Appeal Process
- Policy on Satisfactory Academic Progress (SAP)
- Special Circumstances
- Change of Status
- Requirements for Officially Withdrawing
- Institutional Refund and Return of Title IV (Federal) Funds Policies
Policy on Satisfactory Academic Progress (SAP)
Federal regulations require that Indiana University East establish a policy to monitor the academic progress of students who apply for and/or receive federal, state and institutional financial assistance. A student must be admitted to the university and enrolled in a degree-seeking program to be eligible for assistance. Only credit courses that count toward a degree-seeking program are included for determining aid eligibility. (A student can receive aid for a limited amount of remedial coursework that is included as part of a regular program)
How often is progress checked?
Your progress at Indiana University East will be checked once per academic year during the qualification process. "FN" and "FNN" grades will be checked each term.
There are three levels of Satisfactory Academic Progress (SAP).
- Meets SAP: Student’s academic progress does not affect financial aid eligibility.
- Probation: Student’s eligibility is not affected, but student is placed on a watch status.
- Not Meet: Student is ineligible for financial aid.
What are the requirements?
Recipients of federal financial assistance are expected to attend classes throughout the term; enrollment is monitored. Repayment of federal aid already received may be required if it is determined that the student stopped attending classes but did not officially withdraw from the University. Aid eligibility for subsequent academic terms may be cancelled.
Te remain eligible for financial assistance, a student must demonstrate satisfactory progress toward completion of their degree according to the following standards:
Undergraduates
- Undergraduate students are required to maintain a cumulative grade point average (GPA) of 2.0 or better.
- Undergraduate students must complete at least 75% of total attempted coursework. Attempted coursework includes courses that are repeated or FX'ed.
- Grades of W, F, FN, FNN, FX, NC, R and I (Incomplete) are not considered successful completion of a course.
- Undergraduates who receive all FN’s, all FNN’s or a combination of FN’s, FNN’s and W’s during one academic period, and receive federal aid for the same academic period, may be required to repay all or part of any aid received.
- Associate degree students must complete their degrees in no more that 90 credit hours attempted. Bachelor’s degree students must complete their degrees in no more than 180 credit hours attempted.
- All transfer credit hours that appear on a student’s academic transcript will be counted toward the duration of eligibility.
- Undergraduates seeking a second bachelor’s degree will be required to submit a SAP appeal annually if their credit hours attempted is greater than 180.
- Students who receive an "FN" or "FNN" (failure due to non-attendance) in one or more of their classes during a grading period will have their financial aid eligibility revoked.
Teacher Certification
- Teacher certification students must provide a certification from the Education Division verifying the semesters they will enroll in the program. This is required since Indiana University East does not grant the degree and it is a federal exception for loans.
- Students who are in a teacher certification program, and are approved for financial assistance, are awarded aid at the undergraduate level.
- Students who are in a teacher certification program must follow all the satisfactory academic progress requirements for all undergraduates.
Graduates
Graduate students enrolled in master’s degree programs must complete their degrees in no more than 45 credit hours of graduate enrollment not including research credits.
- Grades of W, F, FN, FNN, FX, NC, R and I (Incomplete) are not considered successful completion of a course.
- Graduate students must complete at least 75% of total attempted coursework. Attempted coursework includes courses that are repeated or FX'ed.
- Graduate students who receive all FN’s, all FNN’s or a combination of FN’s, FNN’s and W’s during one academic period, and received federal aid for the same academic period, may be required to repay all or part of any aid received.
- All graduate transfer credit hours that appear on a student’s academic transcript will be counted toward the duration of eligibility.
- Graduate students seeking a second graduate degree will be required to submit a SAP appeal annually if their credit hours attempted is greater than 45.
- Students who receive an "FN" or "FNN" (failure due to non-attendance) in one or more of their classes during a grading period will have their financial aid eligibility revoked.
What happens if I repeat a course?
If you have received a grade of A, B, C, D, P, S, F, W, U or I for the same course two times, you will not receive financial aid for that course a third time. Also, the repeated courses will not be counted in determining your level of enrollment for purposes of financial aid eligibility. For example, if you are enrolled in 6 credit hours and 3 hours were attempted two times previously, you would not be considered a half-time student for the purposes of financial aid eligibility.
Students will be evaluated annually at the end of the spring semester. Students can monitor their Satisfactory Academic Progress (SAP) status by reviewing the SELF-SERVICE tab on OneStart (http://onestart.iu.edu).
These satisfactory academic standards apply to all students enrolled at Indiana University East.
Parents of students who are denied financial assistance by failing to meet these academic standards will not be eligible for a Parent PLUS Loan.
What happens if I fail to meet the Satisfactory Academic Progress (SAP) requirements?
A letter will be sent concerning your academic progress status. Your financial aid will be suspended until you have completed any requirements to reinstate your aid.
What if I have extenuating circumstances?
Students who fail to meet these standards and have mitigating circumstances may appeal to the Office of Financial Aid by completing the appropriate Satisfactory Academic Progress Appeal form. The form may be picked up at the Financial Aid Office or downloaded from our website.
Our Financial Aid Office reviews each appeal to determine student eligibility for continued financial aid. The most common reasons for appeal approval are:
- A learning disability
- A severe injury or extended illness
- The illness or death of a family member
The Financial Aid Office reviews formal appeals within 15 business days of receipt. No deferments of Indiana University East charges will be granted during the review timeframe. You may check your appeal status by accessing the SELF-SERVICE tab on OneStart (http://onestart.iu.edu).
When a student fails to make SAP and has an appeal denied the student can regain eligibility by meeting the criteria established above. However the student cannot regain eligibility simply by being out of school for a set amount of time or by paying for a set number of classes out-of-pocket.
Special Circumstances
Why would I file a Special Circumstances appeal?
When a student or parent has special circumstances that significantly change their available income for the current or coming year the Financial Aid Office may be able to make additional allowances when income drops (involuntary only), marital status changes from married to single, a parent returns to college, or when certain expenses exceed the amount already allowed. This may increase the student's eligibility for aid.
What is the deadline for filing an appeal?
Parents or students wishing to file a Special Circumstances Appeal must have submitted a FAFSA for the year in question, complete the appropriate form, attach all required documentation and submit the form to the Financial Aid Office no later than 30 days prior to the end of the semester. Incomplete or late submissions may not be able to be considered. For students who are receiving state aid, no adjustments will be made to their FAFSA until after the 4th week of classes.
When will I hear the result?
The Financial Aid Office will review the appeal and the student will be notified of the result within 30 days of submission. Adjustments requiring a FAFSA correction must be approved by the U.S. Department of Education before aid can be adjusted. Students can view their financial aid package at any time through the SELF SERVICE tab on OneStart (OneStart). Appeals that will have no affect on aid will be closed without a ruling and the student will be notified.
Do I have enough reason to file an appeal?
If your family income is dropping due to circumstances beyond your control such as a job lay-off, change in Social Security benefits or divorce, you may want to file an appeal. If you have had extraordinary expenses in the areas of housing, food, transportation, educational expenses, childcare or medical expenses, the following chart will help you determine if you should file an appeal. If you have another unusual expense not listed here, contact the Financial Aid Office to determine if you would benefit from filing an appeal.
Income Protection Allowance
This is the amount the government has allowed for living expenses when calculating your financial aid. This figure includes allowances for housing, food, transportation, medical and other expenses. The charts below show the Income Protection Allowance (IPA) and how that allowance is distributed:
| Family Size | 1 | 2 | 3 | 4 | 5 |
|---|---|---|---|---|---|
2 |
$14,430 |
$11,960 |
|||
3 |
$17,970 |
$15,520 |
$13,050 |
||
4 |
$22,200 |
$19,930 |
$17,270 |
$14,800 |
|
5 |
$26,190 |
$23,720 |
$21,270 |
$18,800 |
$16,340 |
6 |
$30,640 |
$28,170 |
$25,710 |
$23,240 |
$20,790 |
If you have more in college, contact the Financial Aid Office for the appropriate figures.
If your expenses in the following areas exceed the following percentages you could benefit from filing a Special Circumstances Appeal:
| Housing | 22% | (includes rent/mortgage, utilities, phone) |
|---|---|---|
| Food | 30% | (includes food costs for the entire family) |
| Transportation | 9% | (includes gas or cost of public/special needs transportation) |
| Medical | 11% | (if you itemize your taxes, use 2005 Schedule A, Line 1) |
| Miscellaneous | 28% | (not adjustable) |
| Childcare | 0% | (any childcare costs caused by student attending school) |
Example: John attends IU East and he and his wife have no dependents. Their Income Protection Allowance is $14,430. If their expenses in any category for the period they are in school exceed their allowance, they would be eligible to file a Special Circumstance Appeal.
| Housing | 22% | X $14,430 | = $3,175 |
|---|---|---|---|
| Food | 30% | X $14,430 | = $4,329 |
| Transportation | 9% | X $14,430 | = $1,299 |
| Medical | 11% | X $14,430 | = $1,587 |
John’s mortgage is $850/month and utilities average $300/month. He will be attending full-time both Fall and Spring semesters.
$850 + $300 = $1,150/month
$1,150 X 9 months = $10,350
$10,350 - $3,175 = $7,175
John can file a Special Circumstances Appeal to have his budget increased by $7,175. This may increase the amount of total financial aid he could get but would not change his eligibility for Pell, SEOG or state grants
Excessive transportation and educational costs such as the cost of purchasing a computer or instrument also are allowed for with a budget increase.
Adjustments for excessive medical expenses and drops in income are made be reducing the student’s or parent’s Adjusted Gross Income (AGI) on their FAFSA. Only a Financial Aid Professional can make these changes. The student must submit copies of previous year tax returns and Income Statements for themselves (and their parents if they are dependent students) along with the Special Circumstances Appeal form and any other required documentation.
Change of Status
Students must notify the Financial Aid Office if they receive any additional financial assistance after filing an application. Any change in the student’s or the families’ financial position should be reported. In addition, students who have been granted assistance are responsible for notifying the Financial Aid Office of any change in academic program, residence, telephone number or marital status. Failure to carry out any of these responsibilities may result in cancellation of student’s awards.
Requirements for Officially Withdrawing
Unofficial vs. Official Withdrawals from Indiana University East
If you decide to leave Indiana University East, you must follow the official withdrawal process. Details on this procedure are available from the Office of the Registrar. If some problem prevents you from withdrawing in person, you should contact the Office of the Registrar for procedures to withdraw by phone. (765-973-8292)
If you simply cease to attend your classes but do not officially withdraw, you will be considered to have “unofficially withdrawn” for financial aid purposes. By federal regulation, your financial aid eligibility will be based on your last documented date of attendance. If no documentation of attendance exists, you will be considered to have never attended. Students who unofficially withdraw may be billed in accordance with federal regulations despite the fact that an “F” grade will appear on your transcript.
Withdrawing/Ceasing to Attend Class
In accordance with federal regulations, students who withdraw from the university before the end of the semester may be required to repay federal or state financial aid funds received for use during that semester. The amount of the repayment depends upon the point in the semester at which the student withdraws. Students who cease to attend but fail to withdraw may also be subject to repayment of financial aid. Contact the Financial Aid Office for further information.
Institutional Refund and Return of Title IV (Federal) Funds Policy
Federal regulations require Indiana University East to have an Institutional Refund and Return of Title IV Funds. The institutional refund policy is available from the Office of the Bursar. An abbreviated version of the Return of Funds policy follows. For a complete copy of the policy, please contact the Financial Aid Office.
Effective Fall semester 2000, federal financial aid regulations have defined that a student who withdraws or stops attending prior to completing 60% of a semester has not earned 100% of the federal financial aid that was received. That student may be required to return a portion of his or her federal aid. Federal financial aid subject to repayment: Unsubsidized Federal Stafford Loan; Subsidized Federal Stafford Loan; Federal PLUS Loan; Federal Perkins Loan; Federal Pell Grant; Federal Supplemental Educational Opportunity Grant (FSEOG); and other Title IV aid (excluding Federal Work Study).
All Title IV Aid recipients will be under the same policy. There will no longer be a different policy for first time attendees. Indiana University East and the student will be required to return to the federal aid programs the amount of aid received that was in excess of the aid "earned" for the time period the student remained enrolled. In general, however, students are only eligible for that portion of aid that has been earned by attendance in class.
The percentage of the semester completed is the percentage of aid earned. This is calculated by the number of days the student attended divided by the number of days in the payment period (i.e., semester). For example, if a student withdrew on the 20th day of a semester 114 days in length, the student would have earned only 17.5% of the aid he received. (20/114=0.175).
Students who remain enrolled through more than 60% of the payment period (semester) are considered to have earned 100% of the aid received and will not owe a repayment of Federal Title IV grant funds.
If Indiana University East returns funds to the Title IV aid programs, it could result in the student owing Indiana University East charges that were originally paid at the time of disbursement. Students may also be required to return funds released to them for personal expenses.
Monies returned to the Title IV aid programs will be applied first to loans to reduce the loan debt of the student and/or parent borrower. Any additional funds subject to return will be refunded to Title IV programs and/or the student per federal regulations.