines set by NACCAS and the federal regulations established by the United States Department of Education.

SAP is evaluated based on both quantitative (attendance) and qualitative (academic/grades) measures. To remain eligible for federal student financial assistance funds, students must meet the school’s minimum requirements of 80% attendance and maintain satisfactory academic performance on a cumulative basis from the start date to the evaluation date. Exceptions apply for students on “Financial Aid Warning” or “Probation” as defined in this policy.

Review and Evaluation Periods

The institution regularly reviews student progress to identify those who may not meet Satisfactory Academic Progress (SAP) standards. Students identified as at risk receive counseling and guidance on strategies to improve their progress. Formal SAP evaluations, which are crucial for determining eligibility for federal student aid, are conducted at the start of each financial aid payment period. Students who meet the attendance and academic requirements outlined will be considered making SAP until the next scheduled evaluation.

The program counts two academic years each divided into two payment periods.

Academic Year 1. 900 clock hours over a period of 30 weeks
- Payment Period 1: 1-450 hours over 15 weeks
- Payment Period 2: 451-900 hours over 15 weeks and 30 total weeks have elapsed
Academic Year 2. 600 clock hours over a period of 20 weeks
- Payment Period 3: 901-1200 hours over 10 weeks and 40 weeks have elapsed
- Payment Period 4: 1201-1500 hours and remainder of weeks (10 weeks).

Formal evaluations for Satisfactory Academic Progress (SAP) are conducted at 450, 900, and 1200 actual hours. These evaluations assess whether the student has fulfilled the minimum requirements for SAP.
The regularity of evaluations provides students with sufficient opportunities to meet both attendance and academic progress criteria. The first evaluation is conducted no later than the midpoint of the program or the academic year, whichever comes first.
Students receive written notification of their SAP outcome and confirm this notification by signing their SAP evaluation.

Attendance Progress Evaluations

To maintain satisfactory attendance progress, students must attend a minimum of 80% of the scheduled hours as per their enrollment agreement. Evaluations are conducted at the end of each evaluation period to assess if this requirement has been met.

These evaluations consider the cumulative attendance percentage up to the date the student completed the payment period for the respective evaluation. The attendance percentage is calculated by dividing the total hours completed by the total number of hours scheduled based on the student’s contracted attendance schedule.

At the end of each evaluation period, the school reviews if the student has maintained at least 80% cumulative attendance since the beginning of the program. This ensures that, with the same attendance rate, the student will graduate within the maximum time frame allowed.

Maximum Time Frame

The allowable maximum time frame ensures that students can complete each program with satisfactory progress. Both normal and maximum time frames required for program completion are outlined below. For transfer students requiring less than the full program requirements or part-time students, the maximum time allowed will be determined based on 80% attendance for the contracted hours. Students who do not finish the course within the maximum time frame will be terminated from the program.

If the student finishes the program before the timeframe outlined in the contract, their financial aid package might be adjusted, potentially leading to financial obligations for the student and/or the institution, if applicable.

Cosmetology Program	Normal Time Frame	Maximum Time Frame
40 hours/week	37.5 weeks 1500 hours	46.9 weeks 1875 hours
32 hours/week	47 weeks 1500 hours	59 weeks 1875 hours
24 hours/week	62.5 weeks 1500 hours	78 weeks 1875 hours
20 hours/week	75 weeks 1500 hours	94 weeks 1875 hours

When your education is funded by Veteran’s Benefits, the maximum time frame is calculated differently. It includes only the state-mandated number of hours for the program (1500 hours for Cosmetology) and the school-sanctioned breaks. Any time missed due to the veteran’s attendance must be made up within the maximum timeframe of the course. The Veterans’ Administration requires 100% attendance from you.

Academic Progress Evaluations

Academic progress at Aspen Beauty Academy-Laurel is determined through a reasonable grading system based on both theory study and practical evaluations. These evaluations are conducted at specific intervals, coinciding with attendance progress evaluations, namely when students complete 450, 900, and 1200 actual hours of training.

Each student is provided with access to their progress report during evaluation periods, and these reports are also accessible through the school’s mobile app for convenience.

To maintain satisfactory academic progress (SAP), students must maintain a minimum cumulative grade average of 80% at the time of each evaluation. Grades are assessed on a numerical scale ranging from 0% to 100% as listed below.

90% – 100%: Excellent
81% – 89%: Exceeds minimum standards
80% – 84%: Meets Standards
Below 80%: Does not meet standards; Needs Improvement

In case of failed or missed tests and incomplete assignments, students are required to make up for these deficiencies. Practical skills performances are only counted toward program completion if they are deemed satisfactory.

Determination of Progress Status

Students meeting the minimum requirements for academics and attendance at the evaluation point are considered making SAP until the next scheduled evaluation. Students who are considered not meeting minimum standards for SAP will be placed on SAP warning. Students may request a copy of their SAP evaluations.

Financial Aid Warning and Probation

The institution will notify students of any evaluation that affects their financial aid eligibility. Students failing to meet minimum requirements for attendance or academic progress are placed on Financial Aid Warning (FAW) status, remaining eligible for federal student aid funds for the subsequent payment period. However, consecutive FAW periods are not permitted. By the end of the FAW period, students must meet published minimum requirements for academics and attendance to maintain satisfactory academic progress and remain eligible for further federal student financial aid. If requirements are not met at the end of the FAW period, the student is considered not making SAP and becomes ineligible for Title IV aid unless placed on probation.

Students may be placed on probation status if:

The institution evaluates the student’s progress and determines that the student did not make satisfactory academic progress during the warning or previous evaluation period; and
The student prevails upon appeal of a negative progress determination prior to being placed on probation; and the institution determines that satisfactory academic progress standards can be met by the end of the subsequent evaluation period; or
The institution develops an academic plan for the student that, if followed, will ensure that the student is able to meet the institution’s satisfactory academic progress requirements by a specific point within the maximum timeframe established for the individual student.

If a student’s appeal is successful and probation is granted, federal student aid eligibility will be restored for the subsequent payment period only. During the probationary term, the student may continue to receive Title IV aid. However, if the student fails to meet the academic progress standards or requirements specified in the academic action plan by the end of the probationary term, they will become ineligible for further Title IV aid until they meet the standards.

Appeal Procedure

If a student is found to not be making Satisfactory Academic Progress (SAP), they have the option to appeal this determination. The appeal process involves submitting a written appeal to the school director, accompanied by supporting documentation outlining the reasons why the determination should be reversed.

The student’s appeal should include explanations for any previous failures to meet the institution’s standards, along with supporting evidence. Additionally, the appeal must detail any changes in the student’s circumstances that would support the conclusion that they could regain satisfactory academic progress status in the future. Accepted reasons for appeal may include the death of a relative, the student’s injury or illness, or other unforeseen special circumstances, which are considered on a case-by-case basis.

The appeal must be submitted within 10 days of the determination of unsatisfactory progress, and the school will review the appeal documents. A decision will be made and communicated to the student within 30 calendar days. The resulting decision will be final, and all appeal and decision documents will be retained in the student’s file.

If the student’s appeal is successful, the determination of satisfactory academic progress will be reversed, and federal financial aid, if applicable, will be reinstated. Financial aid will be put on hold during the appeal period.

Re-establishment of Satisfactory Academic Progress

If a student is not eligible for federal aid at the beginning of a payment period, such as after warning and probation periods have been exhausted, they can re-establish eligibility for the next payment period if they meet the SAP standard (both qualitative and quantitative measures) at the end of that payment period. However, this re-establishment of eligibility does not apply retroactively to the payment period just completed.

Program Incomplete

The institution does not provide grades of “incomplete” for any course. Therefore, a course incomplete does not impact the institution’s satisfactory academic progress standards in any way.

Leave of Absence Policy

If a student temporarily interrupts enrollment for a Leave of Absence (LOA), they will return to school in the same progress status they had prior to the leave, and the hours elapsed during the LOA will not affect their progress. The LOA will extend the student’s contract period and the maximum time frame by the same number of calendar days taken in the leave. No additional charges will be assessed due to a requested LOA.

To request an LOA, students must follow the institution’s policy by completing and signing the school’s Leave of Absence Request Form, including the reason for the LOA, after which all parties will sign an addendum to the enrollment agreement indicating the changes to the contracted graduation date. All LOA requests must be made in advance. In cases where a student could not provide the request prior to the LOA due to unforeseen circumstances, the institution may still grant the LOA if they document the reason for the decision, collect the request during the LOA, and establish the start date of the approved LOA as the first date the student was unable to attend.

The school may grant a leave of absence for a minimum of fourteen (14) days and a maximum of thirty (30) days at a time during a student’s enrollment. LOAs may be allowed for emergencies, medical reasons for the student or immediate family member under their care, special circumstances, or as pre-agreed upon at the time of enrollment and noted in the student’s Enrollment Agreement Addendum. LOAs may be extended at the discretion of the school.

In certain instances, a leave may be taken in increments not exceeding a total of one hundred and eighty (180) days in any 12-month period without financial penalty or damaging the student’s academic standing with the school. A student granted an LOA in accordance with the institution’s policy is not considered to be withdrawn, and no refund calculation will be required at that time. However, for students withdrawn for taking an unapproved LOA or not returning by the expiration date of an approved LOA, the withdrawal date for refund calculation purposes will be the student’s last date of attendance.

Withdrawals

Students who decide to withdraw from the program before completion and later wish to re-enroll will be reinstated with the same Satisfactory Academic Progress (SAP) status they had at the time of withdrawal. Upon re-enrollment, they will return to the same payment period where they left off. However, they must fulfill any clock hours for which they previously received federal funding before becoming eligible for additional funding.

Upon withdrawing from the program, students must complete the following steps:

Fill out all the required exit Counseling
Complete a Student Loan Exit Counseling.
Clear any outstanding debts owed to the school.

Noncredit and Remedial Courses

Noncredit and remedial courses do not apply to this institution. Therefore, these items have no effect upon the school’s satisfactory progress standards.

Transfer and Re-Entry Students

Transfer hours from another institution that are accepted towards the student’s educational program are counted as both attempted and completed hours for the purpose of determining when the allowable maximum time frame has been exhausted. SAP evaluation periods are based on actual contracted hours at the institution. A student who re-enters will do so under the same Satisfactory Academic Progress status that was in place at the time of student’s withdrawal.