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Policies & Forms

Policies & Forms2018-11-19T12:07:33+00:00

Students are encouraged to meet with Financial Aid before dropping courses or withdrawing from the university.

Federal law mandates that students who withdraw either officially or unofficially from all classes may only keep the financial aid they “earned” via attendance up to the time of withdrawal (determined by the last date of academic activity). If students drop their classes prior to the 60% point of the semester, they may be required to forfeit a portion of their federal, state and institutional financial aid. If Title IV and/or institutional funds disbursed were in excess of the amount the student earned, the excess must be returned by Schreiner and/or the student to the federal government.

Federal financial aid is “earned” on a proportional basis for each day of the term that the student has attended. For example, if a student completes 30% of the term, then he or she has earned 30% of the corresponding federal financial aid. If the financial aid has been credited to the student account and has paid institutional charges only, 70% of the aid must be returned to the appropriate financial aid program(s).

State and institutional financial aid award adjustments are determined by the university refund policy. If a student withdraws during the refund period and his/her tuition is adjusted, the state and/or institutional financial aid will be adjusted by the same percentage. The Office of Financial Aid will notify the student by email of all financial aid adjustments.

Students who drop courses during the semester but are still enrolled fall under the institutional satisfactory academic progress policy. The Office of Financial Aid recommends that students who are considering dropping courses should review their plans with their academic advisor and their financial aid counselor. Failure to meet satisfactory academic progress may result in loss of aid or extended program length.

Federal funds are returned to the programs in the following order:

Unsubsidized Federal Stafford Loan
Subsidized Federal Stafford Loan
Parent Loan for Undergraduate Students (PLUS)
Federal Pell Grant
Federal Supplemental Educational Opportunity Grant (FSEOG)

If a student withdraws before the federal aid has been applied, the student may be eligible for a post-withdrawal disbursement. If that is the case, the Financial Aid Office will be notified of your withdrawal and will determine your eligibility for funds. If a credit is issued, The Accounting Services Office will issue a check for those funds.

If financial aid created a credit on the student’s account that was then refunded to the student, the student will be required to repay 50% of any unearned grant amount. If the credit balance was created by a loan disbursement, the student will be required to repay the lender the amount of the loan as per the terms of the signed promissory note.

Example 1: Joe was awarded federal grants totaling $3000 and received Federal Stafford funds of $2500. Joe lived in a double dorm room and had a 19 meal plan. His total institutional charges equal $9627.

If Joe withdraws at the 30% point in the term, he will have earned $1650 of the $5500 awarded. 70% of the $5500 or $3850 must be returned to the federal programs. Schreiner will return the $2500 Federal Stafford Loan to the lender and $1350 of the federal grants. Assuming Joe had a zero balance on his student account at the time of withdrawal, he will be required to repay to Schreiner $3850.

Example 2: Joe was awarded federal grants totaling $3000 and received Federal Stafford funds of $2500. Joe lived in a double dorm room and had a 19 meal plan. His total institutional charges equal $9627.

The student withdrew at the 50% point of the semester. Only 50% of the $5500 or $2750 is considered earned. Schreiner would return $2500 to the lender and $250 of the federal grants. Assuming Joe had a zero balance on his student account at the time of withdrawal, he will be required to repay to Schreiner $2750.

Although financial aid must be returned to federal programs as prescribed by federal regulations, the Schreiner University Tuition Refund Policy does not refund tuition at the same percentages. Students will be required to pay any balances owing after the tuition refund and financial aid refunds have been calculated.

If part of the balance owed to Schreiner is the repayment of a federal grant, Schreiner has 30 days to notify the student of the balanced owed. The student has 45 days to either repay the funds or make satisfactory payment arrangements with the Financial Services Office. Students who fail to repay the funds within 45 days may be reported to the credit bureau.

Students should familiarize themselves with the Satisfactory Academic Progress (SAP) policies that govern all financial aid programs. Should students get out of compliance with the SAP rules and get suspended from financial aid, the Return to Title IV process may be required.

Satisfactory Academic Progress (SAP) is an academic standards policy designed to ensure you, as a financial aid recipient, satisfactorily progress toward degree/program completion. The Financial Aid Office is required by law to implement standards that will help you complete your program with a cumulative 2.0 GPA and within the 150% Maximum Credit Limit (less than 180 hours attempted for a 4 year undergraduate degree).

Students who reach 150% of their program length (180 credit hours for undergraduates) are no longer eligible for federal student aid. The 180 credit hour requirement for undergraduates applies to all college credit hours – whether they apply to their degree plan or not.

Each designated term, the Office of Financial Aid will review both your cumulative GPA and your term completion rate. As a financial aid recipient, you must earn a 2.0 GPA/upperclassmen or 1.75 GPA/freshmen each term AND complete 75% of the credits attempted during the term. If you maintain both the GPA and completion rate requirement, you are considered to be in Good Standing.

(You may have a higher GPA requirement for specific program. Failure to meet program standards will result in you being removed from the program. You may still be eligible to receive financial aid for other eligible programs at Schreiner University.)

SAP is reviewed at the end of each long semester and at the end of the summer term (combined sessions).

To remain in good standing, freshmen students (0-24 hours) must maintain a 1.75 Grade Point Average (GPA) and complete 75% of the credit hours in which they are enrolled on Schreiner’s official census date.

After the student has completed their first academic year, (25 hours and above) the cumulative GPA must remain at a 2.0 or better and complete 75% of the credit hours in which they are enrolled on Schreiner’s official census date.

Students who fail to meet the initial and renewal requirements will be placed in the appropriate stage below for immediate intervention:

Level 1= Warning. At the warning stage, a letter will be sent to the student stating the student’s financial aid status based on most recent grade submission for the prior academic term. The letter to the student will clarify the situation and potential consequences. Students are asked to complete and return a form with their email address and commitment to improving their academic progress. This form is mandatory and future aid disbursements will be held up until this form is signed and returned. In addition, students may be required to attend success workshops presented by the Student Success division as part of their progress plan.

Students who fail to meet SAP requirements while on Warning will be placed on Financial Aid Suspension.

Level 2= Suspension. Students and families will be notified of suspension and potential appeal procedures. While on FA Suspension you cannot receive financial aid until your suspension status is resolved. This status cannot be resolved on its own – you must take action.

If an appeal is granted for legitimate reasons, the student will be placed on probation. All appeals will include a written contract. No further appeals will be granted if students do not meet contract requirements.

SAP Appeal Form

Appeal Procedure(s):

Students who fail to meet these standards and have lost eligibility for financial aid may appeal this decision. Appeal form and substantiating documentation should be submitted to the Office of Financial Aid within 30 days of the student receiving notice of suspension. Reasons that may be acceptable for the appeal are:

  1. serious illness or accident on the part of the student;
  2. death, accident or serious illness in the immediate family;
  3. change in academic program;
  4. other extenuating circumstances.

The reasonableness of the student’s ability for improvement to meet the appropriate standards for the certificate or degree program in which the student is enrolled will be taken into consideration.

Appeals will be reviewed by the Director of Financial Aid and will be either denied or approved for a probationary period not to exceed one semester. The Director may choose to use a faculty committee to aid in this process.

Students will be automatically ineligible for financial aid, regardless of whether they have previously been placed on financial aid warning, beginning with the next semester of attendance when one of the following occurs:
a) student receives grades of “F” in all courses attempted in any semester. In evaluating satisfactory progress, a grade of “I” will be considered an “F”.
b) student is academically dismissed.

Students who pre-register for a subsequent semester before grades are evaluated and who use financial aid to pay tuition and fees may owe a financial aid repayment if they do not maintain satisfactory academic progress and have been disqualified from financial aid once grades are posted and reviewed.

A student who is disqualified from financial aid more than one term consecutively for failure to meet these standards must meet with a financial aid counselor to discuss plans for re-establishing financial aid eligibility. Unless there are extenuating circumstances, a student in this category should expect to enroll for a least 12 semester credits without financial aid and successfully pass all courses with a minimum of a 2.00 GPA to be reconsidered for financial aid.

Suspension from financial aid does not prevent a student from enrolling without financial aid if he or she is otherwise eligible to continue their enrollment. However, the student should be aware that the college’s policies for academic eligibility and financial aid eligibility closely mirror one another, since both are measures of satisfactory academic progress intended to encourage behavior which leads to academic success.

Level 3- Probation. Suspended students who have their appeals approved will be placed on probation. Probation Status means that your appeal to be reinstated is approved. You are eligible to receive grants, work study and loans. However you must complete your probation term in Good Standing to avoid FA Suspension in the subsequent term. An academic contract will be drafted by the Office of Financial Aid or Office of Retention on a case by case basis. Copies of the signed contract will be sent to the Director of Retention, the student, the parent (if applicable) and the Director of Financial Aid. Failure to meet the requirements of the contract place the student on automatic suspension.

Dropping Classes- How will this affect my financial aid?

Before you drop, here are some important things to consider:
• If dropping causes you to go below the 75% completion rate, your future financial aid may be in jeopardy. You will be put on Warning or Suspension.
• If dropping the credits takes you below half-time status, your loan grace period will begin.
• If you are receiving Veteran Education Benefits, you may owe the VA for courses paid on your behalf and not completed.
• Dropping below full time status can affect other areas including veteran’s benefits, state aid, scholarships, and whether or not you can continue to be covered under your parents’ health or car insurance policy. Check into all of these areas before dropping classes.

If you drop or stop attending all of your courses before 60% of the term is over, you will not have earned the full amount of financial aid originally disbursed to you. You may be required to repay to Schreiner University, a portion of the funds you received before registering for any future term.

How do I know what my enrollment level was at the time my financial aid disbursed?
On the 12th Class day for regular terms (3rd class day for summer terms) Financial Aid takes a snapshot of your enrollment. Your financial aid is paid out at this enrollment level. You are required to complete 75% or more of the minimum credits per your enrollment level on that date.

Terms and Explanations:

Withdrawals (W grades) which are recorded on the student’s permanent academic transcript will be included as credit hours attempted and will have an adverse effect on the student’s eligibility to meet the requirements of the credit progression schedule for financial aid. This will affect your 75% completion rate calculation.

Incomplete and Progress grades – Courses that are assigned an incomplete or progress grade are included in the cumulative credits attempted. These cannot be used as credits earned in the progress standard until a successful grade is assigned. This will affect your 75% completion rate calculation.

Repeated Courses – Repeated courses enable the student to achieve a higher cumulative GPA. However, repeating courses adversely effects the student’s ability to meet the requirements of the credit progression schedule. Note: financial aid will pay for one repetition of a class. This will affect your 75% completion rate calculation.

Transfer Students: Only credits officially accepted in transfer and specifically applied toward a student’s certificate or degree will be counted toward the maximum credits allowed. If the student is required to take hours above the maximum number allowable as a result of transfer from another institution, the student may submit a written appeal to the Office of Financial Aid requesting an extension.

Second Degree Students: Only officially accepted credits which are specifically applied toward the student’s current certificate or degree program will be included in the maximum number allowed. Second degree students do not qualify for federal Pell Grant or subsidized loans.

Graduate Students: Graduate students will be expected to meet the same minimum GPA and cumulative hours requirements as undergraduate students. However, graduate students will only be eligible to receive aid for one semester beyond the number of semesters it should be required to complete the program. For example, students in the Masters of Education program who have a 36 credit hours requirement are expected to complete a minimum of 12 credit hours per semester and will not be eligible for aid beyond a 4th semester.

Part-time Students: These standards will be adjusted according to the hours enrolled. For example, half-time students will be eligible for a maximum of 20 semesters while three-quarter time students will be eligible for a maximum of 15 semesters. Cumulative GPA requirements are the same as for full-time students.

Students Admitted on Warning: Students admitted on warning will be eligible for financial aid for one semester. At the end of that semesters the student must have completed enough credit hours and obtained a high enough GPA to be removed from warning status for financial aid to be continued.

Appealing Loss of TEG (Texas State Aid)
Students who have lost eligibility for TEG due to lack of hours completed during the previous academic year and/or cumulative grade point average totals falling below a 2.5, may submit a written appeal (with documentation) to the Director of Financial Aid and the Financial Aid Committee no later than 30 days before the start of the next long semester.

Examples of hardships that could be approved include:

1.) Severe illness of the student
2.) Documented family illness/crises that was the student’s responsibility to manage
3.) For students awarded TEG after September 1, 2005, an appeal may be granted if student can demonstrate that the increased criteria for renewal was an academic hardship.

No hardship appeal will be granted in excess of one academic year.

The Office of Financial Aid at Schreiner University is committed to assisting students in obtaining the best financial aid award possible. However, it is the student’s responsibility to comply with all requirements necessary to complete the financial aid process. In addition, the Office of Financial Aid is not responsible for the student’s financial obligations to Schreiner University. Each student must verify their account balance and make arrangements for any amounts not covered by financial aid.

Documents may be faxed to (830) 282-4638, mailed, or dropped off in person at the Financial Services building. Schreiner University will no longer accept documents send via email.

Deadline to submit verification documents will be June 1st, 2019.

Please allow up to 2 weeks from the date all documents are received for processing. Verification paperwork submitted after the deadline is not guaranteed to be completed by the Fall 2019 payment deadline. Failure to submit all documents together may result in a processing delay.

Financial Aid will not disburse until the verification process is complete. It is recommended to have payment arrangements in place if paperwork is submitted after the submission deadline to avoid late fees or a change in enrollment.

Forms & Information

Texas Residency Form
How To Order Your Tax Return Transcript

Verification Forms:

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