Athens State University financial aid professionals are expected to always maintain professional conduct in all aspects of carrying out his or her responsibilities. In doing so, the Athens State University financial aid professional:
- Ensures that the information he or she provides is accurate, unbiased, and does not reflect any preference arising from actual or potential personal gain.
- Refrains from taking any action he or she believes is contrary to law, regulation, or the best interests of the students and parents he or she serves.
- Is objective in making decisions and advising his or her institution regarding relationships with any entity involved in any aspect of student financial aid.
- Refrains from taking any action for his or her personal benefit.
- Refrains from soliciting or accepting anything of other than nominal value from any entity (other than an institution of higher education or a governmental entity such as the U.S. Department of Education) involved in the making, holding, consolidating or processing of any student loans, including anything of value (including reimbursement of expenses) for serving on an advisory body or as part of a training activity of or sponsored by any such entity.
Discloses to his or her institution, in such manner as his or her institution may prescribe, any involvement with or interest in any entity involved in any aspect of student financial aid.
REFUND REGULATIONS FOR STUDENTS RECEIVING FEDERAL TITLE IV AID (Financial Aid)
Title IV funds are awarded to students under the assumption that the student will attend school for the entire period for which the assistance is awarded. When a student fails to complete the term, the student may no longer be eligible for the full amount of Title IV funds he or she was scheduled to receive.
The Title IV Programs included in this regulation are Pell Grant, Federal Supplemental Education Opportunity Grant, TEACH Grant or Federal Direct Loans. Federal Work-Study funds are not included in this regulation. The federal refund regulations require Athens State University to determine the amount of aid “earned” by each Financial Aid Student receiving title IV aid and withdrawing from all of his or her classes prior to the 60% point in the term. Students completing 60% of the term are considered to have “earned” 100% of the Title IV funds he or she was scheduled to receive during the period.
Students earning a passing grade in at least one course for the term are not subject to the Return to Title IV Funds regulations.
Students are encouraged to check with the Office of Student Financial Services prior to withdrawing or dropping out of the term.
Calculations are performed based on the student’s official withdrawal date or for unofficial withdrawals, the last date of an academically related activity that the student participated in, the mid point of the term, or the date the school determines the student ceased attendance due to illness, accident, grievous personal loss or other circumstances beyond the student’s control. Unofficial withdrawals dates are determined by the faculty, identifying the last date of activity for courses where a student earned an ‘F’, ‘I’, or ‘W’.
The withdrawal date must be determined within 30 days of the end of the term, academic year or student’s program, whichever is earlier.
The institution must return the amount of Title IV funds for which it is responsible no later than 45 days after the date of the determination of the date of the student’s withdrawal. Athens State University offers all degree programs in a credit hour, term based format. As a credit hour, term based degree program, the following formula is used to compute aid to be returned:
(Days Enrolled/ Days in Term) x Title IV Aid Awarded and Disbursed = Aid Earned
Aid Disbursed – Aid Earned = Aid to be Returned (Any break of five days or more is not counted as part of the days in the term.)
Order of Funds to Return
- Federal Direct Unsubsidized Loans
- Federal Direct Subsidized Loans
- Federal PLUS Loans
- Federal Pell Grant
- Federal TEACH Grant
- Federal Supplemental Education Opportunity Grant
If a student earned less aid than was disbursed, the institution would be required to return a portion of the funds and the student would be required to return a portion of the funds. Keep in mind that when Title IV funds are returned, the student borrower will owe a debit balance to the institution.
If a student earned more aid than was disbursed to him/her, the institution will owe the student a post-withdrawal disbursement, to be paid within 120 days of the student’s withdrawal.
This regulation does not limit the University’s Refund Policy.
Students earn financial aid based on the length of time they attend classes during each semester. The percentage of aid earned is determined by dividing the number of days a student was enrolled and active in courses by the number of days in the semester. Students are strongly advised to contact the Office of Student Financial Aid prior to initiating a withdrawal action.
Federal Regulations limit the number of times a student may repeat a course and receive financial aid for that course.
- A student may receive aid when repeating a course that was previously failed (received a 0.0), regardless of the number of times the course was attempted and failed.
- A student may receive aid (if electing to repeat a previously passed course) one additional time.
- Once a student has completed any course twice with a passing grade, he/she is no longer eligible to receive aid for that course.
- If a student chooses to retake a course, and that course is not eligible for aid, the Office of Financial Aid will recalculate the student’s aid to exclude the credits for the repeated course from eligibility.
- This rule applies whether or not the student received aid for earlier enrollments in the course.
Athens State University has approved the following standards defining satisfactory progress, in accordance with regulations issued by the U.S. Department of Education. Students will be notified by the financial aid office at the end of each semester if they are placed on Warning, Suspension, or become ineligible due to attempted hours. The financial aid office will update the student’s financial aid standing and adjust financial aid awards accordingly. Students should note this standing is separate from the academic standing.
Students convicted of a federal or state offense of selling or possessing illegal drugs that occurred while a period of enrollment for which they were receiving federal Title IV student aid are subject to loss of eligibility for Title IV aid. The period of ineligibility, which begins on the day the student was convicted and continues for one year, two years, or indefinitely depending upon the nature of the drug-related offense and the number of convictions and federal regulations.
A student regains eligibility the day after the period of ineligibility ends or when he successfully completes a qualified drug rehabilitation program. Further drug convictions will make him ineligible again. Students denied eligibility for an indefinite period can regain aid only after successfully completing a qualified rehabilitation program or if a conviction is reversed, set aside, or removed from the student’s record so that fewer than two convictions for sale or three convictions for possession remain on the record. In such cases, the nature and dates of the remaining convictions will determine when the student regains eligibility. It is the student’s responsibility to certify the successful completion of a rehabilitation program.
It is the responsibility of the student to:
- Review and consider all information about a school’s program BEFORE enrolling.
- Pay special attention to the application for student financial aid, complete it accurately, and submit it on time to the right place. Errors can delay or prevent receiving aid.
- Know all the deadlines for applying or reapplying for aid and meet them.
- Provide all documentation, corrections, and/or new information requested by either the Student Financial Aid or the agency to which the application was submitted.
- Notify the university of any information that has changed since the application was made for financial aid.
- Read, understand, and keep copies of all forms requiring a signature.
- Repay any student loans he/she has. When a student signs a promissory note, he/she is agreeing to repay the loan.
- Attend an entrance and exit interview at the university if you have a Federal Direct Student Loan.
- Notify the university of any change in name, address, or attendance status. If a student has a loan, the student must also notify the lender of any changes.
- Satisfactorily perform the work agreed upon, if employed for a federal work-study job.
- Understand the university’s refund policy as outlined in this publication.
The student has the right to ask a university:
- The names of the university’s accrediting and licensing organizations.
- A copy of the documents describing the institution’s accreditation or licensing.
- About its programs, its instructional, laboratory, and other physical facilities, and its faculty.
- What the cost of attending is, and what its policy is on refunds to students who drop out.
- What financial assistance is available, including information on all Federal, state, local, private, and institutional financial aid programs.
- Who its financial aid personnel is, where they’re located, and how to contact them for information.
- What the procedures and deadlines are for submitting applications for each available financial aid program.
- How it selects financial aid recipients.
- How it determines the financial need, including the cost of education and resources available.
- How much of one’s need, as determined by the university, had been met.
- How and when one receives financial aid.
- To explain each type and amount of assistance in the financial aid package.
- What the interest rate is on any student loan, the total amount to be repaid, when the length of time for repayment and when
- Repayment must start, and what cancellation or deferment provisions apply.
- If offered a federal work-study job – what kind of job it is, what hours are to be worked, what the duties will be, what the rate of pay will be, and how and when wages will be paid.
- To reconsider an aid package, if the student believes a mistake has been made, or if enrollment or financial circumstances have changed.
- How the university determines whether a student is making satisfactory progress, and outcomes of unsatisfactory progress.
- What special facilities and services are available to persons with disabilities.