17.01 ELIGIBILITY FOR FEDERAL ASSISTANCE

Effective: December 18, 1996

PURPOSE
To describe the eligibility criteria to qualify for Federal Student Financial Assistance (SFA) Programs.

AUTHORITY/SOURCE
Title IV of the Higher Education Act of 1965, as amended. Reauthorized by the Higher Education Amendment of 1992 (HEA) and the Higher Education Technical Amendments of 1993 (HETA).

POLICY
Defined in law, in regulation, or as guidance from the U.S. Department of Education, these policies and procedures facilitate the effective operation of the federal processing system and of the reporting systems for individual programs. The term AStudent Financial Assistance (SFA) Programs@ refers to need-based grant, loan, and work-study programs administered by the Department=s office of Postsecondary Education (OPE). The SFA Programs administered by the University, comprise the: Federal Pell Grant, Federal Supplemental Educational Opportunity Program (FSEOG), Federal Perkins Loan, Federal Work Study and Federal Family Education Loans (FFEL). To qualify for assistance students must meet the following basic eligibility requirements: demonstrated financial need,citizen or eligible non-citizen,registered with the Selective Service, if required;not in default on a loan, or owe a repayment on Title IV aid received at any institution;enrolled at least half-time in an eligible program of study; and maintain satisfactory academic progress.

PROCEDURE
Financial need is simply defined as the difference between the student=s cost of attendance (COA) and the family's ability to pay these costs. Education costs for the SFA Programs are defined by statute and are fairly easy to calculate based on the students tuition and fee charges, living situation (e.g., on campus, off campus with parents, off campus without parents) as well as other factors affecting the student. The Expected Family Contribution (EFC) is the amount that a family can reasonably be expected to contribute toward college costs. As mandated by the Higher Education Amendments of 1992, the EFC is produced by a need analysis formula known as the Federal Needs Analysis Methodology. If the EFC is less than the COA, the student is considered to have financial need and thus will be eligible for aid from the SFA Programs, provided that he or she meets the other eligibility requirements of these programs.

The Financial Aid Office has the authority to use professional judgment to adjust the COA for the SFA Programs on a case-by-case basis to allow for special circumstances. Such adjustments must be documented in the students file.

17.02 STATE PROGRAMS  

Effective: December 18, 1996

PURPOSE
To describe the rules and criteria for State of Florida Programs

AUTHORITY/SOURCE
Chapter 6A-20,FAC of the Florida Statutes.

POLICY
The Office of Student Financial Assistance (OSFA) within the Florida Department of Education is responsible for the administration of all State of Florida Financial Assistance Programs. The State Programs section of OSFA administers merit scholarships, need-based grants, teacher scholarship-loan programs and miscellaneous scholarships targeted towards special student populations attending postsecondary educational institutions in the State of Florida.

The recipients are selected by OSFA and the names are forwarded to the Office of Financial Aid for the purpose of sending an award notification and for disbursement through the Bursar's Office. The Office of financial aid is responsible for verifying all eligibility criteria prior to awarding the state program.

PROCEDURE
The process of awarding state programs begins with OSFA sending a list of recipients to the Office of Financial Aid identifying the students who meet their criteria for the state program.

Need-based grants require the completion of the FAFSA. Merit scholarships and teacher scholarship-loan programs require the completion of special Florida Department of Education applications. Recipients must meet satisfactory progress as defined by OSFA and be in compliance with CLAST requirements.

Awards are renewable if the student meets state academic progress standards for renewal.

 17.03 INSTITUTIONAL SCHOLARSHIPS

Effective: December 18, 1996

PURPOSE
To describe the rules and criteria for institutional scholarships.

AUTHORITY/SOURCE
Executive Council and Financial Aid Committee.

POLICY
Institutional scholarships are established for the purpose of recruitment and retention of students who contribute to enhance the University=s enrollment goals. Awards may be offered to qualified students who meet one or more of the following eligibility requirements:

I. Entering freshmen who demonstrate outstanding academic achievement
II. Master=s and PhD candidates
III. Students with demonstrated talent in the areas of Music, Dance or Theater
IV. Entering freshmen of African-American descent
V. Transfers recommended by the Community College Honors Directors,
VI. Students with demonstrated athletic ability
VII. Students who meet a variety of criteria as approved by Executive Council

Programs are administered by the respective areas responsible for the recruitment of students who meet the specified criteria. Each area is responsible for making the awards and providing the Financial Aid Office with a list of recipients. Awards may be for a set amount or full tuition. The may also include an allocation for books and other living expenses. Amounts and award criteria vary widely across programs.

PROCEDURES
Upon receipt of award information from administrative/academic area, the Financial Aid Office will issue an award letter. At the beginning of each semester, the Financial Aid Office will verify compliance with eligibility criteria before authorizing disbursement of funds by the Bursar=s Office.

Students who fail to meet renewal criteria (if applicable) will be notified of the potential loss of eligibility at the end of the Spring semester each academic year. Generally, deficiencies can be made up during the Summer preceding the next academic year.

17.04 TUITION WAIVERS  

Effective: 1 July 2002

PURPOSE
To describe the rules and criteria for Tuition Waivers.

AUTHORITY/SOURCE
Provost

POLICY
The Tuition Waiver Programs are used by the academic units to assist qualified students in defraying the cost of tuition. Three types of Tuition Waivers are available as follows:

I. Non-Residents Tuition Waivers. These waivers may be used to offset the cost of the out of state portion of tuition for Non-Florida residents and International students.

II. Matriculation Fee Waivers. These waivers may be used to offset the cost of in-state tuition for graduate students. Preference is given to graduate assistants who are enrolled full time and working on a graduate-assistantship contract with at least a 0.5 FTE appointment. The Office of Financial Aid is responsible for monitoring the allocation of funds to prevent any Title IV over awards. The Bursar's Office is responsible for applying the waivers against the students' tuition.

III. Tuition-plus Program Waivers. These waivers may be used to offset the cost of tuition in tuition-plus programs.

PROCEDURE
The Board of Trustees provides the total amount of tuition waivers allocated university wide. The Provost's Office in consultation with the appropriate Deans makes a determination on what portion of the waivers will be used for undergraduate versus graduate students.

Tuition-plus program waivers are provided through auxiliary accounts by the unit responsible for the tuition-plus program.

Individual units may increase their waiver allocation through the use of any available funds.

The University Graduate School has responsibility for allocating and monitoring the graduate portion of all tuition waivers. The Dean of the University Graduate School develops the formula for allocating funds to the academic units. Academic units have their own procedures for allocating these funds among their departments.

The allocation for the undergraduate programs is prepared by the Vice President and Dean of Undergraduate Studies in consultation with the Financial Aid Office. The allocation is based on prior year utilization of non-resident tuition waivers.

The Academic Units send a roster to the Financial Aid Office, and for graduate students, to the University Graduate School, listing the recipients and award amounts. The Financial Aid Office reviews the roster for potential Title IV over awards and verifies that awards are within allocation limits. The University Graduate School verifies that the award is within the allocation for that academic unit, that the student is enrolled for the required number of credit hours, and that the student holds the proper FTE graduate assistant appointment. Any waivers granted to University employees or spouses of University employees must be reviewed by the Controller's Office to verify compliance with Internal Revenue Service requirements. The approved roster is forwarded to the Bursar's so that the awards can be applied against tuition due.

17.05 APPLYING FOR FINANCIAL AID

Effective: December 18, 1996

PURPOSE
To explain the method of applying for financial aid.

AUTHORITY/SOURCE
Title IV of the Higher Education Act of 1965, as amended. Reauthorized by the Higher Education Amendments of 1992 (HEA) and The Higher Education Technical Amendments of 1993 (HETA). Financial Aid Office with approval of Financial Aid Committee.

POLICY
The financial aid application process begins each January for the following academic year. Students who need financial assistance to cover college expenses must file a Free Application for Federal Student Aid (FAFSA) each year. Forms are available in the Office of Financial Aid for all students and at public and private high schools for entering freshmen. The deadline for priority consideration is posted no later than the beginning of each application period in the Office of Financial Aid. The FAFSA must be mailed directly to the Federal Processor. The Central Processing System (CPS) uses the information from the FAFSA to calculate the student=s official Expected Family Contribution (EFC). The Processor will conduct electronic matches with the Social Security Administration, Selective Service and Immigration and Naturalization Services to determine eligibility for federal aid. The results are transmitted electronically to the University

PROCEDURE
Applying for financial aid is a lengthy process which requires careful completion of forms, attention to deadlines, and prompt response if additional information is requested by the institution. Due to limited financial aid funds, most forms of aid are awarded to students whose files are completed accurately and on time. A student=s application will not be reviewed until all required documents required to complete the file are received in the Office of Financial Aid. Those applicants who complete the application process after the deadline and who are eligible will be considered and assisted to the extent that funds permit. Failure to accurately report information sought on the application or on supporting documents may result in the suspension or termination of financial aid eligibility

Students selected for Federal Verification must complete a Verification form and provide copies of tax returns and other documents required by the Office of Financial Aid that confirm the data submitted in the FAFSA.

17.06 STANDARDS OF SATISFACTORY ACADEMIC PROGRESS

Effective: December 18, 1996

PURPOSE
To describe the criteria and procedures for the Standards of Satisfactory Academic Progress.

AUTHORITY/SOURCE
Title IV of the Higher Education Act of 1965, as amended. Reauthorized by the higher Education Amendment of 1992 (HEA) and the Higher Education Technical Amendments of 1993 (HETA). Financial Aid Office with approval of Financial Aid Committee.

POLICY
To receive assistance under the Student Financial Assistance (SFA) Programs, a student must be meeting the Standards of Satisfactory Academic Progress. The University has established a satisfactory progress policy for the purpose of monitoring whether the student meets these standards. Students who fail to make progress towards completion of their degree as specified under this policy will be issued warning letters, placed on probation, or suffer suspension or termination of financial aid.

PROCEDURES
For purposes of this rule and the receipt of financial aid, the Standards of Satisfactory Academic Progress are reviewed annually at the end of the Spring semester. All periods of enrollment at the University are considered regardless of whether the student received Title IV aid. A copy of the policy is enclosed with the financial aid award letter and it is also available at the Financial Aid Office counter. The following components are measured to determine if satisfactory progress has been achieved:

1. Qualitative: Financial aid recipients must maintain a minimum cumulative GPA for his or her category.
2. Quantitative:

Credit Hour Completion. All students must complete a percentage of the minimum credits for their enrollment category each academic year.

Maximum Time Frame (Time Limitation for Degree Completion). The length of time necessary to complete a degree depends on the number of credit hours required as specified in the University's catalog and the student's enrollment status. The Maximum Time Frame will be evaluated on the basis of the applicant's status at the time of entry. Students can be awarded financial aid for coursework taken up to 20% above the minimum graduation requirements.

APPEALS
Any student denied financial aid who can prove special circumstances has the right to appeal the decision within 60 days of the Financial Aid Office notification. The appeal must be submitted in writing and supportive documentation must be attached. If the appeal is denied, the student may submit a final appeal to the Financial Aid Appeals Committee. The decision of the Committee shall be final.

FINANCIAL AID APPEALS COMMITTEE
The Financial Aid Appeals Committee is appointed by the Director of Financial Aid. Membership includes administrators and faculty. The Financial Aid Office convenes the Committee as needed.

17.07 AWARD PACKAGING AND NOTIFICATION

Effective: December 18, 1996

PURPOSE
To explain the method used for award packaging and notification.

AUTHORITY/SOURCE
Title IV of the Higher Education Act of 1965, as amended. Reauthorized by the higher Education Amendment of 1992 (HEA) and the Higher Education Technical Amendments of 1993 (HETA). Financial Aid Office with approval of Financial Aid Committee.

POLICY
Packaging is the process of finding the best combination of aid to meet a student=s financial need, given limited resources and institutional constraints. The University reviews its packaging philosophy each year based on federal regulations and enrollment trends. A student who has applied for financial assistance will be notified in writing of the decision of the Office of Financial Aid. The financial aid award process will not begin until all required documentation has been received by the Office of Financial Aid.

PROCEDURE
Packaging is done according to completion date within each packaging group (e.g., entering freshman, returning graduate, etc.) A financial aid award may consist of a combination of grants, loans and employment based on the students financial need, funds requested by the student and available resources. The award is contingent upon receipt by the University of funds from the appropriate agencies (federal, state, etc.)

It is the student's responsibility to review the award and all its conditions prior to accepting the aid offer. If the student wants to reduce or decline a specific award, the award must be returned with the appropriate notations, otherwise, it is assumed that the award has been accepted as issued. Any additional documents sent with the award that require the students signature (e.g., promissory notes, etc.) must be returned for the award to be paid.

Students who do not qualify for financial aid (no-need) will be notified via a letter of their status. They will be offered the opportunity to apply for student loans which are not based on financial need.
 

17.08 FINANCIAL AID DISBURSEMENTS

Effective: December 18, 1996

PURPOSE
To explain the financial aid disbursement process.

AUTHORITY/SOURCE
Title IV of the Higher Education Act of 1965, as amended. Reauthorized by the higher Education Amendment of 1992 (HEA) and the Higher Education Technical Amendments of 1993 (HETA). December 1, 1994 regulations. Institutional procedures as approved by Financial Aid Committee.

POLICY
SFA funds are disbursed when the University makes a payment of SFA funds or delivers proceeds of an SFA loan to or on behalf of a student, either directly or by crediting a student=s account with the funds. To insure an adequate system of internal checks and balances, the disbursement functions are the responsibility of the Business Office.

PROCEDURE
SFA funds are disbursed by the University weekly beginning the week after classes start each semester. The Office of Financial Aid verifies students continued eligibility by running an automated Compliance Report which compares original award conditions with students current status. Awards which do not match are held in the Financial Aid System for further review. The remaining awards are released to the Business Office for disbursement. Tuition and fees, housing charges and all other outstanding debts will be deducted and a check (net check) for the remaining award will be mailed to the students local address maintained by the Registrar's Office.

17.09 FINANCIAL AID REFUNDS/REPAYMENTS

Effective: December 18, 1996

PURPOSE
To specify the conditions under which financial aid refunds/repayments are mandated.

AUTHORITY/SOURCE
Title IV of the Higher Education Act of 1965, as amended. Reauthorized by the higher Education Amendment of 1992 (HEA) and the Higher Education Technical Amendments of 1993 (HETA). Institutional procedures as approved by Financial Aid Committee.

POLICY
The Student Financial Assistance (SFA) refund and repayment requirements apply when a student receives SFA funds and withdraws, drops out, takes an unapproved leave of absence, fails to return from an approved leave of absence, is expelled, or otherwise fails to complete the period of enrollment for which he or she was charged.

The SFA refund and repayment requirements do not apply to a student who

I. withdraws, drops out, or is expelled before his or her first day of class,
II. withdraws from some classes, but continues to be enrolled in other classes,
III. does not receive SFA funds for the enrollment period in question. Work Study funds are never considered in the refund and repayment process.

PROCEDURE
A Arefund@ is the unearned amount of institutional charges that must be returned to the SFA Programs, other sources of aid, and the student, for a student who received SFA funds and who has ceased attending school, after attending at least one class. A refund is defined as the difference between the amount paid towards institutional charges (including financial aid and/or cash paid) and the amount the school may retain under the appropriate refund policy.

A Arepayment@ is the unearned amount of a direct disbursement to a student that the student (who received SFA funds and who has ceased attendance after attending at least one class) must pay back.

When a student receiving financial aid withdraws or drops below the required hours for receipt of that aid, the amount of the refund due (according to the University Refund Policy) is refunded into the financial programs from which the student received money. In addition, a portion of the financial aid received as cash disbursement for non-instructional costs must be repaid by the student to the University.
 

17.10 FINANCIAL AID COMMITTEES

Effective: December 18, 1996

PURPOSE
To describe the operations of the Financial Aid Committee

AUTHORITY/SOURCE
FAC 6C8-3.018 and BOR

POLICY
There is established a University Financial Aid Committee which shall be responsible for:

1) Establishing university policy on matters relating to financial aid administration.
2) Establishing program objectives consistent with the university's strategic plan.
3) Facilitating the distribution of financial aid information.
4) Monitoring the effectiveness of financial aid activities.
 
The committee shall consist of senior officials from Business and Finance, Academic Affairs and Student Affairs and a representative from the following offices: Financial Aid, Admissions, EEO, SGA and University Advancement.

PROCEDURE
1) Members are appointed by the Vice President responsible for the Office of Financial Aid. Length of appointment will be determined by V.P.
2) The committee meets as needed at least once a year, to review financial aid policies and procedures and other related issues.
3) Chairperson is selected by members of the Committee.

Page last updated: April 16, 2003