Your class schedule must be firm and you should not make any changes after the 5th day of the semester or you risk aid reductions. It is expected that you will attend your registered courses. If you decide to add a late start course after the 5th day of the semester your Pell Grant cannot be adjusted to increase in credits. If you drop a class and add another class that same the same number of credits after the 5th day of the semester, your aid will be negatively affected.
17.5 Return of Title IV Funds Policy
Responsibilities: The Return of Title IV calculation process is shared by the Financial Aid Office and the Business Office. The Records/Registration Office works with faculty to obtain last date of attendance information and grade clarification. The Financial Aid Office performs the calculation based on the grade and LDA information entered into ISRS. The Financial Aid Office returns the funds on the student’s behalf. The Financial Aid Office and Business Office work together to notify the student of the amounts returned and the amount the student owes.
Reasons for an R2T4 Calculation: Student financial aid funds are awarded to a student based on the assumption that the student will attend school the entire period for which the financial aid was awarded. A student who stops attending course(s) must immediately withdraw from courses, and is responsible for understanding the impact of such action on his/her student account. The payment period for each student is determined by the date the course(s) or module(s) start and end.
The College will determine the withdrawal date or last date of attendance for students who stopped attending (i.e. unofficially withdrew) within 30 calendar days from the earlier of (1) the end of the payment period (i.e. defined as “semester” at Anoka Technical College), (2) the end of the academic year, or (3) the end of the student’s educational program. The department of education stipulates that a student must be reported within 30 days of withdrawal from all courses. Any funds to be repaid to the department must be returned within 45 days of the institutions determination the student has withdrawn.
Federal and state regulations require that any financial aid recipient who completely withdraws or stops attending courses prior to the 60% point of the semester may be required to repay a portion of any financial aid the student has received. ATC uses the federal return of Title IV funds rules and calculation tools for any federal aid not earned and the Minnesota Office of Higher Education (OHE) refund calculation for any programs specific to Minnesota. The College returns the unearned share of federal financial aid in the following order:
Federal Unsubsidized Direct Loan
Federal Subsidized Direct Loan
Federal PLUS Loan received on behalf of the student
Federal PELL Grant
Federal SEOG Grant
The College returns state financial aid funds in the order specified by the OHE calculation worksheets.
The College returns the College share of loans and both the student and College share of grants. The College then bills the student for these amounts. Students are responsible for their share of unearned aid attributable to a loan under the terms and conditions of the promissory note. Grant repayment is made to the college under the repayment guidelines identified in a notice sent to students after the recalculation is complete.
Withdrawal Date or Last Date of Attendance: Faculty record the last date a student participated in an academically-related activity. This date, or the student’s official withdrawal date if the student formally withdrew, is used to determine the amount of financial aid funds the student is able to retain. Students “earn” financial aid in proportion to the time they are attending courses up to the 60% point of the semester. Scheduled breaks of more than four consecutive days are excluded from the calculation.
If the College is unable to obtain from the faculty the last date of attendance, the College will assume a midpoint withdrawal and calculate the return of funds accordingly. Federal Student Aid funds are awarded to a student based on the assumption that the student will attend school for the entire period for which assistance is awarded. A student who stops attending class(es) must immediately withdraw from class(es) on eServices and is responsible for understanding the impact of such action on his/her student account. Students may officially withdraw within the course-specific withdrawal time frame by logging into eServices, clicking "View/Modify Class Schedule", selecting the course(s) from which they would like to withdraw and withdrawing from the course(s). Note, password entry will be required to confirm withdrawal from course or course(s).
To determine the percentage of title IV grant or loan assistance earned by a student we take the number of days that the student academically participated in their courses divided by the amount of days in the payment period to get the percentage of aid earned. We originally disburse at 100% with the assumption that the student will complete the entire payment period. If the student academically participates past the 60% point they are considered to have earned 100% of their aid. If the student does not academically participate to at least the 60% point of the payment period, the calculation above is used to determine what percentage of aid disbursed will need to be returned or what amount of aid we can offer as a post withdrawal disbursement. Breaks of more than four consecutive business days are excluded.
Examples of both calculations are available in the Financial Aid Office at the student's request.
If a financial aid eligible student withdraws from courses prior to disbursement, a calculation is completed to determine the amount of earned aid for the term. This disbursement may help to reduce a student’s balance for the withdrawn term. This disbursement is called a Post-Withdrawal Disbursement. Students eligible for a Post-Withdrawal disbursement will have funds applied to their account in this order: Pell, Iraq/Afghanistan Service Grant, SEOG, Direct Subsidized Loan, Direct Unsubsidized Loan, Perkins Loan, Direct PLUS Loan.
If a student qualifies for a Post-Withdrawal Disbursement, any grant funds the student is eligible to receive, based on the return calculation, will be applied to the student’s account within 14 calendar days of the determination. If a student qualifies for a Post-Withdrawal Disbursement from loan funds, a letter will be sent to the student (or parent in case of a Direct Plus Loan) stating the amount of the loan disbursement the student is eligible to receive. The student must then reply within 14 calendar days to give authorization for the disbursement. Exceptions will be allowed in relation to the 14 calendar day guideline if a student provides in writing within a reasonable timeframe after the letter is sent. If written authorization is not received, the loan will be cancelled, and updated with Direct Loans.
R2T4 Calculation for Late-start and Nonstandard length classes:
If a student withdraws from a full standard term course and has a late starting module, a signed intent to enroll will need to be received within 7 calendar days or an R2T4 calculation will be completed. If we receive confirmation later from an instructor that the student is engaging in academic activity, the R2T4 calculation will be undone.
If a student is still enrolled at the time a module ends, no R2T4 calculation is completed. If it is determined at any point that all academic activity ceased prior to the end date of a module, a R2T4 calculation will be processed.
Financial Impact on Students: Because the College’s refund policy does not give a refund of tuition and fees past the 20th business of fall and spring semester (see ATC Student Handbook for refund period for summer semester), it is possible that a student who completely withdraws will be owe money after withdrawing. If there is an outstanding balance after Title IV and/or state funds are returned and the student’s institutional charges are adjusted (if applicable), the student would then be liable for paying this amount. Students may also be eligible for a partial tuition and fees refund.
Notifying Students: The Financial Aid Office performs the calculation and scans a copy into Perceptive Content to archive. The Financial Aid Office then returns the funds and runs Aid Applied which is then given to the Business Office with a prepared letter for the student outlining the reason for the return. The Business Office runs Funds Applied and ensures that the activity on the student’s account is correct. The Business Office then generates an invoice and mails the invoice and letter from the Financial Aid Office to the student.
Time frame for the Determination and Calculation: Weekly, the Financial Aid Office runs a variety of reports to determine students who officially withdrew from all courses. Once all potential R2T4’s are determined for the week we utilize the tool created by MinnState which is pre-populated with data that we review for accuracy. Once we have determined that the information is correct, the tool will perform the R2T4 calculation. Any Post Withdrawal Disbursement (PWD) will be calculated through CPS. The student/parent will be notified of any PWD eligibility within 30 days of the determination of the last date of attendance.
During the semester, the College may obtain knowledge that a student dropped out (i.e. unofficially withdrew). The Financial Aid Office follows CFR Part 668.22 C(c) guidelines to determine unofficial withdrawals:
The date as determined by the institution, that the student began the withdrawal process prescribed by the institution. The student initiates this process by either completely withdrawing themselves from courses or the instructor providing a LDA based on the student ceasing to participate in courses for a period of time where a passing grade cannot be earned.
The date, as determined by the institution, that the student otherwise provided official notification to the institution, in writing or orally, of his or her intent to withdraw or the date that an instructor reports a LDA to the Financial Aid Office for a student that has ceased academic activity for a period of time where a passing grade cannot be earned.
If a student does not return from an approved leave of absence as defined in CFR Part 668.22 paragraph (d) of this section, the date used is the date the institution determines the student began the leave of absence
For unofficial withdrawals we will determine the date that a student withdraws without providing notification to the student no later than 30 days after the end of the earlier of the:
Payment period or period of enrollment
Academic year in which the student withdrew
Educational program from which the student withdrew
Anoka Technical College will verify ALL student applications selected by the FAFSA processor. Verification documents will be requested pf the student upon receipt of the FAFSA. Documents must be received and verification performed before any disbursement of financial aid will be made. If there are errors, we will update your application, recalculate your aid eligibility and send a current award letter to you. Any documents received 180 days after the last date of enrollment (or date published by the Department of Education, whichever one is earlier) will not be processed.
18.1 STANDARDS OF PROGRESS
In accordance with federal and state regulations and MinnState Policy 2.9, Anoka Technical College shall monitor all credits for all students and shall apply the following minimum cumulative standards of progress beginning with a student’s sixth (6th) attempted credit:
• Qualitative: Students are expected to meet or exceed a cumulative earned grade point average (GPA) of 2.00.
• Pace of Progression/Quantitative: Students are expected to meet or exceed a cumulative earned percentage of 67%.
• Maximum Timeframe: Students may continue to receive financial aid through 150% of the published credit length of the declared program (example: 150% of a 60 credit AA degree equals 90 credits).
18.2 EVALUATION PERIOD
• A student’s academic progress shall be evaluated prior to the 10th day of the subsequent academic term.
18.3 FAILURE TO MEET STANDARDS
• Maximum Timeframe: A student reaching 150% of the published credit length of the program is immediately suspended from financial aid eligibility. All students are subject to the calculation of maximum timeframe, even when not receiving financial aid. Degree changes and subsequent degree pursuits do not affect the maximum timeframe. The maximum timeframe calculation applies to all students and all credits regardless of major. Courses taken in all terms, including summer terms, are treated the same in regard to satisfactory academic progress calculations and maximum time frame calculations
• Warning: A student failing to meet the minimum cumulative qualitative or pace of progression/quantitative standard of academic progress is immediately placed on warning. A student on warning remains eligible to enroll and receive financial aid. No appeal is necessary for this status.
• Reinstatement of good academic standing for students on warning status. If at the end of the warning period a student who has been on warning status has met both the institution’s cumulative grade point average and cumulative completion percentage status, the institution shall end the student’s warning status. There is no appeal necessary for this status.
• Suspension of students on warning status: A student on warning status failing to meet the minimum cumulative qualitative or pace of progression/quantitative standard of academic progress during his/her next term of enrollment is immediately placed on suspension. A student on suspension is not eligible to enroll or receive financial aid.
• Suspension for maximum time frame failure: If at the end of the evaluation period a student has failed to meet the institution’s standard for measurement of maximum time frame, the institution shall suspend the student from financial aid eligibility immediately upon completion of the evaluation.
• Suspension of Students for Extraordinary Circumstances: Students may be immediately suspended in the event of extraordinary circumstances, including but not limited to previously suspended, and reinstated students whose academic performance falls below acceptable standards during a subsequent term of enrollment; students who register for courses, receive financial aid and do not attend any classes; and students whose attendance patterns appear to be an abuse of the receipt of financial aid. Students from other institutions will be held to the same acceptable standards and may be placed on immediate suspension.
• Suspension for inability to meet program requirements within the maximum time frame: If at the end of any evaluation period the institution determines that it is not possible for a student to raise his or her GPA or pace of course completion percentage to meet the institution’s standards before the student would reach the end of the program for which he or she is receiving financial aid, the institution shall suspend the student from financial aid eligibility immediately upon completion of the evaluation.
18.4 APPEALS AND PROBATION
A student has the right to appeal his or her suspension or maximum timeframe based on unusual or extenuating circumstances, including but not limited to the death of a family member, student injury, illness or hospitalization. The Suspension Appeal must be submitted in writing for consideration by the Suspension Appeal Committee, and include an explanation of the circumstances that negatively affected academic progress, a plan to correct deficiencies, and supporting documentation for both.
The Maximum Time-Frame appeal must be submitted in writing to the Financial Aid Office within the term the student is seeking financial aid. The appeal must include an explanation of the circumstances that negatively affected academic progress, a plan to correct deficiencies, and supporting documentation. Students may appeal an initial adverse decision and shall have their appeal considered by an alternate process. The result of a student’s appeal/s shall be communicated in writing.
An appeal may be approved only if the institution: Has determined that the student should be able to meet SAP standards at the end of the next evaluation period or develops an academic plan with the student that, if followed, shall ensure that the student is able to meet SAP standards by a specific point in time. The academic plan will include term standards of a 2.5 GPA and 100 percent of completion.
• Probation Status
A student who has successfully appealed a suspension shall be placed on probation for one evaluation period. If at the end of the evaluation period, a student has met the institution’s cumulative grade point average of a 2.0 and has a completion percentage of at least 67%, the student shall be returned to good academic standing.
If the student has not met the cumulative grade point average and pace of progression/completion percentage standard but has met the conditions specified in his or her academic plan, the student shall be under a probationary status for a subsequent evaluation period.
If the student has not met the institution’s cumulative grade point average and completion percentage standard and has also not met the conditions specified in his/her academic plan, the student shall be re-suspended upon completion of the evaluation.
18.5 NOTIFICATION OF STATUS AND APPEAL RESULTS
Students failing to maintain academic progress standards shall be notified in writing. Notification shall include conditions of warning, suspension or probation and the process to appeal suspension status. Notification of approved appeals shall include the standards that the student is expected to meet and the academic plan that the student is expected to complete in order to retain financial aid eligibility at the end of the next evaluation period. Notification of denied appeals shall describe the reason(s) for the denial and the institution’s process for appealing that denial.
• A probationary student will have his/her academic good standing reinstated upon meeting or exceeding the minimum cumulative grade point average and pace of progression/completion standard.
• A suspended student may have his/her eligibility to enroll and receive financial aid reinstated only after an appeal has been approved. Neither paying for his or her own classes, nor sitting out a period of time is sufficient in and of itself to reestablish eligibility.
18.7 TREATMENT OF GRADES AND CREDITS
• Attempted Credits: Credits for which a student is officially registered at the end of the drop period each term.
• Cumulative Credits: Sum of registered credits for all terms of enrollment, including summer terms.
• Earned Credits: Successfully completed credits with a grade of A, B, C, D, or P (pass). Earned credits do not include credits with a grade of F (Fail), I (Incomplete), NC (No Credit), or with a designation of W (Withdraw) or Z (in progress). All credits and grades are included in the maximum timeframe calculation.
• Earned Percentage: Percentage is calculated by dividing the number of earned credits by the number of attempted credits.
• Grade Point Average (GPA): Calculated using a grade point value for grades of A, B, C, D, and F. (P counts as a credit earned, but it carries no grade point value.)
• Academic Forgiveness: See Anoka Technical College Academic Forgiveness policy http://www.anokatech.edu/en/AboutATC/PoliciesProcedures/Policy211AcademicForgiveness.aspx
• Audited (AU) Courses: Audited courses shall not be funded by financial aid and shall not be included in the GPA, earned percentage, or maximum timeframe calculations.
• Consortium Credits: Credits for which financial aid is received under a consortium agreement shall be included in the cumulative GPA, completion percentage, and maximum time-frame calculations.
• Developmental Credits: Developmental credits (courses numbered under 1000) shall be included in the cumulative GPA and completion percentage calculations. Up to 30 developmental credits shall be excluded from maximum timeframe calculation.
• Repeated Courses: Students may repeat a course for the purpose of achieving a higher grade or to review course material. Repeat courses shall be included in the earned completion percentage and maximum time frame calculations. With the exception of those courses designated as repeatable, only the most recent grade of a repeated course shall be used in the GPA calculation. Students shall not be permitted to receive financial aid for more than one repetition of a previously passed (A, B, C, D, pass) course unless the course was designed to be repeated.
• Transfer Credits: Transfer credits accepted by the institution and applied to the student’s program requirements shall be counted as credits attempted and completed for calculation of cumulative completion percentage. Grades associated with these credits shall not be used in calculating cumulative GPA. Transfer credits accepted by the institution shall apply toward the maximum timeframe calculation.
• Withdrawals: Credits for which a designation of “W” is received shall be included in attempted credits, but not earned credits. A “W” does not impact GPA, but does negatively impact earned percentage.