Return of Title IV (R2T4) Policy

REFUND POLICY FOR STUDENTS RECEIVING FEDERAL TITLE IV AID (Financial Aid)
Title IV funds are awarded to students under the assumption that the student will attend school for the entire period for which the assistance is awarded.  When a student fails to complete the term, the student may no longer be eligible for the full amount of Title IV funds he or she was scheduled to receive. 

The Title IV Programs included in this policy are Pell Grant, Federal Supplemental Education Opportunity Grant, Smart Grant, TEACH Grant or Federal Direct Loans.  Federal Work- Study funds are not included in this policy. The federal refund regulations require Athens State University to determine the amount of aid “earned” by each Financial Aid Student receiving title IV aid and withdrawing from all of his or her classes prior to the 60% point in the term.  Students completing 60% of the term are considered to have “earned” 100% of the Title IV funds he or she was scheduled to receive during the period.  

Any student earning a passing grade in at least one course for the term are not subject to the Return to Title IV Funds Policy.

Students are encouraged to check with the Office of Student Financial Services prior to withdrawing or dropping out of the term.

Calculations are performed based on the student’s official withdrawal date or for unofficial withdrawals, the last date of an academically related activity that the student participated in, the mid point of the term, or the date the school determines the student ceased attendance due to illness, accident, grievous personal loss or other circumstances beyond the student’s control.  Unofficial withdrawals dates are determined by the faculty, identifying the last date of activity for courses where a student earned an ‘F’, ‘I’, or ‘W’.  

The withdrawal date must be determined within 30 days of the end of the term, academic year or student’s program, whichever is earlier.

The institution must return the amount of Title IV funds for which it is responsible no later than 45 days after the date of the determination of the date of the student's withdrawal.  Athens State University offers all degree programs in a credit hour, term based format.  As a credit hour, term based degree program, the following formula is used to compute aid to be returned:

(Days Enrolled/ Days in Term)  x  Title IV Aid Awarded and Disbursed = Aid Earned

Aid Disbursed - Aid Earned = Aid to be Returned
(Any break of five days or more is not counted as part of the days in the term.)

Order of Funds to Return

• Federal Direct Unsubsidized Loans
• Federal Direct Subsidized Loans
• Federal PLUS Loans
• Federal Pell Grant
• National SMART Grant
• Federal TEACH Grant
• Federal Supplemental Education Opportunity Grant

If a student earned less aid than was disbursed, the institution would be required to return a portion of the funds and the student would be required to return a portion of the funds. Keep in mind that when Title IV funds are returned, the student borrower will owe a debit balance to the institution.

If a student earned more aid than was disbursed to him/her, the institution will owe the student a post-withdrawal disbursement, to be paid within 120 days of the student's withdrawal.   

This policy does not limit the Refund Policy mandated by the Alabama Department of Postsecondary Education.

Satisfactory Academic Progress Standards
All undergraduate students must comply with the Federal Requirements for Satisfactory Academic Progress as outlined below:

	The student must maintain a 2.0 GPA at Athens State University (ASU) and Overall.
	The student must successfully complete 67% of all ASU coursework attempted.  All W's, I's, F's and audited coursework count as unsuccessful completions.  When unsuccessful completions exceed 33% of all coursework attempted, financial aid will be suspended.
	The student must complete first bachelor’s degree requirements within 150% of the usual time frame for degree completion.  ASU requires up to 128 semester hours to earn a first undergraduate degree. Therefore, financial aid will be available for no more than 192 semester hours of credit.
	Students seeking an additional degree must complete the requirements within 130% of the time frame for the degree.  An advisor's plan of study is required to be on file in Financial Aid for all students pursuing an additional degree.  The student must follow this plan.  Therefore, if the plan of study calls for an additional 66 hours of study, financial aid will be available for no more than 86 semester hours of credit beyond the first degree.  The additional undergraduate degree must be one in which ASU will award an additional degree.  This may not be an additional major or minor, but must be for a new degree program.  For example, if the student has a BS degree, the additional degree must be for a BA or BSED to be eligible for additional financial aid.  The student must maintain a 2.0 on all coursework beyond the most recent bachelor’s degree.
	Students seeking a state required teaching certification or certificate program must complete the requirements within 130% of the time frame for the certification.  An advisor’s plan of study is required to be on file in Financial Aid for all students pursuing course work toward a certification.  The student must follow this plan.  Therefore, if the plan of study calls for an additional 24 hours of study, financial aid will be available for no more than 31 hours of credit. The student must maintain a 2.0 on all coursework beyond the most recent bachelor’s degree.

All accepted transfer work will be counted in this calculation. Non-credit remedial courses are not included in the calculation.  Repeated courses and courses for which the student has been granted academic bankruptcy are included in the calculation of both attempted and earned hours.  Students changing majors will not have additional time allowed for goal accomplishment.  Students are considered to be on probation the first term of enrollment.  Compliance is checked at the end of each term.  Students not in compliance are suspended.  Students are notified via the student email account of suspension and steps for appeal and/or reinstatement of aid.

Student Appeals/Reinstatement Process
The student may appeal the financial aid suspension due to GPA or withdrawal issues by writing a letter of appeal to the Assistant Director of Student Financial Services. The appeal must state the reasons the student did not achieve the requirements and the reasons why aid should not be terminated.  In addition, the student must submit a plan of study (an outline of remaining courses necessary to complete the degree), signed by the student’s faculty advisor.  An answer to this appeal will be provided in writing to the student within one week under normal circumstances.  Students with approved appeals will have aid reinstated.  Reinstatement continues until the student has regained satisfactory academic standards, provided the student has no W’s, I’s or F’s in the enrollment period of the reinstatement.

Students may appeal the decision of the Assistant Director, in writing, to the Financial Aid Committee.  The Committee will review the appeal and notify the student in writing.  The committee reviews appeals once per term, near the beginning of the term.  Decisions of the committee are final.

Other than by appeal, Financial Aid is reinstated when the Student Financial Services Office has reviewed documentation of compliance with the Satisfactory Academic Progress Policy.  Generally, the student must self pay for courses required to regain compliance with the Satisfactory Academic Progress Policy.

Special Note to students failing to meet the requirements due to excessive attempted hours or course work.  You may wish to discuss with your advisor the option of a first degree in liberal studies with the hours on your transcript. 

Verification Process at Athens State University
Applications are selected for verification either by the Federal Central Processing System or by the school. Some applications are randomly selected by the central processing system, others are selected if there is a reason to believe data items are incorrect or discrepant. Each school must have a system to identify conflicting or discrepant information—regardless of the source and regardless of whether the student is selected for verification by the central processing system. Athens State University is required to resolve all such conflicting or discrepant information prior to disbursing aid to a student. Each student selected for verification must submit a completed verification worksheet, either for a dependent student or independent student as appropriate. The student must also submit federal tax returns and supporting w-2s and/or 1099s. Additional information may be required to complete the verification process for some students.

Code of Conduct for Athens State University Financial Aid Professionals
Athens State University financial aid professionals are expected to always maintain professional conduct in all aspects of carrying out his or her responsibilities.  In doing so, the Athens State University financial aid professional: Ensures that the information he or she provides is accurate, unbiased, and does not reflect any preference arising from actual or potential personal gain. Refrains from taking any action he or she believes is contrary to law, regulation, or the best interests of the students and parents he or she serves. Is objective in making decisions and advising his or her institution regarding relationships with any entity involved in any aspect of student financial aid. Refrains from taking any action for his or her personal benefit. Refrains from soliciting or accepting anything of other than nominal value from any entity (other than an institution of higher education or a governmental entity such as the U.S. Department of Education) involved in the making, holding, consolidating or processing of any student loans, including anything of value (including reimbursement of expenses) for serving on an advisory body or as part of a training activity of or sponsored by any such entity. Discloses to his or her institution, in such manner as his or her institution may prescribe, any involvement with or interest in any entity involved in any aspect of student financial aid.

Student Eligibility for Aid related to conviction for possessing or selling illegal drugsStudents convicted of a federal or state offense of selling or possessing illegal drugs that occurred while a period of enrollment for which they were receiving federal Title IV student aid is subject to loss of eligibility for Title IV aid.  The period of ineligibility, which begins on the day the student was convicted and continues for one year, two years, or indefinitely depending upon the nature of the drug-related offense and the number of convictions.

A student regains eligibility the day after the period of ineligibility ends or when he successfully completes a qualified drug rehabilitation program. Further drug convictions will make him ineligible again.  Students denied eligibility for an indefinite period can regain it only after successfully completing a qualified rehabilitation program or if a conviction is reversed, set aside, or removed from the student’s record so that fewer than two convictions for sale or three convictions for possession remain on the record. In such cases, the nature and dates of the remaining convictions will determine when the student regains eligibility. It is the student’s responsibility to certify to you that she has successfully completed the rehabilitation program.

Year Round Pell Eligibility
Beginning with the 2009-2010 academic year students are eligible for up to 2 scheduled awards (200%) per year of Pell grants.

For the summer of 2010, Athens State University will pay Pell grant based on the 2009-2010 year eligibility during the transition period for the new Pell grant awards.  If students use their first scheduled award by completing 24 hours of credit and enroll in a minimum of 6 credit hours Summer 2010, they may be eligible for a 2nd scheduled award.  Student must have one hour in the summer, 2010 which would go into their second year.  For example, Athens State University defines its year as 24 credit hours; if the student receives a fulltime award in fall 2009 and spring 2010, completes 24 hours and enrolls in 6 hours or more in summer they would receive Pell grant, for the summer payment period from the 2009-2010 year, providing they are otherwise eligible.  Pell grants for a payment period may be combined using the first and second scheduled awards if the student is eligible.  For the summer, 2010 only, no consideration will be given to 2010-11 student eligibility during the cross-over payment period and no consideration will be given to academic progression requirements.

Transfer Students for 2 scheduled Pell Awards beginning 2010-2011

• Athens State University will use the assumption method to determine eligibility for the second Scheduled Pell Award.
• If student received 100% of the first Scheduled Pell Award at prior school(s), we will assume the student completed the first academic year.
• If student received less than 100% we will use the same ration to Athens State University’s academic year as the % of the Scheduled Award that was received from the other school(s) and round up.

For example:  Assume student completed the same ratio of the academic year as the % of Pell received.  The prior school disbursed $2,007 of $5,350 Scheduled Award at that school. $2,007 X 24/$5,350 = 9 credits assumed earned at prior school.  Student is given 9 credits toward completion of the first academic year.

Special Circumstances for Academic Year Completion Requirement for Second Scheduled Award may be waived if the FAA determines that student was unable to complete the hours of the first academic year due to "circumstances beyond the student's control."  Circumstances beyond the student's control may include but are not limited to:

• Student withdrawing from classes due to a verifiable illness.
• Student being unable to register for classes necessary to complete his or her eligible program because classes were not offered.

Determination must be documented and made on a student by student basis

Special circumstances beyond a student's control does not include:

• Withdrawing to avoid a particular grade.
• Failing to register for necessary class that is offered during the term to avoid a particular instructor.
• Classes are full and student is unable to register.