Award Information & Policies

Your award is based on information available to us at the time the award is made. Your award is subject to change if any of the following occurs:

• You obtain additional resources such as a scholarship, or another agency pays your tuition;
• You obtain a degree;
• You fail to maintain Satisfactory Academic Progress (SAP);
• You drop to less than full-time;
• You attend less than three quarters or two semesters in an academic year;
• Your cost decreases due to a change in your residency status or academic program.

Your aid offer is also subject to cancellation without prior notice if you:

• Have defaulted on a Federal Subsidized/Unsubsidized, PLUS, or Perkins Loan at any institution;
• Owe a repayment on a grant at any institution;
• Have failed to maintain Satisfactory Academic Progress (SAP) as outlined in our policy.

Quarterly and annual financial aid is limited by state and federal regulations. All students are assigned an annual Cost of Attendance (COA) based on their state of residency and student level (undergraduate or graduate). Also, as part of the FAFSA process, each student is assigned an Expected Family Contribution (EFC), which is the amount the government expects you and your family to contribute to your annual educational costs. Financial aid is limited by these two variables, COA – EFC = financial need.

For any term, you may not exceed COA with any educationally-related financial support. This includes grants, loans, scholarships, work study, tuition waivers, third party tuition assistance, etc.. In addition, you may not exceed your “financial need” in any term with need based aid. Need based aid includes grants, work study, certain tuition waivers, and subsidized loans.

Many students accept all possible offered financial aid early in the financial aid award cycle. If an additional scholarship or other aid is awarded later, existing financial aid sources may need to be reduced to allow room for the additional assistance.  Whenever possible, student or parent loans are adjusted first.  In some situations, work study and/or grant assistance may also need to be reduced and/or canceled.

• Undergraduate: A student who has not earned a baccalaureate degree. Grant funding is limited to first-degree undergraduates.
  • Freshman: 0-44 quarter credits earned
  • Sophomore: 45-89 quarter credits earned
  • Junior: 90-134 quarter credits earned
  • Senior: 135+ quarter credits earned
• Post-Baccalaureate: A student who has earned a baccalaureate degree and is working on an additional undergraduate degree. Post-baccalaureate students are not eligible for grant funding.
• Teacher Certification: A student who has earned a baccalaureate degree and is working on teaching certification. Teacher certification students are not eligible for grant funding.
• Provisional Graduate: A student who is working on undergraduate prerequisites for admittance to a graduate program. Financial aid eligibility is limited to one consecutive 12 month period. Provisional graduate students are eligible for loans only.
• Graduate: A student with a baccalaureate degree admitted to a master’s/doctoral program.
• Post-Graduate: A student who is working on a program beyond the graduate level.

With the exception of work-study, financial aid is normally disbursed in even quarterly or semester installments and applied first to your Eastern charges (tuition, fees, and on-campus room and board). Any remaining balance is delivered to you by mail or to your bank account via direct deposit.

Your aid is available the first day of each term if all of the following conditions are met at least one week prior to the beginning of the term:

• You must be enrolled as a full-time student (10 credits for master’s/doctoral candidates* and 12 credits for all others) unless you have prior approval to receive aid as a part-time student. Wait-listed classes DO NOT count toward your total enrolled credits.
• All required forms must be submitted to our office and you have accepted your award(s) on your myEWU Portal.
• You must meet the Satisfactory Academic Progress requirements outlined on our Financial Aid Policies section below.
• All holds must be cleared.

*Please note that the definition of enrollment status for graduate students is changing in Fall 2018 to 8 credits for full-time and 4 credits for half-time.

Scholarship Disbursement

For EWU scholarships, you must return the Scholarship Acceptance form and a “thank you” letter for the donor before funds will be disbursed.

For private scholarships, your donor must send the funds to EWU before the funds can be disbursed to you.

Work-Study Earnings Disbursement

Work-study funds are paid as earned. Paydays are on the 10th and 25th of each month. Your earnings are sent by check to your mailing address on EagleNET or deposited directly to your bank account.

Loan Disbursement

For the Federal Direct and PLUS Loans, a Master Promissory Note (MPN) must be completed before money can be disbursed to you. For the Federal Direct Loan, you must complete a Loan Counseling Session if you are a first-time borrower.

The Federal Direct Parent Loan for Undergraduate Students (PLUS) will be disbursed according to the option selected by your parents on the Parent Loan Request (PLR) form.

For alternative loans, the lender must send the funds to EWU before money can be disbursed to you.

Letter of support from academic, departmental, or faculty advisor; copy of Academic Support Center (ASC) contract; documentation of PLUS group attendance

Copy of medical bill or statement from physician’s office showing dates you were seen; letter of support from Dean of Students Office, EWU Counseling and Psychological Services (CAPS), Disability Support Services (DSS), or off-campus counselor

Letter from employer on company letterhead or copy of time sheet(s)

Copy of birth certificate

Copy of death certificate, obituary, or memorial card

Copy of a police report or court documents

Letter from a family member or other relevant documentation from this list of examples

If guilty, this is not an appealable reason. This was a personal choice. If innocent, provide court documents showing this.

Undergraduates

When you are in freshmen and sophomores status (0 – 89 earned quarter credits or 0 – 59 earned semester credits, including transfer credits) you may receive financial aid as long as you are not academically dismissed by the university.  Once you are in junior or senior status (90 or more earned quarter credits or 60 or more earned semester credits, including transfer credits), you must have a cumulative GPA of 2.0 or higher at the end of each term.  If you drop below a cumulative 2.0 GPA during your junior or senior year, you have one term of “warning” status to bring your cumulative GPA above 2.0 before losing your aid.  If you are still below a cumulative 2.0 GPA at the end of the warning term your financial aid will be suspended and you may appeal for one additional term of probation. Approval of your appeal is not guaranteed. After the probationary term, no additional appeals will be accepted.  Pre-university (remedial) credits are not included in the GPA calculation.

Post-Baccalaureates

You must have a cumulative GPA of 2.0 or higher at the end of each evaluation term. If you drop below a
cumulative 2.0 GPA, you have one term of warning status to bring your GPA up before losing your aid. If
you are still below a cumulative 2.0 GPA at the end of the warning term your financial aid will be
suspended and you may appeal for one additional term of probation.

Graduate Students

Per graduate policy, you must maintain a cumulative GPA of 3.0 or higher, measured at the end of each
evaluation term.

To remain in good standing on the minimum term credit completion requirement, you must complete the number of credits in the chart below. Use the chart that corresponds with your student level (Undergraduate/Post-Baccaureate or Graduate).  If you complete less than the credits needed for good standing you will be placed on either a warning status or on suspension as indicated.  Pre-university remedial credits are counted in both the earned hours and attempted hours each term for the minimum term credit completion requirement.

Warning Status – If you are placed on warning status, you have one term under that status during which you must complete the number of credits in the “Good Standing” column below, in addition to all of the other SAP requirements (GPA, cumulative credit completion, and maximum time frame).  If you do not complete the number of credits required, or do not meet one or more of the other SAP requirements, you will be placed on suspension and have the option of appealing for one term of probation. Approval of your appeal is not guaranteed.

Probation Status – If your appeal is approved and your aid is reinstated, you have one additional term under a probation status during which you must complete the number of credits in the “Good Standing” column in addition to all of the other SAP requirements (GPA, cumulative credit completion, maximum time frame).  If you do not complete the number of credits required, or do not meet one or more of the other SAP requirements, you will then be placed on denied status and lose your eligibility for aid. Students in denied status cannot submit additional appeals and must attend at their own expense until all SAP standards are met.

Undergraduates and Post-Baccalaureates

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Graduate Students (2018-2019)

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To be eligible for aid, you must complete at least 66.7 percent of your overall attempted credits, including transfer credits.  If you drop below a cumulative 66.7 percent completion rate you have one term of warning status to bring your percentage above 66.7 percent before losing your aid.  If you are still below a cumulative 66.7 percent completion rate at the end of the warning term your financial aid will be suspended and you may appeal for one additional term of probation.  Approval of your appeal is not guaranteed. Students who cannot regain the 66.7 percent completion percentage within one term of probation will not be approved and must attend at their own expense until all SAP standards are met. Pre-university (remedial) credits are not counted in the earned or attempted hours for the calculation.

Federal and state regulations specify the maximum time frame for which you may receive aid.  The maximum time frame standards apply regardless of whether aid was received for any particular term.  There are different requirements for each student level (undergraduate, post-baccalaureate, or graduate). Make sure you are reviewing the correct section below.

The standards for federal aid and state/institutional aid are follows:

Undergraduate Students

Federal Financial Aid

Effective fall 2015, federal financial aid eligibility is suspended at 250 attempted quarter credits or 165 attempted semester credits. This includes all transfer credits accepted by Eastern toward your degree.  Pre-university (remedial) credits do not count toward this credit limit.

• 180 Attempted Quarter Credits/120 Attempted Semester Credits: A first warning letter is sent at 180 attempted quarter credits or 120 attempted credits for those in semester based programs. If by this point you have not already applied for graduation and determined a degree checkout date, it is highly recommended that you meet with your advisor and develop a plan for degree completion.

• 225 Attempted Quarter Credits/150 Attempted Semester Credits: A second warning letter is sent at 225 attempted quarter credits or 150 attempted credits for those in semester based programs.

• 250 Attempted Quarter Credits/165 Attempted Semester Credits: All federal aid is suspended at 250 attempted quarter credits or 165 attempted credits for those in semester based programs.

Maximum Time Frame Appeal Process: You may appeal the suspension of your federal financial aid by submitting the Maximum Time Frame Appeal Form, available here. The appeal includes explaining the circumstances that caused you to not complete your degree within the maximum time frame allotted and completing a graduation plan with your academic advisor. The approval of this appeal is contingent on you arranging appropriate plans for the completion of your degree and refraining from registering for future courses that do not satisfy degree requirements. If your appeal is approved, your financial aid eligibility may be extended for a set number of academic terms, to be determined based on the credits needed for you to obtain your degree. For your financial aid to be extended past 270 attempted quarter credits or 180 attempted semester credits, you must have attempted and earned credits that do not count towards your degree. This determination will be made based on your current program of study. Any changes to your program of study after the submission of an appeal may result in the denial of future financial aid.

If your appeal is approved, you must also maintain good standing on all other SAP standards (GPA, credit completion percentage, and minimum term completion) for the duration of the extension of your eligibility. Failure to do so may result in the denial of further aid eligibility. If your appeal is denied, or if your appeal is approved and you do not graduate within the number of additional terms granted to you, you will lose eligibility for any future financial aid. You may continue to attend at your own expense or apply for a credit-based alternative loan.

Any extension of eligibility granted by an approved appeal applies only to the first degree to which you are closest to completing and not to multiple degrees and/or minors. All of your academic transcripts must be received by EWU’s Office of Records and Registration before an appeal will be considered.

Note: Federal regulations define separate limits on the total amount of Pell Grant students may receive and the total amount of Direct Loans students may borrow. This appeal process does not increase those limits.

State and Institutional Financial Aid

State and institutional financial aid eligibility ends at 225 attempted quarter credits or 150 attempted semester credits. This includes all transfer credits accepted by Eastern. Pre-university (remedial) credits do not count toward this credit limit.

• 180 Attempted Quarter Credits/120 Attempted Semester Credits: A warning letter is sent at 180 attempted quarter credits or 120 attempted semester credits. At this point, if you have not already applied for graduation and determined a degree checkout date, it is highly recommended that you meet with your advisor and develop a plan for degree completion.

• 225 Attempted Quarter Credits/150 Attempted Semester Credits: All state aid, including all programs funded by institutional tuition waivers, is suspended at 225 attempted quarter credits or 150 attempted semester credits. You may continue to receive federal financial aid if you are eligible or you may apply for a credit-based alternative loan.  There is no appeal for this limit, and no exceptions are made for high credit majors.

If you are unable to complete your degree within the specified time frame, you may continue at your own expense or apply for a credit-based alternative loan.

Changes of Major/Dual Degrees/Minors– Students who change majors or who pursue second majors and/or minors are still subject to the cumulative credit limits specified above.  If you change your major too often, you may be suspended under the maximum time frame requirement before you have received your degree.  The exclusion of non-applicable credits noted in the “250 Attempted Quarter Credits/165 Attempted Semester Credits” section above does not extend to “major” changes that occur after 250 attempted quarter credits or 165 attempted semester credits.

Proficiency Credits – Proficiency credits authorized by your department also count toward your attempted credit limit.  If you are considering adding proficiency credits to your transcript, you may wish to consult with the Financial Aid and Scholarships Office and then plan your best course of action.

Post-Baccalaureate Students

For students pursuing second undergraduate degrees and certificates, financial aid eligibility ends at 125 attempted quarter credits or 85 attempted semester credits, including all transfer hours accepted by Eastern toward your degree or certificate.  If you are unable to complete your degree or certificate within the specified timeframe, you are responsible for any additional educational costs at your own expense (some alternative loans may be available).  This is a one-time limit for all second degree and certificate programs. You may appeal for one additional term of aid only and approval of this appeal is not guaranteed.

Provisional graduate students are eligible for Federal Direct Loans only and are limited to a maximum of 12 consecutive months of eligibility on a one-time, lifetime basis.

Changes of Major/Dual Degrees/Minors– Students who change majors, pursue dual degrees, and/or minors are still subject to the cumulative credit limits specified above.  If you change your major too many times, you may be suspended under the Maximum Time Frame criteria before you have received your degree.

Proficiency Credits – Proficiency credits authorized by your department also count toward your attempted credit limit.  If you are considering adding proficiency credits to your transcript, you may wish to consult with the Financial Aid and Scholarships Office and then plan your best course of action.

Graduate Students

Graduate students may receive aid for enrollment at any time during the six year matriculation period.  If you are unable to complete your degree or certificate within the specified timeframe, you are responsible for any additional educational costs at your own expense (some private loans may be available).

Changes of Major/Dual Degrees/Minors– Students who change programs or pursue dual degrees are still subject to the cumulative credit limits specified above.

• Failed Courses (“0.0” or “NC”) – Failed courses are counted as attempted but not earned.
• Incompletes – Incompletes are counted as attempted but not earned.
• In Progress Grades (“Y” grades) – In progress grades are counted as attempted and earned and do not affect your satisfactory academic progress standing. Study abroad “Y” grades are an exception. A study abroad transcript must be received within two terms after you have completed your study abroad program.
• Pass/No Credit (NC) Courses – Pass/NC credits are generally remedial in nature, and as such, do not count in the GPA calculation, the percentage completion calculation, or the maximum time frame calculations. However, they do count towards meeting the minimum term completion requirement.
• Pass/Fail Courses– Pass/fail credits generally apply to non-remedial courses. If passed with a 2.0 or better, they are considered in attempted and earned, but not in the GPA calculation.  Pass/Fail credits that are failed (0.0) are considered attempted but not earned and are counted in the GPA calculation.
• Repeating Failed Courses – You may repeat previously failed courses as often as needed to pass; repeats are considered in enrollment status and attempted and earned (if passed). However, the number of repeats is limited by university policy and may affect the maximum time frame noted above.
• Repeating Passed Courses – You may repeat previously passed courses only once; the first repeat counts in enrollment status, attempted, and earned (if passed). Second and subsequent repeats do not count in enrollment status, but do count as attempted and earned.
• Repeatable Courses – Courses that are repeatable may be taken multiple times. All occurrences count in the calculation of earned and attempted credits.
• Remedial Courses – Remedial courses are excluded in the GPA calculation, the percentage completion calculation, and the maximum time frame calculations. They do count toward the minimum term completion requirement.
• Running Start/College in the High School Courses – These courses are counted as earned and attempted credits and count towards all SAP requirements. See the Running Start/College in the High School exception below for additional information.
• Transfer Courses – Transfer credits accepted by EWU are counted in the cumulative credit limits, unless excluded by appeal. They also count toward your minimum term completion requirement if taken under a signed consortium agreement.
• Consortium Credits – Consortium credits count for the minimum term completion requirement, but do not affect the overall credit completion percentage, minimum GPA, or maximum time frame calculations until they are transferred to Eastern.
• AP/CLEP/IB Credits – Credits obtained through testing that are transferable and creditable are counted as attempted and earned.
• Audited Courses – Audited courses are not counted in either attempted or earned credits.
• Withdrawals – Withdrawals are counted as attempted but not earned.
• Academic Forgiveness – Federal regulations do not allow for the consideration of academic forgiveness in the satisfactory academic progress calculations. Courses for which you receive academic forgiveness are counted as attempted and earned and are included in the GPA calculation for financial aid purposes.
• Academic Integrity (Failed Courses) – Courses that are graded as an “XF” due to academic integrity issues are considered attempted but not earned.
• Incompletes and Grade Changes – It is the student’s responsibility to contact the Financial Aid Office and inform them of any grade change. Students have until the 10^th day of the term to obtain grade changes from the previous term, including converting incomplete grades. After the 10^th day, aid will be cancelled for students on suspension who have not informed the Financial Aid Office of a grade change or submitted an appeal. Grade changes after the 10^th day may be considered on an exception basis through the fifth week of the term, or two weeks prior to the end of your last class during summer session. Reinstatement of aid after cancellation is based on available funds and you may not receive the same aid that you were awarded prior to your denial or suspension.

This section applies to students appealing their suspension for the minimum term completion, overall completion percentage, and minimum GPA standards. There is a separate appeal process for undergraduate students suspended under the maximum time frame requirement. Please see the maximum time frame section above for details on that appeal process. Post-baccalaureate students suspended under the maximum time frame requirement may appeal for one addition term of eligibility and should use the standard appeal process described below (note that graduate students cannot appeal the maximum time requirement). Undergraduate students suspended under the maximum time frame requirement and one or more of the other standards may have to complete both appeal processes.

If you are placed on financial aid suspension, you may submit an appeal.  If you are successful in appealing for reinstatement of your financial aid, you will be placed on financial aid probation for one term only, at the completion of which you are expected to be in good standing on all four measures. Good standing means you are meeting all four of the satisfactory progress standards as they are written.

Please note that reinstatement of aid is not guaranteed and you are responsible for all debts incurred if you enroll while on financial aid suspension.  If you decide not to appeal, your appeal is denied, or you are suspended at the end of a term of probation, you may attend at your own expense or may apply for a private loan.

Undergraduate students, you may re-establish eligibility and be placed back in good standing by successfully completing 12 credits in one term with a 2.0 or higher term GPA and by meeting the other three standards (cumulative GPA, credit completion percentage, and maximum time frame) at Eastern or at another school, without financial aid.  In this case, no appeal is needed.  If you complete the 12 credits over two or more terms at Eastern without financial aid, or at another school with financial aid, reinstatement is not automatic, but you may re-appeal based on the successful completion of those credits.

For graduate students, you may re-establish eligibility and be placed back in good standing by successfully completing 10 credits in one term with a 3.0 term GPA and by meeting the other three standards (cumulative GPA, credit completion percentage, and maximum timeframe) at Eastern or at another school, without financial aid.  In this case, no appeal is needed.  If you complete the  10 credits over two or more terms at Eastern or at another school with financial aid, reinstatement is not automatic, but you may re-appeal based on the successful completion of those credits.

If you graduate and move on to a new degree at a higher level (undergraduate or post-baccalaureate to graduate status), your SAP status is reset to good standing under the SAP standards for that level.  However, if you fail at a higher level and revert to a lower level (ex. graduate status back to post-baccalaureate status), your SAP status will carry over to the new degree.

Running Start/College in the High School Exception – Running Start and College in the High School students who fail to meet good standing under the terms of this policy will come in under a warning status, even if they merit a suspension status. This is to insure that all new students have a reasonable opportunity for academic success when they come into the university.

Freshmen Exception – The following exception applies to undergraduate students with 44 or fewer earned quarter credits or 29 or fewer earned semester credits.  The purpose of this exception is to account for the transitional considerations that often occur in the freshmen year:

Freshmen students on suspension for not meeting the overall completion percentage requirement may appeal for two terms of probation (a maximum of 36 credits) if needed to regain the 66.7 percent completion rate. Student who do not complete 100 percent of their attempted credits during these two terms of probation will be placed on denied status and must attend at their own expense until all SAP standards are met. Students who cannot regain the 66.7 percent completion rate within two terms of probation will not be approved and must attend at their own expense until all SAP standards are met.

You may appeal the suspension of your aid by submitting a written appeal to the Financial Aid and Scholarships Office. Appeal forms are available here and may be submitted in person, by mail, or by fax. To be accepted for review, appeals must be based on reasons beyond your control, such as a death in the immediate family, serious injury or illness, or other special circumstances. You must explain why you did not meet the satisfactory progress requirements and what has changed in your situation that will allow you to meet the requirements in the next term. You must include appropriate documentation (letters from physicians or instructors, etc.) to support the statements in your appeal. The Financial Aid Appeals Committee reviews appeals weekly (generally on Wednesdays). Appeals must be submitted by the 10^th day of the term for which you are on suspension to be considered for reinstatement for that term.  Appeals submitted after the 10^th day of the term will be considered for the next term. Financial aid cannot be reinstated for a prior term.

If you fail to meet the standards as noted above, your aid is subject to cancellation. If your appeal is successful, reinstatement of any canceled aid is dependent on available funds. You may lose some of your grant and/or work study funding.

Please note that there is a separate appeal process for students suspended under the maximum time frame requirement. Please see the maximum time frame portion of this policy for details on that appeal process.

The decision of the Financial Aid Appeals Committee is final and cannot be re-appealed at a higher level.  If your appeal is denied, you may re-appeal to the committee only if you are providing new information that was not considered in your original appeal.  You may resubmit your appeal with new information one time only. The Appeals Committee is unable to address any questions or requests for information regarding their decisions.   However, some of the factors they consider are:

1. Validity of the reasons for failing to meet the standards.
2. Resolution of the problems leading up to your failure to meet the standards.
3. Prior academic history (credits earned vs. credits attempted, GPA, number of repeats, etc.).
4. Meetings with your academic advisor, along with their notes and recommendations.
5. Number of previous suspensions and reinstatements.
6. Your demonstrated motivation to succeed.
7. Likelihood of future success.
8. Number of additional terms requested.
9. Quality of appeal.
10. Quality and thoroughness of supporting documentation.

The EWU tuition refund policy is separate from this policy. Institutional aid and scholarships are refunded and returned according to this policy (effective fall quarter, 2000):

Through the 6th class day – 100 percent
From the 6th class day through the 22nd class day – 50 percent
After the 22nd class day – 0 percent

This schedule applies to both quarters and semesters. If a student is granted an Exceptional Circumstances Request (ECR) for a full refund of tuition prior to the completion of an award year, all institutional aid and scholarships are refunded and returned to the program(s) at 100 percent. If the ECR is granted after the R2T4 calculation is completed, the R2T4 is not recalculated unless the ECR indicates that the prior withdrawal date was incorrect. State aid is refunded according to the state refund policy at the end of this document.

Tuition, course fees, and all mandatory fees are due by 5pm on the 6th class day of each term. A late payment fee of $75 is assessed on any tuition paid after the 6th class day. Students are not “disenrolled” for non-payment and must formally withdraw from the university to receive the appropriate percentage refund. Students who enroll, do not attend, and do not formally withdraw are responsible for their tuition charges.

Any requests for exceptions or examples of the refund policy should be directed to the Student Financial Services Office (359-6372).

Title IV aid refers to the federal financial aid programs authorized under the Higher Education Act of 1965 (as amended) and includes:

Federal Pell Grants
Federal Supplemental Educational Opportunity Grant (FSEOG)
Federal Perkins Loans
Federal Direct Loans
-Subsidized and Unsubsidized
-Parent Loans for Undergraduates (PLUS)
-Graduate PLUS Loans

The Office of Records and Registration serves as the official office of notification for withdrawal and all withdrawing students are referred to that office. The Financial Aid Office then uses the information from that Office to process the R2T4 within the required deadline dates. Once the calculation is complete, the student is notified.

A student’s withdrawal date is used to calculate the amount of financial aid to be returned. The withdrawal date is defined as the earlier of: 1) the date the student began the withdrawal process or officially notified the institution of intent to withdraw; or 2) the student’s last date of documented attendance at an academically-related activity. The institution has the option of using the latter date if the former date does not reflect the student’s actual situation.

If a student leaves without notifying the institution, the withdrawal date is the last date of documented attendance at an academically-related activity or the midpoint of the term, whichever is later. This date is determined by the instructor of the course for which the student is being given a grade of 0.0 for the term.

Once the calculation is completed, it is generally not reversed. However, upon the receipt of late documentation of attendance, late grades or grade changes, or notification of medical withdrawal, the student may receive a late disbursement of any Pell Grant for which he/she was eligible provided payment is made within 180 days of the day on which the student ceased attendance. Loans may also be reissued up to 180 days from the date the student became ineligible. The receipt of any other canceled aid is contingent on available funding.

Notes:

• The day of withdrawal is counted as a day of attendance.
• Calendar days are used in the calculation.
• Scheduled breaks of at least five days are excluded.

“Section 484B(c) of the HEA makes it clear that the determination of a student’s withdrawal date is the responsibility of the institution. Therefore, the institution, not the student, must document a student’s attendance at an academically-related activity. A student’s certification of attendance that is not supported by documentation by the institution would not be acceptable documentation for the students’ last date of attendance at an academically-related activity.” (Section 668.22(c) in the Discussion, Federal Register 34 CFR Part 668, 682, and 685, Student Assistance General Provisions and FFELP and Direct Loan Program, Final Rule)

Title IV aid is considered to be earned on a daily prorated basis through the 60 percent point of each term. All Title IV aid is considered 100 percent earned after that point.

A return of funds may be required when the aid disbursed is in excess of the aid earned during the term. The amount of Title IV aid earned is determined by multiplying the total Title IV aid (other than FWS) for which the student qualified by the percentage of time during the term that the student was enrolled. If less aid was disbursed than was earned, the student may receive a late disbursement for the difference.

The responsibility for returning unearned aid is shared between the University and the student. Any student share allocated to a grant program is reduced by 50 percent. Eastern will distribute the unearned aid back to the Title IV programs as specified in the Allocation of Refunds section below. The student will be billed for the amount the student owes plus the amount the University returned to the Title IV programs.

Notes:
(1) EWU uses the aggregate method of matching for FSEOG. FSEOG match is excluded from the
calculation.
(2) The net amount of any Direct Loan is used in the calculation.
(3) Minor prior term charges (less than $200) can be counted in the calculation and/or credited with postwithdrawal
disbursements (Sec. 668.22(a)(4)(i)(A)

New rules define programs offered in modules and appropriate calculation of Return of Title IV funds. The new rules effect how EWU calculates Return of Title IV funds for summer term only. In determining if the student is a withdrawal the following must be established:

1. Did the student cease to attend a course for which she was scheduled to attend?
2. At the time the student stopped attending, was she attending other courses?
3. Did the student confirm attendance in a later starting course?

If answer “yes” to 1 and “no” to 2 and 3 the student is a withdrawal and a Return of Title IV calculation must be completed. A return calculation is not required if the student withdraws from one module, but confirms she will be attending a later module within the same program period. If the student fails to attend the later module the withdrawal date is based on the withdrawal date from the last module the student attended

According to the regulations, refunds are allocated in the following order:
Federal Direct Loan (Unsubsidized)
Federal Direct Loan (Subsidized)
Federal Perkins Loan
Federal Direct Parent Loan (PLUS)
Federal Pell Grant
Federal SEOG
Other Title IV grants or loan assistance
Non-Title IV aid (state, institutional, private)

• The institution allocates its share of unearned funds first.
• The student’s share of unearned funds is fully allocated among the programs not satisfied by the institution’s share. Then, any portion of the student’s share that is allocated to a grant program is reduced by 50 percent.
• Pell overpayments resulting from the R2T4 calculation may be satisfied by the reduction of future Pell disbursements if the student is returning to Eastern (within the same academic year only). Otherwise, students are notified in writing of their grant overpayments and given 45 days to repay the funds or make satisfactory repayment arrangements. Overpayments not satisfied with that time period are referred to ED Collections and reported to NSLDS. Overpayments of $50 or less per program do not need to be returned by the student and are not referred or reported.
• Any portion of the student’s share that is allocated to a loan program is repaid under the terms and conditions of the loan as specified in the promissory note.
• Non-Title IV (excluding alternative loans) is refunded to its source according to the institutional tuition refund schedule. State Need Grant, College Bound Scholarships, and Passport Scholarships are returned according to the State Grant Repayment Policy (see below).

Only Title IV aid can be considered for a post-withdrawal disbursement; State Need Grant, College Bound Scholarship, Need Based Waiver and all other non-title IV aid is not subject to this process.

Any post-withdrawal disbursement must meet the current required conditions for late disbursements prior to the date the student became ineligible for a school to make a late disbursement. For example, the school must have received the student’s Student Aid Report (SAR) or Institutional Student Information Record (ISIR) with an official expected family contribution (EFC). Post-withdrawal disbursements are required and are determined by following the requirements for calculating earned Title IV aid, which have no relationship to incurred educational costs. A post-withdrawal disbursement must be made within 90 days of the date that the institution determines that the student withdrew.

Written notification is sent to the student, or parent in the case of a PLUS loan, no later than 30 calendar days after the date that the school determines the student withdrew. The notice identifies the type and amount of the Title IV funds that make up the post-withdrawal disbursement and explain that the student or parent may decline all or a portion of those funds. This information must be provided to permit a student or parent to determine which funds, if any, he or she wishes to accept and/or decline.

In the notification, the school must advise the student or parent that they have 14 calendar days from the date the school sent the notification to accept a post-withdrawal disbursement. The notification must make it clear that if the student or parent does not respond to the notification within the time-frame, the school is not required to make the post-withdrawal disbursement. If a response is not received from the student or parent within the permitted time frame or the student declines the funds, the school returns any earned funds being held to the Title IV programs.

If a student (or parent) submits a timely response accepting all or a portion of a post-withdrawal disbursement, the school must disburse the funds within 90 days of the date of the institution’s determination that the student withdrew.

If authorization from a student (or parent for a PLUS loan) is received after the 14 day time-frame the school must notify the student (or parent) that the post-withdrawal disbursement will not be made and why. This notification must be made in writing or electronically.

EWU does not currently maintain a written Leave of Absence policy. Per the U.S. Department of Education (Region 10 – Seattle), it is permissible not to have an LOA policy. Students who depart on an informal LOA are considered to have withdrawn on the date they leave the institution and are assessed according to the terms of this policy.

Institutional Rights and Responsibilities:

• Provide each student with the information in this policy.
• Identify students who are affected by this policy and complete the Return of Title IV Funds calculation in a timely manner according to published deadlines (see attached chart).
• Return any Title IV fund due to the Title IV programs in a timely manner according to published
  deadlines.

Student Rights and Responsibilities:

• Follow the policies and procedures established above.
• Return to the Title IV programs any funds that were disbursed directly to the student and which the
  student was determined to be ineligible for via the Return of Title IV funds calculation.

General

State Grant recipients, who withdraw from the institution, are expelled, or otherwise complete zero credits in any given term must repay state grants on a prorated basis. State grants include State Need Grant, the College Bound Scholarship, and the Passport to College Scholarship.

For the purposes of this policy, “Award” is the amount of state grant for which the student was eligible during the enrollment period, after the school made any required adjustments for need and enrollment level. All monies, whether disbursed to the student account or directly to the student, shall be included in the repayment calculation.

Authority

State Need Grant (WAC 250.20.051(4))

Known Last Date of Attendance

If a student’s last date of attendance can be verified and is prior to or on 50 percent of the term, the state grant repayment will be based on the percent of the term not completed.

If the last date of attendance occurs after 50 percent of the term, the state grant award is considered 100 percent earned and no state grant repayment is due.

State grant repayment formula – Known last date of attendance, prior to or on 50 percent of the term:

1. The percent of state grant earned is calculated by dividing days in attendance by calendar days in term. Scheduled breaks of five or more days should be excluded from the calculation.
2. Subtract the percent of state grant earned from 100 percent; this equals the percent of unearned state grant.
3. Multiply the percent of unearned state grant by the grant amount.
4. Multiply the amount from step 3 by 50 percent and round to nearest dollar to determine the state grant repayment due.

Unknown Last Date Of Attendance

If a student attends a portion of a term and withdraws with no verified last date of attendance, the state grant repayment will be 50 percent of the grant amount with no additional adjustments.

No-Show Repayments

If a state grant recipient never attends courses in the term for which they received a state grant award, the state grant repayment is 100 percent of the award. If a school is unable to distinguish between a no-show and an unofficial withdrawal, the no-show policy shall apply.

General Repayment Policies

1. Repayments are based on the state grant award amount, including enrollment and packaging adjustments.
2. Verified withdrawal dates after 50 percent of the term equate to 100 percent earned state grant.
3. Unofficial withdrawals/no known last date of attendance equate to repayment of 50 percent of the state grant award.
4. No shows are 0 percent earned and equate to repayment of 100 percent of the state grant. This applies to an Exceptional Circumstances Requests granted for non-attendance prior to the end of the award year.
5. Official withdrawals or verified last date of attendance repayment calculation:
   State grant award amount multiplied by the percent of unearned state grant multiplied by the 50 percent reduction equals the state grant repayment due.
6. The 50 percent reduction applied at the end of the repayment computation addresses unreimbursable start up education costs and reduces the barrier for students intending to return to school.
7. Repayments of less than $50 should not be returned to the WSAC.
8. Institution repayment refund policy:

Public institutions may choose from the following options:

• Return the repayment amount directly to the Washington Student Achievement Council
  (WSAC) and collect from the students.
• Return the repayments to their institutional State Grant fund (if the repayment is from
  within the current year) and collect from the students (EWU utilizes this option).
• Refer students directly to WSAC.