Terms and Conditions of Receiving Financial Aid - Crafton Hills College

Terms and Conditions of Receiving Financial Aid

By accepting Financial Aid funds, I am stating that I have read, understand and will comply with the following Financial Aid Terms of Agreement.

Student Terms of Agreement 

I understand that:

  1. Funds on your Financial Aid Offer Notification are tentative and based on full-time enrollment status in approved college credit classes. Funds are subject to adjustment if you are enrolled in less than fulltime (12 units) and your Expected Family Contribution (EFC) limitations. Classes that begin after the students’ first disbursement or added classes will be paid on the subsequent disbursement. My financial aid payments may be adjusted if my enrollment changes.
    1. Full-Time 12 or more units
      ¾-time 9 to 11.99 units
      ½-time 6 to 8.99 units
      Less than ½-time 5.99 units or less
  2. Disbursements: Eligible Crafton Hills College students will receive their financial aid disbursements via BankMobile disbursement services a technology solution, powered by BMTX, inc. Please visit their website to learn more about selecting a refund preference at https://bankmobiledisbursements.com/refundchoices/.
  3. I must be enrolled in an eligible program leading to a degree (AA/AA-T, AS/AS-T), transfer or eligible certificate to receive financial aid. (Certificates less than 16 units are not approved for Title IV Financial Aid).

  4. Please be aware that federal regulations require Crafton Hills College to establish a Satisfactory Academic Progress Policy (SAP). Financial aid is provided for students seeking a degree, transfer status, or certificate. I have read and understand the Satisfactory Academic Progress Policy. Students who do not meet the SAP standards will lose their eligibility for financial aid. The complete Satisfactory Academic Progress.  

  5. I agree that I must promptly report to the Financial Aid Office any changes in my financial, marital, residency or academic status.

  6. I must report any changes in my information promptly to the Financial Aid office including name, mailing address, enrollment status, any additional earning or funding resources not included in my award offer from any other outside sources.

  7. I understand that all financial aid awards are contingent upon the availability of funds. This award has been based on the documented information I submitted at the time I applied for financial aid. It is my responsibility to inform the Financial Aid Office if that information changes.

  8. Crafton Hills College reserves the right to revise the student’s Financial Aid award. Modification of this offer may be reduced due to lack of necessary state or federal funding, academic progress, corrections, or changes in the data reported to the institution by parents and/or students, receipt of additional awards by non-college sources, unintended error, student changes in unit load, change in residence, or other reasons consistent with Crafton Hills College’s procedures. It may be necessary for the Financial Aid office to alter the types of assistance I have been awarded so that the funds in each of our programs may be fully utilized by students qualifying for particular types of aid.

  9. I will be considered to have received an overpayment of financial aid funds if:

    1. The student is selected for verification by the Department of Education after receiving Title IV disbursement.

    2. Students who drop any classes after receiving their first disbursement (but do not drop all of their classes during the term) may be in an overpayment penalty per Federal Title IV regulations due to reduced enrollment.

    3. Other income discrepancies caused by students revising their FAFSA due to conflicting information.

    4. Payments are made to me and I already have a Bachelor's degree (or the equivalent from a foreign country) - for Federal Pell or SEOG grants, loans and state Cal or Student Success Completion grants (SSCG) only;

    5. Payments are made to me when I receive financial aid from Crafton Hills College and another institution during the same enrollment period or overlapping terms. I must notify the Financial Aid Office if I am receiving financial aid for attendance at another institution while attending Crafton Hills College. Further, I cannot receive financial aid payment that exceeds the maximum annual award.

  10. Multiple Reporting Record (MRR) / Potential Over award Project (POP):

    1. The Department of Education generates a Multiple Reporting Record (MRR) when there is a concurrent enrollment situation. The Department of Education identifies student potentially receiving a Pell Grant disbursement from two or more campuses within the same enrollment period.

    2. Note that once you have chosen your primary institution, you must inform your secondary institution(s) (in writing) that you would like to cancel your financial aid with them for the specified term(s) (except for the California College Promise Grant (CCPG). If it is determined that you were ineligible to receive financial aid funds due to MRR or POP, the overpayment funds need to be repaid before any additional financial aid funds can be disbursed.

    3. No student may receive more than one full Federal Pell Grant Scheduled Award. The POP process tracks the percentage of a full Pell Grant Scheduled Award a student receives at each institution attended and ensures the total percentage never exceeds 100 percent for an award year. Exceptions are made for students who meet the additional Pell criteria.

    4. Financial Aid recipients are advised to consult with their Crafton Hills College Financial Aid Advisor before dropping classes or making changes to their FAFSA.

  11. I cannot receive financial aid funds if I am in default of Title IV educational loans made to attend any college and/or owe an overpayment of Title IV grant to the college and/or U.S. Department of Education.
  12. I must have a high school diploma or a GED.

  13. Release of Information: The Family Educational Rights and Privacy Act (FERPA) provides students with certain rights regarding their educational records, including information on the student’s financial aid application. As a rule, the Crafton Hills College Financial Aid office cannot release information to anyone other than the student. If you want Crafton Hills College Financial Aid office to release information to someone else, please visit the Financial Aid office virtually or in person and request a Student Release Information Form. To make this request, you must present this form, your Student ID, and a current California ID or California Driver’s License. A signed Student Release of Information form is required before any student information is disclosed to anyone other than the student. Please understand that by doing this, you are authorizing someone other than yourself to inquire about your financial aid information and status.

  14. Return of Title IV Funds (R2T4): Federal Title IV financial aid funds are awarded under the assumption that a student will remain in attendance for the entire semester for which the funds were awarded. Students who officially or unofficially withdraw from all classes prior to completing more than 60% of the enrollment period are subject to having their federal aid recalculated. These funds include Pell Grant, Supplemental Educational Opportunity (SEOG), and Federal Direct Loans.

  15. Assembly Bill-2248 Notification to Cal Grant B & C Recipients: Cal Grant offer is limited to four academic years, except for students enrolled in an institutionally required five-year undergraduate program or for students with baccalaureate degrees admitted to and enrolled in a program of professional teaching preparation. A student needs to take 15 units per semester or quarter, or 30-semester units or the equivalent quarter units per academic year, in order to graduate within four years.

  16. My financial aid payment schedule may be adjusted or delayed depending on when I enroll for a class or the start date(s) of my class(es) for the term.

  17. I cannot receive financial aid payment for any units completed due to Credit by Examination. I cannot receive financial aid payment for any courses taken for Audit.

  18. I can only receive financial aid payment once when repeating a previously passed course.

  19. I understand I cannot receive financial aid payment for waitlisted courses until I am officially enrolled in the course.

  20. If I fail to begin attendance in at least one course in which I was enrolled, or I fail to appropriately or promptly withdraw from a course which I am no longer attending, I may owe funds back to the college and/or U.S. Department of Education.

  21. In the event of financial aid overpayment, regardless of the cause, I must repay the funds. This includes students who received financial aid funds and are later determined to be ineligible.

  22. The Federal Pell Grant has a lifetime limit of up to 6 years / 12 full-time semesters (600%) or until a bachelor’s degree is earned, whichever comes first. I understand when I have reached 600% in Federal Pell Grant funds; I will no longer be eligible for a Federal Pell Grant. I understand this limit will be monitored by the U.S. Department of Education and I can check my status by logging into the Federal Student Aid website( https://nslds.ed.gov/nslds/nslds_SA/ ).

  23. Correspondence from the Office of Financial Aid will be emailed to my college assigned email address or mailed to the mailing address on file with the Admissions and Records Office. All changes in name and/or address must be reported directly to the Admissions and Records Office.

  24. I understand the Financial Aid office reserves the right to revise my Financial Aid award at any time of the year if there are changes to my financial aid eligibility.

  25. The Financial Aid Terms and Conditions and Satisfactory Academic Progress Policies may change at any time during the semester. In the event of changes, I will comply with all the new policies. I also understand changes will be posted on the college website.

  26. It is my responsibility to complete a designated program of study within the maximum time frame as specified in the Satisfactory Academic Progress Regulations and ensure all classes I take will fulfill my educational goal requirements.

  27. I understand my Pell grant will be in two disbursements for Crafton Hills College for Fall, Spring, and Summer terms.

Your Rights

  • You have the right to know the correct procedures for applying for student financial aid, your cost of attendance, and the types of aid available.
  • You have the right to know how financial need is determined, what the criteria are for awarding aid, how academic progress is determined, and what you must do to continue receiving aid.
  • You have the right to know the type(s) and amount(s) of assistance you will receive, how much of your need has been met, and how and when you will receive your aid funds.
  • You have the right to request a reevaluation of your financial aid eligibility for special circumstances, not reported on the initial Free Application for Federal Student Aid (FAFSA), that you feel might affect your eligibility.
  • You have the right to review your financial aid records and the contents of your student financial aid file, in accordance with the Family Educational Rights and Privacy Act of 1974 (FERPA) https://www.craftonhills.edu/admissions-and-records/dual-enrollment-program/access-to-student-records.php
  • You have the right to request a reevaluation of any decision concerning your financial aid award.
  • You have the right to request that the Financial Aid Office correct any records that you believe are inaccurate.
  • You have the right to be notified by the Financial Aid Office about your eligibility for financial aid.
  • You have the right to be informed of any changes made to your financial aid award.
  • You have the right to know the method by which financial aid disbursements will be made to students and the frequency of those disbursements.
  • You have the right to know the method the school provides for eligible students to obtain, or purchase required books and supplies.
  • You have the right to know the general terms and conditions that are applicable to any federal work-study employment provided to a student as part of the student’s financial aid package.

Financial Aid SAP Status

Satisfactory Academic Progress

Grade Standards, Repeated, Audited, Transfer, or Remedial Coursework

Transcript Legend

Transfer credits from other institutions will be included as attempted and completed units in the SAP calculation, whether or not this is the first time a student is applying for financial aid.

The following grades do not count toward your completed units (however, they do count toward attempted units): F, NP, W, I, RD, RP, NC, EW.

Note: EW may vary. 

Financial aid may be awarded for the cost of courses previously taken if the course is being taken to improve a sub-standard grade of D, F, NP or NC. Financial aid will be awarded a maximum of two times for repeated classes in which a student receives a passing grade (A, B, C, D, CR and P grades are considered passing for financial aid purposes). Repeated units will count toward the 150% maximum units.

Students on an approved appeal may be eligible to repeat a course on their Student Education Plan (SEP) if it is necessary for completion of the degree or certificate. Students may repeat, up to three times with financial aid, the previously failed course or courses until they receive a passing grade in the course (no F, I, W, EW grades). Students may repeat a course they have previously passed one time only if it is necessary for the degree or certificate, listed on the Educational Plan and approved by a counselor (grades of F on the retake course count as the one allowable retake and no further retakes will be funded). Students may submit an SAP Updated Educational Plan form requesting the addition of a course previously taken (while on approved appeal) and must meet the same criteria as the other repeats: the course must be necessary for the degree listed on the Educational Plan and approved by a counselor.

EW (Excused Withdrawal) is part of the calculation. EWs are considered in completed credits or a student's cumulative grade point average (GPA). For special circumstances regarding EWs, please contact the financial aid office.

Calculations for COVID-19 related EWs may vary. Please contact the financial aid office for more information.

Up to 30-semester units will be accepted within the maximum time frame.

Adding and/or dropping units after the first grant disbursement will require a review and possible adjustment of any future disbursements. Crafton Hills College Financial Aid office follows all Title IV regulations in relation to financial aid for repeated courses and IP grades.

SAP Warning Status

If you earn less than 67% of your attempted units and/or your cumulative GPA falls below 2.0, you may be placed on Financial Aid “WARNING” status for the following semester. Some students will be automatically terminated based on previous academic history.

Students placed on a warning status must submit an unofficial copy of their grades to the Financial Aid Office at the end of each semester. Students not meeting SAP at the end of their warning semester may no longer receive financial aid.

Reinstatement

Students who have been ineligible and now have a cumulative GPA of at least 2.0 and a cumulative 67% of all attempted units or greater, may be reinstated during the evaluation period. Reinstatement is not retroactive, and students will not receive aid for ineligible semesters.

APPEALS PROCESS:

You have the right to appeal a financial aid SAP or unit cap termination by presenting a written appeal with a personal statement and documentation of mitigating circumstances.

Petition for reinstatement forms are available in the Financial Aid office.

Please follow the instructions on the appeal form to document your special circumstances. The SAP Appeals Committee evaluates all SAP appeals considering such factors as your personal statement, your academic history, your documented extenuating circumstances and your ability to achieve academic progress in the future.

  • Extenuating circumstances do not include the following:
  • Applying for an additional degree or certificate.
  • Changed your mind about your current degree plan.
  • Did not like the instructor; had conflicts with the instructor; did not like the course.
  • Death of anyone other than an immediate family member.
  • Illness of anyone other than you or your immediate family member.
  • You were young and unaware of the importance of an education.

Please allow 2-6 weeks for the Director/committee to evaluate and respond to your appeal.

Should you have any questions, please call for an appointment and bring all the required documentation

Financial Aid Term Dismissal

Crafton Hills College’s Financial Aid Satisfactory Academic Progress Policy allows you to attempt 72-degree applicable units to complete your educational objective for an AA, AS, or transfer. Once you have attempted 72 units OR earned your degree, you are no longer eligible for financial aid. Therefore, you have been placed on Financial Aid Term Dismissal beginning in a specific semester. In order for you to receive additional financial aid, you must successfully appeal this dismissal (certificate programs vary).

The amount of Federal Pell Grant funds you may receive over your lifetime is limited by federal law to be the equivalent of six years of Pell Grant funding. Example: If you have already received Financial Aid at full-time status for four years at ANY college, and your SEP requires you to be here two more years at full-time status, and you plan to transfer to a four-year institution, you will not have any remaining eligibility. You will NOT receive any type of Financial Aid after you complete six years of full-time status at ANY COLLEGE.

If you wish to continue receiving financial aid after you have been dismissed, you must do the following (no more than three months prior to the term you have lost eligibility). 

If you have taken classes at any college other that Crafton Hills or San Bernardino Valley College, please have an evaluation of the classes at Crafton Hills, Admissions and Records Office.

Academic Plan

Financial Aid Term Dismissal students will only receive financial aid for courses that are listed on their Approved Student Educational Plan (SEP), which is submitted with the student’s Term Dismissal. If an appeal is submitted in the academic year and approved, funding will only be disbursed for the semester in which they were approved and moved forward. Eligibility for federal, state, and institutional eligibility will be determined after the appeal has been approved. No retroactive disbursements will be made.

If an appeal is approved, students will be monitored after each term. The Financial Aid Office may impose conditions for a student’s continued eligibility to receive Federal Title IV aid. Students will be advised by email of the appeal’s outcome.

Important reminder: Students on Warning, Petition, or Approved appeal or may have been reinstated after Summer, Fall, and Spring terms grades posted may experience a financial aid disbursement delay in their next semester until it is evaluated.

Repayment Policy

If you receive a Grant and withdraw from one or all of your classes, you will owe money back to the federal program. Here's how it works:

REDUCED ENROLLMENT
If you receive a grant and withdraw from one or more of your classes, you will owe back money. 

Return to Title IV Funds

Federal Title IV financial aid funds are awarded under the assumption that a student will remain in attendance and successfully complete the entire semester for which the funds were awarded. The funds include the Federal Pell Grant and Federal Supplemental Education Opportunity Grant (FSEOG).

Crafton Hills College is not required to take attendance. Students who are not able to complete a course have an obligation to withdraw officially. A student may drop or withdraw only before 61% completion of the class. An instructor may also drop or withdraw a student for lack of attendance only before 61% completion of the class. After census, students should not rely on instructors to drop or withdraw them from a class.

Types of withdrawal

An official withdrawal is initiated by the student or instructor and is determined by “the student’s withdrawal date, or the date of official notification, whichever is later.”

An unofficial withdrawal occurs when there is no official notification or withdrawal by the student or instructor, so the withdrawal date is based on “the date that the College becomes aware that the student has ceased attendance.” If you do not officially drop your classes and receive a combination of Ws and Fs or NCs for all your courses in a term, you will be considered an unofficial withdrawal, even if you were enrolled in the course(s) for the entire term.

Short-term courses or modules are courses in a program that do not span the entire length of the payment period or period of enrollment. If you withdraw and you will not attend a subsequent short-term class, it is considered a complete withdrawal, and an overpayment calculation must be done. If, at the time of withdrawal, you provide written notification that you will attend another short-term course within 45 days of the same payment period, then this is not considered a withdrawal. If you do not attend within 45 days of the same payment period, the withdrawal date is that of the prior course you ceased attending.

Returning Funds

If it is determined that you have been overpaid, you will be notified of the amount and program of funds that are required to be returned. You will have 45 days from the date of notification to repay the funds directly to Crafton Hills College. After 45 days, your debt is referred to the Department of Education Debt Resolution Services Department (1-800-621-3115) for collection, and you must make payment directly to them.

Important - as soon as any overpayment amount is determined, a hold will be placed on your record, and eligibility for all Title IV aid will be suspended until the debt is completely resolved.

Post Withdrawal Disbursement

If you did not receive all of the funds that you earned, you may be due a post-withdrawal disbursement. There may be Title IV Financial Aid that you are scheduled to receive that cannot be disbursed to you once you withdraw because of other eligibility requirements. Students are notified within 30 days of the date of determination (of withdrawal) of their eligibility for a PWD and grant aid is disbursed within 45 days.

Order of return of funds

The order of the Return of Title IV Federal Financial Aid Funds by Crafton Hills College is:

  1. Federal Pell Grants
  2. Federal Supplemental Educational Opportunity Grants (FSEOG)

Federal Work-Study (FWS) funds and State aid are excluded from the calculation.