Financial Aid

EOP Grant Awarding

The complete policy text can be found on the CI website at http://policy.csuci.edu/SA/10/SA.10.016.htm.

(SA.10.016)

Federal Work Study (FWS)

Accountability

The Financial Aid office, Payroll and Human Resources.

Applicability

All students applying for and receiving assistance through this program.

Definition(s)

The Federal Work Study Program - A financial aid program funded by the Federal Government and is intended to provide part-time employment opportunities for eligible students who need additional financial resources to pursue a college education.

ISIR - Institutional Student Information Report. An electronic record received by CI from the Federal Government when the student files a FAFSA form (Free Application for Federal Student Aid).

EFC - Expected Family Contribution. The eligibility value delivered on the ISIR. Financial Need equals the cost of attendance minus the federal Expected Family Contribution.

Unmet Need - The amount remaining after a student total financial aid resources and awards have been awarded to meet financial need.

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Eligibility

Students who have applied for financial aid through the FAFSA application process and have been awarded Federal Work Study funds may participate. To be eligible, a student must demonstrate need that meets or exceeds the award to meet the award amount authorized by the Financial Aid office. Students may reduce their student loan eligibility to be eligible for FWS. Students must be currently enrolled at least half time (6 units) to be eligible to participate.

FWS employment must be suspended or terminated in all cases where a student no longer meets federal requirements for financial aid or campus requirements for employment. A student’s FWS employment must be terminated by the last day of the pay period in which their award expires. If a student becomes ineligible to participate in the Federal Work Study Program, the employer immediately becomes responsible to pay the full earnings of the student. The employer is also responsible for paying student earnings once the full Federal Work Study award has been earned.

Awarding

Funds are limited and not all eligible students will be able to participate in the program. Employment and funding are awarded on a first-come, first-serve basis. Priority is given to continuing students who are currently participating in FWS and plan to continue in the capacity in which they were trained as well as those students who demonstrate the highest need and applied for financial aid on or before the priority deadline of March 2nd. Federal Work Study award amounts will be determined by the Financial Aid office to maximize program effectiveness. Awards will continue to be awarded until all funds have been exhausted. FWS awards may be withdrawn or reduced according to fund availability.

Job Placement

Students are responsible for finding employment on campus through Career Development Services or in Federal Work Study approved off-campus positions through the office of Service Learning and Civic Engagement. Job placement is not guaranteed.

Employment Guidelines

Work Study students are limited to working up to a maximum of 20 hours per week during a regular academic semester in which they are enrolled. During non-enrollment periods such as semester breaks, FWS students may work up to a maximum of 40 hours per week. There are no exceptions to allow a student to work during the time they should be in class. Under no circumstance can a student be authorized to earn over-time pay. Wages earned during a period of non-enrollment (excluding winter and spring breaks) must be used to cover costs associated with educational expenses for the next period of enrollment. (34 CFR 375.25b)

No campus department shall charge a student’s employment to the FWS program without the approval of the Financial Aid office. The FWS program will be administered in accordance with all CSU Human Resources policies and procedures. All standards of employment will be met including, but not limited to: job descriptions, pay rates, hours of employment, payroll certification and other HR requirements.

The University will offer employment both on and off campus. In accordance with federal regulations, the University establishes contracts with non-profit agencies that serve a community need. A contract will be developed with each agency employing FWS students that outlines the responsibilities of the agency including any administrative fees that may be applicable as well as the employer’s share of student payroll.

(SA.10.014)

Financial Aid Packaging

Accountability

The Financial Aid office

Applicability

All registered students at CI

Definition(s)

Institutional Student Information Report (ISIR) - An electronic record received by CI from the Federal Government when the student files a FAFSA application (Free Application for Federal Student Aid).

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Eligibility

Financial aid eligibility is measured using federal, state, CSU and institutional standards. All students must meet program eligibility criteria as established by the funding entity. All students are required to have a valid Institutional Student Information Report (ISIR) on file before aid is awarded. All students must be applicants to CI to be considered for financial aid funding. These packaging standards given are for all students who qualify for financial aid funding.

Pell Grant

As Pell eligibility is assessed by a national standard, no institutional adjustment of the amount of a Pell award can be made, except as required by regulation due to changes in enrollment status.

ACG/Smart Grants

ACG/Smart Grant funds are awarded according to the Department of Education guidelines of the respective programs and award amounts are designated by the Department of Education. Students must be Pell eligible to qualify.

Supplemental Education Opportunity Grant

Supplemental Education Opportunity Grants (SEOG) are awarded to undergraduate students with exceptional financial need. First priority is given to students with the lowest Expected Family Contributions (EFC) who receive a Pell Grant and who apply by March 2.

State University Grant

State University Grant funds are awarded in accordance with CSU policy which was issued on March 8, 2001, to CSU Presidents from Executive Vice Chancellor David Spence. This CSU policy establishes system wide standards as well as sets the maximum award amounts based on the enrollment category.

CI policy on State University Grant eligibility can be found in the University Catalog.

A State University Grant is awarded up to the full amount of fees minus any fee-based Cal Grant award or waivers. Additional amounts may be awarded up to the maximums established by the Chancellor on a case-by-case basis. Awards may vary based on state funding. The Financial Aid office is authorized to adjust award amounts to maximize program effectiveness.

A State University Grant is awarded only to students accepted in degree or credential programs. Post-baccalaureate unclassified students are not eligible for financial aid.

Priority is given to on-time undergraduate applicants with an expected family contribution of $800 or less and no award is made to students whose expected family contribution exceeds $4000.

EOP Grant

EOP grant funds are awarded only to undergraduate students accepted for admission through the CSU EOP. Eligibility must be confirmed by the EOP office.

An EOP grant is awarded up to a maximum of $1000 per academic year.

Priority is given to on-time undergraduate applicants with an expected family contribution of $800 or less.

Stafford Loans

Subsidized Stafford Loans are awarded to meet a remaining need not met by grant assistance. Federal rules regarding class level and cumulative maximum amounts are followed by the Financial Aid office.

Unsubsidized Stafford Loans are awarded to upper division and post-baccalaureate students. Lower division students may receive unsubsidized loans after a review of their circumstances.

Work Study

Federal Work Study funds are awarded to undergraduates who have expressed an interest in the Federal Work Study Program. Based on award eligibility, these funds can be used to reduce Stafford Loans or provided as another funding resource to finance the student’s educational costs. This program has limited funding and is subject to the state budget process.

Coordination

As required by regulation, all aid components and other available resources are reviewed to insure that aid is awarded appropriately and that no duplication of aid resources occurs. Consultation with awarding authorities will take place to determine award priorities.

(SA.10.007)

Financial Aid Satisfactory Academic Progress

Accountability

Financial Aid office

Applicability

All registered students at CSU Channel Islands receiving financial aid assistance.

Definitions

Appeal - A process by which a student who is not meeting the institution’s satisfactory academic progress standards petitions the institution for reconsideration of the student’s eligibility for title IV, HEA program assistance.

Financial Aid Probation - A status assigned by an institution to a student who fails to make satisfactory academic progress and who has appealed and has had eligibility for aid reinstated.

Financial Aid Warning - A status assigned to a student who fails to make satisfactory academic progress at an institution that evaluates academic progress at the end of each payment period. Schools that evaluate SAP at the end of each payment period (including summer terms) have the option to add a warning payment period, followed by a probationary payment period, prior to any termination of federal student aid eligibility. The student may receive aid under the warning and probationary periods. The warning option is not available to schools that evaluate SAP less frequently.

Note: A Financial Aid Warning or Financial Aid Probation (relating to financial aid eligibility) is different from Academic Probation (relating to your overall academic standing with the University).

Maximum Timeframe:

1. For an undergraduate program measured in credit hours, a period that is no longer than 150 percent of the published length of the educational program, as measured in credit hours;
2. For a graduate program, a period defined by the institution that is based on the length of the educational program.

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This policy meets the requirement for strictness as it matches the institutional policy for a student enrolled in the same educational program who is not receiving Title IV assistance. The policy is organized in the following sections that illustrate the standards required to maintain good standing and satisfactory academic progress to retain Title IV funding:

1. Quantitative Component-units completed
   1. Pace - percent of units completed
   2. Maximum Unit Limit
   3. Treatment of Repeated Coursework
   4. Treatment of Credit/Noncredit Coursework
   5. Transfer Units
   6. Change of Major - effect on unit load
2. Qualitative Component-grading
   1. Grading
   2. Academic Disqualification
   3. Remedial Coursework
3. Evaluation of Academic Progress Over Time
   1. Maximum Time Limit
4. Consequences
   1. Financial Aid Warning Period
   2. Requirements to Re-establish Financial Aid Eligibility
   3. Appeal Process
   4. FA Funding/Reinstatement Rules following a SAP Appeal

SAP Review Criteria

Any financial aid award is tentative until the academic record is reviewed. For entering transfer students, the review is based on the academic record on file at the time of first consideration (or when information becomes available).

SECTION I: Quantitative Component Pace (e.g., percent of units completed):

Pace is determined by calculating a student’s ratio of overall cumulative CI units earned to their cumulative CI units attempted. The following schedule designates the minimum percentage of amount of work that a student must successfully complete at the end of each increment to complete his or her educational program within the maximum timeframe. As a student progresses toward graduation, the expected ratio or percentage increases.

Maximum Unit Limit:

The maximum unit limit for undergraduate student aid eligibility is 150% of the unit requirement for graduation, as set forth by the Federal Department of Education and CI. Since most undergraduate majors at CI require 120 units to graduate, the maximum unit limit is therefore 180 attempted units (120 x 1.5 = 180). In addition, regulations require that all undergraduate transfer units MUST be considered in determining progress toward graduation within the 150% maximum time frame (regardless of whether or not the student received prior financial aid, completed the coursework, or if the course work counts or not toward their degree objective). The maximum unit limit for 2nd BA/BS student aid eligibility is 150% of the unit requirement for graduation, as set forth by the Federal Department of Education and CI. Since most  undergraduate majors at CI require 120 units to graduate, and the student has already completed three years (approximately 90 units) of general education coursework, the maximum unit limit is therefore 45 attempted units (120 - 90 = 30 x 1.5 = 45). In addition, regulations require that all undergraduate transfer units MUST be considered in determining progress toward graduation within the 150% maximum time frame (regardless of whether or not the student received prior financial aid, completed the coursework, or if the course work counts or not toward their degree objective).

The maximum unit limit for post-baccalaureate Teacher Credential student aid eligibility is 150% of the unit requirement for graduation, as set forth by the Federal Department of Education and the CI. Since most Credential programs at CI require 35 units to graduate, the maximum unit limit is therefore 52.50 attempted units (35 x 1.5 = 52.50). In addition, regulations require that all post-baccalaureate transfer units MUST be considered in determining progress toward graduation within the 150% maximum time frame (regardless of whether or not the student received prior financial aid, completed the coursework, or if the course work counts or not toward their degree objective).

The maximum unit limit for graduate aid eligibility is 150% of the unit requirement for graduation, as set forth by the Federal Department of Education and CI. Since most graduate programs at CI require 33 units to graduate, the maximum unit limit is therefore 49.50 attempted units (33 x 1.5 = 49.50). In addition, regulations require that all graduate transfer units MUST be considered in determining progress toward graduation within the 150% maximum time frame (regardless of whether or not the student received prior financial aid, completed the coursework, or if the course work counts or not toward their degree objective).

Note: Maximum unit limits for post-baccalaureate and graduate programs may be greater than those listed above if a student’s program(s) requires more than the typical unit requirement.

Treatment of Repeated Coursework:

The Financial Aid office accepts repeated courses consistent with University Policy limiting these units to 16 semester earned units in which a student earned a prior C- or lower grade. Additional repeated coursework may demonstrate unwillingness or inability to progress. In such cases, the Financial Aid staff may determine that a student is not making satisfactory academic progress, according to policy. Please be aware that repeat courses are not identified in the computer system as “repeat courses” until your grades are entered for the term. Therefore, repeat courses that have been previously completed (with a passing grade) will be averaged into your GPA and cumulative units earned, which may negatively affect your SAP.

Treatment of Credit/Non-credit Coursework:

Because the University limits to 12 the number of general education CR/NC units that can be used toward graduation, the Financial Aid Department views CR/ NC courses in excess of the limit as not applicable toward the degree. Students who exceed the maximum while receiving aid funds are subject to review of continued eligibility.

Transfer Units:

The government requires that all transfer units MUST be considered in determining progress toward graduation within a 150% maximum time frame.

Change of Major:

When considering a change in major, it is the responsibility of the student to be aware of the maximum unit limit guidelines, as outlined in this policy.

SECTION II: Qualitative Component: Acceptable Grade Point Average

All students must maintain a cumulative grade point average of 2.0 (overall “C” average) to maintain financial aid eligibility. Students placed on academic probation will also be placed on financial aid probation for not making satisfactory academic progress. Being on probation will allow a student to receive financial aid assistance for one semester. At the conclusion of the semester, the Financial Aid office will review the student’s academic record and determine if they are in good standing and therefore able to receive aid for the subsequent semester(s). Students disqualified by the University are automatically ineligible for financial aid based on qualitative standards of not achieving a 2.0 (C average) grade point average.

Grading:

The quality of an aid recipient’s coursework is also monitored. Units are counted as earned only if one of the following grades is received: “A” through “D-“, Credit (CR), Satisfactory Progress (SP)

• The following grades are NOT counted as earned for satisfactory progress:
  • Incomplete (I)*
  • Incomplete Fail (IC)*
  • Withdrawal (W)**
  • Failure (F)
  • Unauthorized Incomplete (U)
  • Unauthorized Withdrawal (WU)
  • No Credit (NC)
  • Report Delayed (RD)
  • Audit (AU)

* Any student who was granted an incomplete “I” grade and failed to meet the conditions of the incomplete grade contract after one year, will be given a grade of “IC” which is equivalent to an “F” and will be assessed under the qualitative standards of the SAP policy.

**If a student has withdrawn from the university three times, this may demonstrate unwillingness or inability to progress. In such cases, the Financial Aid staff may determine that a student is subject to a more extensive review by the either the Director of Financial Aid, or the SAP Appeals Committee. Aid will remain on hold until this review is completed.

Academic Disqualification:
Students who are academically disqualified from CI by the Records office are not eligible for financial aid.

Remedial Coursework:
CI does not consider remedial coursework in determining a student’s SAP.

SECTION III: Evaluation of Academic Progress Over Time: Maximum Time Limit

The maximum time limit for undergraduate student aid eligibility is 150% of the normal length of time required to complete a program of study as a full-time equivalent student, as set forth by the Federal Department of Education and CI. It will take 5 years to complete most undergraduate programs if a student is enrolled in only 12 units per term (120 units/24 full-time units per year = 5 years). Thus, the maximum time limit is 7.5 years (150% * 5 years = 7.5 years).

The maximum time limit for 2nd BA/BS student aid eligibility is 150% of the normal length of time required to complete a program of study as a full-time equivalent student, as set forth by the Federal Department of Education and the CI. It will take 1.25 years to complete most 2nd BA/BS programs (since the student has already completed their general education coursework) if a student is enrolled in only 12 units per term (120 units - 90 GE units = 30/24 full-time units per year = 1.5 years). Thus, the maximum time limit is 2.25 years (150% * 1.5 years = 2.5 years).

The maximum time limit for post-baccalaureate Teacher Credential student aid eligibility is 150% of the normal length of time required to complete a program of study as a full-time equivalent student, as set forth by the Federal Department of Education and CI. It will take 1.5 years to complete most Credential programs if a student is enrolled in only 12 units per term (35 units/24 full-time units per year = 1.46 years). Thus, the maximum time limit is 2.25 years (150% * 1.46 = 2.19 years).

The maximum time limit for graduate aid eligibility is 150% of the normal length of time required to complete a program of study as a full-time equivalent student, as set forth by the Federal Department of Education and CI. It will take 2 years to complete most graduate programs if a student is enrolled in 12 units per term (49.5 units/24 full-time units per year = 2.06 years). Thus, the maximum time limit is 3.0 years (150% * 2.06 = 3.09 years).

Note: Maximum time limits for post-baccalaureate students may be greater than those listed above if a student’s program(s) requires more than the typical 35 units.

SECTION IV: Consequences

Financial Aid Warning Period:
If a student does not meet the SAP policy guidelines, as stated above, they will be placed on Warning for the next term. A student on financial aid Warning may continue to receive Title IV aid despite a determination that the student is not meeting SAP standards. This will allow the student time to get back into good SAP standing, while continuing to receive financial aid. If the student continues not to meet the SAP policy guidelines after the Warning term, they will no longer be eligible to receive financial aid.

Requirements to Re-establish Financial Aid Eligibility:
Students who have lost their financial aid eligibility due to insufficient Percentage of Units Earned, or low GPA, and do not appeal, or their appeal is denied, may generally re-establish eligibility as follows:

• GPA: The qualitative requirement (i.e., CI cumulative GPA) is associated with units completed while at CI; therefore the additional units needed to increase your CI GPA must be completed at CI.
• Units: The quantitative requirement (i.e., CI cumulative units earned) may be re-established either:
  
  1. Permanently (i.e., regain eligibility form this point forward, pending any future unit deficiencies) by completing the total number of units needed to increase your Percentage of Units Earned to an acceptable range for your appropriate grade level without receiving financial aid. Deficient units may be completed at CI, or they may be completed through CI Extended University, if the coursework is transferable and satisfies your CI graduation requirements; or,
  2. Temporarily (i.e., regain eligibility on a term-by-term basis for the remainder of the academic year. A new appeal may need to be submitted for the next academic year) by transferring in units completed at another college (completed after financial aid was denied at CI) that are equal or greater than the total number of units deficient at CI. Units must satisfy your CI graduation requirements. It is the student’s responsibility to meet the reinstatement requirements, provide academic transcripts for transfer units to the CI Admissions & Records Office (AR), and to provide proof of completed units to the Financial Aid office.

Appeal Process:
If the student has mitigating factors that have hindered their Satisfactory Academic Progress (SAP) toward graduation, including death of a relative, injury or illness of the student, or other special circumstances, they may submit a SAP Appeal. If the Appeal is approved, a student’s financial aid eligibility may be re-instated.

After being notified by the Financial Aid office student has 21 days to submit a petition. The Appeal must specify why the student failed to maintain SAP and what has changed to allow them to maintain or progress toward making SAP in the future.

Appeals are reviewed by the Financial Aid SAP Appeals Committee and determined on a case-by-case basis. The criteria for approving an appeal will be based on the student’s circumstance, documentation, and a reasonable expectation that the student can reestablish progress toward a degree objective, and regain academic standing that meets the requirements for graduation.

After consulting with the SAP Appeals Committee, the Director of Financial Aid will render a decision and notify the student within 21 days of receipt of the appeal documentation. If a student’s appeal is granted, s/he will be placed on Financial Aid Probation for a semester and granted one semester of financial aid eligibility. At the end of the semester, his/her academic record is re-evaluated to determine if he/she are off of probation and found to be in good standing.

If the student’s Petition is denied by the Financial Aid SAP Appeals Committee, the student may either:

1. continue enrollment and make payment arrangements with the Student Business Services office; or
2. withdraw and submit required documents to corresponding departments as delineated in the withdrawal policy.

FA Funding/Reinstatement Rules following a SAP Appeal:
A student cannot be paid for any payment period in which an academic progress standard was not met. If a student fails to meet SAP policy at the beginning of an academic year but meets it later by evidence of sufficient documentation, the following rule applies:

For Federal, State, campus-based, aid types may be paid only for the payment period in which he/she regains progress. No retroactive disbursements are allowed.

(SA.10.013)

Return of Title IV Funds

Accountability

Financial Aid office

Applicability

All registered students at CI receiving financial aid assistance.

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Treatment of Title IV Aid When a Student Withdraws
When a student completely withdraws from the University, the Financial Aid office determines the percentage of Title IV funds to be returned and informs Student Business Services. Institutions are required to determine the percentage of Title IV aid “earned” by the student and to return the unearned portion to the appropriate aid program. This percentage is determined by the percentage of the enrollment period completed by the student, as outlined below.

• Determine the percentage of the enrollment period completed by the student.
  
  • Days Attended ÷ Days in Enrollment Period = Percentage Completed
  • If the calculated percentage exceeds 60%, then the student has “earned” all Title IV aid for the enrollment period.
• Apply the percentage completed to the Title IV aid awarded to determine the student’s eligibility for aid prior to the withdrawal.
  
  • Total Aid Disbursed x Percentage Completed = Earned Aid
• Determine the amount of unearned aid to be returned to the appropriate Title IV aid program.
  
  • Total Disbursed Aid - Earned Aid = Unearned Aid to be Returned
  • If the aid already disbursed equals the earned aid, no further action is required. If the aid already disbursed is less than the earned aid, a late disbursement will be made to the student. If the aid already disbursed is greater than the earned aid, the difference must be returned to the appropriate Title IV aid program.
• Distribute the responsibility to return funds between the institution and the student.
  
  • The Financial Aid office will follow Federal regulations to determine the proportions of aid disbursed that must be returned by the institution and by the student. Both loan and grant funds must be returned. The amount of aid the student is responsible for returning will be reflected on the University bill. The student’s portion of grant funds to be returned is reduced by 50%, per Federal regulations. Any refund or repayment obligation will be clearly outlined for the student in writing and will appear on the University bill.
• Return the Title IV aid, based on the type of aid disbursed, in the following order:
  
  1. Federal Unsubsidized Stafford Loan
  2. Federal (Subsidized) Stafford Loan
  3. (Federal Perkins Loan) CI does not participate in this program.
  4. Federal PLUS Loan (Parent and Graduate PLUS)
  5. Federal Pell Grant
  6. Federal SEOG

(SA.10.012)

State University Grant Awarding

Accountability

The Financial Aid office

Applicability

All registered students at CI

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All Registered Students at California State University Channel Islands (CI) are awarded grants funds in accordance with the system-wide policy statement issued on a yearly basis to CSU Presidents from the Assistant Vice Chancellor for Student Academic Support.

The March 8, 2001 document on which this policy was originally based set system-wide eligibility requirements, annual limits and award priority groups. Subsequent documents are issued yearly stipulating the annual award limits have increased. The following summarizes that policy statement, including the increased award limits.

Eligibility for awards

• Be admitted or enrolled at a CSU campus
• Be classified as a California resident for fee purposes
• Pay the State University fee (excludes students in self -support programs)
• Demonstrate financial need
• Not be in default on a student loan
• Not owe a repayment on a student grant
• Be making satisfactory academic progress
• Have an expected family contribution not exceeding fifty percent of the campus standard off-campus budget. Due to limited funds allocated to CI; grant eligibility may be based on lower expected family contribution limits.

System-wide priority groups

• Have an expected family contribution of $800 or less
• Be enrolled on at least a half-time basis in a degree or credential program
• File a FAFSA by the campus-designated priority date
• Have not received a Cal Grant or a waiver of the State University Tuition Fee.

CI is in compliance with this policy. The Financial Aid office awards the State University Grant according to the following guidelines:

• A State University Grant is awarded up to the full amount of fees minus any fee-based Cal Grant awards or waivers. Additional amounts may be awarded up to the maximums established by the Chancellor on a case-by-case basis.
• A State University Grant is awarded only to students accepted in degree or credential programs.
• Priority is given to on-time applicants with an expected family contribution of $800 or less. The Director of Financial Aid reserves the right to establish the EFC limits consistent with the packaging policy and the expectation that all available SUG funds will be awarded on an annual basis.
• This policy is subject to change as the system-wide policy is amended or as allocations limit the ability of the Financial Aid office to completely fund eligible students.

(SA.10.015)