Financial Aid Policies

Return of Title IV Funds

This requirement applies to students who receive federal student aid (Federal Pell Grant, Federal Supplemental Educational Opportunity Grant, but not Federal Work-Study) and completely terminate enrollment prior to completing 60% of the enrollment period. 

Termination of enrollment can be the result of any of the following actions: 

  • Student initiates an official withdrawal  from Cossatot Community College
  • Student is administratively dropped by instructors from all courses due to non attendance.
  • Student is administratively withdrawn from all courses as a result of disciplinary action.
  • Students receiving all F’s are considered to have unofficially withdrawn.  The drop date is determined to be at the 50% of the enrollment period.

The amount of Title IV aid an institution must refund to the federal aid programs is determined by the federal return to Title IV funds formula as specified in Section 484B of the Higher Education Act.  Cossatot Community College utilizes software provided by the U.S. Department of Education to calculate the amount of aid that must be refunded which was initially used to pay institutional charges. The drop date provided by the registrar’s office is utilized to document the last date of enrollment.  If the drop is an unofficial drop, the Return of Title IV calculation is processed as if the student withdrew at the 50% point.

Cossatot Community College returns unearned aid used to pay institutional charges in the following order within 45 days of the withdrawal determination:

  1. Federal Pell Grant
  2. Federal Supplemental Educational Opportunity Grant
  3. Other Title IV Programs.

A repayment may also be required of the student when a refund check has been issued to a student from financial aid funds in excess of the amount used to pay institutional charges that the student fails to earn by maintaining enrollment. If the student owes a repayment, the student has 45 days to repay the funding.  If the student does not pay the funding within 45 days, CCCUA will notify the U.S. Department of Education that the student is in overpayment.

Students are notified by letter if the student owes funding to Cossatot Community College or the U.S. Department of Education. 
If a student earns more aid than was disbursed, the student may be eligible to receive a post withdrawal disbursement. Students are notified by mail of their eligibility for such a disbursement.  A post withdrawal of grant funds is automatically credited to the student’s account for outstanding charges.

Satisfactory Academic Policy

Federal Regulations require students to maintain Satisfactory Academic Progress (SAP) while working towards an approved degree or technical certificate program at CCCUA. All hours attempted at or transferred into CCCUA will be counted as part of the student’s Satisfactory Academic Progress. Academic Progress will be reviewed prior to a student’s initial enrollment period and at the end of each semester.

To be in Good Standing for Financial Aid a student must:

  • Successfully complete at least 67% of all attempted credit hours
  • Maintain a 2.00 Cumulative Grade Point Average (CGPA)
  • Attempt no more than 98 credit hours for an associate degree requiring 65 hours
  • Must be on track to complete degree plan within the maximum time frame

Financial Aid Warning: Students will be placed on Financial Aid Warning if they do not complete 67% of attempted credit hours and/or do not maintain a 2.00 CGPA.

Financial Aid Suspension: A student will be placed on Financial Aid Suspension if they:

  1. Attempt 98 or more credit hours for an associate degree requiring 65 hours
  2. Cannot mathematically complete the degree within the maximum time frame.
  3. Fail to be in Good Standing at the end of the Financial Aid Warning semester.
  4. Receive all “F” grades for a semester
  5. Have two semesters of all W's.

The first semester a student fails to meet SAP the student will be placed on financial aid warning and may receive financial aid. The second semester a student fails to meet SAP the student will be on financial aid suspension.

Financial Aid Probation: Student may be placed on Financial Aid Probation for one payment period after an approved appeal. After Financial Aid Probation a student must be making SAP or must be successfully following an academic plan.

Maximum Time Frame to Complete Program: Students are expected to complete degree requirements after attempting a certain number of credit hours. The maximum attempted credit hours allowed for degree/certificate completion will be up to 150% of the credit needed to complete that type of degree. A student may receive financial aid until the student accumulates a maximum of 98 credit hours. All credit hours count whether or not a student received aid. All hours attempted including repeated courses, F’s, W’s, I’s, and audits count toward the student’s maximum time frame.

Students who change their degree and/or majors or who are pursuing a second degree are subject to the maximum number of hours.  Changing your degree may suspend your financial aid if you cannot mathematically complete the degree within the maximum time frame.

Once a degree or certificate has been earned, a student must commit to another degree or certificate program before financial aid can be awarded. Students seeking multiple Associate Degrees or Certificates are required to submit a degree audit with the Financial Aid Appeal Form. All hours attempted for previous degrees or certificates earned will be included in evaluating SAP for your chosen degree or certificate.

Transfer Students: Transcripts from previous colleges will be evaluated in the same manner as CCCUA transcripts. Transfer hours accepted toward completion of student’s program will count as hours attempted and completed.
Transfer students must complete a transcript evaluation with the Vice Chancellor of Academics or an Advisor. Students must submit complete official transcripts. If a transcript is received with “in progress” grades, a student will be required to submit a second official transcript with completed grades.

Repeated Courses: Students may repeat a previously passed course once. Students may repeat a failed course until it is passed. All repeated courses will be counted against the maximum number of hours allowed. The highest grade received will be calculated in the student’s CGPA.

NR = For Institutional and Financial Aid purposes, these students have not passed the course and must repeat the course in order to advance to next course offered for student’s program of study.

Remedial Coursework: Financial Aid will be awarded for up to 30 credit hours of remedial coursework. Remedial courses are not counted toward the 98 credit hours.

How does Financial Aid Warning affect my financial aid? Students may still receive federal (Pell, SEOG and Federal Work-study) funds. Students are eligible under the Warning status for one semester. At the end of the semester, the student must be in Good Standing.

How can I be removed from Financial Aid Warning? Student must be in Good Standing at the end of the Warning period.

How does Financial Aid Suspension affect my financial aid? Students on Financial Aid Suspension are not eligible to receive federal (Pell, SEOG and Federal Work-study) funding.

How can I be removed from Financial Aid Suspension?
For 1 and 2 the only way to be removed from Financial Aid Suspension is to have a Financial Aid Appeal approved.
For 3, 4 and 5 a student may be removed from Financial Aid Suspension by:

  • Being reinstated to Good Standing once the student’s CGPA and overall course completion rate meets the Good Standing minimum standards.
  • Students may be reinstated to Financial Aid Warning status with an approved Financial Aid Appeal.

Appeals Process: Students whose aid is cancelled may appeal this decision ONLY if there are EXTENUATING circumstances. To appeal, the student must complete and return the Appeal Form to the CCCUA Financial Aid Office in writing within the designated time-frame indicated on the student’s notification letter. The appeal should include a statement explaining the request for financial aid reinstatement and an explanation of the reasons for the request and what has changed that will now allow the student to be successful in meeting the SAP standards. The appeal form and all required supporting documentation must be submitted to the CCCUA Financial Aid Office within 30 days from the date the student was notified of his/her deficiencies or 30 days from the date semester grades are posted.

Appeal forms are available from the Financial Aid Office or you can download one from our website
Financial Aid Satisfactory Academic Progress Appeals are reviewed by the Financial Aid Appeals Committee. The committee meets as needed. Their decision is final and the student will be sent a response to their CCCUA email account or by mail.

The Financial Aid Office will send notifications of Financial Aid Warning or Financial Aid Suspension to the student’s email account or by mail as soon as their completed financial aid file has been reviewed. Notice of Financial Aid Warning or Suspension may be issued for past semesters based on an evaluation of the student’s previous academic record.

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