Writing a Letter of Extenuating Circumstances

Students are required to meet the standards of Satisfactory Academic Progress (SAP) in order to maintain their eligibility for federal financial aid. If a student does not meet the standards of SAP, they may be placed on suspension and lose access to federal financial aid.

You may appeal your SAP suspension if you experienced valid extenuating circumstances that led to your academic difficulty including:

Medical emergencies.
Health issues.
Personal, financial, or family problems.

Review the information below for tips on how to write a letter of extenuating circumstances and what documentation can be provided to back up your situation.

Letter Requirements

A letter of extenuating circumstances should describe in detail the situation or events that led to your academic difficulties. Aim for at least three paragraphs, no longer than two pages. The letter must be written by you and be in your own words. You may include letters written by other people, if necessary, as supporting documentation.

Your letter must include the following:

Explanation of what happened: Why were you unable to meet SAP? What situation or events led to your academic difficulties? Be specific and include dates, if possible.
Explanation of what has changed: What measures have you taken or will you take to achieve and maintain SAP? What supports do you have in place to ensure success?
Supporting documentation: What documentation can you provide that would back up your situation? If needed, please describe what the documentation is and how it connects to your situation.

Supporting Documentation

Relevant supporting documentation is required to verify your extenuating circumstances. This will vary depending on your situation. If needed, Financial Aid may request additional documentation from you.

Supporting documentation includes, but is not limited to:

Letter from your doctor, screenshot of visit summary, or appointment notes
Copy of bill from hospital, urgent care, or your physician
Obituary, funeral notice, or death certificate
Court or police records
Letter from your instructor or advisor
Appointment times with an academic resource service (Tutoring Services, Math Solutions Center, Writing & AI Literacy Center, etc.)
Verification of appointment times with a student support service (Success Coach, Counseling, Disability Services, etc.)

If you are unsure about what can be used as documentation, please contact Financial Aid.

Satisfactory Academic Progress (SAP)

Academic Resources

Support Resources