Office of Financial Aid
The office of financial aid office is open Monday through Friday, 8:30 a.m. through 4:00 p.m. Mountain Standard time, excluding College holidays. We are located in the Beaver Painted Lodge building. The primary purpose of the Financial Aid Office at Blackfeet Community College is to provide advice and access to financial aid funding to students who would be unable to pursue their educational goals without such help.
Financial aid consists of federal, state, scholarship donors and local monetary assistance to eligible students through the Office of Financial Aid in the form of grants, federal work-study, and scholarship aid, which will help pay the cost of attending college.
With the ever changing Title IV financial regulations, BCC an accredited college, keep the administration of the Title IV programs in compliance with the Department of Education our financial aid policy and procedures are updated. Details regarding policy and procedures can be found in the financial aid and federal regulations manual.
All applicants for financial assistance must file the Free Application for Federal Aid (FAFSA) available online at www.fafsa.gov. The application procedures and eligibility criteria are subject to change in accordance with the Department of Education without notice. Students who will be applying for financial aid Pell Grant are urged to complete the FAFSA application by March 1 of each year. It is very important that timelines for the FAFSA application are followed in order for a student to receive financial aid funding in a timely manner. Failure will result in a late disbursement.
FAFSA applications will be processed and disbursed in the same order they are received. Each student must complete a required institutional financial aid student data form and educational planner regardless if they receive a Pell Grant, these forms will be given out at the time of registration.
The educational planner must be filled out with the academic advisor, signed by both and submitted along with the completed student data form to the financial aid office.
Step 1: Create a New FSA ID
An FSA ID gives you access to Federal Student Aid’s online systems and can serve as your legal signature.
Only create an FSA ID using your own personal information and for your own exclusive use. You are not authorized to create an FSA ID on behalf of someone else, including a family member.
Misrepresentation of your identity to the federal government could result in criminal or civil penalties.
To create your own personal FSA ID, click here, create FSA ID.
Frequently Asked Questions on the FSA ID, click here: FAQ’s FSA ID
Step 2: File for a FAFSA
All applicants for financial assistance must file the Free Application for Federal Student Aid (FAFSA), this is a year to year application.
Students who will be applying for financial aid are urged to complete the necessary applications by March 1 each year. It is very important that timelines for applications are followed in order for a student to receive financial aid in a timely manner. Applications received after the priority date, which is, the end of the second week of the second semester, will be processed and funded in the same order they are received. Students who do not have a complete file in the Financial Aid Office by the end of the second week of the second semester will not be processed for payment on the first Pell disbursement. Return the completed application for Federal Student Aid to the Financial Aid Office.
The Financial Aid Office will process applications electronically from the Department of Education. Each student aid applicant must also complete an educational planner time of Registration with his/her advisor. Additional forms are available at the Financial Aid Office. These required forms need to be returned to the Financial Aid Department by the student.
ONCE THE FAFSA IS COMPLETED THE FOLLOWING FORMS MUST BE COMPLETED:
Form 1: Student Data Form
Must be completed and submitted to the financial aid office before any aid will be processed, including Pell Award, Scholarships, etc.
Form 2: Educational Planner
When beginning any journey, it is always a good idea to have a map or, better yet, a GPS! The same applies to a student’s educational journey; we strongly encourage students to work with their faculty advisor to create an educational plan. Essentially, in writing an educational plan, students are writing their specific goals for the coursework they want to accomplish and when they want to accomplish them. Research confirms when someone writes their goals, they are much more likely to accomplish them. The educational plan guides a student and increases their chances of successfully completing a degree or course of study Blackfeet Community College.
An educational plan is a semester by semester map of the courses needed to complete an associate’s degree.
IRS TAX TRANSCRIPT: As part of the verification process, students and parents may be required to submit their federal income tax return data to the financial aid office. The IRS Data Retrieval Tool allows users to transfer tax information directly from the IRS to the FAFSA. This information is then forwarded to the schools listed on the FAFSA, which in turn satisfies the requirement to provide tax data.Note: If after using the IRS Data Retrieval Tool a family alters any of the income data, the data will be invalidated and a tax transcript will be required in its place.Not everyone is able to use the IRS Data Retrieval Tool. The alternate way of providing the required data is to submit an IRS tax return transcript.For Information on the IRS Data Retrieval Tool, refer to the IRS Data Retrieval/Return Transcript Instructions video on YouTube.
Other documentation may be required to substantiate information provided on the application. When necessary, the Financial Aid Office will request the following information plus the appropriate form(s) from the student:
- Tax Transcript
- Evidence of Paid Medical Bills
- Proof of Unemployment Compensation
- Social Security Payments
- Proof of Earnings
- Proof of Military Assistance
- TANF print-outs
- SNAP Printouts
- Child Support
- Divorce Decree
- Marriage Certificate
- Legal Pleadings
- High School Verification
- Identity and Education Purpose
- Dependent Worksheet
- Independent Worksheet
- Low-income statement
Once all requested information is received, at least two weeks is required for application processing.
If the verification process changes the student’s Expected Family Contribution (EFC), the Financial Aid Office will notify the student in writing and mail the student a new award letter within two weeks of receiving all information for verification. Blackfeet Community College must request a financial aid transcript from the previous school(s) attended.
Approximately 30% of all students that submit a FAFSA are selected for a process known as verification (*). Selection is made by the US Department of Education (ED) and can occur in multiple years if an applicant meets the Dept of Ed’s criteria. If selected, a student will need to provide more documentation to the financial aid office before their application can go through the final review process or before aid can be disbursed. For more information on Verification, click here: Verification Video
Financial Aid Information
Earned Financial Aid
Financial aid recipients “earn” the aid they receive by being enrolled in a Federally Pell Grant approved program of study. The amount of federal assistance earned is based on a pro-rated system. Students who withdraw or do not complete all classes in which they were enrolled may be required to return some of the grant aid awarded.
Financial Aid Suspension
Financial Aid Suspension happens when you are not meeting the satisfactory academic progress (SAP) a letter will be sent to the student outlining the suspension. Once you are on suspension, you will stay on suspension until you meet SAP requirements. You must pay for tuition and fees until you regain financial aid eligibility.
Financial Aid Warning
You are still eligible for Financial Aid if you are put on Academic Warning. A letter will be mailed out to the student and after receiving the notification and the student must stop in and visit with Financial Aid Office on what needs to be done to get off warning status.
Frequency & Means of Payment for Financial Aid
Financial Aid refunds will be disbursed by check from the Blackfeet Community College Business Office. Disbursement dates are determined by the business office, and financial aid is not responsible or is in control of closures, holidays or other extenuating circumstances that may interfere with the dates or times of disbursement. Financial aid is responsible for awarding the Pell Grant, the SEOG, and college work study. All other funding is the responsibility of the donor, program or grant agency.
FEDERAL PELL GRANT
This is a grant entitlement program. A Federal Pell payment schedule/congressional methodology formula provided by the Department of Education is applied to all student applications. The financial aid staff is expected to administer all financial aid within the regulations that govern them and will adjust accordingly as determined by the student’s eligibility. Students who have been accepted for at least six credits or more and has declared a Pell eligible program of study (major), may apply for the Pell Grant using the online FAFSA. Pell is awarded on an academic year basis, so you must apply each year for the year you are planning on attending. Pell provides a “floor” of financial aid to help defray the cost of a post-secondary education; no two students are alike in their award amounts, as it is based on their self-reported information. The student does this by applying for the FAFSA online. Once successfully submitted by the student, an Institutional Student Information Record (ISIR) is sent to the financial aid office for processing the Pell grant. Approved Pell grant funding will only apply to those courses that are related to the student’s declared major; to students in good academic standing; who do not owe a refund or repayment to the federal government, is not in default, has no withdrawals or has not been expelled, has not exceeded the credit cap at BCC or exceeded their Lifetime Eligibility Used (LEU) 600% of Pell grant awarded, or has previously earned a bachelor’s degree
- Federal Pell Grant Lifetime Eligibility Used (LEU)
- A new law reduces the duration of Federal Pell Grant eligibility from 18 semesters (or its equivalent) to 12 semesters (or its equivalent). This applies to all Federal Pell Grant eligible students effective with the 2012-13 academic year. The maximum amount of Pell Grant funding a student can receive each year is equal to 100%. The 12-semester or six-year equivalent is 600%. Please See Federal Pell Grant Lifetime Eligibility Used for more information.
Satisfactory Academic Progress (SAP)
Students must maintain academic eligibility for student financial aid. This requires the student to be making Satisfactory Academic Progress (SAP). Federal law and regulations dictate that college policies measuring SAP must consider the grades earned by the student, with a minimum of 2.00 GPA (the GPA is based on the accumulative GPA, not the term GPA.) Students must be earning two-thirds (67%) of credits attempted, and in particular, the student must be on track to graduate within the maximum timeframe for their declared degree program within 150% of their total program attempted credits (this may include all approved credits from all other institutions). It is the responsibility of the financial aid office to adhere to the federal regulations governing the administration of federal grant aid, which dictates that no payment of funds be made unless it is determined that the student is maintaining satisfactory academic progress in their chosen course of study and in accordance with all standards set forth by the institution and federal student aid. SAP is defined by the following three criteria:
- Meeting a minimum cumulative grade point average requirement (GPA).
- Earning a minimum number of units for credit per semester (Pace of Progression).
- Completing the degree objective within a maximum number of semesters enrolled and a maximum number of credits attempted (Maximum Time-Frame Allowance).
Students who do not meet one or more of the above criteria will be considered SAP ineligible for financial aid or will be placed in a financial aid SAP Warning or suspension, see the financial aid office if you have questions regarding this federal policy.
The quantitative measurement will be a completion rate of two-thirds of all (cumulative) attempted credit hours. Better referred to as the 67% rule. Students must successfully complete 67% of the hours attempted (registered for) to meet the minimum requirements. Successful completion is defined as receiving a grade of A, B, C, or D.
The maximum time frame allowable will be 150% of the required credit hours in the recipient’s current academic program. For example, if a program of study requires 64 credit hours to complete a degree, the student may attempt a maximum of 96 hours before the student exceeds his or her eligibility for financial aid (i.e. 64 X 1.5 = 96). Up to 30 credit hours of required remedial course work will not be a part of the attempted hour count. Students that reach the maximum time frame will automatically be placed on Financial Aid Suspension.
Federal Educational Opportunities Grant (SEOG)
- A SEOG is a campus based financial aid award designed to help the students meet the cost of their education. The amount of the award is based on need, academic progress, the availability of SEOG funds allocated to BCC, and the amount of other aid the student is receiving. It is for undergraduates only, and does not have to be paid back. A student must be eligible for the Federal Pell Grant in order to receive SEOG and must have filed before the FAFSA deadline.
Federal Work Study (FWS, CWS)
- This financially sponsored program permits the granting of job opportunities to students eligible for federal financial assistance. Eligible students may work up to 15 hours per week on campus. A student must be enrolled in a minimum of 12 credits in the current semester to be eligible for FWS. Students, who graduate, withdraw from classes, or drop below 12 credits are not eligible for a FWS position. FWS students must maintain good satisfactory academic progress. See the financial aid office for additional details regarding work study.
Satisfactory Academic Progress Procedures
- Grade point averages will be checked prior to the beginning of each academic year.
- The 67% completion rate will be checked at the end of each semester.
- The 150% allowance will be checked prior to the beginning of each academic year.
- 600% LEU will be evaluated for Pell.
- Should either the GPA or two-thirds requirements not be met, one semester’s probation will be allowed where aid will continue to be made available to regain satisfactory academic standards.
- Should either the GPA or two-thirds requirements fail to be met at the end of the probationary semester; eligibility for aid will be suspended.
Regaining PEll Eligibility
- Recipients who have had their eligibility suspended due to the GPA rule and/or the 67% rule may appeal their suspensions for mitigating circumstances. Mitigating circumstances are considered to be (1) the death of a relative of the student, (2) an injury or illness of the student and/or an immediate family member related by marriage or birth, or (3) other special circumstances causing undue hardship to the student and beyond the reasonable control of the student.
- Students that are Financial Aid Suspension will be allowed to register for classes at registration must realize they are covering the charges themselves until they have successfully appealed because no Pell Grant will be awarded.
- Registration using Financial Aid to pay for the courses will only be allowed after grades are in for the current term and SAP standards have been met prior to registration.
- Tuition and fees are the reponsibility of the student during this process.
- Each aid recipient who is suspended or on probation shall receive a letter of the Financial Aid Satisfactory Academic Progress standards.
- The student maybe reinstates after the appeal documentation is reviewed by the financial aid committee. The appeal application is considered a contract and will remain in effect for the signer for the semester.
- If the student has not regained SAP standards by the end of the academic semester or does not meet the requirements of the contract for the semester the student will then be placed Financial Aid Suspension.
- The student would then have to regain their eligibility by self-support until they met the academic standards.
- Students who exceed the maximum allowable time frame 150% to complete a program of study must appeal by using the standard financial aid appeal process and must provide a graduation plan signed by a college official (i.e. academic advisor).
- If the plan is considered reasonable, students will receive financial aid on probation for one or more semesters until the degree is complete.
- Any withdrawals, incompletes, or failures during this probation time will automatically end the agreement and the student will be suspended from financial aid.
The Title IV regulations require a college to publish and distribute consumer information to the administration, faculty, staff and students at BCC in the catalog, policy and procedure manuals, student handbook, brochures, web, campus media outlets, social media, and other published formats. See BCC’s substance abuse and alcohol policy, sexual harassment policy, annual security report, and other consumer information on our website or in print on campus.
Family Educational Rights and Privacy Act (FERPA) of 1974, governs the protection of students’ privacy and compliance with FERPA laws and guidelines. The Family Educational Rights and Privacy Act sets forth requirements regarding the privacy of student records and affords students certain rights with respect to their education records. Students have the right to inspect and review their education records within 45 days of the request for access request an amendment of their education records to ensure that they are accurate, not misleading, or otherwise in violation of the student’s privacy, request that school 23 officials not disclose personally identifiable information about them, or permit inspection of their records without written permission, unless such action is covered by certain exceptions permitted the FERPA.
Student Attendance in Class
Faculty will report student’s last date of attendance to the Financial Aid Office and Registrar’s Office. This will verify student’s attendance in class as required by regulations requiring proof that a student has attended or has stopped attending class, before any Title IV funds will be disbursed to the student.
Title IV Aid
The Financial Aid office is responsible for Title IV Aid which includes the Pell Grant, FSEOG and the FWS program. All other funding is the responsibility of the donor, program or grant. PELL, FSEOG, FWS, are the only Title IV funding the College offers at this time. PELL is awarded based on a student’s financial needs. SEOG is an incentive to apply before the FAFSA deadline which is March 1 of every year. FWS (CWS) is a campus based work program for students who meet certain requirements. See financial aid for application.
Outside funding in the form of scholarships, internships, or other financial assistance are at the discretion of the donor. Examples of outside funding are the Blackfeet Higher Education Program, American Indian College Fund, Cobell Scholarship, Veterans, Vocational Rehab, Tribal, community and campus programs. See these programs and other programs like this for their requirements or applications. 24 Scholarships funds are sent to the college from a third party and are paid on a semester basis, directly to the student’s account for their college expenses. Questions regarding the balance owed should be addressed to the business office. The financial aid office is not responsible for enrollment cancellations or late fees resulting from outstanding balances. Please view the business office web site regarding refund options. Students are required to enroll for a minimum of 12 credit hours each semester in order to receive scholarship funds and must have a minimum of a 2.0 GPA, unless otherwise stated in the donor requirements of the award.
Blackfeet Community College does not participate in any of the Federal Loan Programs at this point in time. Therefore, the college does not provide any student loans to incoming students. But the financial aid office does give out loan deferment forms if identified by the ISIR or self-identified by the student if they have a student loan, and only when a student officially registers at BCC. Once the deferment form is completed by the student and certified by the registrar’s office, it is entered into the student’s enrollment data through the National Student Loan Database.
When reviewing required documents and income information, if a staff member discovers a major discrepancy in the students reported data, the student will be given every opportunity to clear up the discrepancy by correcting the discrepancy online at www.fafsa.gov or on the SAR then mailing it in or bring it into the financial aid office. The Director will inform the student of the action taken. Failure to correct the discrepancy will lead to notifying the Office of Inspector General (OIG) in Denver and the student’s file will be placed on final review, stopping all disbursements until the errors are corrected. If the student and or their parent give false or misleading information, the student and/or their parent may be fined up to $25,000.00, sent to prison or both. Until clarification is reached, no disbursement of awards will be issued to the student.
Verification of Student Aid Report (SAR)
Verification is determined by the Department of Education. In addition, the financial aid office may at their discretion, ask that 100% of the student population be verified. The SAR and the ISIR is marked with an asterisk (*) next to the EFC (Estimated Family Contribution), which gives the financial aid office notice that verification is required. Students must comply with the Department of Education verification requirements. To comply with verification, the student must complete all the required forms, which can be found in the financial aid office or online. Required forms must be submitted before any disbursements are made to the student. Financial Aid will verify the documents the student has submitted and the information reported on the SAR. If the verification is completed and received within the tolerance allowed by the Department of Education, BCC will award the proper Federal Pell amount to the student.
FINANCIAL AID SATISFACTORY ACADEMIC PROGRESS STANDARD
Federal and state regulations governing student financial assistance require that an institution develop standards to measure academic progress toward a degree. Students applying for financial aid will be monitored for Satisfactory Academic Progress (SAP) whether or not financial aid was applied for or received during any academic period in which the student was previously enrolled. Students will not be eligible for financial assistance if they do not meet the academic progress requirements.
SATISFACTORY ACADEMIC PROGRESS (SAP) PROCEDURES
Grade point averages will be checked prior to the beginning of each academic year, and after each semester for continuing students. The completion rate will be checked at the end of each semester or at the end of the program.
The 150% allowance will be checked prior to the beginning of each academic year.
Known as the 150% rule, the maximum time frame allowable will be 150% of the required credit hours in the recipient’s current academic program. For example, if a program of study requires 64 credit hours to complete a degree, the student may attempt a maximum of 96 hours before the student exceeds his or her eligibility for financial aid (i.e. 64 X 1.5 = 96).
Up to 30 credit hours of required remedial course work will not be a part of the attempted hour count.
Students that reach the maximum time frame will automatically be placed on Financial Aid Suspension. Enrollment periods that a student does not receive financial aid are counted toward the maximum time frame.
Should either the GPA or two-thirds requirements not be met (67% rule), one semester’s probation will be allowed where aid will continue to be made available to regain satisfactory academic standards.
Should either the GPA or two-thirds requirements fail to be met at the end of the probationary semester; eligibility for aid will be suspended and the student is ineligible for aid until the student regains SAP on their own.
Continued eligibility for student financial aid requires the student to be making Satisfactory Academic Progress (SAP). By federal law and regulations, college policies for measuring SAP must not only consider the grades earned by the student, but also the pace of progress toward a degree. In particular, the student must be on track to graduate within the maximum timeframe for the degree program.
The maximum timeframe is 150% of the normal timeframe for the program, such as 3 years for a 2-year degree. After violating the 150% maximum timeframe restriction, the student is no longer eligible for federal student aid and often institutional college aid as well.
Students who change majors repeatedly, are reminded that all attempted credit hours count toward the maximum 150% timeframe.
MAXIMUM TIME FRAME/PACE OF PROGRESSION
Students must successfully complete at least 67% of cumulative attempted credit hours. Attempted hours include repeated, failed, incomplete, withdrawn from, and transfer credit hours. The quantitative measurement will be a completion rate of two-thirds of all (cumulative) attempted credit hours. Better referred to as the 67% rule.
Students must successfully complete 67% of the hours attempted (registered for) to meet the minimum requirements. Successful completion is defined as receiving a grad of A, B, C, or D.
Pace of Progression is measured by dividing the cumulative number of hours successfully completed by the cumulative number of hours attempted as shown below:
PACE = Cumulative # of hours successfully completed ÷ Cumulative # of hours attempted
SATISFACTORY ACADEMIC PROGRESS
Federal and state regulations governing student financial assistance require that an institution develop standards to measure academic progress toward a degree. Students applying for financial aid will be monitored for Satisfactory Academic Progress (SAP) whether or not financial aid was applied for or received during any academic period in which the student was previously enrolled.
Students will not be eligible for financial assistance if they do not meet the academic progress requirements.
The Financial Aid Office monitors SAP at the end of each term and at the end of the program period.
Students must be meeting the minimum standards for SAP by the end of any given enrollment period at BCC to maintain financial aid eligibility.
There are three criteria used to measure satisfactory academic progress:
- Cumulative grade point average (qualitative)
- Credit hour completion (quantitative)
- Maximum time frame (aka pace of progression)
GRADE POINT AVERAGE (GPA)
The qualitative standards of academic progress are based on a cumulative GPA of 2.00. Also, to meet the quantitative satisfactory progress, students must complete the minimum number 67% of credits attempted in order to maintain satisfactory academic progress.
Non-passing grades are figured into satisfactory academic progress in the following ways:
Incomplete (INC) or Withdrawal (W): Not calculated in a student’s GPA, but counted towards a student’s attempted coursework for the semester. If the course is retaken, only the new grade will be calculated in the student’s cumulative GPA, but both attempts will be counted towards a student’s cumulative attempted coursework.
Failure (F): Calculated in a student’s GPA and counted towards a student’s attempted coursework for the semester. If the course is retaken, both the F and the new grade will be calculated in the student’s cumulative GPA, and both attempts will be counted towards a student’s cumulative attempted coursework.
Repeated (*R): If a course is repeated the original course will be marked *R when the student passes the repeated course. The original attempt will count towards a student’s cumulative attempted coursework but not towards their GPA.
Students may enroll in any incomplete, withdrawn, or failed course the following term. Students who are dismissed from the program may re-apply following the standard admissions process and are not guaranteed admission.
If a student receives a passing grade (D grade or better) and the student retakes the course to obtain a better grade, that course can be counted for the enrollment period. However, a student may only take one repetition of a previously passed course or any repetition of a previously passed course due to the student failing other coursework and still receive Title IV aid one time.
The instructor must check with the Registrar regarding grade changes, if the student earns a grade higher than the alternative grade the instructor will be required to process a grade change form.
FAILURE TO MEET SAP REQUIREMENTS
FINANCIAL AID WARNING
A student who fails to meet the satisfactory academic progress will receive a Financial Aid Warning. Any student receiving a warning is expected to meet satisfactory academic progress requirements at the end of the next semester. A student who does not meet satisfactory academic progress requirements at the end of the semester may face dismissal from financial aid.
Any student on warning may continue to receive assistance under the Title IV, HEA programs for one semester only. If the student does not meet SAP at the end of the warning period; he or she will lose Title IV, HEA eligibility; with the right to appeal. Any student who is permitted to continue will be placed on an Academic Development Status, with a loss of Title IV, HEA funding, and will be required to meet specific criteria of an academic improvement plan to assist him or her in regaining SAP and Title IV, HEA eligibility.
FINANCIAL AID PROBATION
A student who fails to meet the satisfactory academic progress (SAP) requirements after a semester on notice of Financial Aid Warning, and who successfully appeals may be placed on Financial Aid Probation. A student on probation is notified that he/she is expected to meet satisfactory academic progress requirements at the end of the next semester. Any student on probation may continue to receive assistance under the Title IV, HEA programs for one semester only.
A student who does not meet satisfactory academic progress requirements at the end of the next semester may face dismissal from the College. The student may re-establish satisfactory academic progress by meeting SAP requirements, by meeting an academic improvement plan established for the student by the College, or by appeal.
During this period the student will not be eligible to receive Title IV, HEA funds but he/she may continue on a cash-pay basis with an approved institutional payment plan. Arrangements for payment must be approved within 10 school days of notification of academic development status.
FINANCIAL AID SUSPENSION
A “suspension” status means that a student has “unsatisfactory SAP status.” Financial aid suspension is assigned when a student fails to meet his/her progress requirements after a warning, probation or academic plan status is assigned. Suspension may also be assigned to a readmitted student.
Suspension may also be assigned to a student who exceeds the maximum timeframe or to an undergraduate student who is unable to demonstrate that he/she can complete his/her undergraduate degree within the 150% maximum timeframe.
If the student withdraws completely or fails to complete all of their courses in a term, they may be suspended and asked to appeal. Any student who is denied federal financial aid due to lack of satisfactory progress at BCC may file appeal application.
A student in financial aid suspension is not eligible to receive federal or state financial aid.
MITIGATING CIRCUMSTANCES (APPEALS)
Financial Aid recipients who have had their eligibility suspended due to the GPA rule and/or the 67% rule may appeal their suspensions for mitigating circumstances. Mitigating circumstances are considered to be (1) the death of a relative of the student, (2) an injury or illness of the student and/or an immediate family member related by marriage or birth, or (3) other special circumstances causing undue hardship to the student and beyond the reasonable control of the student.
Appeals are considered on a case by case basis. Not all appeals are approved. All approved appeals will come with restrictions and requirements before any disbursement will be made to the student. Appeals that are denied, a letter will be mailed to the student outlying the details of the denial.
Tuition and course fees will be canceled or refunded to a student who officially drops a class or classes, withdraws from or changes enrollment status (i.e. Full-time to part-time) in accordance with the institutional refund and repayment policy. To view the current refund schedule and policy, please the “refund and repayment policy” in the student tuition and fee section of the catalog.
No tuition penalty will be assessed for dropping and adding during the drop/add period identified in the term’s Class Schedule unless all classes are dropped or an all-school withdrawal is processed.
Mandatory fees, late registration fees, drop/add fees and service fees are non-refundable per business office policy.
The portion of tuition refund/cancellation is computed from the first day of the term, not from the class meeting pattern. If a student’s initial registration includes blocked classes or short courses that begin at a later date, the refund/cancellation will still be computed from the first day of the term deadlines and refunds will be prorated. If a student’s initial registration occurs during an approved late registration period, the date for computing a refund/cancellation will be the first day of the term.
All students who are dropping/adding or withdrawing must visit with the office of Financial Aid to discuss the impact of withdrawal or drop/add on scholarships, federal financial aid, or any other form of financial aid. If the student is receiving federal financial aid, the Student Financial Aid office will need verification of the student’s last date of attendance or activity for each course from each of their instructors.
Students may drop a course up to the 15th day of classes without a grade. After the 15th day, a student may withdraw from a course and will receive a grade of “W” on their transcript. If the student does not officially withdraw, a grade of “F” will be recorded.
- Official Withdrawal
The student is officially considered to officially withdrawn when the date the student provided is an official notification of intent to withdraw, in writing or orally, in person, or the date the student began the withdrawal process with a counselor.
A student is allowed to rescind this notification in writing to the Registrar and continue the program. If the student subsequently drops, the student’s withdrawal date is the original date of notification of intent to withdraw.
Official dates and deadlines for withdrawing are specified in the BCC Academic Calendar, found in the catalog or online, dates are subject to change without notice.
A student may withdraw from BCC at any time from the first class day to the official last day to withdraw as indicated in the BCC Academic Calendar. The official last day to withdraw is approximately two weeks before the first day of final examinations for fall or spring terms.
- Unofficial Withdrawal
Unofficial withdrawals encompass all other withdrawals where official notification is not provided to. If a student does not officially withdraw and subsequently fails to earn a passing grade in at least one course offered over an entire period, the institution must assume, for Title IV, HEA purposes, that the student has unofficially withdrawn, unless the institution can document that the student completed the enrollment period.
RETURN OF TITLE IV (R2T4)
When a student applies for financial aid, the student agrees that financial aid funds be used for educational purposes only.
Therefore, if an enrolled student receiving Federal student aid, withdraws before the end of a payment period, the College is required to determine the portion of aid that they have earned and calculate any Federal student aid funds that should be returned to the U.S. Department of Education or disbursed to the student as a post-withdrawal disbursement.
If the student is an eligible enrolled student receiving Federal student aid, financial aid will be disbursed to them each semester. As they progress through each semester, the student must “earn” their Federal student aid based on the percentage of the semester they have completed.
If students withdraw before the end of a payment period, the College is required to determine the portion of aid earned and calculate any Federal student aid funds that should be returned to the U.S. Department of Education or disbursed as a post-withdrawal disbursement.
Students withdrawing from a course or program may notify the school of cancellation in any manner, by email, fax, phone, or mail. (See Withdrawal and Refund Policy).
The date of College’s determination that a student withdrew may be identified through their last date of attendance, faculty input, or the student’s verbal or written notification to any office such as the Academic Divisions, Financial Aid Department, Student Services, or Student Billing. Last date of attendance in an online program may be defined as the last date of participation in a scheduled activity or last substantive interaction with the instructor.
In the event of an unofficial withdrawal, Return of Title IV calculations must be done within 45 days from the date of determination of such withdrawal. The date of determination must occur within two weeks from the last day of attendance. For students who start a semester but are dismissed for non-attendance, the withdrawal date is the midpoint of the term, or the last date of an academically related activity in which the student participated, if the student ceased attending beyond the midpoint.
R2T4 Formula Calculation
The Business Office is required by federal statute to calculate the percentage of earned Federal student aid received or pending to be received and to return the unearned funds for a student who withdrew, was terminated, or failed to return from an approved leave of absence.
Recalculation is based on the percentage of earned aid using the following Federal Return of Title IV funds formula:
Percentage of aid earned = the number of days in the payment period completed up to the date of determination that the student withdrew, divided by the total number of days in the payment period. Any break of five days or more is not counted as part of the days in the term.
If this percentage is greater than 60%, the student earns 100% of the disbursed Title IV funds or aid that could have been disbursed. If this percentage is less than 60%, then the percentage earned is equal to the calculated value.
Funds are returned to the appropriate Federal program based on the percent of unearned aid using the following formula:
Aid to be returned = (100% minus the percent earned) multiplied by the amount of aid disbursed toward institutional charges. If a student earned less aid than was disbursed, the institution would be required to return a portion of the funds and the student may be required to return a portion of the funds.
All Federal student aid funds that the institution must return will be made no later than 45 calendar days after the date the school determines that the student withdrew.
When Federal student aid funds are returned, the student may owe a balance to the institution. The College will return funds to the federal student aid program on the student’s behalf and the business office will bill the student within 10 days and the student is expected to repay the college within 30 days.
If a withdrawing student earned more aid than was disbursed to them, the College will send written notification if a post-withdrawal disbursement is required for any amount not credited to the student’s account no later than 30 calendar days after the date that the school determines that the student withdrew.
The College is required to make a post-withdrawal disbursement within 45 days of the student’s date of determination that they withdrew for grants and within 180 days of the student’s date of determination that they withdrew for loans.
Refunds are allocated in the following order:
- Federal Pell Grant
- Other Title IV assistance
- State Tuition Assistance Grants (if applicable)
- Private and institutional aid
- The student
INSTITUTIONS RESPONSIBILITIES, IN REGARDS TO TITLE IV, HEA FUNDS
- The College will provide students with information in this policy.
- FA will identify students who are affected by this policy and complete the Return of Title IV funds calculation for those students.
- Any Title IV, HEA funds required will be returned to the correct Title IV programs within 45 calendar days of the date the official notice of withdrawal was provided.
- If less Title IV aid has disbursed than the student has earned, a post-withdrawal disbursement will be calculated and must be offered.
- The institution will always return all of the excess funds, including funds the Return of Title IV calculation identifies as the student’s responsibility to return.
STUDENT FINANCIAL AID RIGHTS AND RESPONSIBILITIES
- Any notification of withdraw should be in writing and sent to the Registrar’s Office.
- A student may rescind his or her notification of intent to withdraw. Submissions of intent to rescind a withdraw notice must be filed in writing with the Registrar’s Office.
- These notifications, to either withdraw or rescind to withdraw, must be sent to the Registrar’s Office.
- Student must repay any funds to BCC that were disbursed to the student in which the student was determined to be ineligible for via the R2T4 calculation.
ACADEMIC PROGRAM INFORMATION
Students will not be eligible for financial aid for those courses that do not apply to their declared academic program or Pell approved academic program. The student must be enrolled in a minimum of 6 credits hours per term to receive aid.
SECOND ASSOCIATES DEGREE
The student may apply for financial aid for a second associate’s degree after reapplying for admission to the College and must state their intentions to earn a second associate’s degree.
An academic advisor must assist the student to determine the courses they will need to complete a new associate’s degree and an educational planner must be done and given to the financial aid office.
The student will only get financial aid for the courses needed to complete the new associate’s degree and the cumulative career credits cannot exceed the maximum time frame of 150% total attempted credits.
FINANCIAL AID DEGREE AUDIT
The financial aid office will conduct a degree audit after accepted for admissions. The audit clarifies which courses are necessary to complete their degree and the number of semesters it takes to complete the courses with the academic department to which they have applied.
POST BACCALAUREATE STUDENTS
As a Post Baccalaureate student seeking a second undergraduate degree are not eligible for Federal Pell grant. Although any federal financial aid eligibility may be limited or eliminated, the student is still able to pursue any alternative sources of funding for their education.
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