520.1 FINANCIAL AID PROCEDURE
The Office of Student Financial Assistance is the designated office to handle financial assistance to
students through the following procedures:
520.1.1
Coconino Community College offers a variety of financial aid to full- and part-time students. The types of financial support available include the Federal Pell Grant, Federal Supplemental Educational Opportunity Grant (FSEOG), Federal Work Study (FWS), Federal Family Education Loan Program (FFELP), Leveraging Educational Assistance Partnership (LEAP), formerly known as the State Student Incentive Grant Program (SSIG), campus employment, and scholarships. The College uses the Free Application for Federal Student Aid (FAFSA) as its application for all federal financial aid programs. A separate application is required for scholarships. Complete information concerning these programs and necessary applications for scholarships and grants is available through Financial Aid Services.
520.1.2 GENERAL ELIGIBILITY REQUIREMENTS FOR FEDERAL FINANCIAL AID
To be eligible for federal financial assistance, a student must:
1. Self certify that he/she has a high school diploma or a GED, or was home schooled, on the admissions application.
2. Be enrolled in and pursuing a degree or certificate program. Transfer students must have official academic transcripts evaluated by and on file with Admissions and Records. Financial aid will not be awarded until this is completed.
3. Demonstrate financial need. Need is the difference between the cost of education and what the parent(s) and/or student are expected to contribute.
4. Be making satisfactory academic progress. For more information, see the Satisfactory Academic Progress policy.
5. Meet one of the following citizenship requirements:
A. U.S. citizen
U.S. national
U.S. permanent resident who has an Alien Registration Receipt Card (I-151 or I-551)
B. If you are not in one of the above categories, you must have one of the following documents from the U.S. Immigration and Naturalization Service:
1. An I-94 with one of the following endorsements: "refugee," "asylum granted," "indefinite or humanitarian parole," or "Cuban-Haitian entrant."
2. A temporary residency card (I-668).
C. Students from the Marshall Islands, the Republic of Palau, and the Federated States of Micronesia should consult with Financial Aid Services concerning their eligibility for federal student aid.
D. Students attending school only on an F1 or F2 student visa, a J1 or J2 exchange visitor visa or a G series visa are not eligible for federal financial aid.
6. Have a social security number.
7. Be registered with Selective Service, if required.
520.1.3 FINANCIAL AID APPLICATION PROCESS
Federal regulations require the submission of a number of documents by students applying for financial aid. In most instances, the documents listed below will constitute a complete file; however, any additional documentation requested by Financial Aid Services must be submitted before a file will be considered complete.
520.1.4 A FREE APPLICATION FOR FEDERAL STUDENT AID (FAFSA)
This no-cost need-analysis form provides the information necessary for any federal financial aid award. There are 4 different ways to complete this form.
1. Paper Application Process
Obtain a FAFSA, complete, and mail to the Federal Processor. CCC's institutional ID number is 031004. This process can take as long as 6 to 8 weeks and possibly longer if information changes during the process. The information provided on the FAFSA is sent to CCC electronically; the student will receive the results at approximately the same time. If required, additional documents will be requested by Financial Aid Services when the electronic data is received.
2. Renewal Application
Dependent upon when the student applied for federal financial aid in the previous academic year, the student will receive a Renewal Application in the mail or through e-mail. Update the Renewal Application with current financial information and mail to the Federal Processor or process through FAFSA on Web. The paper renewal process can take as long as the Paper Application Process. The FAFSA on the Web process can take up to two weeks. The information provided on both types of the Renewal Application is sent to CCC electronically. If the student’s application was processed through the mail, the student will receive the results at approximately the same time. If the student processed his or her application through FAFSA on the Web, CCC will receive the student’s information usually within two weeks. Additional documents may be requested from the student by Financial Aid Services when the electronic data is received.
3. Internet Application Process
The student may complete the FAFSA on the Web at www.fafsa.ed.gov. The student will need a computer that has access to the Internet and that is attached to a printer. For additional information or technical assistance about the FAFSA on the web, contact FAFSA’s customer service at 1-800-801-0576.
4. In addition to completing the FAFSA in 1 of the 3 ways mentioned above, all students will need to submit a Statement of Education Purpose. The statement of Educational Purpose is a statement that all aid applicants must sign, affirming that the student: will use his/her financial assistance for educational purposes; is not in default on any Title IV loan or owes a refund on any Title IV grant; and authorize the College to use his/her Federal Pell Grant and any other financial assistance to pay tuition and fees and any other College charges.
520.1.5 VERIFICATION
If the student is selected for Verification by the Federal Processor or files electronically, the student will be required to submit the following in addition to the documents listed above:
1. Verification Worksheet with required signatures (if the student is dependent, parent signature(s) are required.
2. Copies of signed federal tax returns of the student, spouse (if applicable). If the student is dependent, signed copies of the parents’ tax returns.
3. Copies of W-2’s will be requested for the student, spouse (if applicable), and if the student is dependent copies of W-2’s for parents.
4. Other documents requested by Financial Aid Services to resolve conflicting or questionable information.
520.1.6 FINANCIAL AID STUDENT RIGHTS AND RESPONSIBILITIES
1. Student Rights
The student has a right to:
A. Know which financial aid programs are available at the College.
B. Know the deadlines for submitting applications for each of the programs available.
C. Know how financial need is determined. This includes cost for tuition, room and board, travel, books and supplies, and personal and miscellaneous expenses considered in your budget.
D. Know how the refund and repayment policies of the College work.
E. Know how Financial Aid Services monitors satisfactory academic progress and the consequences of failing to maintain satisfactory academic progress.
2. Student Responsibilities
The student has the responsibility to:
A. Keep his/her address current with Admissions and Records and Financial Aid Services.
B. Complete all applications accurately and submit them on time to the right place.
C. Provide correct information. In most instances, misreporting information on financial aid application forms is a felony offense under federal law.
D. Submit all additional documentation, verification, corrections, and information requested by the College.
E. Read, understand, and keep a copy of all forms that he/she signs.
F. Accept responsibility for all agreements that he/she signs.
G. Make satisfactory academic progress toward a degree.
H. Notify Financial Aid Services of any changes in his/her financial situation, the number of family members attending college, or household size.
520.1.7 SATISFACTORY PROGRESS POLICY FOR FINANCIAL AID RECIPIENTS
It is the student's responsibility to meet and maintain satisfactory progress while earning a degree or certificate. This policy applies to students receiving federal and state financial aid and should not be confused with the College's Academic Progress policy.
1. The Satisfactory Progress policy includes 3 elements:
A. Minimum grade point average (GPA);
B. Maximum number of credit hours after which a degree/certificate must be granted;
C. Minimum number of credit hours completed per semester or academic year.
2. These 3 standards measure both qualitative and quantitative progress. Students will be ineligible for federal and state financial aid if these standards are not met. Student progress will be reviewed at the end of the academic year (spring semester) to determine eligibility for federal and state financial aid for the upcoming semester/academic year and/or summer session. The academic year begins with Fall semester and continues through Spring. Students who have completed a sufficient number of credit hours within the academic year are eligible to receive federal and state financial aid for the summer session. Students who have not completed the required number of credit hours for which they were funded will be placed on probation for the next semester. Students who receive Title IV funds on a probationary basis must meet the stated probation requirements or their eligibility will be suspended.
520.1.8 QUALITATIVE STANDARDS
1. Students receiving Title IV funds must maintain a minimum cumulative grade point average of 2.00 after completion of their second semester.
2. Students receiving Title IV funds who transfer in with a cumulative grade point average of less than a 2.00 and less than 24 credit hours will be placed on probation their first semester in attendance.
3. Students receiving Title IV funds who transfer in with a cumulative grade point average of less than a 2.00 and greater than 24 credit hours are not considered to be making Satisfactory Academic Progress and are not eligible for financial aid funds.
520.1.9 DEVELOPMENTAL COURSES
A maximum of 30 credit hours of developmental classes may be counted toward a student’s "Minimum Credit Hour per Academic Year" requirement; however, the credit hours for developmental classes will not be charged against the total maximum credit hours allowed. The exact number of allowable developmental credit hours will be determined by the student’s academic skill assessment results.
520.1.10 CONTINUANCE OF ELIGIBILITY
1. Student records are reviewed at the end of each academic year for compliance with the 3 Satisfactory Progress elements: minimum cumulative GPA, maximum number of credit hours earned, and minimum number of credit hours completed per academic year.
Students who meet all 3 of these standards are eligible for further federal and state financial aid consideration for the following academic year.
2. Students receiving Title IV funds are strongly encouraged to meet with an academic advisor to ensure they are meeting certificate/degree requirements.
520.1.11 QUANTITATIVE STANDARDS
1. Maximum Number of Credit Hours
A. The maximum time frame for completion of a degree or certificate is measured by the total number of credit hours a student has attempted. This includes transfer hours and all semesters of enrollment (including summer session) and applies to each degree or certificate pursued whether or not financial aid was received. Once the maximum number of hours is completed, the federal financial aid eligibility ends.
B. The maximum number of credit hours for which a student may receive federal financial aid funding toward the completion of a degree or certificate, includes all transfer and CCC credits, cannot exceed 150% of the credit hours required for that program. Once this 150% of credit hours is reached, students are not considered to be making Satisfactory Academic Progress and are not eligible for financial aid funds.
C. A student with a Bachelor’s Degree or higher will be considered to have exhausted maximum timeframe eligibility.
2. Second Degree or Certificate
The student must meet the College’s criteria for a second degree. The student may be eligible for federal financial aid funding beyond first degree or certificate, ranging from 7 to 24 credit hours depending on program type, certificate or degree.
3. Dual Majors
The student may be eligible for federal financial aid up to 24 credit hours beyond first major.
4. Minimum Number of Credit Hours per Academic Year
A. Students receiving Title IV funds are expected to complete at least 80% of the semester credit hours enrolled as outlined in the following chart:
Credit hours load 80% Minimum completion each semester
Full time based on 12 credit hours 9 credit hours
3/4 time based on 9 credit hours 7 credit hours
½ time based on 6 credit hours 4 credit hours
Less than ½ time based on 5 credit hours 4 credit hours
B. Students enrolled for less than 5 hours must complete the number of hours funded (i.e., if a student is funded for 1 credit hour, the student must complete the 1 credit hour).
C. The following grades do not count toward the "Minimum Credit Hours per Academic Year" requirement: W, I, AU, U, NR and F, Repeated courses will be treated in accordance with established College policy. In progress (IP) grades will not be counted until a final grade has been posted.
520.1.12 FAILURE TO MAINTAIN SATISFACTORY PROGRESS
1. Students, both continuing and transfer, who fail to meet the minimum cumulative GPA must use their own financial resources (unless an appeal is approved for a probationary semester) and attend 1 semester/summer session earning at least 6 credit hours at CCC to raise their cumulative GPA.
2. Students who fail to complete the required minimum number of credit hours for which they were funded will be placed on probation the following semester.
3. Students who have exceeded the established maximum credit hours will be required to submit an appeal and have eligibility status determined on an individual basis. Until a determination is made on the appeal, the student will be ineligible to receive federal financial aid funds.
4. Students who have been placed on financial aid probation must meet the conditions of the appeal or attain academic good standing by the end of the semester or eligibility will be suspended. Suspended students will not be eligible to receive funds until such time as academic good standing is attained. Students in this category will be required to appeal in order to be re-evaluated to have eligibility reinstated.
5. Students who are placed on academic probation will automatically be placed on financial aid probation.
6. Students who are placed on academic suspension will automatically be placed on financial aid suspension.
520.1.13 RIGHT TO APPEAL
1. In order to receive funds during the probationary period, students must submit a Satisfactory Academic Progress Appeal Form with supporting documentation to Financial Aid Services. Satisfactory progress appeals may fall into 1 of 3 categories:
A. Withdrawals/Waiver of a Semester
Students who have not completed the necessary number of credit hours for federal funding because the student withdrew from the semester may appeal to have the semester waived under extenuating circumstances such as personal illness or accident, serious illness or death within the immediate family, serious personal problems, or other circumstances beyond the reasonable control of the student. The following supporting documentation is required: letter from attending physician, counselor, medicine man/woman, hand trembler/shakers, etc., addressing the specific problem, dates student was unable to attend school, and a comment on their current condition and ability to complete course work in the future.
B. Probation Extension (1 semester only)
Students who have failed to earn the minimum number of credit hours during a probationary semester for which the student was funded may appeal to receive federal funding for the following semester if extenuating circumstances, as identified above, have prevented completion of the minimum number of credit hours. The following supporting documentation is required: letter from attending physician, counselor, medicine man/woman, hand trembler/shakers, etc., addressing the specific problem, dates student was unable to attend school, and a comment on the student's current condition and ability to complete course work in the future.
C. Maximum Credit Hour Extension
Students may appeal for an extension of the maximum hour limit if extenuating circumstances, as identified above, have prevented completion of a degree in a timely fashion. The following supporting documentation is required: letter from attending physician, counselor, medicine man/woman, hand trembler/shakers, etc., addressing the specific problem, dates student was unable to attend school, and a comment on the student’s current condition and ability to complete course work in the future; and a letter from advisor providing number of hours needed to graduate and projected graduation date.
2. Appeals that fall outside the scope of these 3 categories will be evaluated on an individual basis by the Director for Student Support Services and Financial Assistance.
3. Students who have conditions set forth in the appeal approval and do not meet these conditions will be suspended from financial aid and must complete a minimum of half-time status within one semester at CCC using their own resources to regain eligibility or may submit a new appeal.
520.1.14 SATISFACTORY ACADEMIC PROGRESS (SAP) APPEALS COMMITTEE
1. A student may appeal the decision of the Director for Student Support Services and Financial Assistance by submitting a written request to have his/her appeal forwarded to the SAP Appeals Committee. The composition of the SAP Appeals Committee will be the following: Registrar/Director for Admissions, 1 Advisor, 1 Faculty, and 1 Student Affairs representative; the Director for Student Support Services and Financial Assistance will serve in an ex-officio capacity. In this written request, the student must attach any additional documentation to support his/her appeal.
2. Financial Aid Services staff will schedule a SAP Appeals Committee meeting to review any appeals submitted. The student will have the option of being in attendance and will be scheduled for a specific time if he/she chooses to be in attendance. The Committee may uphold, reverse, or modify the decision of the Director for Student Support Services and Financial Assistance. The SAP Appeals Committee will review the student’s case and make a recommendation to the Vice President for Student Affairs. The Vice President for Student Affairs will render a final decision based upon the recommendation of the SAP Appeals Committee. The Financial Aid Services will notify the student, in writing within 10 business days, of the Vice President for Student Affairs’ decision.
520.1.15 EFFECTS OF CONSORTIUM CREDITS ON SATISFACTORY PROGRESS
If a student has a consortium agreement between CCC and another institution in which CCC is the parent institution, credits earned at the non-parent institution will count as though they were earned at CCC and will count toward Satisfactory Academic Progress requirements.
1. The Higher Education Amendments of 1998 require that if a recipient of federal financial aid withdraws from a school during a semester in which the recipient began attendance, the school must calculate the amount of federal financial aid the recipient did not earn and those funds must be returned.
The withdrawal date is:
A. The date that student began the withdrawal process as defined by the school;
B. The date that student otherwise provided official notification to the school of the intent to withdraw; or
C. If the student did not begin the withdrawal process or otherwise notify the school of the intent to withdraw, the midpoint of the semester for which federal financial aid was disbursed or a later date documented by the school.
1. The percentage of the semester completed is the total number of calendar days in the semester divided by the number of days completed by the student as the withdrawal date.
2. The student has earned 100% of the federal financial aid received if the withdrawal date occurs after 60% of the semester has been completed.
3. If the student’s withdrawal date occurs before 60% of the semester has been completed, the percentage of federal financial aid earned is equal to the percentage of the semester completed as of the withdrawal date.
1. If the student receives more federal financial aid funds than the amount earned, the school, or the student, or both, must return the unearned funds as required, and in the order specified below.
2. The school must return the less of:
A. The total amount of unearned aid; or
B. The amount of institutional charges incurred for the semester multiplied by the percentage of unearned aid.
C. The student must return 50% of the remaining grant funds.
3. METHOD OF RETURN OF UNEARNED FUNDS BY THE STUDENT
A. Repayment of grant funds will be due to the school within 45 days of repayment notification. Grant funds not repaid after 45 days will be referred to the Department of Education for collection.
A. Federal Pell Grant
B. Federal SEOG
C. LEAP
A. A student completes 40 days of a 111-day semester. He has received a total of $2,150 in federal financial aid as follows: $1,650 Federal Pell Grant, $500 Federal SEOG. His total school charges are $396.
1. % of earned federal aid = 40/111 = 36%
2. % of unearned federal aid = 100% - 36% = 64%
3. Total amount of unearned federal aid = 64% X $2,150 = $1,376
4. Amount of unearned federal aid attributed to school charges = 64% X $396 = $253. The school must return $253 to the Federal Pell Grant.
5. Amount of unearned federal aid attributed to non-school charges = $1,376 - $253 = $1,123 is allocated to the Federal Pell Grant. Federal regulation only requires that the student pay 50 percent of this amount. This means that the student must pay $561.50 back to the Federal Pell program. The school will bill the student.
6. The student owes $253 for school charges and $561.50 for non-school charges for a total of $814.50.
B. A student completes 69 days of a 111-day semester. She has received a total of $2,075 in federal financial aid as follows: $1,575 Federal Pell Grant, $500 LEAP. Her total school charges are $401.
1. % of earned federal aid = 69/111 = 62%
The student has earned 100% of the federal financial aid received because the student completed over 60% of the semester.
520.1.19 VETERANS’ EDUCATIONAL BENEFITS
1. Coconino Community College is approved to train students under government educational programs for veterans and eligible dependents of deceased or disabled veterans. Eligible students and those who wish to determine their future eligibility should apply through Financial Aid Services.
2. It is recommended for Veterans making an initial application for their benefits to submit a certified copy of their DD 214 (member 4 copy). Eligible dependents making an initial application under Chapter 35 must provide their parent’s or spouse's VA claim number.
3. Students planning to attend the College under the VA vocational rehabilitation program should contact their vocational rehabilitation specialists before registration. This contact may be made through Financial Aid Services. Additional services to be offered by Financial Aid Services include application for all VA benefits, professional educational counseling, tutorial assistance, and referral services.
520.1.20 VETERANS' ADMISSION
1. By Arizona statute, no failing grades received by a veteran at an Arizona university or community college prior to military service may be considered when determining admissibility. This exception applies only to veterans, who were honorably discharged, have served in the U.S. Armed Forces for a minimum of 2 years, and have previously enrolled at a university or community college in Arizona.
2. All veterans must declare a major and list their educational goal as degree/certificate (DC) or degree to transfer out (DT). They must also submit Official Academic Transcripts from
all previous schools attended by the end of their first semester of attendance. They must also request those transcripts to be evaluated by Admission and Records.
3. Proper advising and course planning are strongly encouraged. Veterans and their dependents are not allowed to enroll in course repeats, course audits, or independent study courses without prior approval by Financial Aid Services.
4. Students admitted or readmitted to the College under this statute are subject to academic standards, graduation, and other academic regulations in this catalog.
520.1.21 VETERANS' RETENTION
1. All veterans and dependents of veterans must successfully complete 60 % of their coursework with the individual grades and cumulative grade point average required by the College to continue toward graduation. If less than 60 % of the coursework is completed, or if the grade point average falls below that required by the academic probation, suspension, or dismissal policy, veterans or veterans' dependents will be placed on probation the following semester. If individual grades and the cumulative grade point average are not maintained during that semester, the veteran or veterans' dependents will be suspended or terminated from their educational allowances effective the ending date of the semester, and notice will be sent to the VA regional office within 30 days following.
2. When the progress or status of a veteran is changed, a notice will be sent by the College to the VA regional office, within 30 days following the date of the change or the last day of attendance.
520.1.22 ATTENDANCE
Veterans and veterans' dependents are paid to attend and complete coursework. All faculty maintains attendance records. If at any time Financial Aid Services is notified that a veteran's attendance is inconsistent with College standards, benefits may be reduced accordingly and the VA regional office notified. In some cases, the veteran may be dropped for nonattendance. See Academic Procedures for more information.