Student Financial Services Policies

Undergraduate Satisfactory Academic Progress Policy for Financial Aid

Kettering College’s Satisfactory Academic Progress (SAP) for financial aid standards applies to all students who want to establish or maintain financial aid eligibility.  Satisfactory academic progress for financial aid is evaluated at the end of every semester, including the summer semester.

The standards outlined in this section are the minimum standards that must be attained.  These standards apply to a student’s entire academic transcript, including terms for which financial aid was not received.  All attempted courses taken for academic credit, regardless if federal financial aid was received or not, are included in the calculation of the qualitative and quantitative measures of the SAP policy for financial aid.  Courses taken for audit (noncredit courses) are not counted toward a student’s financial aid load or meeting graduation requirements and are therefore not used in determining a student’s satisfactory academic progress status. Kettering College does not offer any noncredit remedial courses.  Specific financial aid programs or Kettering College’s academic programs standards may be different than those in this section.

The Satisfactory Academic Progress policy for financial aid policy is a different policy than the Academic Probation/Dismissal policy.  A student may be suspended from receiving financial aid but not be dismissed from Kettering College.  Different procedures must be followed if placed on Academic Probation (refer to the Academic Policies section in the Kettering College Academic Bulletin for more information.)  Always check with the Financial Aid Office and the Registrar’s Office if there are questions about the different policies.

Satisfactory Academic Progress for Financial Aid

The Higher Education Act of 1965, as amended, requires students to maintain satisfactory progress toward their degree to receive financial aid.  Satisfactory Academic Progress (SAP) for financial aid is a three-part Federal Regulation with minimum qualitative and quantitative measurements.  Minimum standards must be attained in all three areas.

Standard 1: Cumulative GPA (qualitative measurement) Undergraduate students must maintain a Kettering College cumulative grade point average (GPA) of 2.0 at all times.

Grades that impact a student’s Kettering College cumulative GPA (qualitative measurement)

Grades of A, A-, B+, B, B-, C+, C, C-, D, and F earned at Kettering College are used in the  calculation of a student’s cumulative grade point average and do impact the qualitative measurement.  Transfer credit is not included in the cumulative GPA calculation and does not impact the qualitative measurement.

If a student repeats a course for a better grade, only the most recent grade received in the repeated course will be used to calculate the student’s cumulative GPA and in the qualitative measurement.  Please refer to Standards 2 and 3 (quantitative measurement) below to determine the impact of multiple course attempts on maintaining satisfactory progress for financial aid.

Grades that do not impact a student’s Kettering College cumulative GPA (qualitative measurement)

Grades of I, IP, NG, P, W, Y, and Z received at Kettering College, as well as transfer credit, are not used in the calculation of a student’s cumulative grade point average and do not impact the qualitative measurement.  Please refer to Standards 2 and 3 (quantitative measurement) below to determine the impact of receiving these particular grades on maintaining satisfactory progress for financial aid.

Standard 2: Pace (quantitative measurement) Undergraduate students must successfully complete at least 2/3 (67%) of the credit hours that the student attempts each semester (based on the credit hours for which a student is registered at the end of the 100% refund period).  Courses from which a student withdraws (after the end of the 100% refund period) are usually considered in “hours attempted” for calculating Standard 2 (Pace) and Standard 3 (Maximum Time Frame) and can impact a student’s ability to receive federal financial aid.   Unsuccessful course repetitions may also negatively impact a student’s “pace” calculation.

Grades used in a student’s Kettering College “pace” calculation each semester (quantitative measurement)

Grades of A, A-, B+, B, B-, C+, C, C-, D, F, I, IP, NG, P, W, and Y received at Kettering College are factored in the “pace” calculation performed at the end of each semester, including summer semester, to determine if the student has successfully completed at least 67% of the attempted hours in which he/she was registered.  This is one of the quantitative measurements of satisfactory academic progress for financial aid.

Grades used in a student’s Kettering College “pace” calculation that have a negative impact on the quantitative measurement

Grades of C-, D, F, I, IP, NG, and W received at Kettering College will have a negative impact on a student’s “pace” calculation.  These grades are not considered satisfactory and will require a repeat of the course in which the grade was received.

Withdrawal (W)

A W is considered a non-punitive grade in respect to a student’s grade point average.  A grade of W does, however, negatively affect a student’s “pace” calculation and will be used to determine if a student in meeting the quantitative measurements of the satisfactory academic progress policy.

Incomplete (I) and In Progress (IP) Grades

If a student fails to complete 67% of the hours/she attempted during a semester due to receiving a grade(s) of Incomplete (I) or In Progress (IP) and the student is placed on satisfactory academic progress warning/probation/suspension status, he/she may submit the final grade to the Director of Student Finance for review.  If meeting the minimum standards after the change of grade(s) is submitted, the student’s satisfactory academic progress status for financial aid will be updated accordingly.

Standard 3: Maximum Time Frame (quantitative measurement) Students must complete a degree within 150% of the published length of the program, which is measured in credit hours attempted.  All attempted credits, including all official and unofficial withdrawals that occur after the 100% refund period (W grades are included), course repetitions, incompletes, etc. from all periods of enrollment, plus all accepted transfer credits are counted.  All terms of enrollment are included whether or not the student received financial aid, changed programs of study, and regardless of the age of the coursework. Students are not eligible to receive federal financial aid beyond the maximum time frame permitted for their program of study.

Example

If the program of study consists of 120 credit hours, a student may receive federal financial aid to attempt 180 credit hours (120 x 150% = 180)

 Repeating Courses for a Better Grade

Federal Regulations permit a student to repeat a class with a passing grade, C and above, one time and receive financial aid for it.  Regardless of the grade the student receives in the second attempt, he/she will not be eligible to receive financial aid for a third attempt.  All course repeat attempts will be counted toward a student’s 150% maximum time frame (quantitative measurement) for completing the program.  The most recent grade received in a repeated course will be used to calculate the student’s cumulative GPA (qualitative measurement) to determine a student’s satisfactory academic progress status for the next semester.

Failure to Meet Requirement

Satisfactory Academic Progress (SAP) Notifications

Satisfactory Academic Progress is reviewed at the end of each semester, including summer semester, after grades have been submitted for all students.  Students not meeting one or more of the SAP standards will receive written notification detailing which standard(s) hasn’t been met and the implication for future financial aid.

• Satisfactory Academic Progress (SAP) Warning

Students who do not meet one or more of the SAP standards will be placed on “Financial Aid Warning” at the end of the semester in which they do not meet the standard(s).  Students under this status will be eligible to receive financial aid for the next semester he/she is enrolled at Kettering College.  Students under this status are not required to appeal for reinstatement of their financial aid eligibility.

Students placed on “Financial Aid Warning” will be sent written notification advising them of their status, the standard(s) not being met, the impact of future financial aid eligibility, and the importance of seeking assistance/guidance from the appropriate staff.

Students who fail to meet any of the minimum SAP standards after the Financial Aid Warning semester will be denied eligibility for financial aid for future semesters and be placed on “Financial Aid Suspension” status until the minimum SAP standards are met or a Satisfactory Academic Progress Appeal is approved.

• Satisfactory Academic Progress (SAP) Suspension

Students who do not meet the SAP standards after being placed on Financial Aid Warning will be placed on Satisfactory Academic Progress Suspension status for future financial aid until the minimum SAP standards are met.  Financial aid will not be available to the student until the minimum SAP standards are met.

• Satisfactory Academic Progress (SAP) Probation

Students who do not meet the SAP standards after being placed on Financial Aid Warning and have been placed on Satisfactory Academic Progress Suspension status may appeal to be placed on Satisfactory Academic Progress Probation.  Students desiring to have their financial aid reinstated must have a Satisfactory Academic Progress Appeal submitted and approved by the Kettering College Non-Academic Appeals Committee.

A Satisfactory Academic Progress Appeal may be submitted for consideration if an extenuating circumstance (i.e. personal illness, accident, serious illness or death within the immediate family, or other circumstance beyond a student’s reasonable control) has prevented the student from meeting the minimum standard(s).  If a student’s appeal is approved, he/she will be placed on Satisfactory Academic Progress Probation status as long as he/she is successfully complying with the prescribed requirements of the Academic Plan (see The Satisfactory Academic Progress Appeal Process for details) that must be submitted as part of the SAP Appeal process.

The Satisfactory Academic Progress (SAP) Appeal Process  

In order to receive consideration for financial aid reinstatement, a student must complete the following steps:

• Complete a Financial Aid Satisfactory Academic Progress (SAP) Appeal Form.  The appeal forms are available at https://kc.edu/admissions/student-financial-services/financial-aid-forms/.  Please complete the appropriate form(s) based the standard(s) not being met according to the Financial Aid Suspension notification you received from the Director of Student Finance
• Attach documentation that supports the extenuating circumstance that prevented the student from meeting the minimum SAP requirements
• Meet with the Director of Student Support and Disability Services and work together to complete the Academic Plan portion of the SAP appeal.  The Academic Plan specifically addresses the standard(s) under which the student is not making minimum satisfactory progress.  A student not making minimum satisfactory progress in more than one area may be required to submit multiple Academic Plans
• Submit the SAP Appeal Form(s), supporting documentation, and Academic Plan(s) to the Director of Student Finance.  The appeal will be reviewed by the Kettering College Non-Academic Appeals Committee.  The appeal packet must be submitted by the date indicated on the Financial Aid Suspension notification
• The Non-Academic Appeals Committee will respond within 10 business days of receiving the appeal request.

Second Degree-Seeking Students and/or Students Changing Majors

A student who changes majors and/or returns for a second degree at Kettering College may not receive financial aid over and above the 150% maximum credit hours attempted limit of the new major (for calculation details please refer to Standard 3: Maximum Time Frame under Satisfactory Academic Progress for Financial Aid).  All the credit hours a student attempted in his/her prior major at Kettering College, as well as any credits transferred from other institutions, will be taken into account when calculating the maximum credits for which a student may receive financial aid.  It is recommended that before officially changing majors or seeking a second degree that a student meet with his/her academic advisor for an evaluation of courses needed to complete the new major.

The 150% credit hour limit for Kettering College associate degree graduates who wish to enroll in a Bachelor of Science completion degree program will be calculated by adding the credits needed to obtain the completion degree to the credits needed for the associate degree program from which he/she graduated.

 Re-establishing Eligibility after Satisfactory Academic Progress Suspension Status

Any student with extenuating circumstances (i.e. personal illness, accident, serious illness or death of an immediate family member, etc.) who has been placed on financial aid suspension status may appeal to the Kettering College Appeals Committee for reinstatement based on his/her individual situation (see Satisfactory Academic Progress Appeal Process section for details.)

An undergraduate student who had financial aid suspended for not meeting the minimum 2.0 cumulative grade point average requirement may have financial aid re-instated the semester after his/her cumulative grade point average has been brought up to at least a 2.0, provided all other standards to receive financial aid are being met.

A student who had financial aid suspended for failing to complete 67% of his/her attempted hours and since suspension, has brought the completion percentage to a minimum of 67%, may have financial aid reinstated the semester after he/she meets the standard, provided all other standards to receive financial aid are being met.

Graduate Satisfactory Academic Progress Policy for Financial Aid

Kettering College’s Satisfactory Academic Progress (SAP) for financial aid standards applies to all students who want to establish or maintain financial aid eligibility.  Satisfactory academic progress for financial aid is evaluated at the end of every semester, including the summer semester.

The standards outlined in this section are the minimum standards that must be attained.  These standards apply to a student’s entire academic transcript, including terms for which financial aid was not received.  All attempted courses taken for academic credit, regardless if federal financial aid was received or not, are included in the calculation of the qualitative and quantitative measures of the SAP policy for financial aid.  Courses taken for audit (noncredit courses) are not counted toward a student’s financial aid load or meeting graduation requirements and are therefore not used in determining a student’s satisfactory academic progress status. Kettering College does not offer any noncredit remedial courses.  Specific financial aid programs or Kettering College’s academic programs standards may be different than those in this section.

The Satisfactory Academic Progress policy for financial aid policy is a different policy than the Academic Probation/Dismissal policy.  A student may be suspended from receiving financial aid but not be dismissed from Kettering College.  Different procedures must be followed if placed on Academic Probation (refer to the Graduate Academic Policies section in the Kettering College Academic Bulletin for more information.)  Always check with the Financial Aid Office and the Registrar’s Office if there are questions about the different policies.

Satisfactory Academic Progress for Financial Aid

The Higher Education Act of 1965, as amended, requires students to maintain satisfactory progress toward their degree in order to receive financial aid.  Satisfactory Academic Progress (SAP) for financial aid is a three-part Federal Regulation with minimum qualitative and quantitative measurements.  Minimum standards must be attained in all three areas.

Standard 1: Cumulative GPA (qualitative measurement) Graduate students must maintain a Kettering College cumulative grade point average (GPA) of 3.0 at all times.

Grades that impact a student’s Kettering College cumulative GPA (qualitative measurement)

Grades of A, A-, B+, B, B-, C+, C, C-, D, and F earned at Kettering College are used in the calculation of a student’s cumulative grade point average and do impact the qualitative measurement.  Transfer credit is not included in the cumulative GPA calculation and does not impact the qualitative measurement.

If a student repeats a course for a better grade, only the most recent grade received in the repeated course will be used to calculate the student’s cumulative GPA and in the qualitative measurement.  Please refer to Standards 2 and 3 (quantitative measurement) below to determine the impact of multiple course attempts on maintaining satisfactory progress for financial aid.

Grades that do not impact a student’s Kettering College cumulative GPA (qualitative measurement)

Grades of I, IP, NG, P, W, Y, and Z received at Kettering College, as well as transfer credit, are not used in the calculation of a student’s cumulative grade point average and do not impact the qualitative measurement.  Please refer to Standards 2 and 3 (quantitative measurement) below to determine the impact of receiving these particular grades on maintaining satisfactory progress for financial aid.

Standard 2: Pace (quantitative measurement) Graduate students must successfully complete at least 2/3 (67%) of the credit hours that the student attempts each semester (based on the credit hours for which a student is registered at the end of the 100% refund period).  Courses from which a student withdraws (after the end of the 100% refund period) are usually considered in “hours attempted” for calculating Standard 2 (Pace) and Standard 3 (Maximum Time Frame) and can impact a student’s ability to receive federal financial aid.   Unsuccessful course repetitions may also negatively impact a student’s “pace” calculation.

Grades used in a student’s Kettering College “pace” calculation each semester (quantitative measurement)

Grades of A, A-, B+, B, B-, C+, C, C-, D, F, I, IP, NG, P, W, and Y received at Kettering College are factored in the “pace” calculation performed at the end of each semester, including summer semester, to determine if the student has successfully completed at least 67% of the attempted hours in which he/she was registered.  This is one of the quantitative measurements of satisfactory academic progress for financial aid.

Grades used in a student’s Kettering College “pace” calculation that have a negative impact on the quantitative measurement

Grades of C+, C, C-, D, F, I, IP, NG, and W received at Kettering College will have a negative impact on a student’s “pace” calculation.  These grades are not considered satisfactory and will require a repeat of the course in which the grade was received.

Withdrawal (W)

A W is considered a non-punitive grade in respect to a student’s grade point average.  A grade of W does, however, negatively affect a student’s “pace” calculation and will be used to determine if a student in meeting the quantitative measurements of the satisfactory academic progress policy.

Incomplete (I) and In Progress (IP) Grades

If a student fails to complete 67% of the hours/she attempted during a semester due to receiving a grade(s) of Incomplete (I) or In Progress (IP) and the student is placed on satisfactory academic progress warning/probation/suspension status, he/she may submit the final grade to the Director of Student Finance for review.  If meeting the minimum standards after the change of grade(s) is submitted, the student’s satisfactory academic progress status for financial aid will be updated accordingly.

Standard 3: Maximum Time Frame (quantitative measurement) Students must complete a degree within 150% of the published length of the program, which is measured in credit hours attempted.  All attempted credits, including all official and unofficial withdrawals that occur after the 100% refund period (W grades are included), course repetitions, incompletes, etc. from all periods of enrollment, plus all accepted transfer credits are counted.  All terms of enrollment are included whether or not the student received financial aid, changed programs of study, and regardless of the age of the coursework. Students are not eligible to receive federal financial aid beyond the maximum time frame permitted for their program of study.

Example

If the program of study consists of 120 credit hours, a student may receive federal financial aid to attempt 180 credit hours (120 x 150% = 180)

Repeating Courses for a Better Grade

Federal Regulations permit a student to repeat a class with a passing grade, C and above, one time and receive financial aid for it.  Regardless of the grade the student receives in the second attempt, he/she will not be eligible to receive financial aid for a third attempt.  All course repeat attempts will be counted toward a student’s 150% maximum time frame (quantitative measurement) for completing the program.  The most recent grade received in a repeated course will be used to calculate the student’s cumulative GPA (qualitative measurement) to determine a student’s satisfactory academic progress status for the next semester.

Failure to Meet Requirement

Satisfactory Academic Progress (SAP) Notification

Satisfactory Academic Progress is reviewed at the end of each semester, including the summer semester, after grades have been submitted for all students.  Students not meeting one or more of the SAP standards will receive written notification detailing which standard(s) hasn’t been met and the implication for future financial aid.

• Satisfactory Academic Progress (SAP) Warning

Students who do not meet one or more of the SAP standards will be placed on “Financial Aid Warning” at the end of the semester in which they do not meet the standard(s).  Students under this status will be eligible to receive financial aid for the next semester he/she is enrolled at Kettering College.  Students under this status are not required to appeal for reinstatement of their financial aid eligibility.

Students placed on “Financial Aid Warning” will be sent written notification advising them of their status, the standard(s) not being met, the impact of future financial aid eligibility, and the importance of seeking assistance/guidance from the appropriate staff.

Students who fail to meet any of the minimum SAP standards after the Financial Aid Warning semester will be denied eligibility for financial aid for future semesters and be placed on “Financial Aid Suspension” status until the minimum SAP standards are met or a Satisfactory Academic Progress Appeal is approved.

• Satisfactory Academic Progress (SAP) Suspension

Students who do not meet the SAP standards after being placed on Financial Aid Warning will be placed on Satisfactory Academic Progress Suspension status for future financial aid until the minimum SAP standards are met.  Financial aid will not be available to the student until the minimum SAP standards are met.

• Satisfactory Academic Progress (SAP) Probation

Students who do not meet the SAP standards after being placed on Financial Aid Warning and have been placed on Satisfactory Academic Progress Suspension status may appeal to be placed on Satisfactory Academic Progress Probation.  Students desiring to have their financial aid reinstated must have a Satisfactory Academic Progress Appeal submitted and approved by the Kettering College Non-Academic Appeals Committee.

A Satisfactory Academic Progress Appeal may be submitted for consideration if an extenuating circumstance (i.e. personal illness, accident, serious illness or death within the immediate family, or other circumstance beyond a student’s reasonable control) has prevented the student from meeting the minimum standard(s).  If a student’s appeal is approved, he/she will be placed on Satisfactory Academic Progress Probation status as long as he/she is successfully complying with the prescribed requirements of the Academic Plan (see The Satisfactory Academic Progress Appeal Process for details) that must be submitted as part of the SAP Appeal process.

The Satisfactory Academic Progress (SAP) Appeal Process  

In order to receive consideration for financial aid reinstatement, a student must complete the following steps:

• Complete a Financial Aid Satisfactory Academic Progress (SAP) Appeal Form.  The appeal forms are available at https://kc.edu/admissions/student-financial-services/financial-aid-forms/. Please complete the appropriate form(s) based the standard(s) not being met according to the Financial Aid Suspension notification you received from the Director of Student Finance
• Attach documentation that supports the extenuating circumstance that prevented the student from meeting the minimum SAP requirements
• Meet with the Director of Student Support and Disability Services and work together to complete the Academic Plan portion of the SAP appeal.  The Academic Plan specifically addresses the standard(s) under which the student is not making minimum satisfactory progress.  A student not making minimum satisfactory progress in more than one area may be required to submit multiple Academic Plans
• Submit the SAP Appeal Form(s), supporting documentation, and Academic Plan(s) to the Director of Student Finance.  The appeal will be reviewed by the Kettering College Non-Academic Appeals Committee.  The appeal packet must be submitted by the date indicated on the Financial Aid Suspension notification
• The Non-Academic Appeals Committee will respond within 10 business days of receiving the appeal request.

Second Degree-Seeking Students and/or Students Changing Majors

A student who changes majors and/or returns for a second degree at Kettering College may not receive financial aid over and above the 150% maximum credit hours attempted limit of the new major (for calculation details please refer to Standard 3: Maximum Time Frame under Satisfactory Academic Progress for Financial Aid).  All of the credit hours a student attempted in his/her prior major at Kettering College, as well as any credits transferred from other institutions, will be taken in to account when calculating the maximum credits for which a student may receive financial aid.  It is recommended that before officially changing majors or seeking a second degree that a student meet with his/her academic advisor for an evaluation of courses needed to complete the new major.

Re-establishing Eligibility after Satisfactory Academic Progress Suspension Status

Any graduate student with extenuating circumstances (i.e. personal illness, accident, serious illness or death of an immediate family member, etc.) who has been placed on financial aid suspension status may appeal to the Kettering College Non-Academic Appeals Committee for re-instatement based on his/her individual situation (see Satisfactory Academic Progress Appeal Process section for details.)

A graduate student who had financial aid suspended for not meeting the minimum 3.0 cumulative grade point average requirement may have financial aid re-instated the semester after his/her cumulative grade point average has been brought up to at least a 3.0, provided all other standards to receive financial aid are being met.

A student who had financial aid suspended for failing to complete 67% of his/her attempted hours and since suspension, has brought the completion percentage to a minimum of 67%, may have financial aid reinstated the semester after he/she meets the standard, provided all other standards to receive financial aid are being met.

This code of conduct applies to all college employees, board of director members, officers, and agents of the college, including without limitation individuals who are employed in the financial aid office or who otherwise have responsibilities with respect to educational loans. This code reflects the college’s commitment to conducting financial aid practices with integrity, free from conflicts of interest, in the interest of students, and in compliance with applicable law.

Definitions

For the purpose of this code of conduct, certain key terms are defined as follows:

Lending Institution

a.      any entity that itself of through an affiliate engages in the business of making loans to students, parents, or others for the purposes of financing higher education expenses or that securitizes such loans; or
b.      any entity, or association of entities, that guarantees or services educational loans; or
c.       any industry, trade, or professional association that receives money from any entity described in subsections (a) or (b) above.

Preferred Lender Arrangement

An arrangement or agreement between a lending institution and Kettering College

a.      under which a lending institution provides or otherwise issues educational loans to students attending Kettering College or the families of such students; and
b.      that relates to Kettering College or an affiliated organization recommending, promoting, or endorsing the educational loan products of the lending institution.

Revenue Sharing Arrangement

Any arrangement between Kettering College and a lending institution that results in the lending institution paying a fee or other benefits, including a share of the profits, to Kettering College, its employees, board members, officers, or agents as a result of Kettering College recommending the lender to its students or the families of those students.

Policy:

●      Does not require the use of a particular lending institution or limit the choice of lending institutions.
●      Does not recommend particular lending institutions to students or families of those students.
●      Does not maintain a Preferred Lender list or have any Preferred Lender arrangements.
●      Processes loan applications through any lending institution a student or parent chooses.
●      Does not assign to any borrower, through award packaging or any other methods, a loan from a particular lending institution and does not delay certification or refuse to certify any loan based on the borrower’s selection of a particular lending institution.
●      Prohibits conflicts of interest in respect to the loans.
●      Prohibits revenue sharing arrangements with any lending institution.
●      Does not accept anything of value from any lending institution in exchange for certifying educational loans to students admitted to Kettering College.
●      Prohibits employees of the Student Finance Office, or any employee who has responsibilities in relating to educational loans, from accepting from a lending institution any gift worth more than a nominal value. Gifts include, but are not limited to, any gratuity, favor, discount, loan, hospitality, entertainment, etc.
●      Prohibits employees of the Student Finance Office, or any employee who has responsibilities in relating to educational loans, from entering into any type of consulting arrangement or other contract to provide lender institution services relating to educational loans.
●      Prohibits employees of the Student Finance Office, or any employee who has responsibilities in relating to educational loans, who serve on an advisory board relating to educational loans established by a lending institution or a group of lending institutions from receiving anything of value from the lending institution(s) in connection with serving on such an advisory board.
●      Prohibits external lending institutions’ employees or representatives from providing staffing to the Student Finance Office at Kettering College.

RETURN OF TITLE IV FUNDS

Introduction

If a student finds it necessary to withdraw from a course (or courses), he/she would initiate the withdrawal process by completing the drop/add form.  The drop/add form is available in the records office (937-395-6615).  The student must secure signatures from the instructor of each course who will indicate the student’s last date of attendance (or academic activity) and grade at the time of the withdrawal, the student’s academic advisor, and the financial aid office before submitting the form to the records/registrar’s office for processing.

 How a Withdrawal Affects Financial Aid

Federal Student Aid (FSA), also known as Title IV funding, is awarded under the assumption that a student will complete course(s) for the entire semester and/or payment period for which the funds were awarded.  When a student ceases attendance, officially and/or unofficially, regardless of the reason, the student may no longer be eligible for the full amount of Title IV funds originally awarded.

The return of funds to the federal government is based on the premise that financial aid is earned in proportion to the length of time during which the student attended.  A pro-rated schedule determines the amount of federal aid a student has earned while attending.  For example, a student who stops attending in the third week of the semester has earned less of his/her financial aid than a student who stops attending in the fifth week.

Once the 60% point in the semester/payment period is reached, a student is considered to have earned all the financial aid originally awarded and will not be required to return any funds.

Financial aid that is processed for a student who never begins attendance or ceases attendance in classes prior to the end of the end of the 100% refund period will be canceled.

If a recipient of Title IV funds stops attending Kettering College after the 100% refund period, the amount of Title IV assistance earned by the student must be determined.  If the amount disbursed to the student is greater than the amount the student earned, the unearned funds must be returned to the federal program(s).  If the amount disbursed to the student is less than the amount the student earned, and for which the student is otherwise eligible, he or she is eligible to receive a post-withdrawal disbursement of the earned aid that was not received.

Earned versus Unearned Title IV Funding

If a student officially withdraws or ceases attendance and is administratively withdrawn from Kettering College, federal regulations require Kettering College to calculate the amount of Federal Title IV funds he/she has earned during the term from which the student withdrew.  For the purposes of calculating the amount of Federal Title IV funds earned during the term for a student withdrawing, the last date of attendance (or academic activity) as recorded on the student’s drop/add form by the course instructor will be used in the calculation.

The percent earned is equal to the number of calendar days completed up to the last date of attendance divided by the total number of calendar days in the semester/payment period.  Breaks of 5 days or longer are not included in the count of total days in the payment period.

Earned Percent = Number of Days Completed ÷ Total Days in Payment Period

Unearned Percent = 100% – Earned Percent

As a result of a withdrawal, students who received federal funds will be required to repay unearned aid. The repayment calculation is performed utilizing the federal government’s repayment worksheet see link below for access to the federal worksheet:

https://fsapartners.ed.gov/sites/default/files/2023-07/Volume%205%20R2T4%20Worksheet%20-%20credit%20hour%20worksheets%20effective%20July%201%202023.pdf

Determination of Withdrawal Date vs. Last Date of Attendance (Official Withdrawal)

The return of Title IV funds process begins when the student submits a completed drop/add form to the records/registrar’s office to officially withdraw from his/her courses.  The student’s last date of attendance or academic activity, as documented by the student’s instructor(s) on the drop/add form; will be used in the return of unearned federal student aid calculation.  The determination of withdrawal date is the date the student submits the completed drop/add form to the records/registrar’s office for processing.  Any unearned federal aid will be returned to the appropriate federal program within 45 days of the determination of withdrawal date.

Administrative Withdrawal (Unofficial Withdrawal)

Kettering College faculty will normally notify the records/registrar’s office after a student misses class two weeks in a row without any communication from the student.  The records office will reach out to the student’s other instructors to see if the student is attending his/her other courses.  If it is determined the student is not attending his/her other classes, and the records office has attempted to contact the student without success, an administrative withdrawal will be initiated.  The records office will contact the student’s instructors to obtain his/her last dates of attendance (or academic activity), along with the grade the student was earning, and complete a drop/add form.  The determination of withdrawal date on the administrative withdrawal will be the date the records office initiates drop/add form.

Students Receiving All Fs as Final Grades for the Semester

Students receiving final grades of F for the semester in all courses may be considered an unofficial withdrawal.  Upon receiving final course grades from the faculty, the records office will contact each of the student’s instructors to secure the student’s last date(s) of attendance or academic activity to determine if the F grades received were earned grades or due to the student having stopped attending at some point during the semester (unofficial withdrawal).  If it is determined the student did stop attending, the student would be considered an unofficial withdrawal for federal financial aid purposes and be subject to the repayment calculation process to determine if any unearned federal aid needs to be returned to the appropriate federal program.

Non-Attendance

Instructors are required to report each term the students who do not begin attendance in a course.  If a student does not begin attendance in a course or does not attend a course beyond the 100% refund period, that course must be taken out of consideration for Title IV funds.  The Title IV funds will be recalculated excluding that course.  Depending on the remaining credit hours, students may have their aid partially reduced or fully reduced.

Post-Withdrawal Disbursements

When the total amount of the Title IV assistance earned as of the last date of attendance is more than the amount that was disbursed to the student, the difference between the two amounts will be treated as a post-withdrawal disbursement.  A student will be considered for a post-withdrawal disbursement (and the parent for a parent PLUS Loan disbursement) if Kettering College receives a processed SAR/ISIR with an official EFC before the student becomes ineligible.  For purposes of determining eligibility for a post-withdrawal disbursement, the processing date on the SAR/ISIR will be used.

Post-Withdrawal Disbursement of Pell Grant Funds

If a valid SAR/ISIR is received for a student who is no longer enrolled, prior to performing a Return of Title IV Funds (R2T4) calculation, the student’s Pell Grant eligibility will be based on the student’s enrollment status as of the date the student ceased to be enrolled.

Kettering College will automatically credit the student’s account with a post-withdrawal disbursement of Pell Grant funds for current institutional charges (tuition, fees, eCampus bookstore, and residence hall). Excess funds will be refunded to the student.  The post-withdrawal disbursement will be made within 45 days of the date the institution determined the student withdrew.

Post-Withdrawal Disbursement of Federal Loan Funds

To receive a post-withdrawal disbursement of federal loan funds, the loan must be originated prior to the date the student becomes ineligible.

If a post-withdrawal disbursement includes federal loan funds, Kettering College must obtain the student’s, or parent’s if a PLUS loan, permission before it can be disbursed.  The borrower will be notified within 30 days of the date of determination of withdrawal of the opportunity to accept all or a part of the post-withdrawal disbursement.  The student or parent has 14 days from the date of notification to respond. If eligible, Kettering College will disburse the loan funds within 180 days of the date of determination of the student’s withdrawal date.  Loan funds will be applied towards the outstanding semester charges on the student’s account and may pay up to the amount of the allowable charges.  Any remainder will be sent directly to the student or parent.

Order of Return to Federal Aid Programs

In accordance with federal regulations, unearned Title IV aid will be returned to the federal programs within 45 days of the student’s withdrawal in the following order:

• Federal Direct Unsubsidized Loan
• Federal Direct Subsidized Loan
• Federal Perkins Loan
• Federal Direct PLUS (graduate borrowers)
• Federal Direct PLUS for Undergraduate Students (parent borrowers)
• Federal Pell Grant
• Federal Supplemental Educational Opportunity Grant

Unearned Title IV funds being returned will be distributed up to the amount disbursed from each federal aid program during that particular semester or payment period with the balance, if any, going to the next applicable program in the order.

Student Notification of Repayment

The student and the school are both responsible for returning unearned federal financial aid to the federal government.  Kettering College will return funds on the student’s behalf to the appropriate federal programs and subsequently will bill the student for any balances owed back to Kettering College as a result of the return of Title IV funds.  An email explaining the adjustment(s) to the student’s Title IV funds will be sent to the student.  The student is responsible for any outstanding balance resulting from a Return of Title IV calculation.  Students are encouraged to contact the student accounts office to make arrangements for any outstanding and/or past due balance owed to Kettering College.

Additional Loan Information to Consider When Withdrawing

If the student is not enrolled at least half-time for more than 6 months, his/her loans will go into repayment.  More specifically, the student’s six (6) month grace period begins the day their enrollment status drops below half-time.  The student must complete Exit Loan Counseling at www.studentaid.gov and contact their servicer to make payment arrangements.  Loans must be repaid by the loan borrower (student/parent) as outlined in the terms of the borrower’s promissory note.  The student should contact the server if they have questions regarding their grace period or repayment status.

Consequences of Non-Repayment

Students who owe the US Department of Education for an overpayment (unearned due to not attending for more than 60% of the payment period) of Title IV funds are not eligible for any additional federal financial aid until the overpayment is paid in full or payment arrangements are made with the US Department of Education.

Students who owe the institution because of the return of Title IV funds calculation will not be eligible to register for subsequent semesters or receive academic transcripts until the balance is paid in full.

How a Withdrawal Affects Future Financial Aid Eligibility

Refer to the Satisfactory Academic Progress for Financial Aid Policy to determine how a withdrawal impacts aid eligibility.

Kettering College’s Tuition Refund Policy

Refunds of tuition for full-semester courses are made on the following basis:

After the end of the 10^th business day of classes, no refunds will be made.

A comparable prorated refund schedule is calculated individually for irregular sessions. Refunds for graduate programs taught in modules will be calculated individually.

Students at Kettering College benefit from the Family Educational Rights and Privacy Act of 1974 (FERPA). FERPA is a federal law that protects students’ educational records.  We take your privacy very seriously and we follow the FERPA law very closely. Once you turn age 18, we will only release directory information to other parties with your consent. This means that specific information such as a student’s ID number, account balance, missing documents, financial aid awards, etc. will not be disclosed to anyone other than you.  You also have the right to withhold directory information, if you choose.

Should you want to give permission to your parent, spouse, family member, etc. to contact the Student Finance Office on your behalf regarding your records, you must complete the Consent to Release Financial Information Form.

A hold is a type of restriction the College places that prevents a student from registering for classes or accessing certain services such as transcripts or their diploma.   Holds may be placed for various reasons.  Some of the most common holds placed by Student Financial Services are for Direct Loan and/or Nursing Loan Exit Counseling and student account holds.  Based on College policy, a current student’s account balance must be below $100 to register for a future semester.  A student account hold will be placed on the student if their student account balance is $100 or higher.

To receive a transcript or diploma from the College, a student must have a zero balance and no other holds preventing the release.  A transcript is available for the purpose of employment to students who owe a balance to the institution.  To have a transcript released to an employer, the employer needs to provide communication to the Records Office indicating the transcript is required for employment.  The transcript will be released directly to the employer.