Policies

Financial aid recipients must meet certain policies and standards to receive financial aid. Please familiarize yourself with the following policies.

Under section 483(a)(3)(E) of the Higher Education Act of 1965 (HEA), as amended, FAFSA data, which includes information related to expected family contributions (EFCs) and awards, “shall be used only for the application, award, and administration of aid awarded under federal student aid programs, state aid, or aid awarded by eligible institutions….” The Consolidated Appropriation's Act, 2018 (FY 2018 spending bill) allows schools to share FAFSA data with scholarship providers and tribal organizations, also with the student’s written consent. The Department of Defense and Labor, Health and Human Services, and Education Appropriations Act, 2019 (FY 2019 spending bill) expands that language to also allow an institution to share FAFSA data—with the student's written consent—with an organization "assisting the applicant in applying for and receiving Federal, State, local, or tribal assistance that is designated by the applicant to assist the applicant in applying for and receiving financial assistance for any component of the applicant's cost of attendance."

FAFSA Data at CSS

  • ISIR and SAR Data
  • Key processing results
  • EFC
  • Student’s financial aid history as reflected in the National Student Loan Data System (NSLDS)
  • ISIR data to determine award eligibility, and the resulting awards and disbursement data
  • Federal Work-Study awards and pay dates • Information contained within the Common Origination and Disbursement (COD) System

Other Data (shared with consent)

  • Cost of Attendance
  • Enrollment and enrollment period

CSS has implemented the following procedures in which to release student data:

Scholarship-granting organizations,tribal organizations, 3rd party or federal/state/county benefits programs (private scholarship foundations, military, Vocational Rehabilitative Services, Job training-JTPA, Workforce Investment Act-WIA, Department of Rehabilitative Services Funding-DRSFU, all tribal/state scholarship organizations, employer reimbursement, federal/state/county benefit programs such as section 8 housing, MNSURE health insurance, food stamps, heating vouchers)

With a student signed release, CSS can share information directly with the organization including enrollment, ISIR data, EFC, award history and the award letter

Revised January 16, 2019

The College of St. Scholastica uses electronic transactions to communicate with recipients of Federal Student Aid funds. Voluntary consent is collected at the time of admission.

The College of St. Scholastica uses an electronic process to provide notices, make disclosures, and direct students to a secure website to view financial aid award eligibility. An annual notice is provided each year to students via their CSS account when a financial aid award letter is generated. The annual individual notice informs the student of the following:

• Identifies the information required to be disclosed that year,
• Provides the exact web address for the information,
• States that persons are entitled to a paper copy upon request, and
• Informs students how to request a paper copy

A student may request a paper copy of an award letter or award guide, by emailing onestop@css.edu or by calling OneStop at (877) 287-8716.

Revised April, 2019

The College of St. Scholastica Financial Aid Office uses two separate Pell recalculation policies as allowed per federal regulation 34 CFR 690.80(b)(2)(i)) for the two separate and distinct undergraduate educational programs our students enroll in. For both student populations, CSS chooses to use a single fixed date option for Pell recalculation purposes. The Pell recalculation policy and single date used for each population is detailed below. CSS performs mandatory recalculations in the following situations:

  1. Enrollment changes between payment periods
  2. EFC change
  3. Non-attendance in one or more classes

*Pell Grant funds are awarded in whole dollars rather than cents.

Traditional

  • CSS defines the “initial Pell calculation date” as the date the student is packaged with Pell Grant funds at CSS.
  • CSS uses the last date of the add/drop period of part of Term F for each semester (including summer) as our Pell recalculation date. This is the 10th business day of the semester. The enrollment level for the Pell Grant is “locked” and Pell Grant funding awarded and disbursed based on the student’s enrollment level at the end of the tenth business day.
  • When a FAFSA is received by CSS after the 10th business day, the enrollment at the point the student is packaged with Pell Grant funds is used (initial Pell calculation date) in determining the Pell Grant award rather than the enrollment on the tenth business day.
  • Incoming students are packaged with Pell Grant funds (initial Pell calculation date) even if verification has not been completed at the time of packaging.
  • If a continuing student selected for verification has not completed verification by the 10th business day, the initial calculation of Pell Grant funds will occur when the student completes verification and is packaged later in the semester. The “initial Pell calculation” will be based on the student’s enrollment level at the time Pell Grant funds are packaged for the student.
  • If the student does not begin attendance in one or more classes, and the Pell enrollment level changes, a mandatory Pell recalculation is performed.
  • If the student “adds” a course after the tenth business day, the Pell Grant award will NOT be increased based on an increased enrollment level. • If the student “drops” a course after the tenth business day, a mandatory Pell recalculation is performed.
  • If the student “withdraws” from a course that the student attended or academically engaged in after the tenth business day of the semester, the Pell Grant will NOT be adjusted.
  • If the student “withdraws” from all courses the student was scheduled to attend, the CSS Withdrawal and Return to Title IV Aid Policy will take effect and supersede this policy.
  • If a student is eligible for a late disbursement of a Pell Grant after the semester has ended (must be within 180 days of when the student ceased attendance), CSS will pay Pell Grant funds based on coursework completed in the semester, rather than using the enrollment level as of the 10th business day or initial Pell calculation date.
  • Adjustments may be made for late consortium agreements, cross registrations, and internships if the agreement was initiated by the student prior to the end of 10th business day. Other extenuating circumstances for “late adds” may also be considered for an override (school error, etc.) by petition to the Financial Aid Director.

Extended/Online

  • CSS uses the 5th day of part of term 3E as the extended/online student’s Pell recalculation date for all semesters (including summer). The enrollment level for the Pell Grant is “locked” on this day. As a result, adjustments to the Pell Grant are made for “adds”, individual course “drops”, AND “withdrawals” through this date.
  • If a FAFSA is received after the student has started classes for the semester, the “initial Pell calculation” will be based on the student’s enrollment level at the time Pell Grant funds are packaged. Recalculations will occur for changes in enrollment up until the 5th day of part of term 3E.
  • Incoming students are packaged with Pell Grant funds (initial Pell calculation date) even if verification has not been completed at the time of packaging.
  • If a continuing student selected for verification has not completed verification by the 5th business day, the initial calculation of Pell Grant funds will occur when the student completes verification later in the semester. The “initial Pell calculation” will be based on the student’s enrollment level at the time Pell Grant funds are packaged for the student.
  • If the student does not begin attendance in one or more classes, and the Pell enrollment level changes, a mandatory Pell recalculation is performed.
  • If the student “adds” a course up through the 5th day of part of term 3E, and the Pell enrollment level increases, the Pell Grant award WILL be adjusted upward.
  • If the student “drops” a course at any point during the semester, a mandatory Pell recalculation is performed.
  • If the student “withdraws” from a course prior to the 5th day of part of term 3E that the student attended or academically engaged in, the Pell Grant WILL be adjusted and reduced to a lower Pell enrollment level as applicable.
  • If a student “withdraws” from a course after the 5th day of part of term 3E, the Pell Grant WILL NOT be adjusted.
  • If the student “withdraws” from all courses the student was scheduled to attend for an individual part of term or entire semester, the CSS Withdrawal and Return to Title IV Aid Policy will take effect and supersede this policy.
  • If a student is eligible for a late disbursement of a Pell Grant after the semester has ended (must be within 180 days of when the student ceased attendance), CSS will pay Pell Grant funds based on coursework completed in the semester, rather than using the enrollment levels as of the 5th day of part of term 3E or initial Pell calculation date.

Adjustments may be made for late consortium agreements, cross registrations and internships if the agreement was initiated by the student by the 5th day of part of term 3E. Other extenuating circumstances for “late adds” may also be considered for an override (school error, etc.) by petition to the Financial Aid Director.

Revised March 15, 2019

Financial aid

The Financial Aid office at The College of St. Scholastica seeks to support the mission of the College by providing services that assist students in identifying resources — federal, state, institutional and others — to finance their education. St. Scholastica's institutional philosophy on student aid places primary responsibility on the student to provide funds for educational expenses; however, the institution's commitment to a diverse and representative student body is reflected in the fact that nine out of every 10 St. Scholastica students are recipients of some form of aid.  Students interested in receiving need-based financial aid must complete the Free Application for Federal Student Aid (FAFSA). The College participates in all federal and state financial aid programs. These include:

  1. Federal

    Pell Grants
    Stafford Loan (Subsidized)
    Stafford Loan (Unsubsidized)
    Parent PLUS Loan
    Graduate PLUS Loan
    Perkins Loan
    Nursing Student Loan
    Work Study
    Robert C. Byrd Scholarship
    Reserve Officers Training Corps Scholarship
    Veterans Administration Scholarship
    Federal Indian Scholarship Program
  2. State

    Minnesota State Grant Program
    Work Study
    S.E.L.F. Loan Program
    State Indian Scholarship Program
    MN Rehabilitation Services
    Post-Secondary Child Care Grant Program
    Public Safety Officer's Survivor Grant

There is also a substantial amount of institutional aid invested in financial aid programs.  In addition to the $3.1 million in St. Scholastica grants, the College awards need-based scholarships provided by over 130 donors. The generosity of these people and foundations is essential in helping to meet the financial needs of our students.

Academic/leadership scholarships are awarded by the Admissions Office to incoming students. Incoming students can receive information about the following scholarships from the Admissions Office:  Access Scholarship, Benedictine Scholarship, the Raymond Prebilic Scholarship, Summit Scholarship, and the Transfer Achievement Grant. Financial aid is awarded in the form of scholarships, grants, loans or student employment.

General Eligibility Criteria for Financial Aid

A student must:

  1. Be accepted as a degree-seeking student at the College.
  2. Be a citizen of the U.S. or possess permanent resident status.
  3. Maintain satisfactory academic progress in the course of study pursued according to the standards and practices of the institution. (see section entitled Satisfactory Academic Progress).  If the student loses eligibility for financial aid due to unsatisfactory academic progress, there is a procedure to regain eligibility.
  4. Not be in default on any educational loan previously received at St. Scholastica or another institution.
  5. Complete the application process as outlined below and respond to notices or requests from awarding agencies within the specified time.  (Failure to respond correctly may result in cancellation of funding for a student).

Student Rights and Responsibilities

  1. Payment of financial aid awards from College controlled funds will be made by giving the student credit on his/her student account. Such payments will normally be made each semester. Payment of financial aid awards from sources beyond College control will be made at the discretion of the donor.
  2. Each student who receives or applies for financial aid must notify the Financial aid office of any financial aid award received from sources outside the College.
  3. Each applicant/recipient has the right to review his/her financial aid application and supporting documents.
  4. Each student who receives a Federal Nursing Student loan or a Federal Perkins Loan (formerly the National Direct Student Loan) must complete Entrance Counseling online through the College website. Each student has the responsibility to complete the necessary promissory note, truth-in-lending dstatement, etc., within 10 days after the start of a semester. Failure to do so may result in loan cancellation.
  5. Every student who has received a Federal Perkins Loan, a Federal Nursing Student Loan, or a Federal Family Education Loan while in attendance at St. Scholastica must have an exit interview regarding these loans prior to graduation or withdrawal.  Failure to do so will result in credentials being withheld.
  6. Federal, state, and institutional policies and procedures change.  Applicants should be sure that they have the latest information.

Outside Financial Aid Resources

Designated scholarships are offered by many organizations such as labor unions, fraternal orders and religious organizations.  Students may obtain information concerning these scholarship opportunities from these groups. Special application forms are usually required.

High School seniors should be in close contact with their guidance office to become aware of scholarships for their high school and/or area graduates.

The Financial Aid Office operates a scholarship directory service (free of charge) to assist students in locating funding from outside sources. Students can access this directory on the College website.

Students with physical handicaps who wish to further their education or expand their area of employability may be eligible for vocational rehabilitation benefits.  Students should check their home state Division of Rehabilitation Services to determine the amount of financial aid which may be available under this program.

The Veterans Administration pays veteran's benefits directly to qualified students.  The College veteran's coordinator will answer questions concerning the G.I. Bill, Dependent Educational Assistance Program Benefits and V.A. Contributory Benefits. The College veteran's coordinator may be contacted through the Registrar's Office.

War orphans Education Assistance Act (Ch. 35, Title 38, U. S. Code) provides benefits to sons, daughters, wives, and husbands of deceased veterans and of living veterans who have disabilities considered to be total and permanent in nature. The veteran must have died or become disabled as a result of service in the armed forces and must have been discharged under conditions other than dishonorable.  Generally a young person must be between 12 and 23 years of age to attend school under this program. The eligible young person may receive up to 36 months of education. Applications and further information may be obtained from any county veteran's office or college veteran's coordinator.

Indian scholarship funding may be available from the Minnesota State Indian Scholarship Program and/or the tribe in which the student is enrolled. Students are encouraged to apply early as there may be limited funding.  Either contact these organizations directly or consult with the Financial Aid Office.

Air Force ROTC Scholarships

St. Scholastica students are invited to apply for Air Force ROTC college scholarships. Air Force ROTC offers high schools seniors and college students five-four-three-two-and sometimes one year scholarships which over tuition, fees, and a book allowance.  Awards are based on the applicant's potential as an Air Force officer, as demonstrated by a combination of the Air Force Officer Qualifying Test score, academic achievement and recommendation of an AFROTC scholarship committee.  Application for 4-year scholarships must be made early in the senior year of high school.  Students seeking scholarships should contact the Department of Aerospace Studies: University of Minnesota-Duluth, 1049 University Drive, Duluth MN 55812-3011, (218) 726-8159.

The College of St. Scholastica Financial Aid Office uses two separate Minnesota State Grant recalculation policies as allowed per the Minnesota Office of Higher Education Handbook (2016-2017 Handbook, Section 1, page 65) for the two separate and distinct undergraduate educational programs our students enroll in. The two educational programs and the Minnesota State Grant recalculation policy used for each student population are detailed below.

Traditional

  • CSS uses the last date of the add/drop period of part of term F in each semester (including summer) as our Minnesota State Grant “award adjustment end date” or “recalculation” date. This is the 10th business day of the semester. The enrollment level for the Minnesota State Grant is “locked” and Minnesota State Grant funding disbursed based on the student’s enrollment level at the end of the 10th business day.
  • State Grant disbursements are ALWAYS based on the student’s enrollment level as of the date of disbursement. If a State Grant disbursement occurs AFTER the 10th business day (award adjustment end date), the enrollment level used for the State Grant will be the enrollment as of the date of disbursement, not the 10th business day enrollment.
  • If a student adds a class (such as a part of term 3E class) AFTER the State Grant has been disbursed and AFTER the 10th business day of the semester, there is NO adjustment to the State Grant award.
  • If a student drops one or more individual classes (whether attended or not) AFTER disbursement, each class is treated as if the student never attended and the lower enrollment level used in the Minnesota State Grant award calculation as applicable.
  • Any individual class that is withdrawn from PRIOR TO disbursement is NOT counted when determining the student’s State Grant award. However, the credits for the withdrawn class are counted toward the student’s Minnesota State Grant eligibility limit as long as the student attended the class.
  • If a student withdraws from one or more individual classes AFTER disbursement and the student never attended the class(es), the State Grant is recalculated to a lower enrollment level as applicable. A class in which a student never attends does not count toward the student’s State Grant eligibility limit.
  • If a student withdraws from one or more individual classes (that were attended) AFTER disbursement (partial withdrawal), and the student remains enrolled in 15 or more credits for the semester, the Minnesota State Grant will NOT be adjusted.
  • If a student withdraws from one or more individual classes (that were attended) AFTER disbursement (partial withdrawal), and the student remains enrolled in less than 15 credits for the semester, CSS will perform a partial withdrawal refund calculation using the Minnesota Office of Higher Education Refund Calculation spreadsheet and return the LESSER of the following:
    1. The difference between the State Grant at the original enrollment level and the revised enrollment level OR
    2. The State Grant’s proportional share of the institution’s refund of institutional charges - Line I (E) of spreadsheet.
  • If a student withdraws from ALL classes the student was scheduled to attend PRIOR TO disbursement, no State Grant can be awarded. However, the credits for the withdrawn classes are counted toward the student’s State Grant eligibility limit as long as the student attended the classes.
  • If a student withdraws from ALL classes the student was scheduled to attend AFTER disbursement, CSS will use the Minnesota Office of Higher Education Refund Calculation spreadsheet to determine any Minnesota State Grant funds that must be returned to the State.
  • If a student is eligible for a retroactive payment of State Grant after the semester enrolled in has ended, CSS will pay State Grant funds based on coursework completed in that semester as long as the student meets all of the program eligibility requirements as of the date of disbursement. This is the case even if the student does not enroll in a later semester within the same award year. No retroactive payments will be made after CSS has closed out State Grant spending with the Minnesota Office of Higher Education for the academic year.

Extended/Online

  • CSS uses the 5th day of part of term 3E of each semester (including summer) as the Minnesota State Grant “award adjustment end date” or “recalculation” date. Minnesota State Grant funding is awarded and disbursed based on the student’s enrollment level at initial disbursement and adjusted through the 5th day of part of term 3E.
  • If a student adds a class after the State Grant has been disbursed but PRIOR TO the 5th day of part of term 3E (award adjustment end date), CSS will increase the State Grant award if:
    1. the student is not already at a 15+ credit enrollment level
    2. the original Pell Grant awarded to the student (if any) stays the same
    3. the student attends the added class
  • If a student adds a class after the State Grant has been disbursed but PRIOR TO the 5th day of part of term 3E (award adjustment end date), CSS will decrease the State Grant award if the original Pell Grant awarded to the student (if any) increases.
  • If a student adds a class after the State Grant has been disbursed but AFTER the 5th day of part of term 3E (award adjustment end date), there is NO adjustment to the State Grant award.
  • If a student drops one or more individual classes (whether attended or not) AFTER disbursement, each class is treated as if the student never attended and the lower enrollment level used in the Minnesota State Grant award calculation as applicable.
  • Any individual class that is withdrawn from PRIOR TO disbursement is NOT counted toward State Grant award eligibility. However, the credits for the withdrawn class are counted toward the student’s Minnesota State Grant eligibility limit as long as the student attended the class.
  • If a student withdraws from one or more individual classes AFTER disbursement and the student never attended the class(es), the State Grant is recalculated to a lower enrollment level as applicable. A class in which a student never attends does not count toward the student’s State Grant eligibility limit.
  • If a student withdraws from one or more individual classes (that were attended) AFTER disbursement (partial withdrawal), and the student remains enrolled in 15 or more credits for the semester, the Minnesota State Grant will NOT be adjusted.
  • If a student withdraws from one or more individual classes (that were attended) AFTER disbursement and the State Grant decreases, CSS will perform a partial withdrawal refund calculation using the Minnesota Office of Higher Education Refund Calculation spreadsheet. CSS will return the LESSER of the following (if the student remains enrolled in less than 15 credits after the withdrawal):
    1. The difference between the State Grant at the original enrollment level and the revised enrollment level OR
    2. The State Grant’s proportional share of the institution’s refund of institutional charges - Line I (E) of spreadsheet.
  • If a student withdraws from one or more individual classes (that were attended) AFTER disbursement and the State Grant increases due to a Pell Grant reduction, CSS will first perform a partial withdrawal calculation using the Minnesota Office of Higher Education Refund Calculation spreadsheet. If the results of the refund calculation allow for an increased State Grant award, CSS will disburse additional State Grant funds to the student.
  • When a student withdraws from one or more individual classes (that were attended) AFTER disbursement and also adds or drops one or more classes during the semester, the State Grant is calculated by taking the original enrollment level at the time of disbursement – (minus) credits withdrawn or dropped + (plus) credits added to determine the enrollment level used for the adjusted Minnesota State Grant award.
  • If a student withdraws from ALL classes the student was scheduled to attend PRIOR TO disbursement, no State Grant can be awarded. However, the credits for the withdrawn classes are counted toward the student’s State Grant eligibility limit as long as the student attended the classes.
  • If a student withdraws from ALL classes the student was scheduled to attend AFTER disbursement, CSS will use the Minnesota Office of Higher Education Refund Calculation spreadsheet to determine any Minnesota State Grant funds that must be returned to the State.
  • If a student is eligible for a retroactive payment of State Grant after the semester enrolled in has ended, CSS will pay State Grant funds based on coursework completed in that semester as long as the student meets all of the program eligibility requirements as of the date of disbursement. This is the case even if the student does not enroll in a later semester within the same award year. No retroactive payments will be made after CSS has closed out State Grant spending with the Minnesota Office of Higher Education for the academic year.

Revised March 15, 2019

The Department of Education has published regulations (34 CFR 668.2) which impact students who repeat courses. These repeat courses may impact a student’s financial aid eligibility and awards for Federal Title IV financial aid. This same policy has been implemented for students receiving State financial aid as well (MN Office of Higher Education 2016-17 State Grant manual, pg. 32). In order for a repeated course to count toward a student’s financial aid enrollment status for aid purposes, a student may only repeat a previously passed course once (a total of two attempts). If the student enrolls in a previously repeated course for a third time, this course will not count towards the student’s enrollment for financial aid purposes. This rule applies whether or not the student received aid for earlier enrollments in the course. The College of St. Scholastica (CSS) Financial Aid Office has developed the following policy statements for financial aid eligibility purposes. A separate academic repeat course policy is found at www.css.edu within the CSS Catalog/Academic Policies and Services.

  • A student may receive aid when repeating a course for the first time, even if the first attempt was a passing grade.
  • A student may receive aid when repeating a course that was previously failed or withdrawn from regardless of the number of times the course was attempted and failed as long as the student has not passed the course during one of those attempts. (Satisfactory Academic Progress Policy still applies)
  • A student may receive aid to repeat a previously passed course one additional time. If a student fails the second attempt, no more financial aid will be given to repeat the course a third time. If the second attempt is a withdrawal then a third attempt is allowable and eligible for aid.
  • Once a student has completed any course twice with a grade; the student is no longer eligible to receive aid for that course on a third attempt. If a student retakes a course that is not aid eligible, the credit hours will be excluded from the financial aid enrollment for that semester.

Examples

  1. Allowable: Repeated coursework may be included if the student received a falling grade or withdrew from the class. There is no limit on the number of repeats if the student has never passed the class as long as the student is still maintaining Satisfactory Academic Progress.
  2. Allowable: A student takes Biology 110 and receives a grade of W or F. The student repeats the class and receives a D. The student has now passed the class. The student may repeat the class one more time and receive financial aid. If on this next attempt the student receives a W, then the student can repeat the class again with aid. If on the next attempt the student receives a grade of F, the student can choose to repeat the course again but would not receive financial aid for the course.
  3. Allowable: Courses that are intended to be repeated multiple times such as Choir, Band, Theatre, Independent Study, Special Topics, Research, Thesis, etc., are eligible for financial aid as long as the majority of the course content is different each time it is taken.
  4. Not Allowable: A student takes Biology 110 and receives a D. The student repeats the course and receives a grade of B. The Biology 110 course cannot be considered for financial aid enrollment on the third attempt.
  5. Allowable: A student is enrolled in 12 credit hours, including 3 credit hours that are considered to be a third repeat. The third repeat course cannot be included toward financial aid enrollment and eligibility. Therefore, only 9 credits will count toward financial aid eligibility.

Revised January, 2019

In accordance with federal and state regulations, all financial aid recipients must maintain Satisfactory Academic Progress to be eligible for financial aid.  The Financial Aid office reviews academic performance at the end of each semester and enforces SAP standards to ensure that financial aid recipients progress toward completion of their degree or certificate program.  Students who fail to meet these standards become ineligible to receive financial aid until compliant with all the requirements detailed in this policy.

To demonstrate Satisfactory Academic Progress, a student's academic performance must meet two main SAP components. The first is a qualitative component, represented by grade point average (GPA). The second is a quantitative component measured by credit completion (the ratio between attempted and completed credits) and the maximum timeframe to complete the degree or certificate program.

Section I: Standards of Satisfactory Academic Progress

Grade Point Average

Freshmen must obtain at least a cumulative GPA of 1.75 at the end of the first semester and a cumulative GPA of 2.00 after the second semester.  Sophomores, juniors and seniors must maintain a cumulative grade point average of at least 2.00.  Graduate students must maintain a cumulative GPA of at least 3.00.

Credit Completion

Students must complete 67 percent of all credits attempted.  A completed credit has a grade of A, B, C, D, or P. Withdrawals, incomplete courses and repeated courses are included in attempted credits.

Maximum timeframe

All students are expected to finish their degree or certificate within an acceptable period of time. Financial aid recipients who are maintaining SAP may continue to receive aid through their cumulative attempted credit that equals 150 percent of the required number of credits needed to complete their program, including transfer credits from another college that apply to The College of St. Scholastica or it is determined that they can not graduate within the 150% maximum time frame.  The maximum timeframe to obtain a first baccalaureate degree is 192 attempted hours. Students become ineligible for financial aid after it is determined that they cannot graduate within the maximum timeframe.

Section II

Attempted credit

An attempted credit includes all credits for which you are registered at the beginning of each semester.

Cumulative credits

Cumulative credits represent the total number of credits evaluated (attempted and earned) for all periods of enrollment at The College of St. Scholastica.

Earned Credits

Earned credits are those that are successfully completed with a grade of A, B, C, D, P and all plus or minus variations of these grades.  Grades of F, T, IP, W, N, or drops are not counted as earned credits. Audit credits are not counted as attempted or earned credits.

Grade Point Average (GPA)

The GPA is calculated using a grade point value outlined in the catalog for grades A, B, C, D, and F and all plus or minus variations.  Although a grade of P will count as credit earned, it carries no grade point value.

Incomplete courses

Grades of I or IP are assigned as temporary marks for pending course completion, and count against the completion rate.

Repeat courses

Repeats may be allowed to improve a grade or meet program requirements, and they are included in calculations for the SAP grade point average, credit completion, and maximum timeframe standards. The most recent grade will become the grade calculated for GPA.

Transfer credits

All transfer credits accepted at The College of St. Scholastica will be included as attempted and earned credits in the completion ratio and maximum timeframe calculation.

Change of major and dual degree

Only attempted credits eligible for application toward the student's current certificate or degree at The College of St. Scholastica will count toward the maximum timeframe of that certificate or degree.  Attempted and earned credits under all majors will be included in the calculation of GPA and credit completion.  Students who change majors or seek a dual degree may appeal for an extension of the maximum timeframe provision of this policy.  Appeals will be evaluated on an individual, case-by-case basis.

Post-Secondary Education Options (PSEO)

Credits earned while a PSEO student at The College of St. Scholastica will be included in the cumulative credit completion standard, GPA, and maximum timeframe calculation.  PSEO credits earned at another postsecondary institution will be treated as transfer credits.

Section III

Academic progress for every financial aid applicant will be monitored at the end of each semester.  All of a student's academic coursework is considered in the review process, whether the student received aid that semester or not.  The assessment will be based on the student's entire academic record, including all transfer credit hours accepted.

Warning

If the student does not meet either the GPA or credit completion standard, the student will be placed on Financial Aid Warning for the next registered semester.  While on warning, students are eligible to receive financial aid.  Students on warning are encouraged to use the many academic support services on campus to improve their academic standing.  This status is for one semester.  To be removed from financial aid warning, the student must obtain both the GPA and Credit Completion standards. Students who fail to meet these standards will be placed on Financial Aid Suspension.

A student who has reached the maximum timeframe before completing the program, or it is determined that they can not graduate within the 150% maximum time frame  will be suspended from financial aid.  There is no probation for the maximum timeframe requirement.

Financial Aid Suspension

Students who do not meet the minimum cumulative GPA and/or credit completion ratio or do not meet the terms of financial aid academic plan will be placed on financial aid suspension.  While on suspension, students are not eligible for most financial aid programs. (Exceptions include institutional aid, private loan programs and outside assistance that does not require SAP.)

Provided the student is allowed to register by the academic department, s/he may attend The College of St. Scholastica at his or her own expense until the minimum cumulative GPA and credit completion requirement has been met.  Students who fail to meet these standards due to unusual circumstances may appeal the financial aid SAP suspension status.

Academic Dismissal

Students who have been suspended by The College of St. Scholastica are no longer eligible for financial aid.  If a student is re-admitted, s/he must complete the SAP appeal process. Eligibility for financial aid will be determined based on financial aid SAP standards through a review of the academic record.

Section IV: Right to Appeal

A student who is unable to achieve satisfactory academic progress and is suspended from financial aid has the right to appeal based on unusual or extenuating circumstances, such as medical or personal problems.  The student may appeal the financial aid suspension status at any time during the year by completing the financial aid Satisfactory Academic Progress Suspension Appeal Form.  On this form the student will demonstrate:

  • A statement from the student explaining the nature of the extenuating circumstances that contributed to the SAP deficiency
  • An explanation of how the barriers to academic success have been removed
  • Willingness to adhere to an academic plan

To appeal, students must submit this form to the Financial Aid Office within 10 days.  If approved, the student will be placed on an academic plan and regain eligibility for financial aid.  To remain on an academic plan, the student must meet the term GPA ( 2.0 undergraduate; 3.0 graduate) and complete 100% of attempted coursework. After obtaining the cumulative GPA  (2.0 undergraduate; 3.0 graduate) and cumulative 67% completion ratio, this status will be expired.

Section V: Financial Aid programs covered by this policy

This policy applies to all federal and state financial aid programs.

Students who withdraw from classes or drop out of school after the term has begun may be eligible for a refund of institutional charges and/or may have some or all of their financial aid returned. View the withdrawal policies page for more information.

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