Financial Aid: Policies

Financial Aid Policies for Enrollment, Withdrawal, Refund and Repayment

ENROLLMENT POLICY

Students applying for financial aid are expected to be enrolled full time (at least 12 hours) each semester (Fall and Spring) during the academic year. Students enrolled less than full time must notify the Financial Aid office because institutional aid is reserved for full-time students only. Federal and state financial aid may be awarded to students enrolled less than full time, but may be reduced according to the actual enrollment status. Students must be enrolled at least half time for a Federal Direct Loan (6 hours).

HOUSING POLICY

Students are awarded financial aid based on the results of the FAFSA and based on the housing code they provide on the FAFSA (on campus, off campus or with parents). If a student decides to move off campus, the student must notify the Financial Aid Office because the award (for the year) will change.

WITHDRAWAL POLICY

Students who are planning to withdraw before completing a term must start the process with the Dean of Students in the Student Development Office (second floor of Main). The Dean of Students will begin the process via a withdrawal form, and the student will take the form to the Student Accounts and Financial Aid offices before returning the form to the Dean of Students (which completes the withdrawal process). Failing to withdraw officially from Greensboro College could affect future attendance and eligibility for financial aid. Students who do not officially withdraw and are registered will also be billed by Student Accounts as a “no show” and be responsible for the balance. Once the withdrawal form is completed by all parties, the Financial Aid Office will complete an R2T4 (Return of Title IV Funds) through the Department of Education’s (DOE) software. The DOE will want to know basic information about the student, the most important being the effective withdrawal date. Depending on when the student withdraws, and the length of time enrolled, this will determine what aid can be kept on the account and what aid has to be returned to either/both to the Department of Education or the state. If there is a 90, 75, 50 or 25% adjustment to the student’s charges, the same will happen with any type of institutional aid. After the amount that must be refunded to the Title IV programs is determined, the funding will be returned in the following order:

  1. Unsubsidized Federal Direct Loan
  2. Subsidized Federal Direct Loan
  3. Federal Direct PLUS Loan
  4. Federal Pell Grant
  5. Federal SEOG
  6. Other Title IV programs
  7. Other federal, state, private programs
  8. Institutional programs
  9. Student/Family

Unofficial Withdrawal Policy

The following grades shall be assigned to students whose lack of class attendance affects their performance.

  • If a student is withdrawn from a class by the professor due to excessive absences prior to the deadline to withdraw from a class without penalty, then that student shall receive a final grade of WN (Withdrawal for non-attendance) by the professor. The WN grade does not affect the academic grade point average.
  • If a student is withdrawn from a class by the professor due to excessive absences after the deadline to withdraw from a class without penalty, then that student shall receive a final grade of FN (Failure for non-attendance) by the professor. The FN grade calculates in the academic grade point average as an F.
  • If a student remains enrolled in a class for an entire term and has failed the class because his or her lack of attendance in that class has had a direct and substantial negative effect on the final grade, then that student shall receive a final grade of FN (Failure for non-attendance). The FN grade calculates in the academic grade point average as an F.If, at the end of a semester, a student has received all grades of FN and/or WN, then it shall be determined that the student has unofficially withdrawn from the College and his/her name shall be given to the Director of Financial Aid for Federal financial aid eligibility determination.(N.B.: This policy goes into effect for the fall 2011 semester.)

The following situations are governed by the College’s Course Withdrawal Policy, and not by the Unofficial Withdrawal Policy described above.

  • If a student is withdrawn from a class by the professor before the deadline to withdraw from a class without penalty for reasons other than excessive absences, then that student shall receive a final grade of W for the class (Withdraw) by the professor.
  • If a student is withdrawn from a class by the professor after the deadline to withdraw from a class without penalty for reasons other than excessive absences, then that student shall receive a final grade of WF for the class (Withdraw Failing) by the professor.
  • If a student initiates a course withdrawal or complete withdrawal himself or herself, then the student does not fall under the Unofficial Withdrawal Policy, and will be assigned final grades(s) according to the College’s Course Withdrawal Policy.

Standards of Academic Progress

Statement of Standards: Students students are required to maintain satisfactory academic progress and to remain in academic good standing to retain eligibility for financial aid. Students who are applying for financial assistance are expected to be enrolled full-time each semester during the academic year. Full-time enrollment is defined as 12 credits or more per semester. Students enrolled less than full-time must notify the Office of Financial Aid and may be subject to reductions in financial assistance.

Federal regulations require a College’s Standards of Academic Progress (SAP) to include the following:

Quantitative Measure: To remain in good academic standing and retain eligibility for financial aid, students must successfully complete at least two-thirds of all hours attempted including Pass/Fail, withdrawals, repeated courses, incompletes, and courses dropped after the last day to drop a course without penalty (as published in the academic calendar).

Qualitative Measure: Students must maintain the following minimum cumulative grade-point average (GPA) on all attempted hours:

For hours attempted: A minimum GPA must be maintained:
fewer than 28 1.60
at least 28 but fewer than 60 1.80
60 or more 2.0

Maximum Time Frame :

Institutional Programs: Greensboro College undergraduate programs are structured to be completed in four years; therefore, our non-transfer students are allowed eight semesters (or until degree requirements are met, whichever is first) of eligibility for institutional financial aid programs. For transfer students, the number of semesters of eligibility for institutional programs allowed is based on a student’s class level at the time he or she is admitted to Greensboro College.

Federal Aid Programs: For undergraduate programs of study, the maximum time frame for receipt of federal financial aid must be no longer than 150% of the published length of an educational program. At Greensboro College, it takes 124 credits hours to receive a degree; therefore, students are allowed up to 186 attempted hours (including all transfer hours accepted toward completion of a student’s program) to be considered for federal financial aid. The maximum time limits include all hours attempted regardless of whether or not financial aid was received.

Please note that grades of W (Withdrawal), WF (Withdraw Failing), WN, FN, and U are not considered satisfactory completion of a course and therefore are not earned hours. They will, however, count as attempted hours. Incompletes (I) are not counted as attempted or earned hours until final grade has been assigned to the course in question. Greensboro College does not offer remedial or developmental courses, and transfer credit is not awarded for any courses that are designated as such. The following chart demonstrates a student’s required ratio of attempted hours to earned hours to be considered as progressing toward degree completion within the maximum 150% limit. It is imperative that students who receive Federal Direct Student Loans realize that there is a maximum aggregate amount they may borrow in their undergraduate career. Students who are enrolled for more than four years or eight semesters (the time frame normally associated with completion of degree requirements at Greensboro College), and who receive federal loans during that time, are in jeopardy of losing their eligibility for federal student loans.

When total hours attempted are: Student must have earned at least:
35 hours 24 hours
65 hours 44 hours
95 hours 64 hours
125 hours 84 hours
155 hours 104 hours
186 hours 124

Transfer Students: Transfer students are evaluated based on the number of hours accepted by Greensboro College. Once transfer credit has been evaluated by the Registrar’s Office and the student has been awarded credit hours, then that student will fall under the same quantitative and qualitative requirements as previously mentioned based on that designated classification. Transfer grades are not factored into the student’s cumulative GPA for SAP proposes. The maximum time limits for eligibility for federal financial aid also apply to transfer students based on the number of credits accepted by Greensboro College.

SATISFACTORY ACADEMIC PROGRESS PROCEDURES

Academic progress is reviewed at the end of each spring semester. Any student not making Satisfactory Academic Progress (SAP) for financial aid will receive a letter from the GC Financial Aid Office stating that he or she is no longer eligible to receive aid from any federal or state program. At this point, that student will have two options.

1. Attend Greensboro College using the student’s own financial resources and without financial aid, until the minimum requirements of the College’s Satisfactory Academic Progress policy have been met.

2. Submit a letter of appeal stating the reason(s) why he or she has not met the minimum standards along with any supporting documentation that verifies the circumstances that affected his or her ability to meet the minimum standards. Additional information on the appeal process is provided below.

Appeal Process: A student may submit a written statement of appeal for additional financial assistance if he or she feels that special circumstances prevented him or her from meeting the minimum standards of Satisfactory Academic Progress. Any supporting documents or statements should also be submitted that will provide the Appeals Committee with additional information pertinent to its review. The student must complete and submit the Greensboro College Satisfactory Academic Progress Appeal Request. along with the written statement to the Office of Financial Aid. The Satisfactory Academic Progress Appeals Committee will review the request, the written statement, and any other submitted documentation to determine if the student can meet satisfactory academic progress standards by the end of the next term and thereby be placed on Financial Aid Probation for one term. If the Committee determines that the student cannot meet the required standards after completion of one term, he/she will be given the option of submitting an Academic Plan for Improvement. Additional information on the Academic Plan for Improvement is provided below. All students will be notified in writing of the Appeals Committee’s decisions. Please note that if approved, only one semester of financial aid eligibility can be offered without the submission of an Academic Plan for Improvement. The student must meet the minimum standards of Satisfactory Academic Progress by the end of the approved semester to retain eligibility. If the student does not improve the deficiencies within that approved semester, the student will no longer be eligible for financial aid from the College until the minimum requirements are met or an Academic Plan for Improvement is submitted and approved.

Academic Plan For Improvement : If the student does not have valid reasons for submitting an appeal based on special circumstances, or if more than one semester is needed to bring up his or her academic progress deficiencies, then submitting an Academic Plan For Improvement is strongly encouraged . The student must contact the Assistant Vice President for Academic Administration to set up an appointment to develop his or her academic plan for meeting the minimum standards of academic progress. The academic plan is a strategy that presents the student’s goal to “get back on track” and meet the standards of Satisfactory Academic Progress (SAP) while completing degree requirements. The plan will have strict conditions that the student must follow in order to retain eligibility for financial aid. Following the Academic Plan for Improvement provides additional semesters of financial aid eligibility provided the student is meeting the conditions of the Plan .

It is imperative that any student not making Satisfactory Academic Progress understand that failure to submit a successful appeal for Financial Aid Probation or an approved Academic Plan For Improvement to the Appeals Committee will mean that no additional financial aid will be awarded to that student for future semesters of enrollment. It is necessary that immediate action be taken upon a student’s receipt of the notification that he or she is not making Satisfactory Academic Progress.

If you have any questions regarding this policy, please contact the Office of Financial Aid.