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Satisfactory Academic Progress

To be eligible for Title IV aid, a student must maintain satisfactory academic progress (SAP) as per section 668.16(e) of HEA 1965. PCTI has developed policies to determine the academic standards that students are expected to meet and a means and schedule of measuring the achievement of those qualitative and quantitative standards. If the student has made acceptable qualitative and quantitative progress for that particular increment, then PCTI reviews 150 percent of the maximum allowable time frame criterion to measure student’s SAP.

SAP standards are established by the Office of Admissions. The relevant SAP policies are summarized below.

All students must maintain satisfactory academic progress according to the PCTI’s standards in order to continue enrollment. Satisfactory progress is measured at the beginning of each term/semester, and will be checked prior to disbursement of aid.

PCTI’s SAP policy for Title IV students is the same as its standards for students enrolled in the same educational programs who are not receiving Title IV aid. The Title IV SAP policy is the same as the school’s academic policy as indicated above.

The Director in the financial aid office reviews the Title IV SAP policy to ensure it meets all federal requirements. The Chief Administrative Officer notifies the financial aid office if the school changes its academic policies.

Quantitative Measure of Satisfactory Academic Progress

PCTI’s satisfactory academic progress policies also contain a quantitative measure. The policies specify a maximum time frame not to exceed federally required 150 percent of the published length of the program in which a student must complete his or her academic program. The time frame may be measured in credit hours earned. The maximum time frame is set as 150 percent of scheduled number of semesters in the program.

Timeframe – All students must satisfactorily complete their program within 150% of the normal timeframe.

Program Lengths
Computer Support Specialist — 46 Weeks
English as a Second Language — 36 Weeks
Software Development: Web Programming — 45 Weeks
Software Development: Desktop & Mobile Programming — 45 Weeks
Electrical Technician — 24 Weeks
Electrical Installer and Service Tech — 46 Weeks
Computer Programming: Data Science — 45 Weeks
Cisco Networking and Administration — 45 Weeks

PCTI evaluates Satisfactory Academic Progress (SAP) at the midpoint of the students first academic year by generating a satisfactory academic progress report, which is evaluated by financial aid. For example: The first academic year for the Building Maintenance – Air Conditioning Heating and Refrigeration Program is 30 weeks. The total credit hours needed for completion of this program is 24 semester credit hours. By the time the student has been in the program for 15 weeks or one half off the first academic year, they must have earned at least 12 credits. This time frame is applicable for all students including those who did not receive financial aid.

Students who have failed to meet the quantitative standards are placed on probation or may be denied future Title IV aid. The Financial Aid Director in coordination with the admissions office monitors quantitative progress. The financial aid office receives quantitative information about Title IV recipients from the admissions office. The quantitative SAP is reviewed manually and a copy of the latest transcript is kept in the student’s file. The office of financial aid notifies students in writing of their progress or lack of progress at the end of each enrollment period or term.

Grading System

Grade/Grade Point Average Description
A. 3.4-4.0: Indicates a superior level of achievement
B. 2.6-3.3: Indicates a good level of achievement
C. 2.0-2.5: Indicates an average level of achievement
D. 1.0-1.9: Indicates a marginal level of achievement
F. <1.0: Indicates an unsatisfactory level of achievement.

**Any students earning a grade of an “F” in his/her designated program are no longer considered as a candidate for graduation, and furthermore will not receive a refund.

I – Incomplete

Incomplete—A student who receives an incomplete in a course must complete the course within 60 days, or the “I” grade automatically changes to an “F”. Students receiving an “F” as a letter grade are no longer considered as a candidate for graduation, and furthermore will not receive a refund.

CR – Credit

Credit—Indicates that the student demonstrated knowledge and skill in the course through previous experience. “CR” is not computed in a student’s grade average.

W – Withdrawal

Withdrawal—Indicates the student withdrew or was terminatedfrom the program. Students who withdraw from the program will thus receive a “W” on their transcript indicating their withdrawal. Students who withdraw due to call to active duty of the United States military will receive a “W/M” as to not interfere with their current letter grade. “W” or “W/M” is not computed in grade point average.

R – Repeated Course

Repeated Course—If a student repeats a course, only the highest grade will be counted and previous grades will be deleted.

TR – Transfer Credit

Transfer Credit—Indicates transfer of credit. PCTI will only count credits that are applicable toward the student’s program.

To ensure the student is making sufficient progress both quantitatively and qualitatively, PCTI’s SAP policy divides the maximum time frame into equal evaluation periods called increments. These increments generally coincide with payment periods. But in any case it cannot be longer than half the program or one academic year, whichever is less. For example in a 26 credit hour program, an increment must not exceed 13 clock hours. See sections 668.16(e)(2)(ii) (B) and 668.34(e) of HEA 1965 for details on the federal regulations.

Probationary Period

A student will be placed on academic probation for the following period for failing to achieve a cumulative grade point average (CGPA) of “C” (2.0/4.0 scale) or better in the preceding semester or term. A conference is held between the instructor, associate director, or designee and the student. Indication of academic probation is designated on the student’s official transcript.

Student Appeal Procedures

A student, who wishes to appeal a disciplinary action and/or decision made in reference to the satisfactory academic progress policy, must submit a typed letter to the director. This letter must contain information about the student’s reason regarding the action and/or decision and reasons why the student is wishing to appeal. Students must provide supportive documentation along with their letter in order to support their position and any mitigating circumstances that may have existed. The director will hear any student who disagrees with a SAP decision, on an appointment basis only.

The student will be notified of the director’s decision within fifteen (15) business days following the receipt of the student’s appeal letter. Additional time may be taken to thoroughly review the student’s appeal. A student who wishes to appeal any SAP decision made by the director, must submit a typed letter to the Chief Administrative Officer with supportive documentation explaining the reason why the student is wishing to appeal the decision. The Chief Administrative Officer will notify the student within fifteen (15) business days of the receipt of the letter. Additional time may be taken to thoroughly review a student’s appeal. The Chief Administrative Officer’s decision will be final.


A prior student requesting to be reinstated as an active student, based on whatever reasons or circumstances, should do so in writing. Supportive documentation and/or information concerning any mitigating circumstances should be noted in the request. The requesting prior student shall be notified of the reinstatement review within five (5) days following the decision of the school director.

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