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04:09:01 Financial Aid Eligibility and Standards of Renewal and Retention

04:09:01 Financial Aid Eligibility and Standards of Renewal and Retention
  1. Administrative Capability
    1. To participate in the Federal Student Aid (FSA) programs, a school must demonstrate that it is administratively capable of providing the education it promises and of properly managing FSA programs. The institution administers federal, state, and institutional programs in accordance with the Federal Student handbook, Code of Federal Regulations, Tennessee Student Assistance Corporation and other statutory and regulatory guidelines. The institution demonstrates administrative capability standards in the following manner:
      1. CFR 668.16(b)(1) Designates a Director and Assistant Director to be responsible for administering and coordinating the institution’s financial aid programs
      2. CFR 668.16(b)(2) Uses an adequate number of qualified staff to administer the Title IV and state programs. Refer to the Financial Aid organizational chart.
      3. CFR 668.16(b)(3) Communicates to the individual designated to be responsible for administering Title IV and state programs, information that impacts a student’s eligibility.
      4. CFR 668.16(b)(4) and 668.16(c)(1) & (2) Refer to paragraph 2.3 of this handbook for separation of duties and the responsibilities of various offices with respect to the approval, disbursement, and delivery of Title IV and state funds.
      5. CFR 668.16(d) The Financial Aid office maintains records as required in accordance with the FSA Vol 2 Ch 9
      6. CFR 668.16(o) The institution participates in the electronic processes identified by ED.
      7. CFR 668.16(f) The institution identifies and resolves discrepancies in the information it receives from different sources with respect to a student’s application for Title IV aid.
      8. CFR 668.16(j)(k) The institution participates in program reviews and audits. The institution is not debarred, suspended, or engaging in any activity that is a cause for debarment or suspension.
      9. CFR 668.16(m) The institution monitors and participates in a default reduction plan for the FFEL cohort default rate
      10. CFR 668.16(i) The institution reconciles Title IV programs as required by federal and institutional policies.
  2. Eligibility Requirements (FSA Vol 1)
    1. General student eligibility criteria for federal, state, and institutional aid:
      1. Enrolled as a regular student in an eligible program (CFR 668.32(a)(1))
      2. Enrolled as a special student in an eligible certificate program (federal and institutional only)
      3. Not be enrolled in a secondary institution (CFR 668.32(b))
      4. Meet on of the following criteria (CFR 668.32(e))
      5. Valid social security number (CFR 668.32(i))
      6. Be a U.S. citizen or eligible noncitizen (CFR 668.32(d))
      7. Be registered with Selective Service if required (CFR 668.32(j))
      8. Not be in default on a Title IV loan, or if in default, have made satisfactory repayment arrangements (CFR 668.32(g))
      9. 2.1.9.Have not obtained loan amounts that exceed annual or aggregate loan limits made under any Title IV loan program. (CFR 668.32(g)(2))
      10. 2.1.10.Not be liable for an overpayment of Title IV grant or Federal Perkins Loan or, if liable have made satisfactory repayment arrangements (CFR 668.32(g)(4))
      11. 2.1.11.Be making satisfactory academic progress (SAP) (CFR 668.32(f))
      12. 2.1.12.Not have property which is subject to a judgment lien for a debt owed to the U.S. or if subject to a judgment lien, have made satisfactory repayment arrangements (CFR 668.32(g)(f))
      13. 2.1.13.Has not been convicted of an offense involving the possession or sale of illegal drugs (CFR 668.40)
      14. 2.1.14.Institutional specific policies:
      15. 2.1.14.1.Special admitted/early admitted or transfer students must turn in all required documents prior to receiving federal, state or institutional aid
      16. 2.1.14.2.Students must begin attendance before federal, state or institutional aid is disbursed
  3. State Aid Programs
    1. CSCC administers the programs in accordance with state guidelines (Promulgated Rules of Tennessee Student Assistance Corporation (TSAC)). The Tennessee Student Assistance Grant is awarded to Tennessee residents enrolled in an eligible institution that demonstrates financial need on a first-come, first-serve basis.
    2. The Tennessee Education Lottery Scholarships (TELS) are awarded to Tennessee residents enrolled in an eligible institution per Chapter 1640-1-19 TELS Program.
    3. Institutional Scholarships
      1. Academic Service Scholarships - The scholarship is awarded in accordance with Tennessee Board of Regents (TBR) Policy 3:04:01:00. The award is a service award that requires the student to work for the institution a designated number of hours based on the amount of the award.
      2. Foundation Scholarships - Scholarships are awarded in accordance with Foundation Board and Institutional Development Policy, and individual scholarship criteria.
      3. Empowerment Grant - Empowerment Grant is awarded in accordance with the grant application guidelines
  4. Satisfactory Academic Progress Standards
    1. A student must maintain satisfactory academic progress to receive financial aid.
      1. Purpose: To satisfy the federal requirement that an institution must develop and apply a consistent and reasonable standard of academic progress.
      2. Policy: It is the policy of Chattanooga State Community College to develop standards of Satisfactory Academic Progress (SAP) in accordance with federal requirements. The institution’s Satisfactory Academic Progress Policy (SAP) measures quantity (number of credits completed), quality (grade point average), maximum time frames for completion, and measures progress incrementally. Financial Aid Applicants must comply with the Satisfactory Academic Progress (SAP) Policy as a condition of initial and continued eligibility. Financial aid programs affected by the SAP Policy include Federal Loans, Federal Grants, Institutional and State grants/scholarships, and all other programs which require the monitoring of satisfactory academic progress.
      3. Procedure:The federal government requires a student to obtain his/her degree within a given time frame to remain eligible to receive financial aid. A student is allowed to have attempted up to 150% of the required credits for a degree and still receive financial aid.  Please note that a student’s prior academic progress will be measured to determine eligibility. The Financial Aid Office will review SAP at the end of the Fall and Spring terms for credit course and Fall, Spring, and Summer for clock hour programs.
    2. What Counts as Attempted Credits - An attempted credit includes graded courses (A, B, C, D, F), non-graded courses (I, PR,AU, W), and all transfer credits accepted by Chattanooga State. ALL incompletes, withdrawals, failures, and repeats are included as attempts when determining SAP for financial aid.
    3. Failure to meet minimum SAP requirements - Any student who fails to meet minimum SAP requirements will be placed on probation. If a student is placed on probation, he or she does not need to appeal, financial aid eligibility has not been revoked. If, at the end of the probationary period the student does not meet the minimum requirements for SAP, all aid will be suspended. Students who are placed on financial aid probation are encouraged to seek academic and/or personal counseling. Counseling services can provide the student with additional support which may help alleviate obstacles that hinder satisfactory academic progress. Students who are on financial aid probation are further encouraged to consult with a financial aid counselor prior to withdrawing from any classes or if midterm grades are failures.
    4. Reinstatement of Financial Aid - Financial Aid may be reinstated while a student is in a suspended status by meeting the minimum requirements for SAP or by an approved appeal. A student who has had his/her financial aid eligibility suspended has the right to make a written appeal if extenuating circumstances exist and can be documented. If financial aid is not reinstated, suspension will remain in effect. Non-enrollment at Chattanooga State does not restore eligibility (i.e. - enrollment at another institution or “sitting out” a semester).
    5. Appeals- Students who wish to appeal satisfactory academic progress suspension may do so by completing a satisfactory academic appeal and all supporting documentation to the Financial Aid Office no later than 45 days from the end of the term. Students submitting an appeal must pay their tuition and fees to hold their class schedule during the review period. Appeals will be reviewed within ten (10) working days from the date the student turns in a completed appeal request to the Financial Aid Office.
      1. All financial aid appeals should be submitted to the Financial Aid Office. Identify the circumstances which lead to the failure to maintain minimum satisfactory academic progress. Provide supporting documentation, (i.e. medical documentation, death notice, etc.). Include an educational plan completed by an academic counselor and a detailed plan to correct academic deficiencies. Special circumstances will be considered when processing an appeal.
      2. The Satisfactory Academic Progress Appeals Committee will post the results of the student’s appeal request and any special conditions and/or stipulations on the student’s CSCC self-service account (Financial Aid). If the conditions are not met, financial aid will be cancelled. All decisions at this point are final.
      3. All initial/subsequent appeal requests, supporting documentation and corrective plan of action must be received no later than forty-five days (45) days prior to the end of the academic term for which the student is requesting reinstatement. The committee will not review any incomplete or partial appeals. The Committee will not assume the responsibility for gathering documentation. Appeals received after the deadline date will not be considered. All appeals must be signed originals from the student. All appeals must be typed or legibly written in ink. All supporting documentation submitted by the student becomes property of the Chattanooga State’s Financial Aid Office.
      4. Additional Information - Academic dismissal or disciplinary suspension from Chattanooga State will result in the automatic cancellation of financial aid eligibility. Only matriculating students (formally admitted) can receive financial aid. Students ceasing attendance at Chattanooga State, either officially by withdrawing through the Registrar’s Office or unofficially by dropping out, will have their financial aid adjusted in accordance with the Federal Return of Title IV Funds Refund Policy.

 

Submitted to Policy Review Committee on June 14, 2019

Submitted to Policy Review Board on July 22, 2019

Approved by Policy Review Board on July 31, 2019

 

See Previous Version(s):

Source: Revision approved by Business and Finance on January 28, 2009

Revision approved by Executive Staff, President’s Cabinet, and President on May 20, 2009