University of Mid Florida · iCyber Enterprises

Satisfactory Academic Progress (SAP) Report

Functional & technical specification for the CampusOS engineering team

Regulatory basis: 34 CFR § 668.34 (Title IV) Purpose: MSCHE accreditation evidence Version: 1.0 · 2026-06-28

What this document is. A build-ready spec that defines the SAP report CampusOS must produce, the calculations behind it, the new configuration/fields required, and acceptance tests using real UMF student records. CampusOS already stores the raw inputs (cumulative attempted/earned credits, quality points, GPA, and per-course grade/credit/term — visible today on each student's Transcripts tab). This spec adds the evaluation, status, and reporting layer on top.

Policy ownership. The numeric thresholds below are the federally-typical defaults and UMF's recommended graduate values, but UMF's Financial Aid Office must ratify the final published SAP policy. CampusOS should implement every threshold as configurable, not hard-coded. This is a technical specification, not legal advice.

Contents

Regulatory requirement & the three SAP measures
Definitions, formulas & configurable thresholds
Grade-treatment matrix (how each grade counts)
SAP status model (state machine)
Evaluation frequency & triggers
The report: layout, columns, filters, exports
Data already in CampusOS vs. new fields required
Acceptance test cases (real UMF students)
Open policy decisions for UMF to confirm

1 · Regulatory requirement

Under 34 CFR § 668.34, an institution disbursing Title IV federal student aid must have a written SAP policy and evaluate each aid recipient against three components. A student must satisfy all three to be "making satisfactory academic progress."

Measure	What it checks	Federal rule
Qualitative (grades)	Academic quality, expressed as cumulative GPA.	Must use a GPA (or comparable) standard consistent with graduation requirements.
Quantitative — Pace	Whether the student completes coursework fast enough to finish on time.	Pace = cumulative completed ÷ cumulative attempted; institution sets the minimum (commonly 67%).
Quantitative — Max Timeframe	Cap on how long a student may take.	May not exceed 150% of the published program length (in credit hours).

2 · Definitions, formulas & thresholds

All values in CONFIG are institution-set parameters CampusOS must expose in an admin SAP-policy screen (per program). Recommended UMF graduate defaults shown.

Parameter	Recommended (grad)	Definition / formula
Minimum cumulative GPA CONFIG	3.00	Qualitative measure. May optionally be tiered by credits attempted (e.g., lower bar in term 1).
Minimum pace % CONFIG	67%	`pace = earnedCredits / attemptedCredits` (cumulative).
Published program length CONFIG	30 credits (confirm)	Credits required to graduate the program.
Max-timeframe multiplier CONFIG	150%	`maxAttempted = programLength × 1.50` → 30 × 1.5 = 45 credits.
Evaluation frequency CONFIG	Each term	End of each payment period/term (federally must be ≥ annual).
"Approaching max TF" warning band CONFIG	≥ 90% of max	Flag when `attempted ≥ 0.90 × maxAttempted` (e.g., ≥ 40.5 credits) so advisors intervene early.

Per-student computed values

qualitativePass = cumulativeGPA ≥ minGPA
pace = earnedCredits / attemptedCredits
pacePass = pace ≥ minPace
maxAttempted = programLengthCredits × maxTimeframeMultiplier
maxTFpass = attemptedCredits ≤ maxAttempted
projectedToFinish = (programLengthCredits − earnedCredits) ≤ (maxAttempted − attemptedCredits)
meetsSAP = qualitativePass AND pacePass AND maxTFpass

Critical design decision — in-progress (IP) credits. In the current CampusOS data, many courses are graded IP (in progress). If IP credits are counted in the attempted denominator before they are graded, every active student's pace is artificially depressed (e.g., a student mid-program shows pace far below 67% only because future/current courses are already on the record). The policy must specify: current-term and not-yet-graded (IP) credits are typically excluded from the pace denominator until a grade is posted, but included in the maximum-timeframe attempted count. CampusOS must let UMF set this behavior and must compute pace on graded attempted credits by default.

3 · Grade-treatment matrix

How each CampusOS grade symbol feeds the three measures. This table must be CONFIG-editable, because it is the single most audited part of an SAP policy.

Grade	In GPA?	In Attempted (pace)	In Attempted (max TF)	Counts as Earned/Completed?
A+ … D (passing letters)	Yes	Yes	Yes	Yes
Pass (P)	No	Yes	Yes	Yes
F / Fail	Yes (0.0)	Yes	Yes	No
IP — In Progress (current term)	No	Exclude until graded	Yes	No (yet)
I — Incomplete	No (until resolved)	Yes	Yes	No until completed
W — Withdraw	No	Yes	Yes	No
Retake / Repeat	Per policy (last or highest)	Each attempt = attempted	Each attempt = attempted	Counts once toward earned
Transfer credits (accepted)	No	Yes	Yes	Yes
Audit	No	No	No	No

Repeated coursework & Title IV. Federal aid pays for a repeat of a previously passed course only once. For SAP, every attempt counts toward attempted credits (pace and max-TF), but a passed course counts once toward earned credits. CampusOS must dedupe earned credits by course code while keeping all attempts in the attempted totals. UMF's CIS/HMA/MBA data already shows Retake rows that must be handled this way.

4 · SAP status model

Each evaluation assigns the student exactly one status. CampusOS must store the status, the prior status, and the evaluation snapshot, and drive transitions by this state machine.

Status	Meaning	Aid effect	Entered when
Meeting SAP	All three measures pass.	Eligible.	meetsSAP = true.
Financial Aid Warning	Failed a measure; one-term grace (no appeal needed).	Remains eligible 1 term.	Was "Meeting"; now fails ≥1 measure (only if UMF evaluates each term).
Financial Aid Probation	Still failing after Warning; appeal approved.	Eligible 1 term, usually with an Academic Plan.	Was "Warning"; still failing; appeal granted.
Academic Plan	Multi-term path back to SAP, tracked each term.	Eligible while meeting the plan.	Appeal granted with a plan; re-checked each term.
Not Meeting SAP / Suspended	Failing with no (or denied) appeal, or plan broken.	Ineligible until reinstated.	Warning lapsed without recovery, or appeal denied.
Max Timeframe Exceeded	Cannot finish within 150%.	Ineligible.	maxTFpass = false, or projectedToFinish = false.

Supporting records CampusOS must capture: Appeal (reason code, narrative, documents, reviewer, decision, date) and Academic Plan (target metrics per term, progress check).

5 · Evaluation frequency & triggers

Scheduled batch run at the end of each term/payment period — evaluate every enrolled aid recipient automatically.
On-demand single-student re-evaluation (e.g., after a grade change, incomplete resolution, or appeal decision).
Snapshot persistence — every run writes an immutable evaluation record (date, term, all inputs & outputs, status). MSCHE and Title IV audits require the historical trail, not just the current value.

6 · The SAP report

Two linked outputs: a roster report (one row per student) and a per-student SAP letter/detail (the evidence document).

6.1 Roster report — columns

Column	Source / formula
Student name, ID, Program, Term evaluated	Student record
Cumulative GPA · Qual result	`GPA` · pass/fail vs minGPA
Credits Attempted / Earned	Transcript cumulative
Pace % · Pace result	`earned/attempted` · pass/fail vs minPace
Max-TF: attempted / max allowed · result	`attempted` vs `programLen×1.5`
Overall SAP status	State machine (§4)
Prior status · Action / flag · Notes	Snapshot history; e.g., "Appeal due", "Approaching max TF"

6.2 Filters, aggregation, export

Filter by program, term, status, aid-recipient-only. Summary counts per status. Export to PDF (signed evidence for MSCHE) and CSV/XLSX. Per-student detail prints the full term-by-term transcript plus the three-measure computation and resulting status.

7 · CampusOS data: have vs. need

✓ Already in CampusOS

Cumulative Attempted Credits, Earned Credits, Quality Points, GPA (Transcripts tab)
Per-course code, name, credits, grade, term
Per-term and cumulative GPA
Grade symbols incl. IP, Retake, Withdraw, Fail
Program / stream assignment per student

＋ Must be built

SAP policy config (per program): minGPA, minPace, programLength, 150% multiplier, frequency, grade-treatment table
Pace & max-TF computation with the IP/repeat rules
SAP status field + state machine on the student record
Evaluation snapshots (immutable history)
Appeal & Academic Plan records
Batch evaluator + on-demand re-eval
Roster report + per-student PDF with filters/exports
Flag: aid recipient vs. non-aid (scope of who must be evaluated)

8 · Acceptance test cases (real UMF students)

Using live transcript data pulled 2026-06-28. Assumes program length = 30 cr → max attempted = 45 cr; minGPA = 3.00; minPace = 67%. Pace shown on total attempted; see the IP caveat in §2 — the engine should also report a graded-only pace.

Student / Program	GPA → Qual	Earned / Attempted → Pace	Max TF (≤45)	Expected status
Wisvel Joseph · CIS	4.00 → Pass	30/30 = 100% → Pass	30 → OK	Meeting SAP
Vicent Mitimingi · MBA	1.02 → Fail	24/28 = 86% → Pass	28 → OK	Warning / Not meeting (GPA)
Tanko Abdulai Ibrahim · HMA	0.00 → Fail	3/27 = 11% → Fail	27 → OK	Not meeting (GPA + pace)
Kenya Glenn · MBA	3.88 → Pass	24/43 = 56% raw → Fail*	43 → Approaching (≥40.5)	Review — *pace driven by IP credits; recompute on graded-only
Favour Ikhile · HMA	1.55 → Fail	6/42 = 14% → Fail	42 → Approaching	Not meeting + near max TF
Georgina Amoako · MBA	3.94 → Pass	24/43 → see IP note	43 → Approaching	Meeting (transcript locked/official)

What these tests prove the engine must handle: a high-GPA student can still fail SAP on pace; the IP-credit rule materially changes pace and must be configurable; and several students are already near the 45-credit ceiling, so the "approaching max timeframe" flag is needed for real interventions.

9 · Open policy decisions for UMF to confirm

Published program length in credits for each program (CIS / HMA / MBA) — drives the 150% cap.
Graduate minimum cumulative GPA (3.00 recommended) and whether it is tiered by credits attempted.
Minimum pace percentage (67% recommended).
IP / in-progress treatment in the pace denominator (recommend: exclude until graded).
Repeat-course GPA rule (last grade vs. highest) and the once-only earned-credit dedupe.
Evaluation cadence (each term recommended) and which population is in scope (all students vs. Title IV recipients only).
Appeal grounds, documentation, and reviewer workflow; academic-plan template.

Hand-off summary for CampusOS engineering. Build (a) a per-program SAP policy configuration; (b) a computation service implementing the §2 formulas and §3 grade matrix; (c) a status state machine (§4) with appeal/plan records; (d) a scheduled + on-demand evaluator writing immutable snapshots (§5); and (e) the roster report and per-student PDF (§6) with PDF/CSV export. All raw inputs already exist on the student transcript; nothing requires new academic data entry — only the evaluation, status, and reporting layer.