Policies

Financial Aid Policies

Please take a moment to review the polices that the Financial Aid Office has provided to help students succeed.

Satisfactory Academic Policy (SAP) PDF

Repayment Policy PDF

Terms and Conditions of Receiving Financial Aid PDF

Satisfactory Academic Policy (SAP)

The U.S. Department of Education requires that students applying for financial aid, must demonstrate Satisfactory Academic Progress (SAP) toward an AA/AS degree, transfer requirements, or certificate program. This Policy applies to all students whether or not they were recipients of financial aid at Chaffey College or at any other College.

Chaffey College requires students to meet both a qualitative and a quantitative standard for academic progress. All students will be evaluated at the end of each semester to determine if they are meeting SAP standards. In order for students to receive any federal or state financial aid, students must adhere to all of the following SAP standards:

Financial Aid SAP Status
A student is meeting Satisfactory Academic Progress as long as the student:

  • Maintains a minimum 2.0 cumulative GPA (Qualitative Standard), and
  • Completes a cumulative 67% of all attempted units (Quantitative Standard) and
  • Completes educational program within 150% of the published length of the program (Maximum Time Frame). For instance, if the published length of a program is 60 units, the student may receive financial aid for up to 90 attempted units (60 units x 150% = 90 units). If students are unable to finish their program within the Maximum Time Frame, as explained, they may lose eligibility for Title IV aid.

 

Grade Standards

  • Attempted Units include: A, B, C, D, F, CR, P, NC, NP, EW, FW, W, I, IP
  • Completed units are units with a grade of: A, B, C, D, CR, P

 

Repeated, Audited, Transfer, or Remedial Coursework

  • Transfer credits from other institutions will be included as attempted and completed units in the SAP calculation, whether or not this is the first time a student is applying for financial
  • Courses in which a student receives a grade of F, I, NC, NP IP, W, or FW will not be counted as completed units for SAP purposes, but will be counted as attempted
  • Financial aid may be awarded for the cost of courses previously taken if the course is being taken to improve a sub-standard grade of D, F, NP or Financial aid will be awarded a maximum of two times for repeated classes in which a student receives a passing grade (A, B, C, D, CR and P grades are considered passing for financial aid purposes). Repeated units will count toward the 150% maximum units allowed.
  • Up to 30 semester units will be accepted within the maximum time

 

Students that are meeting Qualitative and/or Quantitative SAP standards and who reach 45 units will receive a Monitoring notification to ensure they are on track for completion within the allowable time frame and taking courses they need to reach their academic goal before reaching 150% maximum time frame. Students remain eligible for financial aid.

 

SAP Warning Status
Students who have not earned a 2.0 cumulative GPA or did not complete 67% of all units attempted will be placed on automatic Warning status for the subsequent semester, during which time, they will maintain financial aid eligibility.

  1. On the first non-consecutive occurrence, the student will be sent a Financial Aid Warning Notification informing the student they did not meet the satisfactory academic progress standards. In order for students to continue receiving financial aid the following semester they must improve and meet the minimum requirements to avoid Termination.
  1. On the second consecutive occurrence (while on Warning) the student will receive a Financial Aid Termination status notification indicating they failed to meet the terms of the Financial Aid Warning Notification and therefore will no longer be eligible to receive further financial aid (federal or state, with the exception of the California College Promise Grant).
  1. Warning status does not apply to maximum unit timeframe. Some students will be automatically ineligible based on previous academic history once they have exceeded the 150% Maximum Time

 

SAP Termination Status

If after warning status, a student failed to achieve the minimum Quantitative and/or Qualitative SAP standards will be placed on Termination status and will not be eligible for future financial aid. A student can become ineligible for two reasons:

  1. Student failed to meet SAP standards after their “Warning” semester and/or
  2. Student exceeds the 150% Maximum Time Frame of program of

 

Reinstatement

Students who have are ineligible and now have a cumulative GPA of at least 2.0 and a cumulative 67% of all attempted units or greater, may be reinstated automatically during evaluation period prior to exceeding the Maximum Time Frame. Reinstatement is not retroactive, and you will not receive aid for any semester that you are ineligible.

 

Appeal Process

Students who become ineligible may appeal their financial aid termination status. All students appealing must submit a complete Satisfactory Academic Progress Appeal packet to the Financial Aid Office with appropriate documentation by the deadlines listed below. Complete appeal packets are forwarded to the SAP Appeals Committee. Incomplete appeals will be returned to the student unprocessed. Students will be notified once a decision is made via the assigned Panther email. Appeals must be filed during the term of enrollment. Regulations prohibit students from appealing retroactively for prior terms. Any appeals evaluated after the semester deadline will not be eligible for aid for that term. To appeal, students must document the circumstance for not meeting SAP and must provide official documentation.

 

Appeals accepted for Fall 2019 from 8/19/2019 - 11/4/2019; Spring 2020 from 1/20/2020 - 04/06/2020; and Summer 2020 from 6/1/2020- 7/02/2020.

Examples of extenuating circumstances that must be supported by documentation:

EXTENUATING CIRCUMSTANCE: DOCUMENTATION:
Death of an immediate family member Attach copy of death certificate or obituary
Documented Illness Attach medical documentation confirming onset and  duration of illness or condition
Major accident or injury (Self, child, or parent) Attach medical and/or other documentation verifying the date and duration of the occurrence
Victim of a crime or unexpected disaster that impacted student’s attendance Attach documentation of insurance claims or other 3rd-party information and nature of disaster
Student made significant improvement during warning or probation status, completed a term of at least 6 units, with a minimum 2.00 GP  and 67% completion rate OR if in terminated status student completed ONE term unaided and met term SAP of 2.00 and 67% Only for students who significantly improved in prior semester. Submit a personal statement. Course Evaluation not required. Grades for preceding semester will be verified by the Financial Aid Office. Spring 2020 appeals may be submitted to the Financial Aid Office beginning January 20, 2020.

 

Examples of students appealing for exceeding the Maximum Time Frame:

  • Completed ESL courses
  • Up to 30 units for remedial (non-degree applicable) coursework
  • High unit majors (Nursing, Vocational Nursing)
  • High unit transfer majors (Math, Biology, Chemistry, Physics, Computer Science, Engineering)
  • Completed Military or AP courses/credit.

 

Complete SAP appeal packets include the following items and are submitted to the Financial Aid Office at any of our locations. Failure to include these items may result in an automatic denial.

  • Complete and sign SAP appeal form, which includes a detailed statement that explains the reason for not meeting
  • Complete GetSAP Counseling session and attach verification that you have completed the SAP Counseling Must complete “The Key Components to the Satisfactory Academic Progress (SAP) Financial Aid Appeal Process”
  • Attach photocopies of supporting documentation that supports the explanation of circumstances the student addressed in his/her Students should attach copies of letters from doctors, counselors, divorce decree, medical information related to illness, death of immediate family member, birth of a child, etc.
  • A Current Comprehensive Student Educational Plan (SEP) Meet with an academic counselor to obtain a comprehensive Educational Plan that clearly states your academic goal, what remaining classes you need to obtain that goal. Please bring this form when you meet with a

 

Probation

Students who are not meeting SAP and have successfully appealed are considered to be on Probation. Students will be reinstated for financial aid and placed on “Probation” or on an Academic Plan. In order to remain eligible for financial aid, the student must comply with the conditions of the approved appeal and academic plan. Students on Probation must meet all of the following requirements each term to maintain financial aid eligibility:

  1. Be enrolled in and attending an eligible program for the purpose of completing an AA/AS degree, transfer requirement, or certificate program,
  2. Follow the Academic Plan outlined by the Appeals Committee,
  3. Must meet the SAP standards (2.0 GPA & 67% Completion Rate) each semester in order to maintain their probationary This status begins the day the student’s appeal is Approved.

If an appeal is approved, students will be monitored after each term. Students will only receive financial aid for courses that are listed on their approved Student Educational Plan (SEP). The Appeals Committee may impose conditions for a student’s continued eligibility to receive Federal Title IV aid. Students will be advised by mail of the appeal’s outcome.

 

Important reminder: Students who are on Warning, Monitoring, Approved appeal or may have been reinstated after Summer, Fall and Spring terms grades posted, may experience a financial aid disbursement delay in their next semester until grades are posted and Satisfactory Academic Progress is

evaluated.

 

Repayment Policy

Return to Title IV Funds
Federal Title IV financial aid funds are awarded under the assumption that a student will remain in attendance and successfully complete the entire semester for which the funds were awarded. The funds include, Federal Pell Grant and Federal Supplemental Education Opportunity Grant (FSEOG).

Chaffey College is not required to take attendance. Students who are not able to complete a course have an obligation to withdraw officially. A student may drop or withdraw only before 61% completion of the class. An instructor may also drop or withdraw a student for lack of attendance only before 61% completion of the class. After census, students should not rely on instructors to drop or withdraw them from a class.

A student’s withdrawal date is:

  • Official withdrawal: The date the student dropped his/her last class in the Admissions Office of his or her intent to withdraw, or
  • Unofficial withdrawal: The midpoint of the semester for a student who leaves without notifying the college (and received all FW grades; combination of all FW and/or W grades), or
  • The student’s last date of attendance in a documented academically-related program
  •  

Students who withdraw from all of their classes, are dropped by all of their instructors, and/or receive all FW grades for the semester may be subject to repayment of federal funds and the Return of Title IV will be calculated assuming attendance at the 50% point of the semester. 

If a student withdraws after completing 60% of the term, the student has earned 100% of the Title IV funds awarded/received. 

If a student earned more aid than was disbursed to him/her, the institution would owe the student a post-withdrawal disbursement. The student will receive a Post Withdrawal Disbursement notification letter informing the student of the award eligibility, and the amount that the student is eligible to receive and when funds will be available.

 

Payment of a Refund or return of Title IV (Section 8.3)

Chaffey College is required to perform a Return to Title IV calculation within 30 days of the date the school learns that a student has completely withdrawn. Federal regulations require that the Financial Aid Office performs a calculation to determine how much financial aid a student has earned. The Financial Aid office uses a federal formula to determine how much aid a student earned based on his/her last day of attendance.

A student who withdraws from courses after receiving Federal Aid may be required to return a portion of the funds to the US Department of Education.

The institution would also be required to return a portion of the funds. The institution must return the portion of Title IV funds for which it is responsible to the U.S. Department of Education no later than 45 days after the date of the determination of the date of the student’s withdrawal.

  1. In the event that a student has not earned all of the aid that was disbursed, he or she may be required to return some of the financial aid received. Students will be notified in writing of the requirement to return financial aid funds.
  1. A repayment notification will be sent with the amount due. The student will have 45 days from the date on the notification to repay the funds directly to the school. After the 45thday, the overpayment will be reported to the US Department of Education for collection.  The student will be ineligible for any additional Title IV funds until the repayment is resolved. Once the balance owed is transferred from the college to the U.S. Department of Education, the student can contact the Department of Education by calling 1-800-621-3115.

Any unearned portion will be returned by the college and/or the student in accordance with the method prescribed in regulations. The amount will be returned in the following priority order: 

  1. Federal Pell Grant
  2. Federal Supplemental Educational Opportunity Grant (FSEOG)

Any wages paid to a student from the Federal Work Study program are wages earned and do not need to be paid back.

 

Calculation of Return to Title IV Funds

Example:
Step 1
Determine the total amount of federal funds for the semester:
Student receives $1,524 Pell Grant award and could have received an additional $1,523 if you had completed the semester, equaling a total of $6,095 for the semester.              

Step 2
Determine the percentage of funds earned by the student:
There are 120 days in the semester and the student withdraws from all classes on the 15th day of the semester.
15/120=12.50% of funds earned

Step 3
Amount of the semester funds earned by the student
The Financial Aid office will calculate what students earned and did not earn:
$1,524 grant money received + $1,523 that could have received = $3,047 X 22% = $661.20 earned
$1,524 grant money received - $661.20 earned aid = $862.80 unearned aid (78.30%)

An additional portion of the grant must be repaid by the college based on your total institutional charges at the time you withdrew

For Example, you took 13 units for the semester at $46 per unit. Your total institutional charges = $640 $640X 78.30% (unearned) = $501.12 the college has to pay back to the federal program

Students will return the unearned amount minus 50% of the total aid that was disbursed and aid that could have been disbursed.

$862.80 unearned aid - $501.12 that the college returns = $361.68 which is the initial amount of unearned aid due from you. $3,047 total aid disbursed/could have been disbursed X 50% = $1,523.50. $361.68 - $1523.50 = $0 student returns to the federal grant program.

If a student receives financial aid, contact the Admissions and Records Office and the Financial Aid Office prior to withdrawing from classes to discuss alternative options. There are programs and/or services to assist students in staying on track with their educational goals.