Students are expected to attend all classes for which they registered, beginning with and including the first class session. Not only must a student be registered for a class, students must be in active attendance to count as “enrolled” for aid eligibility purposes. Academically related activities to be in attendance include but are not limited to:
- Physically attending a class where there is an opportunity for direct interaction between the instructor and students;
- Submitting an academic assignment
- Taking an exam, an interactive tutorial or computer-assisted instruction;
- Attending a study group that is assigned by the school;
- Participating in an online discussion about academic matters; or
- Initiating contact with a faculty member to ask a question about the academic subject studied in the course.
Students must have attendance verified in their classes in order to meet the eligibility requirements for the federal student aid programs. The Department of Education requires schools to document student attendance prior to the disbursement of any federal aid funds. Until attendance is verified for a student, no federal financial aid will be disbursed.
The College requires that faculty verify attendance weekly for each course taught. If a student fails to attend a course for any consecutive two week period, the student will be considered for financial aid purposes as withdrawn. Once it is determined that a student has withdrawn (either voluntarily or involuntarily), the financial aid office will need to determine if financial aid is required to be returned.
The first step in receiving Federal Student Aid is to complete a FAFSA. Once a FAFSA is completed, the College will review the financial information. If you have been selected for verification, additional documents will be required. Students selected for verification must complete this process before aid can be determined.
Based on federal regulations, the College will review the students’ file and award aid accordingly. The award letter is an estimate of aid. Changes in enrollment, receiving other aid, or other adjustments to FAFSA information may change projected awards at any time.
Federal Pell Grant
An estimated award amount is displayed on the student’s FAFSA. This award amount assumes full-time enrollment for both the fall and spring semesters. If a student is enrolled less than full-time, the award will be prorated. The Federal Pell Grant is awarded based on the student’s Expected Family Contribution (EFC). Students are limited to the equivalent of 6 years of full-time enrollment for this grant.
Federal Direct Loans
Students must be enrolled in a minimum of six credit hours per semester to be eligible for student loans. Funds are awarded based on a students’ dependency status as well as the year in their program. Students may be eligible for Subsidized, Unsubsidized, or a combination of the two loans. Dependent students cannot receive more than $31,000 in loan funds and Independent students cannot receive more than $57,500 in loan funds for the entire length of program.
Access Missouri Financial Assistance Grant
Eligible students will receive this grant based on EFC and FAFSA date. Award amounts are determined annually by the Missouri Department of Higher Education. Students must be full-time each semester the grant is awarded.
Marguerite Ross Barnett Memorial Scholarship
Students must submit a separate application. Applicants must be enrolled less than full-time and work at least 20 hours per week.
Students selected for verification will be notified no later than April 1 for the next academic year. Award letters will be sent no later than May 1 (provided all requested documentation has been received in a timely manner). Once initial notifications are made, all other FAFSA’s will be processed on a bi-weekly schedule.
Once an award letter is ready, students will be notified through their school e-mail account. Students will need to accept/decline aid as needed in both Sonis and returning the paper award letter. Various awards may have other requirements that may need to be completed prior to a student receiving aid.
Paying Aid to Student Account
Financial aid is typically paid to a students’ account the second week of the full semester classes. Students that have a credit balance will receive a refund approximately two weeks after the financial aid has posted to the student account.
Students who have previously earned a Bachelor’s degree will not be eligible to receive the Federal Pell Grant or the Access Missouri Financial Assistance Grant.
Federal regulations allow a student to receive financial aid from federal sources (Title IV aid) for only one repeat of a previously passed course. Therefore, financial aid eligibility will be reviewed if a student is repeating for the third time a course for which the student previously earned a passing grade. Depending on the results of that review, financial aid award amounts may require adjustment (e.g., if discounting the repeated course results in a change from full time enrollment). Passing grades for financial aid purposes are grades of A, A-, B+, B, B-, C+, C, C-, D+, D, or P. Students repeating failed coursework may receive aid for multiple attempts. Exceptions cannot be made for circumstances in which a student has not attained a required grade upon their second attempt for a given class or in order to meet grade point average requirements for graduation (e.g., prerequisite requirements or for courses which require a C grade or better).
Return of Title IV Funds (R2T4) Policy
The Financial Aid Office, in accordance with Federal regulations, will perform a Return of Title IV Funds (R2T4) on any Title IV recipient who withdraws from the College during a payment period in which the student began attendance. Aid will be calculated based on the number of days of the term completed by the student divided by the total number of days in the term. As a result of this calculation, students may be responsible to repay aid already received. Students will be notified within 45 days. Check out the full Return of Title IV Funds (R2T4) Policy.
Southeast Hospital College of Nursing and Health Sciences reviews the academic progress of students who apply for and/or receive financial assistance as required by federal regulations. Satisfactory Academic Progress (SAP) comprises three areas: minimum GPA, minimum pace of progression through an educational program, and maximum time frame for completion of an educational program.
SAP standards apply to students who wish to establish or maintain financial aid eligibility for Federal Title IV Federal Student Aid programs (including Federal Pell Grant, Federal Direct/PLUS Loan, Federal Stafford Loan and other federal programs) and certain state and private programs. (Note: Not all financial aid programs require students to meet the SAP standards outlined in this policy; for example, many private scholarships have other eligibility requirements, and the student must contact the scholarship program to determine the specific eligibility requirements.)
SAP Evaluation and Standards
The Registrar’s records are reviewed at the completion of every semester of enrollment (summer, fall, and spring) to determine compliance with the SAP standards. When determining whether a student is meeting SAP standards, all periods of enrollment will be considered, including those in which the student did not receive financial aid.
There are three components to the SAP policy:
- Minimum GPA
Students must maintain a cumulative GPA of 2.0 or higher to remain eligible for financial aid under this policy. The following will be included in the GPA calculation: transfer credit accepted towards a student’s degree program; early credit hours taken in high school; and, for repeated courses, the newest grade (the old grade(s) will be excluded). Remedial courses, incompletes and courses from which students have withdrawn before the add/drop date, including excused withdrawals, will not be included in the GPA calculation. After the add/drop date, the student will receive an “F” and will be included in the GPA calculation.
- Minimum Pace-of-Progression
Students must complete coursework at a cumulative rate of 66.67% or greater. Completed coursework is defined as any course for which the student receives a passing grade. Examples of calculations can be found in the Student Handbook.
Maximum Time Frame
To remain eligible for aid, financial aid recipients must complete their educational programs within a time frame no longer than 150% of the published length of their educational programs as measured in attempted credit hours. When students have attempted 125% of their education programs, a letter is mailed to the students and a message is posted to the students’ accounts as notification that they are approaching the maximum time frame. Additionally, Federal guidance states that students are ineligible when it becomes mathematically impossible to complete their programs within 150% of the published program length.
Financial Aid Warning
Students are automatically placed on Financial Aid Warning for one semester if they do not meet Minimum GPA and/or Minimum Pace of Progression standards. Office of Financial Aid mails notification of Financial Aid Warning to the student. A copy of the letter is retained in the student’s file. Students continue to receive aid during the semester of Financial Aid Warning.
Students who fail to meet SAP standards during their period of Financial Aid Warning will be placed on Financial Aid Suspension.
Financial Aid Suspension
Students are placed on Financial Aid Suspension for one of the following reasons:
- Do not meet the SAP requirements after one semester on Financial Aid Warning.
- Do not meet the requirements of their Academic Plan (See Academic Plan).
- Meet or exceed the Maximum Time Frame requirement to obtain a degree.
- Withdrawal from ALL semester credit hours while on Financial Aid Warning.
Students are not eligible for financial aid while on Financial Aid Suspension. A letter is sent to the student. A copy of the letter is retained in the student’s file.
Regaining Financial Aid Eligibility
To regain financial aid eligibility when on Financial Aid Suspension students may:
- Meet minimum SAP requirements while not receiving financial aid, or
- Submit an appeal with an Academic Plan for consideration and receive approval.
SAP Appeal, Financial Aid Suspension, and Academic Plan
Students on Financial Aid Suspension may make a written appeal for reinstatement of eligibility if extenuating circumstances have contributed to their inability to meet Satisfactory Academic Progress (SAP) requirements. Extenuating circumstances include, but are not limited to, the following:
- Death of an immediate family member
- Severe injury or illness of the student or an immediate family member
- Emergency situations such as fire or flood
- Legal separation from spouse or divorce
- Military reassignment or required job transfers or shift changes
- Other extraordinary circumstances
A student who meets the above criteria may appeal by submitting to the Dean of General Education and Student Services (1) a written appeal explaining the circumstances with appropriate documentation that the student wishes to be reviewed in consideration of the appeal and (2) an Academic Plan for consideration. The deadline to submit an appeal for consideration of reinstatement of aid eligibility for a semester is by the end of the second week of a full 16-week semester. Extenuating circumstances impacting this deadline will be reviewed on a case-by-case basis.
The completed written appeal and supporting documentation will be reviewed within 10 business days by the Dean of General Education and Student Services. Students who appeal will be notified by College email of the outcome of the appeal; a copy of that email will be maintained in the student’s file. Students whose appeals are granted will be placed on Financial Aid Probation for one semester and will be eligible for aid. At the end of that semester, the student must either meet SAP standards or their Academic Plan. If an appeal is not approved, students must reestablish eligibility by completing courses without federal aid in one or more semesters until SAP standards are met.
The maximum length of an Academic Plan cannot exceed one calendar year (e.g., fall/spring/summer, spring/summer/fall, summer/fall/spring) to meet SAP GPA, pace of progression, and/or maximum time frame requirements. Academic Plans will require students to achieve a GPA of 2.00 or higher and to meet a 66.67% pace of progression during the period of the Academic Plan. The Academic Plan is reviewed after each semester of Financial Aid Probation to determine continuation of financial aid eligibility. Following a semester of Financial Aid Probation, students who meet SAP standards will regain financial aid eligibility. Students meeting the terms of their Academic Plans but not SAP standards may continue on Financial Aid Probation.
Students Seeking an Additional Undergraduate Degree after Graduating
Financial Aid eligibility for students seeking an additional undergraduate degree is limited to Federal Direct Stafford student loan eligibility for up to 90 credit hours attempted for the additional degree, or 270 total undergraduate credit hours attempted at all institutions, whichever limit is met first.
Students no longer interested in attending the College should discuss the withdrawal process with their Program Director. Students who find it necessary to withdraw from the program (that is, from all classes) must complete a Program Withdrawal Form indicating the intent to withdraw; that form is provided to the Registrar, who notifies the Financial Aid Office of the withdrawal. The student is also encouraged to discuss the implications of withdrawal with both the billing office and the Financial Aid Office.
Absent extenuating circumstances, any student not attending classes within 14 days will be considered withdrawn and the last date attended will be used to calculate financial aid eligibility.
Using attendance reports as a resource, the College will make a determination that a student has withdrawn within 14 days of the student’s last date of attendance absent exceptional circumstances.
The withdrawal date used by the College is always last date of academic attendance, defined as the last date on which the student participated in an academically related activity as determined from attendance records, which are reviewed weekly. The Financial Aid Office will document the withdrawal date determined in accordance with College policies and federal requirements and maintain the documentation as of the date of the College’s determination that the recipient withdrew, as defined in this section. The attendance record as reported in SONIS will be printed off to document the last date of attendance. A letter will be sent to the student notifying them of their R2T4 calculation results and what their required responsibilities are, i.e. Exit Counseling.