Academic Progress Policy
 
> Academic Progress Policy

Satisfactory Academic Progress Policy
for Financial Aid

New regulations as of 7/1/2011 
 

All students at San Diego Christian College must maintain Satisfactory Academic Progress (SAP) in order to maintain their eligibility to receive financial aid.  SAP policies refer to issues such as enrollment status, withdrawal rates, and successful completion of enrolled course work in a timely manner, maximum time frame required to complete the program etc.  Questions regarding academic standing should be directed to the Academic Vice President.  For information on how one's aid will be affected, see the Student Financial Services Office.  

Aid recipients must maintain satisfactory academic progress toward their degree objectives in order to retain aid eligibility.  This is determined at each semester’s end, based on both qualitative (GPA) and quantitative (completion rate) measures.  The following is the policy for Financial Aid at SDCC: 

Qualitative: Each student must maintain a Cumulative Grade Point Average of 2.0 or higher.

Quantitative: The
maximum time frame for completion of the certificate or degree program must not exceed 150% of the published length of the program.  Students receiving Financial Aid must complete 67% of their attempted credits per payment period. 

 

  • Attempted hours are defined as the hours for which the student paid tuition, regardless of whether financial aid was received.
  • Transfer hours received for credit will not be considered as attempted and successfully completed hours.
  • Successfully completed hours are those for which a student has earned a grade of A, B, C, or D (for course other than general education, successfully completed hours are those for which a student has earned a grade of A, B, or C).
  • Withdrawls, incompletes, and failures are not successfully completed hours.
  • Passing credits received for pass/fail courses are considered successfully completed hours; failing grades in pass/fail courses are considered attempted hours.
  • Repeated courses are included in the calculation of attempted and successfully completed hours.  A student is allowed to repeat a course only once. 

 

If a student fails to meet both of these requirements, he/she will be placed on Financial Aid Warning for the following semester.  While on warning students may still receive aid, but if they do not successfully complete the terms of warning, the student will then be placed on Financial Aid Probation for the following semester.  Students on Financial Aid Probation may appeal to the Office of Student Financial Services if they feel that there are extenuating circumstances that warrant consideration.  Appeal requirements are outlined in the letter the student received notifying them of their status. 

When the Academic Vice President’s Office determines that a student is eligible for dismissal, further aid will be suspended until eligibility is regained.  Students re-apply for financial assistance after successfully completing a minimum of one term of like-enrollment and bringing their cumulative GPA to an acceptable 2.0 level.  

 

Return of Title IV Funds Policy

When a student withdraws from San Diego Christian College without completing a full period of enrollment, the college must determine the amount of federal funds earned for the portion of the enrolled period for which student attended. Unearned federal student aid must be returned.  In addition, any student who does not complete a semester for which he/she enrolls will forfeit their Institutional awards.  The student remains responsible for the appropriate percentage of charges incurred. 

A student's withdrawal date must first be determined in order to begin the calculation process.  Students begin the withdrawal process at the Student Financial Services Office by completing a Departure Form.  The withdrawal date is either the date the student began the institution's withdrawal process or officially notified the institution of intent to withdraw; or the student's last date of attendance at a documented academically-related activity.

Students who withdraw from all classes prior to completing more than 60% of an enrollment term will have their aid recalculated based on the percent of the term they completed. This calculation is processed by Return of Title IV Funds, a web-based program from the Department of Education.   For example, a student who withdraws completing only 30% of the term will have "earned" only 30% of any Title IV aid received.  The remaining 70% must be returned. 

The school will return the lesser amount of the aid to be returned as compared to the institutional charges multiplied by the percentage of unearned aid.    The school must return funds to the following sources, in order, up to the total net amount from each source: 

  • Unsubsidized Stafford Loan Subsidized
  • Stafford Loan Federal
  • Perkins Loan Parent
  • Loans to Undergraduate Students (PLUS)
  • Federal Pell Grant Academic
  • Competitiveness Grant (ACG)
  • National Smart Grant Federal
  • SEOG

The student will be responsible to pay any unpaid institutional charges incurred by the institution having to return Title IV funds.  If the student owes tuition and fees, the student will receive an invoice from the school.  Earned aid that the student has not yet received must be offered to the student by SDCC as a post-withdrawal disbursement. The amount of a post-withdrawal disbursement is determined by the number of days a student attended class divided by the number of days in the student’s scheduled enrollment period.

To receive a post-withdrawal disbursement, a written notification will be sent to the student with the following information: 

  • The type and amount of federal loan funds that will be credited to the student’s account.
  • An explanation that the student may accept or decline some or all of the post-withdrawal disbursement that is not credited to the student’s account Information
  • that informs the student that no post-withdrawal disbursement will be made to the student if the student does not respond within 14 days of the written notification.
  • Instructions to submit a response in writing directly to the Student Financial Services Office by mail or fax.

All students who have received a Federal loan during their course of study at SDCC are required to participate in both loan entrance and exit counseling sessions in order to be informed/reminded about their rights and responsibilities as a borrower.  

Refund/Repayment Examples: Traditional Student

Student Data  

Joe Smith is enrolled in his second year at San Diego Christian College as a full time traditional student.  Joe lives in the dorms, and is a federal financial aid recipient.  Seven weeks into the fall term, Joe’s family encountered a medical crisis that made it necessary for him to return home.  Joe went through the proper withdrawal process and established his date of withdrawal at Oct. 16th, during the seventh week of the fall term that began on September 3rd

The traditional program at SDCC operates on a term system (fall-spring) and measures academic progress in credit hours.  The academic year consists of two 15-week terms.  Students are billed per term. 

Joe’s Financial Aid for
the Academic Year:   
    Joe’s Educational Costs
for the Fall Term:
 
         
Pell (EFC = 0) $4310    Tuition & Fees   $9460 
SEOG   $1500   Room & Board  $3770
Academic  $1800    Books & Supplies  $ 693* 
Christian Worker   $2734     Transportation  $ 396* 
Stafford  $4500    Personal/Misc $1071* 
PLUS   $13905    Loan Fees  $100* 
         
TOTAL AID/YEAR   $28749   TOTAL TERM COSTS                  $15490

*    Non-Institutional cost allowances for budgetary purposes only.

The following terms financial aid was paid to Joe’s account on September 17th prior to his withdrawal:

Pell     $2155 
SEOG   $ 750
Academic    $ 900 
Christian Worker    $1367
Stafford (Net)   $2183
 PLUS (Net)    $6685 
     
TOTAL AID DISBURSED              $14040 

After Joe’s allowable Institutional costs were paid by financial aid, he had a credit balance remaining on his account of $500. 

Direct Costs:      Other Allowable Institutional Costs:    
Tuition & Fees   $9460    Medical Insurance  $280 
Room & Board   $3770   Parking Permit  $ 30 


During the third week of classes, Joe received a cash disbursement of $500.

Refund/Repayment Results 

Because Joe withdrew mid-term and is FSA recipient, a refund must be calculated.   His LDA date yielded a 40.4% rate of earned FSA by the Return of Title IV program, which is $4756.  Using the Return of Title IV program for the refund amount, it is determined that $7017 must be refunded to the Federal program.  SDCC must first return the entire amount of Joe’s Subsidized Stafford Loan to his lender, thereby canceling his repayment obligation.  As next priority, $4834 of the PLUS funds need to be returned by SDCC to the parent’s lender as well.  The school keeps the full Pell and SEOG, and the student forfeits the Academic and Christian Worker grants.

Refund/Repayment Examples: Non-Traditional Student (APS)

 

The following initial figures will be used in all 3 scenarios for APS, since aid and costs were calculated and applied assuming full-time enrollment:

Betty Jones is enrolled full time as a sophomore in the APS program at SDCC and is a Financial Aid recipient. 

Betty's Financial Aid for
for the Academic Term:   
    Betty’s initial Cost of Attendance
Academic Term:
 
         
Pell (full-time)          $1130    Tuition ($370 X 12 cry.) $4440
Stafford Sub loan   $2250   Room & Board  $4644*
Stafford Unsub loan  $2000    Books $ Supplies  $ 693*
      Transportation $ 549*
      Personal/Misc $1260*
      Loan Fees  $100* 
         
TOTAL AID/TERM $5380   TOTAL COA/TERM                  $11686

*  Non-Institutional cost allowances for budgetary purposes only.

The following term’s financial aid was paid to Betty’s account prior to her withdrawal.
 

Pell     $1130
Stafford (Net)   $2183
Unsub (Net)    $1940 
     
TOTAL AID DISBURSED    $5253 

 

Direct Costs:      Other Allowable Institutional Costs:    
Tuition Charges $4440    Fees $150

After Betty’s Institutional costs were charged and Financial Aid was posted, she was given a refund of $663, resulting in a $0 balance at time of withdrawal.

Student Data: APS Scenario 1 

After completing two classes within her term (which began on February 20th), Betty’s husband received a military out-of-state transfer.  Because she was overwhelmed with moving arrangements, Betty did not go through the proper withdrawal process to establish her date of withdrawal.  After absences, her Professors contacted her, learned of her situation and then called the Student Financial Services Office with notice of her withdrawal.  She stopped attending classes on May 20th.  The Student Financial Services Office received her withdrawal on June 1st.

Refund/Repayment Results 

In this case Betty has completed 2 modules so she will be charged for her 2 modules.

Because Betty withdrew mid-term but completed at least one class, a refund calculation is not performed.  Instead, her aid will be adjusted along with the Cost of Attendance for the term:

 

Betty's adjusted Financial Aid for
for the Academic Term:   
    Betty’s adjusted Cost of Attendance
foe the Academic Term:
 
         
Pell (1/2 time)         $  565    Tuition ($370 X 6 cr.) $2220
Stafford Sub loan   $2250   Room & Board  $2322*
Stafford Unsub loan  $2000    Books $ Supplies  $ 346*
      Transportation $ 275*
      Personal/Misc $ 630*
      Loan Fees  $100* 
         
TOTAL AID/TERM $4815   TOTAL COA/TERM                  $5893

*  Non-Institutional cost allowances for budgetary purposes only.

With the revised COA and Financial Aid package, Betty’s account would be credited with $2220 in tuition, and SDCC would have to return $565 in Pell.   

Student Data: APS Scenario 2 

In the event that Betty withdrew after completing only one class, with her aid already posted, her adjustments would have been as follows:

 

Betty's adjusted Financial Aid for
for the Academic Term:   
    Betty’s adjusted Cost of Attendance
for the Academic Term:
 
         
Pell (1/4 time)         $  282    Tuition ($370 X 3 cr.) $1110
Stafford Sub loan   $1303   Room & Board  $      0
Stafford Unsub loan  $      0    Books $ Supplies  $  200
      Transportation $ 275*
      Personal/Misc $     0*
      Loan Fees  $     0* 
         
TOTAL AID/TERM $1585   TOTAL COA/TERM                  $1585

* These are not allowable costs for less than half-time enrollment

With the revised COA and Financial Aid package, Betty’s account would be credited with $3330 in tuition.  She would then be repackaged with Financial Aid, resulting in a return of $848 Pell.  Due to an over award, $919 in net Sub loan would have to be returned, and $1940 net (all of the Unsub) would be returned to the lender.  Since her previous balance was $0, these adjustments would leave a balance due from the student of $377.  Since Betty already received a refund of $663 for other educational expenses calculated at full-time enrollment, she would now have to return $377 of it to the college.   

Student Data: APS Scenario 3 

If Betty decided to withdraw from SDCC without completing at least one class, then a refund calculation of FSA funds would have to be performed.  If her LDA was on March 20th, only 17.2% of disbursed aid would be earned.  Calculation would require SDCC to return $4349 in FSA funds:  SDCC would return $1940 Unsub and $2183 Sub to the lender ($3330 credit of tuition), and return $226 in Pell.  After a $3330 tuition credit, the student would owe SDCC the remaining $1019. 

The non-traditional program at SDCC operates on a modular structure.  Modules are grouped by date range into terms.  An academic year consists of two terms.  Academic progress is measured in credit hours.  The length of each term varies.  Students are charged and given aid for the entire term; but in the event a student withdraws from their term they will only be charged and given aid for the modules, or classes, taken.   As long as the student successfully completes at least one class, their aid would be adjusted to a revised Cost of Attendance.  A Federal Refund Calculation using the Return of Title IV program is only performed when a student completely withdraws without completing at least one class within the term.

 

Under new Federal Return of Title IV Funds regulations as of 7/1/2011, an APS or Non-Traditional student will be considered withdrawn from their program should they skip a module.  For example, if a student is enrolled in Module 1 and withdraws from Module 2, they will be considered withdrawn from the program.  If the student plans to return for a future module, written notification is required.  If the student fails to continue their enrollment according to the notice, the student will be considered withdrawn as of the last date of attendance and a Return of Title IV calculation will be conducted.

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