Community College Financial Aid

Depending on your immigration status, apply online by completing the FAFSA or the ORSAA. Not sure which to use? Take this quiz. 

• ORSAA Students – Once you complete the ORSAA, contact the financial aid office for further instructions (see contact info on this page). You will NOT take any further steps outlined below.
• FAFSA Students – Follow all remaining steps outlined below.

This is the only application you need to complete to be considered for federal and state aid in Oregon. You will apply early every year you plan to attend school. The application generally opens on October 1st of every year: 

• Get your FSA ID – You need this to login and sign the FAFSA online. (Parents also get a FSA ID and password to sign the FAFSA). 
• Complete the FAFSA – Login and complete the application! Online help is available if you get stuck. IMPORTANT: Hit “submit” when you are done and list all colleges you are considering (you may list up to 20). Southwestern’s school code is: 003220.

Once we receive your FAFSA information, you will receive an email from us at the same email address you used on the FAFSA. It will include a notice requesting additional paperwork. You can also login to myLakerLink once you’ve completed the Application for Admission to attend Southwestern and see what documentation is required to complete your financial aid file.

• Complete required forms. Print and submit to the financial aid office:
  • In-Person: Coos Campus “Student Success Center” in Dellwood Hall or Curry Campus at the front desk
  • In myLakerLink: Login and submit via the Fiancial Aid DropBox
  • Fax to: Attn: SWOCC Financial Aid, 541-888-7492
  • Mail to:
    SWOCC Financial Aid Office
    1988 Newmark Ave.
    Coos Bay, OR 97420

• Submit all documents ASAP. Review the “When to Apply” section for details. 

• Prepare to be awarded. Review Southwestern’s Financial Aid Policies and understand your rights and responsibilities as a student:
  • Read the Award Pamphlet.
  • How much does it cost? That’s called the Cost of Attendance.
  • What if I drop below a 2.0 or drop classes? That’s in the Satisfactory Academic Progress (SAP) policy.
  • How do I get my money? That’s called Disbursement.
  • What if I have to drop all of my classes? That’s called a Return of Title IV funding.
  • Where is my award letter? Once you turn in your last required document, your file will go into the queue for awarding. We award on a first-come basis, so depending on the time of year, the wait could be up to 12 – 16 weeks before you will receive an award letter.

Your money will be disbursed based on the amount of credits you are enrolled in at 5pm on the second Wednesday of the term. To be eligible for your disbursement each term, you must:

• • Be admitted to Southwestern.
  • Declare an approved 2-year program or 1-year certificate.
  • Be enrolled in classes that go toward your declared program/certificate.
  • Be in good standing academically (Satisfactory Academic Progress).

Disbursement occurs the third Friday of each term and then every Friday thereafter:

• • If you did not make the priority deadline, your aid may not disburse at the first disbursement of the term.
  • You may choose direct deposit by logging into myLakerLink and going to this page. Otherwise, your check will be sent to your current address.
  • If it is your first term in the academic year, your loans will not be disbursed until 30 days into the term (and disbursement occurs on Friday).

REQUIRED! Send your official grade transcripts from all other colleges/universities attended to: 

Southwestern Oregon Community College
Attn: Transcript Evaluator
1988 Newmark Avenue
Coos Bay, OR 97420

If you transfer colleges during an academic year, financial aid funds are not automatically transferred. It is very possible you may not receive the same types or amounts of aid at the new school because of the differences in cost of attendance and availability of funds. 

Your awards are determined by student eligibility (determined on the FAFSA), the cost of attendance at each school, and the total number of aid dollars available at each school at the time you make your request. Priority deadlines are the same for transfer students, so it’s wise to complete the process at all schools you might attend during the year.

(See the Transcripts page for additional information)

Federal Pell Grant
A Federal Pell Grant is awarded to undergraduate students who have not earned a bachelor’s or professional degree, and your award amount is based upon your Expected Family Contribution (EFC).

• Available to students taking any amount of credits depending on eligibility.
• Amounts vary based on EFC.
• Does not need to be repaid.
• Must file a FAFSA at www.studentaid.gov 
• Cannot receive from more than one school in a term/semester.

Federal Supplemental Educational Opportunity Grant
This grant is for undergraduate students with exceptional need. At Southwestern, this grant is awarded to as many of the students with a zero EFC as possible. The funding is limited, however, so awarding is on a first-come-first-served basis. Late applicants go on a waiting list.

• Must enroll in at least half-time (6 – 8 credits).
• Amount = $1,500 a year.
• Does not need to be repaid.
• Must file a FAFSA at www.studentaid.gov 

Oregon Opportunity Grant
This grant is awarded by the Oregon Office of Student Access and Completion to Oregon resident undergraduate students. This grant may only be received for a total of twelve terms or eight semesters. Students who enroll in a theology, divinity, or religious education program are not eligible to receive State grants.

• Must enroll in at least half-time (6 – 8 credits) at a college or university in Oregon.
• Amounts vary.
• Does not need to be repaid.
• Must file a FAFSA at www.studentaid.gov 

Oregon Promise Grant
This grant is awarded by the Oregon Office of Student Access and Completion to recent Oregon high school graduates and GED recipients. It is designed to assist with tuition at an Oregon community college.

• Must enroll in at least half-time (6 – 8 credits) at a community college in Oregon.
• Amounts vary
• Does not need to be repaid.
• Must file a FAFSA at www.studentaid.gov 
• Must complete the Oregon Promise Grant Application online

Need part time employment while going to school at SWOCC?

APPLY FOR OUR OPEN STUDENT EMPLOYMENT POSITIONS!

As a student, working part-time while managing your classes and personal life takes some planning and thoughtful consideration, yet it can be done! SWOCC students have had much success working on campus while obtaining their degree. We offer flexible schedules that allow for academics to come first while assisting students in obtaining real world experience in various types of work.

Student employees, depending on the job type, may work a maximum of 15 hours per week during the term. However, depending on the department there may be opportunities to work up to 20 hours per week during breaks between terms.

All student employees earn Oregon Minimum Wage – Non Urban rate. Paydays are on the 10^th of each month and direct deposit is available.

We offer the following types of student part time employment on campus:

Federal Work-Study Program
The Federal Work-Study program is a federal financial aid work program that promotes the part-time employment of students who need additional funds to meet their educational costs.

Federal work study program eligibility and criteria:

• Must file a FAFSA at studentaid.gov
• Must meet Satisfactory Academic Progress
• Is awarded as part of your financial aid award package and you can only earn up to what you are awarded – Amounts vary per student, not to exceed 20 hours per week
• Must be enrolled at least half time (6 to 8 credits)
• Limited number of positions on campus

General Student Employment Program

General Student Employment is an on campus work program for students in various departments, including the Laker Learning Commons tutoring center.

If you are eligible for the Federal Work Study Program then you are NOT eligible for General Student Employment.

General Student Employment program eligibility and criteria:

• Must be enrolled at least half time (6 to 8 credits)
• Must meet Satisfactory Academic Progress
• May work up to 15 hours per week
• FAFSA is NOT required

Athletic Game Management Program

The Athletic Game Management Program is through the Athletic department and supports SWOCC athletic teams by providing support during various athletic events:

• Positions are for current students, who must meet all NWAC or NJCAA eligibility requirements
• Can earn up to $2000 per year / 142 hours per term / 14 hours per week (not to exceed 20 hours)
• Must meet Satisfactory Academic Progress
• A FAFSA preferred but NOT required

Federal Stafford Loan

Federal Stafford Loans are either subsidized or unsubsidized. A subsidized loan is awarded based on financial need, and the interest payments do not accrue until you begin repayment. An unsubsidized loan is awarded based on cost of attendance, and the interest accrual starts when the loan is disbursed.

• Must enroll in at least half-time (6-8 credits).
• Amounts vary. Must be repaid.
• Cannot exceed the cost of attendance.
• Must file a FAFSA at www.studentaid.gov  
• Must complete a Master Promissory Note.
• Must complete Entrance Counseling.
• Must complete Exit Counseling at the end of the year.
• Must complete Federal Stafford Loan Request/Change Form

Frequently asked questions about Stafford Loans:

What is Southwestern’s Cohort Default Rate (CDR)?
Southwestern’s FY2019 cohort default rate is 4.1 percent.

How much can I borrow?

What are the interest rates on subsidized and unsubsidized Stafford loans?
Current interest rate information can be found at FinAid.org.

Are there fees deducted from my loans?
Fees up to 4% may be deducted proportionately from each disbursement of the loan. These fees are for loan origination and/or guarantee processing. The borrower owes the gross amount before fees, but will receive a net amount after fees are deducted.

When does repayment begin?
Repayment of the Federal Stafford Loan programs begins 6 months after you leave college or stop attending at least half-time. There are several repayment options available to you.

I need help!
Southwestern contracts with Solutions at ECMC to provide you with a single resource for all your student loan-related questions. Solutions, a service of the non-profit organization ECMC, is dedicated to helping students manage educational loans and their resources are available to you free of charge.

Contact them for any of your student loan questions:

• One-on-one federal student loan repayment advice
• Repayment plan options
• Forbearances and deferments – what they are and why do you need them?
• Student loan forgiveness

Use the resources at Solutions as often as you need them – they are free.

Contact Solutions at ECMC by phone at +1-877-331-3262 or visit their website at www.ecmcsolutions.org to connect through email or web chat with one of their counselors.

Federal Parent Loan for Undergraduate Students (PLUS)

PLUS loans are for parents to borrow to assist in funding your education as long as you are an undergraduate student and enrolled at least half-time. A credit check is usually required, and if your parent is denied the PLUS loan, you are eligible to receive an additional $4,000 in unsubsidized funding.

• Must enroll in at least half-time (6-8 credits).
• Amounts vary.
• Must be repaid by parent.
• Cannot exceed cost of attendance.
• Must file a FAFSA at www.studentaid.gov  
• Parent must complete a PLUS Loan Application at www.studentaid.gov  
• Parent must complete a PLUS Master Promissory Note at www.studentaid.gov.
  • Where do the funds go? PLUS loan funds are credited directly to the student’s account, and any excess funds are disbursed in the form of a check directly to the parent.

Private Loans

If you still have unmet need after all grants, scholarships, and federal loans have been applied to your account, you could apply for a private loan through a private lender. You may also use private loan funds to cover your educational expenses if you are ineligible to receive federal financial aid.

Private loans are based on creditworthiness, carry competitive interest rates and all vary on the amount you may borrow, the fees charged and on their terms of repayment. Ask smart questions when considering an alternative loan. These questions should include, but are not limited to:

• What are the fees associated with the loan?
• What is the interest rate on the loan?
• What are the terms of repayment?
• Do I need a co-signer?

Each lender has specific processes and requirements for qualifying for a private loan and verifying income as well as certifying enrollment. You are welcome to choose any lender, but be sure to do your research.

A FAFSA is required before Southwestern can certify a private loan: www.studentaid.gov  

SWOCC Foundation Scholarships

Any student planning to attend Southwestern in the upcoming academic year can apply to SWOCC Foundation scholarships. The application is open annually, January 1 – March 1.

Institutional Tuition Waiver Scholarships

Some students may be eligible to attend Southwestern tuition-free. Any student receiving a tuition waiver will still be responsible for all associated fees. Students are also required to complete the Free Application for Federal Student Aid (FAFSA) in order to receive institutional funds. Tuition waivers may be available to students in the following scenarios:

• Recent high school graduates with a 3.75+ cumulative GPA (must have graduated the spring prior to attending Southwestern). Contact an admissions representative for more information.
• Students who participated in Operation Iraqi Freedom and Afghanistan (must have been a resident of the college district at the time of entry into the military or at time of re-activation). Contact the Veterans Services Coordinator for more information.
• Students who are a child or spouse/domestic partner of a fallen or 100% disabled Oregon military service member who served in the U.S. armed forces. Contact the Veterans Services Coordinator for more information.
• Students who participate in other student activities such as Associated Student Government or the Ambassador Program. Contact an admissions representative for more information.

All Southwestern Associate of Arts, Associate of Science and Associate of Applied Science degree programs are approved for VA benefits by the Veterans Administration.

Contact the Veteran’s office at or visit the veterans page.

Contact the Veteran’s office at vets@socc.edu or visit the veterans page.

The Veterans Administration requires information concerning each veteran student’s enrollment, date of interruption or termination of training, change in the number of credit hours and unsatisfactory progress or conduct. The benefits you receive from the Veterans Administration (VA) are subject to specific terms and conditions. You will be given a VA Pamphlet of Responsibility that outlines the terms and conditions at the time you meet with the Veterans Clerk. The pamphlet contains the signature portion which needs to be signed, dated and returned to the VA office immediately. This will become a permanent part of your file.

Mandatory Advising Requirement – All first-time VA students will need to meet with an advisor that has been specifically trained for our veteran students. This meeting is designed to properly evaluate the required courses for your degree so that you may receive your VA benefits. If you will be pursuing a degree after leaving Southwestern, you may be eligible to receive funding for transfer courses and will need to discuss this with your advisor at the time of your advising session. Please contact the Educational Support Program and Services Office at 888-7371 or at 888-7405 to make an VA advising appointment.

Attendance – To maintain benefit payments, veteran students must attend classes. It is the responsibility of each registered veteran to officially withdraw from the College if he/she does not desire to attend classes. The veteran should then notify the Veterans Service Office, which will notify the Veterans Administration. Failure to do so may result in an overpayment to the student, which the student must repay.

Developmental Courses – When a veteran student attempts to enroll in developmental courses for more than two terms, an assessment of needed courses will be made and forwarded to the Veterans Administration stating that continued enrollment in developmental courses is useful and necessary. If such a determination is not made, the student will not be certified for continued enrollment in these courses.

Change in Credit Load and Program Requirements – All VA students are required to notify the VA representative of any course changes during the current term as a change in enrollment status may affect your VA funding. For this reason, all VA students will be placed on hold after the refund period to ensure that students notify the VA representative. This means that students must have all current term add/drop forms signed by the VA clerk before processing them at the Student First Stop Center. Early registrations for the upcoming term will also need to be processed at the Student First Stop Center. You may register using myLakerLink starting with finals week and through the first week of each term.

Program of Study – All veteran students must have a declared major and may receive payment only for courses required to complete the major program. Students using Veterans benefits may only pursue a program approved by the Oregon Department of Education, the State Approving Agency (SAA). Not all certificate programs are approved. Consult with the Veterans representative before registering.

Transfer of Credits – Veterans who enter as transfer students, or who have completed any college-level course work, are required to have all transcripts forwarded to the Transcript Evaluator for evaluation. Failure to have transcripts evaluated will result in termination of benefits to the veteran student at the end of the second term of enrollment. Veterans may also be eligible for credit from their military training by submitting a challenge form to the Student First Stop Center. See the Veterans clerk or the Student First Stop Center for the required forms.

Hour Requirements – To receive full-time pay, the student must take a minimum of 12 credit hours; for 3/4 time pay, the student must take nine credit hours; and to receive 1/2 time pay, students must take a minimum of six credit hours. During summer session, full-time pay is based on eight credits.

Satisfactory Progress – Satisfactory progress is defined in the College catalog; however, the Veterans Administration requires that students receiving benefits be terminated after two terms of less than a 2.0 GPA. If VA benefits are terminated, you will receive a letter indicating what steps you will need to take to seek reinstatement of your VA benefits. In addition, students that are placed on Academic Probation will be required to meet with their advisor to discuss their situation and to be informed of resources to assist you while attending classes. The school will maintain records, available to both the veteran and Veterans Administration, which show the final grade for each subject attempted.

Please refer to myLakerLink or the email from Financial Aid for your required forms. Print, complete and send in the proper forms and documentation.

Forms

• • Financial Aid Award Information
  • Statement of Educational Purpose Form – Notarized – If you are unable to appear in person at Southwestern Oregon Community College to verify your identity, you must complete this form with a notary.
  • Household Size Form
  • Assets Form
  • Federal Stafford Loan Request/Change Form
  • Dependent Student Unsubsidized Loan Only Form
  • Student Loan Process

Request for Reinstatement “SAP Petition”

• This form is often referred to as the “SAP petition” which stands for “Satisfactory Academic Progress”
  
• Use for: Term credit and grade point average deficiencies, cumulative GPA less than 2.0.

Extension of Eligibility “Max Timeframe”

• Use for: Extension of 150% timeline, dual major, second major.

Award Information Booklet

YOU MIGHT BE ELIGIBILE FOR MORE THAN YOU THINK!

The following eligibility requirements apply to financial aid assistance provided by the U.S. government, such as grants. While you will need to have completed the FAFSA to apply for many scholarships, individual scholarships have their own eligibility requirements.

When you apply for federal student aid, the U.S. Department of Education verifies some of your information with the following federal agencies: 

• Social Security Administration: for verification of Social Security Numbers and U.S. citizenship status 
• U.S. Citizenship and Immigration Services: for verification of eligible non-citizen status, if applicable (formerly known as U.S. Immigration and Naturalization Service, INS) 
• U.S. Department of Veterans Affairs: for verification of veteran status, if applicable 

FEDERAL AID ELIGIBILITY REQUIREMENTS

Minimum Requirements

Students should be accepted for admission to the college before any action can be taken on their application for federal financial assistance, including scholarships, student employment, grants, or loans. A student should meet the following eligibility requirements to receive federal assistance:

• • enroll in an eligible program of study
  • submit official high school and college transcripts to Registrar
  • have a high school diploma or GED
  • be a U.S. citizen or eligible non-citizen
  • not be a member of a religious community that directs the program of study or provides maintenance
  • not be in default on or owe a repayment of a Title IV grant or loan received for attendance at any institution
  • not have borrowed in excess of Title IV loan limits
  • maintain satisfactory academic progress
  • not be enrolled concurrently in an elementary or secondary school
  • provide a valid social security number
  • maintain correct mailing address with SWOCC Administration — this is the address we use for all financial aid correspondence
  • complete and submit all requested correspondence before the semester’s priority date; students who fail to meet the deadline will have to pay out-of-pocket and financial aid will reimburse according to eligibility

Students should fill out a FAFSA (Free Application for Federal Aid) each year regardless of the financial aid they may have been awarded in the past. A student’s financial situation is rarely exactly the same as it was in a previous year. A student that does not fill out a FAFSA may be missing out on some forms of financial aid that they may have been eligible for had they completed the FAFSA.

Students who are in default on long-term loans (Federal Perkins Loan or Federal Family Educational Loans or Direct loans) received from any post-secondary institution will not be considered for federal financial aid at SWOCC until their default status is cleared.

Income

There is no income cutoff for which a student may or may not qualify for financial aid. The analysis procedure determines each student’s financial need based upon a number of variables: income, family size, investments, number of family members enrolled at least half-time in college, medical expenses, assets, etc. All students are urged to apply for financial aid for an accurate and professional evaluation, regardless of parents’ income level, because income is only one consideration.

Eligible Programs and Courses

Financial aid can only cover state-approved degrees or federal-approved certificates. Certificate programs need to be at least 45 credit hours in length to be eligible. In addition, financial aid will only cover required courses in your program of study.

You may take up to 45 credits of developmental course work and receive financial aid even though those courses are not required in your program of study.

Continuing Education courses, audit courses, or credit by exam courses are not eligible for financial aid. 

If you are enrolled in a program that is not eligible for financial aid, contact your advisor and have your program updated to reflect an eligible program. Once your program is updated, notify the Financial Aid Office of the change.

Enrollment Status, Credit/Clock Hour Conversion Programs

 Required enrollment status for financial aid per semester – fall, winter, spring, summer:

• full time status: 12 or more credit hours
• three-quarter-time: 9–11 credit hours
• half-time: 6–8 credit hours
• less-than-half-time: 1–5 credit hours

Qualifying Veterans

 Use the following information to determine if you meet the definition of “Veteran” for Purposes of Completing the Free Application for Federal Student Aid (“FAFSA”):

• Question: “Are You Currently Serving on Active Duty in the U.S. Armed Forces for purposes other than training?
  • Answer “Yes” if you are currently serving in the U.S. Armed Forces or are a National Guard or Reserves enlistee who is on active duty for other than state or training purposes.
  • Answer “No” if you are a National Guard or Reserves enlistee who is on active duty for state or training purposes.
• Question: Are You a Veteran of the U.S. Armed Forces?
  • Answer “Yes” (you are a veteran) if you have engaged in active duty in the U.S. Armed Forces (Army, Navy, Air Force, Marines or Coast Guard) or are a National Guard or Reserve enlistee who was called to active duty for purposes other than training, or were a cadet or midshipman at one of the service academies, AND were released under a condition other than dishonorable
  • Answer “Yes” if you are not a veteran now but will be one by June 30, 2026.
  • Answer “No” (you are not a veteran) if you:
    • have never engaged in active duty in the U.S. Armed Forces
    • are currently a ROTC student or a cadet or midshipman at a service academy
    • are a National Guard or Reserves enlistee activated only for training
    • were engaged in active duty in the U.S. Armed Forces but released under dishonorable conditions
    • are currently serving in the U.S. Armed Forces and will continue to serve through June 30, 2026.

During the period of eligible military service:

• forbearance and military service deferment documentation requirements are relaxed
• in-school status is retained
• grace period or school-related deferment status is retained for up to 3 years
• collection activity on defaulted loans may be suspended
• missed payments are not treated as an interruption of a stream of required payments
• return of Title IV requirements are modified
• copies of IRS forms documenting AGI and income tax paid are not required
• written leave of absence request is not required
• requirement that loan cancellation or forgiveness service be uninterrupted or consecutive does not apply
• period of time for cancelling loan proceeds under cash management regulations is extended
• oral, rather than written, authorizations from the borrower may be accepted by the school

Your Cost of Attendance (COA) reflects an average of costs and educational expenses from tuition and books to personal items and transportation. This is often referred to as your “budget.”

The important part to remember is that your COA does not reflect in any way what you actually owe or will owe the College. You will receive a statement of all your charges.

Standard budgets are assigned to each financial aid student, but it may vary based on living status, academic program and/or enrollment status.

• Tuition and fees are based on an average of 15 credits per term.
• If you are receiving a tuition waiver from Southwestern and receive other aid that puts you over your cost of attendance for the year, your tuition waiver will be reduced or removed as to not over-award you.
• Food and housing costs are based on where you will live while attending Southwestern. Off-campus housing reflects current market rates in Coos County, while on-campus housing reflects actual costs for single and double rooms.
• Books, supplies and equipment are based on average costs each term based on bookstore pricing.
• Transportation is an average based on travel to and from the college each term.
• Miscellaneous personal expenses are based on typical expenses students may incur in day-to-day living, such as clothing, recreation, household supplies, etc.
• For students who have unique circumstances, the budget may also be adjusted for the purchase of a computer (one-time), extensive travel requirements, educational-related disability expenses, and childcare costs while attending school – contact the Financial Aid Office for the appropriate forms to request these costs be included.

Keeping Your Financial Aid

To keep receiving the financial aid you are awarded, you will need to maintain satisfactory academic progress. If you withdraw from classes, reduce the number of classes you’re enrolled in, or fail to attend class — it will likely affect the amount of your financial aid award.

Academic Standards

Federal and state regulations require that a student receiving financial aid maintain specific standards of satisfactory academic progress (SAP). Southwestern Oregon Community College applies these standards to all federal, state, and institutional funds in order to maintain a consistent procedure for all students receiving assistance while ensuring student success.

These standards apply to students who receive financial aid from any of the following programs: Federal Pell Grant, Federal Supplemental Education Opportunity Grant, Federal Work-Study, Oregon State Grants and Scholarships, and institutional grants, scholarships, and loans.

Never Attended and Withdrawals If you have never attended class and/or received a withdrawal from a class, it may impact your financial assistance.

Never Attended and Withdrawals

The current refund policy allows a 100% refund of tuition paid for curriculum classes dropped prior to census. Tuition paid and applicable fees will be refunded 100% for classes canceled by the college.

College Attendance Policy

Information for students regarding attendance and financial aid.

Failure to attend class and/or withdrawal from class may impact your financial assistance.

Purpose

Failure to attend class may impact scholarships, grants, loans, veteran affairs, and financial aid assistance. Federal regulations require that institutions provide the last date of class attendance or the last date of participation in an academic-related activity for

federal financial aid recipients. The purpose of the Last Date of Attendance regulation is to accurately calculate earned federal financial aid for students, exercise institutional administrative capability, and mitigate liabilities and consequences for the college and students.

Student Implications of Stopping Attendance

You will be marked Stopped Attending if you consecutively miss all scheduled class/lab meetings (online, hybrid, or blended) within 12.5% or 1/8 of the total class meetings (approximately 9 days for an 11-week class).

If you have difficulties attending a session, you should contact your instructor immediately.

Important: A student marked Stopped Attending cannot continue attending or working on the course. Any possible assignment submissions after being marked Stopped Attending will not be graded and will not count toward your final grade. Stop attending students may earn a failing grade for the class.

Attendance reports indicating that you have stopped attending a class may affect the amount of your financial aid award. Based on the last date that a course was attended, your financial aid award could be reduced, and you could owe a refund to the college or to the United States Department of Education. You may also risk future financial aid eligibility.

If you have questions, contact the Financial Aid office at 541 888-2525 option 2.

Financial Aid Policy

When you determine that you will be unable to complete courses in which you are currently enrolled, it is your responsibility to initiate procedures leading to a formal withdrawal (“W”) in order to avoid a failing (“F”) grade. An instructor may also assign “W” at other times when circumstances warrant such action.

In general, for financial aid students, a “W” will remain on your transcript and will count as credit hours attempted. To receive credit after getting a “W,” you must retake the course in a subsequent term. Financial aid recipients need to refer to the academic standards to determine how schedule adjustments will affect financial aid. Final dates for withdrawing are published each term in the SWOCC academic calendar and are available on this website.

Always talk to a financial aid advisor about the Return of Federal Funds before starting the withdrawal process. See Returning of Title IV Policy

Withdrawing from a Course or All Your Classes

Withdrawing from a course or all your classes will affect your financial aid. Before withdrawing or stopping attendance in classes, know the proper procedure for withdrawing from classes and the consequences of withdrawing or stopping attendance. Officially withdrawing is your responsibility. Questions on Return of Title IV Funds may be addressed to Financial Aid office. Questions on withdrawal should be addressed with an advisor.

Return of Title IV Financial Aid Funds Policy

Students receiving financial aid who withdraw or stop attending will, in most cases, be required to return a portion of financial aid received. The Higher Education Act, as reauthorized and signed into law on October 7, 1998, established the return of Title IV Funds Policy.

This revised SWOCC policy reflects new regulations published 10/29/2010 that became law 07/01/2011. The concept behind the policy is that the college and the student are allowed to retain only the amount of Title IV (federal) aid that is earned. If a student withdraws or stops attending classes, whether any credits have been earned for the term or not, a portion of the aid received is considered to be unearned and must be returned to the Title IV programs from which it was received. For Title IV purposes, the withdrawal date is the last date of attendance as determined by attendance records.

**If you attend through 60 percent of the term, all your Title IV aid is considered earned. However, withdrawing will affect your satisfactory academic progress and eligibility for additional financial aid.**

Definitions

Return to Title IV (R2T4) calculation – a required calculation to determine the amount of aid earned by the student when the student does not attend all days scheduled to complete within a payment period or term. (Student is considered to be a withdrawal, whether any credits were completed or not).

Over award [not the same as a Return to Title IV calculation] – a required recalculation of Federal Pell Grant and other types of aid types due to student dropping or not attending credits required for the status awarded (full-time, three-quarter time, half-time, less than half-time); required at any point when information is received that changes the student’s enrollment status. Reduction in aid will always be required for students whose status changes due to dropping classes and classes not attended.

Clarification of New Regulations

A student who attends and completes at least one course that spans the entire term will have earned the aid for that term (after adjustments for dropped classes or classes not attended).

School must be able to demonstrate that a student actually attended each class, including any class with a failing grade. Attendance must be “academic attendance” or “attendance at an academically related activity.” Documentation of Attendance must be made by the school. A student’s self-certification of attendance is NOT acceptable unless supported by school’s documentation. Examples of attendance include:

· Physical class attendance where there is direct interaction between instructor and student.

· Submission of an academic assignment.

· Study group assigned by the school.

· Examination, interactive tutorial, or computer-assisted instruction.

· Participation in an online discussion about academic matters.

· Initiation of contact with instructor to ask questions about an academic subject.

Logging in to an online class does not count as attendance

A student who withdraws from a part-of-term class within the term must still be attending another class or is considered to be a withdrawal, even if registered for future classes starting in the term. The student must – at the time of withdrawal from a part-of term class, if they are not attending another class – provide a written statement to the college indicating their intent to attend a future class within that term, or the student is a withdrawal; a Return to Title IV calculation must be completed. (If student does not actually attend that future class, a Return to Title IV calculation is still required; withdraw date/last date of attendance dates back to originally confirmed date).

Questions to Ask

Did the student stop attending a class that they were scheduled to attend?

· If yes, go to question 2

At the time the student stopped attending this course, were they continuing to attend other courses?

· If yes, the student is not a withdrawal

· If no, go to question 3

At the time of withdrawal, did the student provide written confirmation of anticipated attendance in a later starting, registered course within the term?

· If no, student is considered a withdrawal, and a Return to Title IV calculation must be completed

· If yes, no Return to Title IV calculation is required unless the student does not attend or quits the future part of term class

**Remember: Recalculation of aid for enrollment-status changes due to dropped or never attended classes is required before any Return to Title IV calculation is completed.**

The Return to Title IV Process

The first step is a series of formulas to determine the amount of aid which must be returned. Following the determination of the last date of attendance, the school must calculate the number of days attended and the total number of days the student was scheduled to complete within the term; weekends count and any periods of no classes which are five days in length or greater are excluded. Days attended are then divided by the days in the term the student was scheduled to complete to calculate percentage completed. The percentage is multiplied by total aid for which the student is eligible to determine the amount of aid earned (% completed x total aid = earned aid). Total aid – earned aid = unearned aid (aid to be returned).

The next step is for the school to determine total institutional charges and multiply that figure by the percentage of unearned aid (100% – % completed = % unearned). It makes no difference which type of resource actually paid the school bill; the law assumes that Title IV aid goes first to pay the institutional charges. Institutional charges x % unearned = amount returned by school.

The school must then return the amount of unearned aid, up to the maximum received, to each of the Title IV programs in the following order:

· Federal Pell Grant

· Federal Supplemental Education Opportunity Grant (SEOG)

The school then calculates the amount for which the student is responsible by subtracting the amount returned by the school from the total amount which is unearned. That remaining amount is the student’s share and is allocated in the same order as above. Total amount unearned – amount returned by school = $ amount the student is required to return to Title IV funds.

Once the school determines the dollar amounts owed, you will be notified of what you owe. For grant dollars that must be paid, the amount due from a student is limited to the amount by which the original grant overpayment amount due from the student exceeds half of the total Title IV grants funds received by the student. A student has 45 days to make repayment and does not have to repay a grant overpayment of $50 or less. Unpaid balances will be reported to NSLDS, the National Student Loan Data System, and turned over to the U.S. Department of Education for collection. Until overpayments are repaid or satisfactory repayment arrangements have been made, students will be ineligible for further Title IV aid at any institution.

This policy is separate from the institutional refund policy. Unpaid balances due to Southwestern Oregon Community College that result from amounts returned to Title IV programs and other sources of aid will be charged back to the student. The student is also responsible for any additional balance.

If a student does not begin attendance in all classes or ceases attendance during the 100% refund period, aid may have to be reduced to reflect appropriate enrollment status prior to recalculating Return of Title IV Funds.

Title IV Repayment

Title IV (TIV) (federal) financial aid funds are awarded under the assumption that you will attend classes for the entire period (semester) for which your funds are awarded.

When you withdraw from all courses for any reason, you may no longer be eligible for the full amount of TIV funds originally awarded. The return of funds to the federal government is based on the premise that you earn financial aid in proportion to the length of time during which you remain enrolled. A pro-rated schedule determines the amount of federal financial aid you will have earned at the time of full withdrawal. For example, if you withdraw in the second week of the semester, you have earned less of your financial aid than a student who withdraws in the fifth week. Once the 60% point in the semester is reached, you are considered to have earned all of the financial aid originally awarded and will not be required to return any funds.

Federal regulations require a recalculation of financial aid eligibility if you:

· completely withdraw

· stop attending before the semester’s end

· do not complete all modules (sessions) in which you are enrolled as of the start date of the session

If you receive federal financial aid but do not remain in attendance through the end of the semester, you could be responsible for repaying a portion of the financial aid you originally received. If you never begin classes (do not ever attend), you are not eligible for federal financial aid and must repay all financial aid you originally awarded.

SWOCC institutional tuition/fee refund policy is separate from federal regulations concerning the return of unearned financial aid. A tuition/fee refund from SWOCC will have no impact on the amount you must repay to federal financial aid programs.

Frequently Asked Questions

What happens to my tuition charges if I drop all my classes?

If a course is dropped before it begins…

· You will receive a full refund on tuition paid

· With a receipt you may return your books to the bookstore for a refund.

· You will be ineligible for financial aid.

What if I Change My Mind About a Class?

It is imperative that you cancel your registration for any class you decide not to attend. This is especially important if you have been awarded financial aid, because your financial aid award holds your classes and prevents you from being automatically dropped for nonpayment. It is your responsibility to cancel your registration. If you decide not to attend a class or classes but fail to cancel your registration, you will be responsible for all tuition and fee charges for those classes.

What happens if I withdraw from all of my classes and receive all F’s before completing 60% of the term?

· You will be required to return the portion of the financial aid that was not earned.

· The Return of Title IV Funds regulations only involve students receiving financial aid that completely withdraw from all classes, not those that drop a course. · The following programs are adjusted. See Return of Title IV Funds Policy

o Federal Plus Loans

o Federal Direct Loans

o Federal Pell Grants

o Federal Supplemental Educational Opportunity Grant

What happens if I withdraw after I complete 60% of the term?

The U.S. Department of Education considers the student and the college to have earned all the financial aid paid for the semester.

Repeated Coursework Policy

The Department of Education has published regulations which impact students who repeat courses. These repeat courses may impact your financial aid eligibility and awards for Federal Title IV financial aid.

• You may receive aid when repeating a course for the first time.
• You may receive aid when repeating a course that you previously failed or withdrew from, regardless of the number of times you attempted and failed the course (the satisfactory academic progress policy still applies)
• You may receive aid to repeat a course you previously passed one additional time. If you fail the second attempt, no more financial aid will be given to repeat the course a third time. If you withdraw from the course on your second attempt, then you may attempt the course a third time. This rule applies whether or not you received aid for earlier enrollments in the course.
• Once you have completed any course twice with a grade you are no longer eligible to receive aid for that course. If you retake a course that is not eligible for financial aid, the credit hours will be excluded from your financial aid enrollment for that term.

When counting credit hours to determine your financial aid eligibility for a semester, credits for repeated course credits will not be included as eligible credit hours. If you have fewer than 12 financial aid-eligible credit hours in a semester, you may be eligible for less Federal Pell Grant funds.

Examples

1. Allowable: Repeated coursework may be included if you received a falling grade or withdrew from the course. There is no limit on the number of repeats if you do not pass the course.

2. Allowable: You take a course and receive a grade of W or F. You repeat the class and receive a D. For financial aid purposes, you are considered to have now passed the course. You may repeat the course one more time and receive financial aid. If, on the second attempt, you receive a W, then you can repeat the course again. If you receive a grade – including an F – then you cannot repeat the course again and the course cannot be counted for financial aid for enrollment purposes.

3. Not Allowable: You take a course and receive a D. You repeat the course and make a B. The course cannot be considered for financial aid enrollment on the third repeat.

4. Not Allowable: You are enrolled in 12 credit hours, including three credit hours that are considered to be a third repeat. Only nine credits will count toward your financial aid eligibility.

Explanations of Examples

· Course 1: Yes, these credits are included in your count of financial aid-eligible credit hours because you are allowed to repeat any failed or withdrawn course until you receive a passing grade. Once you receive a passing grade, financial aid can pay for the course again. If you make a grade of A, B, C, D or F on your third attempt, the course will not count again in the calculation of your financial-aid eligible credit hours.

· Course 2: Yes, even though you previously passed the course, these credits may be counted because it is the first time you are repeating the course.

· Course 3: No, you previously passed this course and this is your third attempt for this course. Two attempts are the maximum attempts these credits can count toward your financial-aid eligible credit hours when you have previously passed a course.

· Course 4: No, the course credits are no longer eligible for financial aid because you have previously passed the course, and this is the second time you are repeating the course.

· Course 5: Yes, because you have never passed the course, it may still be counted toward your financial aid enrollment.

Appeal Financial Aid

Did you lose your financial aid or were told you are not eligible for financial aid? If you feel you lost your aid due to extenuating circumstances, you can make a financial aid appeal. You can also check your current satisfactory academic status in myLakerLink under the Financial Aid section. Please be aware that satisfactory academic progress is updated at the end of each semester.

Types of Financial Aid Appeals

Find out more about the four types of financial aid appeals and how to submit them.

· Standards of Academic Progress Appeal

If you have not met Financial Aid’s standards for Satisfactory Academic Progress (SAP), you are considered ineligible for financial aid. However, you may submit a Standards of Academic Progress Appeal if you have a documented extenuating circumstance that prevented you from meeting the 2.0 GPA and 67% completion rate requirements.

· Unusual Enrollment Appeal

If you were denied federal student aid because you did not earn academic credit at any or all of the institutions you attended, you may appeal the decision. Unusual enrollment history is the specific pattern the Department of Education uses to select students who have received a Federal Pell Grant and Federal Direct Student Loans at multiple institutions during the past four academic years. You are required to have earned academic credit during the award year in which you received Pell Grant or Federal Direct Loan funds at each previously attended institution.

· Reconsideration Request Appeal

Southwestern Oregon’s Financial Aid office may take your special circumstances into account to make adjustments to your Student Aid Index (SAI) for educational expenses, standard budget, and financial aid dependency status, as determined by federal guidelines. The adjustments for a Reconsideration Request Appeal only affect need-based aid.

· Dependency Override Appeal

A dependency override occurs when a financial aid administrator exercises professional judgment and overrides the Department of Education’s criteria for dependent students. An override may only be granted on a case-by-case basis if you have unusual and exceptional circumstances. These circumstances must show compelling reasons for you to be considered independent rather than dependent.

Standards of Academic Progress Appeal

If you have not met Financial Aid’s standards for Satisfactory Academic Progress (SAP), you are considered ineligible for financial aid. However, you may submit a Standards of Academic Progress Appeal if you have documented extenuating circumstances that prevented you from meeting the 2.0 GPA and/or the 67% completion rate requirements for Financial Aid’s satisfactory academic progress.

What Counts as an Extenuating Circumstance

You may have experienced an extenuating circumstance if something was:

· unexpected

· could not be planned for, or

· was out of your control

An extenuating circumstance is an unforeseen, uncontrollable event such as a serious health condition, illness or injury; a traumatic event such as a natural disaster; divorce; sexual assault; criminal assault; a family emergency; employment changes such as military duty or orders; and mandated work schedule changes or involuntary lay-off/unemployment.

Issues that do not meet the definition of an extenuating circumstance include, but are not limited to, lack of transportation, roommate problems, incompatibility with faculty, difficult

course load, dislike of a course, textbook concerns, lack of childcare, or technology issues (personal computer problems).

Examples of and Documentation Required to Support an Extenuating Circumstance

Examples of third-party documentation include, but are not limited to: medical records, court documents, police reports, death certificates or a funeral notice (with your name listed as an immediate family member), and corporate/company documents on official letterhead detailing changes at work.

Circumstances such as lack of maturity, lack of effort, and typical work and family life balance will not be considered.

Maximum Timeframe Recalculation Request

If you have attempted more than 150% of the published credits required for you program of study, you are considered not meeting satisfactory academic progress. If you are

disqualified from receiving financial aid due to exceeding the 150% maximum timeframe, you may appeal the decision.

If it is mathematically determined that you cannot complete your chosen program of study within the maximum timeframe, you will be placed in suspension status.

Example for federal maximum timeframe:

· associate degree with 60 total credits: 60 x 150% = maximum of 90 credits for financial aid funding

You may request a “recalculation” of the maximum timeframe component if you:

· have a change in your program of study

· attempt multiple programs

· have successfully completed a program and are returning to pursue another program. If deemed appropriate, the recalculation would include only the credit hours that are applicable to your current program(s) of study. In the case of multiple degrees, each program will be calculated separately to only include the credit hours that are applicable to each program.

Steps to Appeal Maximum Credits Timeframe Process

You may request a recalculation of eligibility for maximum timeframe by submitting a Maximum Timeframe Recalculation Request Form to the Financial Aid Office.

Status of Appeals

Learn what the conditions of approved, violated, and denied appeals for Financial Aid Standards of Academic Progress are and how to regain federal student aid eligibility for satisfactory academic progress.

Approved Appeal

If your appeal is approved, you will be placed on “Probation” for your current or next semester of attendance and will be notified of how many credit hours you will need to complete in order to regain satisfactory academic progress and how many terms are allotted to complete graduation requirements (in the case of a maximum timeframe appeal). You would be placed on an academic plan that must be followed in order to continue enrollment. The plan may include requirements for academic performance and/or for meetings with an academic advisor or Southwestern Oregon counselor. If you

meet the academic plan requirements, you will continue to be on probation for the next semester. Continued eligibility for financial aid is contingent on meeting the requirements of each semester’s academic plan. Failure to meet the requirements of the academic plan will result in termination of financial aid in the next semester of attendance. Your academic progress status does not return to satisfactory until you earn a cumulative 2.0 GPA and a cumulative 67% progress rate and do not exceed the maximum timeframe for program completion.

You may not withdraw, fail, or receive incompletes while on a probation. To successfully complete these credit hours, you must earn a 2.0 GPA each term and earn passing credits in 100% of the attempted classes each term until you regain satisfactory academic progress or graduate. If you fail to meet these requirements, your financial aid will be terminated.

A second appeal may be considered, but you will not be allowed to submit it for the same issue that led to the first appeal, such as the same instance of the same medical condition. You must have very unusual circumstances to warrant a second appeal.

Violated Appeal

If you do not meet the conditions of an approved appeal at the end of the probationary term(s), you will no longer be eligible for financial aid.

Denied Appeal

If your appeal is denied, or if you do not meet the conditions of an approved appeal, you will be asked to attend at your own expense to satisfy the deficiency either in the hours (Pass Rate), GPA, or both. You cannot make up a deficiency if your appeal was due to exceeding the maximum timeframe to earn a degree.

Regaining Federal Student Aid Eligibility for Satisfactory Academic Progress

If you continue to attend each enrollment period without federal financial aid, you may regain eligibility for financial aid by earning a cumulative GPA of 2.0 and a cumulative completion rate of 67%. You would need to take courses at your own expense until satisfactory academic progress guidelines are met. Satisfactory academic progress is automatically reviewed at the end of each semester.

Warning status or suspension status due to failure to make satisfactory academic progress can be changed only by successfully completing classes — you may not improve your status by simply “sitting out” a semester. Once you meet both satisfactory academic progress requirements — a cumulative GPA of 2.0 and a cumulative completion rate of 67% — your status will change, and you will be considered in good standing for financial aid.

Financial Aid Satisfactory Academic Progress Success Plan

If you are placed on suspension and successfully appeal the decision, but your academic situation is such that it would be mathematically impossible for you to regain satisfactory academic progress eligibility during the next semester as required by federal satisfactory academic progress guidelines, the Financial Aid office may, at its sole discretion, place you on a financial aid academic plan. This plan will outline steps of progress that, if you follow them each semester, will lead to your regaining satisfactory academic progress eligibility at a specific time in the future. The academic plan will be used to evaluate your satisfactory academic progress until it expires.

Financial Aid will develop a plan for you based on your individual circumstances. We may request that you provide an academic/graduation plan signed by your academic advisor in addition to an appeal form. The plan may also include requirements for academic performance for one to four semesters and/or for meetings with an academic advisor or Southwestern Oregon counselor. If you meet these requirements, you will continue to be on probation for the next semester. Continued eligibility for financial aid is contingent on your meeting the requirements of each semester’s academic plan. If you do not meet these progressive steps each semester, you would immediately be placed on financial aid termination. You could then only reestablish your eligibility (and return your progress status to satisfactory) once you earn a cumulative 2.0 GPA and a cumulative 67% progress rate and do not exceed the maximum timeframe for program completion.

Satisfactory Academic Progress (SAP) to be Eligible for Financial Aid

Federal and state regulations require that, if you are receiving financial aid, you must maintain specific standards of satisfactory academic progress (SAP). Southwestern Oregon Community College applies these standards to all federal, state, and institutional funds in order to maintain a consistent procedure for all students receiving assistance while ensuring your success.

These standards apply to you if you receive financial aid from any of the following programs:

• Federal Pell Grant
• Federal Supplemental Education Opportunity Grant
• Federal Work-Study
• state grants and scholarships
• loans

Definition of Satisfactory Academic Progress

Satisfactory Academic Progress (SAP) is defined as when you:

• pass 67% of all hours attempted
• achieve a required grade point average (GPA) of 2.0
• do not exceed 150% of the total attempted hours needed to complete an approved program as defined by the Department of Education.

You must not be suspended according to the college’s academic suspension policy.

Satisfactory Academic Progress Increments

The college’s Financial Aid Office will evaluate satisfactory academic progress before aid is awarded and again after grades are posted at the end of each semester, starting with the first semester of your enrollment. To reasonably measure your satisfactory academic progress toward completion of your degree, certificate, or diploma, your total educational record is evaluated, regardless of whether you have received financial aid in the past. If you are dually enrolled in high school and at Southwestern Oregon, your college transcript; will also be evaluated by the satisfactory academic progress process.

Some certificate programs are ineligible for financial aid. However, credits from these programs will be counted toward all satisfactory academic progress requirements (GPA, completion rate, maximum timeframe, and developmental maximum) if you enroll later in an eligible program.

Process

In order to be eligible for financial aid, you must meet the following guidelines.

Qualitative Standard

1. Must earn a 2.0 or greater GPA every term and have cumulative 2.0 GPA, or better, after 1 academic year. GPAs from other schools are not considered in Southwestern Oregon’s financial aid satisfactory academic progress policy.
2. Your GPA will be reviewed at the end of every term
3. Successful grades: A, B, C, D, IB, IC, ID, P, and S. You can repeat once for a better grade.
4. Unsuccessful grades:  F, U, W, X, Y, Z and IF. Can be repeated until successful.
5. You must have earned a cumulative 2.0 GPA (or higher) when grades are reviewed at the end of the semester.
6. If you do not earn the required cumulative 2.0 GPA, you will be placed on financial aid warning for the next semester.
7. While on financial aid warning, you remain eligible for financial aid if:
   • you earn a cumulative 2.0 GPA (or higher) by the end of the financial aid warning semester; the warning will be lifted (provided you meet all other standards of academic progress guidelines) and you will be satisfactory.
   • you do not earn a cumulative 2.0 GPA by the end of the financial aid warning semester; your financial aid will be suspended. You will not qualify for financial aid effective the next semester of attendance and until such time as you again meet all standards of academic progress guidelines.
8. Potential graduates must have earned a minimum GPA of 2.0 out of a possible 4.0 in all of your program courses, including general education courses, to be eligible for graduation. A 2.0 average must be achieved by the end of the second year for all Title IV recipients.
9. No more than two suspensions are allowed.
10. Petitions and appeals must be submitted prior to the end of the term in which you expect to receive aid.
11. The academic standards of Southwestern are separate from this financial aid policy and are noted as the Academic Notification System in the catalog each year.
12. Faculty and staff (other than financial aid staff) are not required to know financial aid policies.
13. The Satisfactory Academic Progress policy is subject to change.

Quantitative Standards

You must earn 67% of the total cumulative credit hours attempted (e.g., if you have attempted 50 credit hours, you must have earned credit for at least 34 hours). You must earn a cumulative 67% completion rate. Grades are reviewed at the end of each semester.

1. If you do not earn a cumulative 67% completion rate, you will be placed on financial aid warning for your next semester of attendance.
2. While on financial aid warning, you remain eligible for financial aid:
   • If you complete sufficient credits to earn a 67% completion rate by the end of the financial aid warning semester, the warning will be lifted (provided you meet all other standards of academic progress guidelines).
   • If you do not complete sufficient credits to earn a 67% completion rate by the end of the financial aid warning semester, your financial aid will be suspended. You will not qualify for financial aid effective the next semester of attendance and until such time as you again meet all standards of academic progress guidelines.

You must receive satisfactory grades in 67% of cumulative credits attempted. This calculation divides the cumulative total number of successfully completed credits by the cumulative total number of credits attempted. All credits attempted at Southwestern Oregon (except audits, entered as AU by the class census date) are included. All credits in transfer courses count as attempted credits.

Cumulative Credit Hours Attempted

Cumulative credit hours attempted are defined as all credit hours attempted at Southwestern Oregon, and all credit hours transferred from other institutions.

A GPA below the exact minimum requirement is not rounded up in order to meet the minimum standards. For example, if you have a 1.999 GPA, you will not meet the minimum GPA requirements. Additionally, a completion percentage below the exact minimum requirements is not rounded up to meet the minimum standards. For example, if the number of credits earned divided by the number of credits attempted equates to.6666667 (a 66% completion rate), it will not meet the minimum credits attempted requirement.

Maximum Hours (150% Rule)

The maximum timeframe within which to complete a degree (or another program of study) is 150% of the published length of the program. For example, if the published length of a program of study is 64 semester hours, you may attempt up to 96 semester hours (64 x 150% = 96). To determine the published length of a program, you can refer to the Southwestern Oregon Community College Catalog. You become ineligible when it becomes mathematically impossible for you to complete the program within 150% of its length. The 150% calculation excludes developmental coursework.

If you exceed the maximum allowable timeframe for completing a program of study, you may appeal if the experience documented extenuating circumstances by providing a Maximum Timeframe Recalculation Request form. If the plan is deemed reasonable and the circumstances are valid, you will receive financial aid on a probationary basis for one or more semesters until you complete your degree. Failure to comply with the plan will result in the suspension of your financial aid.

You may request a “recalculation” of the maximum timeframe component in the following scenarios:

1. a change in the program of study
2. you attempt multiple programs
3. you successfully complete a program and are returning to pursue another program

If deemed appropriate, the recalculation would include only the credit hours that are applicable to your current program(s) of study. In the case of multiple degrees, each program will be calculated separately to only include the credit hours that are applicable to each program. You may only request the recalculation twice in your academic career at Southwestern Oregon. A review of your remaining aid eligibility and the ability to complete the program will be taken into consideration if you are completing multiple programs. You must meet the GPA and completion rate requirements for a recalculation to be approved. You may request a recalculation of eligibility for maximum timeframe by submitting a Maximum Timeframe Recalculation Request form to the Financial Aid Office.

Changing Programs or Completing a Second Program

If you change programs or attempt a second degree or certificate, all credits earned from the first degree or certificate are included in hours attempted and completed. Depending on the circumstances, an appeal might be warranted.

Developmental Coursework

You may receive financial aid for a maximum of 45 credit hours of pre-curriculum or developmental courses as long as the classes are a requirement as a result of placement testing, you are in an eligible program of study, and you meet satisfactory academic progress requirements. If you are enrolled in developmental courses, you must receive grades of S, U to remain in good standing. Developmental hours attempted in excess of 45 credit hours cannot count towards enrollment status for federal and state grants or the cost of attendance for any campus-based programs. If you exceed this limit, you will be denied financial aid for additional pre-curriculum/developmental courses. A denial for pre-curriculum/developmental coursework cannot be appealed.

Transfer Students/Credits

If you are a transfer student and would like to calculate satisfactory academic progress to apply for financial aid, you must request official transcripts from all other colleges attended. You must have official transcripts submitted directly to one of the campus Student Records Office. Credits officially accepted in transfer will be counted in the 150% rule determining the maximum number of allowable credit hours for financial aid eligibility. If you are transferring from another institution and did not previously attend Southwestern Oregon, you will be considered making satisfactory progress at the time of enrollment. If you are on financial aid suspension, you may need to submit a financial aid appeal. Your maximum timeframe for receiving financial aid will include the number of transferred credit hours applied to your program of study at Southwestern Oregon.

The college has the option on an individual student basis to put transfer students on Financial Aid Warning status or Suspension status immediately upon evaluation for financial aid if academic history at previous colleges indicates a pattern of unsuccessful academic work. Credits taken at other institutions under a consortium agreement will be considered as transfer credits.

Early College High School Graduates

Early college high school graduates enrolling in Southwestern Oregon as a first-year college student will be considered as transfer students and will receive credit for college courses completed during high school that transfer into his/her program of study.

Special Notes

Repeated Courses

In accordance with Southwestern Oregon’s procedure, you are permitted to retake courses. You can repeat courses with financial aid until successfully completed, but repeating courses adversely affect your ability to meet completion rate requirements. Financial aid can be considered for successfully completed classes that are repeated to achieve a higher grade but for only one additional attempt. For example, for courses in which a grade of “D” or higher is received, federal financial aid will pay for one repeat. All attempts will count toward your financial aid cumulative grade point average and cumulative completion rate.

Audited Courses

Credit hours taken for a grade of “audit” do not apply toward an associate degree, diploma, or certificate program. Therefore, credit hours with this designation are not included in determining enrollment status for financial aid or satisfactory academic progress.

If you change your grade type to an “audit” (AU) after the disbursement of financial aid, there will be an enrollment status change. This change may result in a reduction in financial aid eligibility and a balance owed to the college.

Incomplete Grades

Incomplete grades are treated as an F in the SAP calculations. Once you provide notification that the final grade has been submitted, the actual grade, credit hours attempted, and credit hours earned will be used to determine if you are maintaining satisfactory academic progress. Courses with grades of “I” (Incomplete) are considered as credit hours attempted and not completed. If you have made arrangements with the instructor to complete the required coursework, you will not be required to re-register for the same class during a subsequent semester to complete the work. Any course carried forward to the next semester for completion will not be counted as part of the new semester enrollment status. If the “incomplete” grade results in your being placed on financial aid probation or suspension, once completed, you may appeal for a re-evaluation of Satisfactory Academic Progress by submitting the Satisfactory Academic Progress appeal form to the Financial Aid Office at Southwestern Oregon. Should the grade become final before the review, the actual grade, credits attempted, and credits earned will be used to determine if you are making satisfactory progress.

Withdrawals

If you withdraw from classes officially or unofficially, you should understand how withdrawals affect your eligibility for financial aid as determined by this satisfactory academic progress procedure. A “Withdrawal” will count as attempted, not completed, and will not count in the GPA calculation. Consequently, if you withdraw, you may have difficulty meeting the completion rate component of the satisfactory academic progress requirements. Discuss your possibility of withdrawing with a financial aid representative before doing so.

Dropped Courses

Courses dropped within the add/drop period are not factored into satisfactory academic progress.

Reducing enrollment during any semester can create severe consequences for financial aid recipients:

• Satisfactory Academic Progress may be affected
• You may be required to repay a percentage of financial aid received for the semester in cases of complete withdrawals. (Review Return of Title IV Funds information.)

EFL (English as a Foreign Language Studies) Credits

EFL credits are eligible for financial aid as long they are taken as part of an eligible program and so long as you are meeting satisfactory academic requirements.

Multiple Programs/Dual Enrollment

In the case of multiple degrees, each program will be calculated separately to only include the credit hours that are applicable to each program. If you reach the maximum timeframe, request a recalculation to calculate the 150% timeframe for each program by submitting a Maximum Timeframe Recalculation Request form to the Financial Aid Office. You may not receive federal aid from more than one institution at the same time. If you transfer to Southwestern Oregon from other schools, you must have any aid received at former schools canceled.

Change of Major

If you change your major (program of study), you are still responsible for maintaining satisfactory academic progress by the procedures outlined. A review of satisfactory academic progress is based on your current program of study. If you change from an associate program to a diploma or certificate program, you may lose federal and state eligibility immediately upon making the change. You will need to request a recalculation of the maximum timeframe component to calculate the 150% timeframe for the new program. A review of your remaining aid eligibility and the ability to complete the program of study will be taken into consideration if you are completing multiple programs. You must meet the GPA and completion rate requirements for a recalculation to be approved. You may request a recalculation of eligibility for maximum timeframe by submitting a Maximum Timeframe Recalculation Request form to the Financial Aid Office.

Summer Session

If you take courses over the summer, your satisfactory academic progress will be reviewed at the end of the summer semester. Credit hours attempted and earned during the summer session are included in the calculation of satisfactory academic progress. Full-time status is the same for the summer session as it is for the fall and spring semesters (12 credit hours).

Forgiveness of Grades

There is no provision in the federal regulations for the concept of forgiveness of grades. Therefore, Southwestern Oregon must always include all courses when evaluating satisfactory academic progress.

Consortium Students

Southwestern Oregon’s Financial Aid Office’s satisfactory academic progress policy applies to you if you have a consortium agreement seeking to establish or maintain financial aid eligibility. You are a consortium student if you have an active consortium agreement for the current semester and Southwestern Oregon is the home institution. The standards apply to your entire degree program, including terms in which financial aid was not applied or disbursed. Attempted and earned hours for courses taken at an institution acting as the host school under an approved consortium agreement are included in the calculation of cumulative completion rate. All students attending Southwestern Oregon, either as their home school or host school, will have satisfactory academic progress calculated at the end of each term.

Federal Work-Study Students

If you participate in the Federal Work-Study program, are suspended from financial aid due to satisfactory academic progress or maximum timeframe, and your appeal has been denied, you will be ineligible for financial aid and cannot continue working until satisfactory academic progress is re-established.

Readmission for Service Members

If you are a service member and are called to active duty, you will be readmitted with the same satisfactory academic status that you had previously.

Communicating Satisfactory Academic Progress to You

Satisfactory academic progress is calculated at the end of each semester, after grades post. You will receive emails to your Southwestern Oregon email account notifying you of meeting guidelines, probation, or suspension. You can also view your satisfactory academic status on FA Self-Service in myLakerLink.

Academic Notice and Financial Aid Warning Status

To determine your academic progress status and eligibility for financial aid, your academic record will be evaluated at the end of each term. If you are not maintaining satisfactory academic progress, you will be placed on “Warning.” You are granted one term to regain satisfactory academic progress. During the Warning term, you may continue to receive financial aid provided you are otherwise eligible.

If you are able to regain satisfactory academic progress with the courses completed successfully during the Warning term, the Warning status is lifted, and then you will be “Satisfactory.” If you do not regain satisfactory academic progress, you will be placed on “Suspension” and will no longer be eligible for financial aid at Southwestern Oregon until your GPA and cumulative progress meet satisfactory standards. You can only regain satisfactory academic progress by earning enough credit hours and grades to bring up your cumulative averages. Paying for a semester or sitting out a semester does not permit you to regain satisfactory academic progress.

Academic Intervention and Financial Aid Suspension Status

If you are on financial aid suspension, you are not eligible to receive federal, state, and most institutional financial aid. Suspension means you have an unsatisfactory standard of academic progress status. This status is assigned when:

• You fail to meet your progress requirements after a warning, probation, or academic plan.
• You are a returning student whose prior coursework does not meet SAP thresholds.

Getting Your Financial Aid

Accepting Your Aid Package
When you receive your Official Award Letter, you are accepting the financial aid represented. Refer to the back of the letter for more information.

Disbursement of Funds
You must be eligible for your financial aid at the time of disbursement.

All financial aid and scholarship funds are credited directly to your account and any funds remaining after tuition, fees, and other charges will be disbursed to you within 14 days of crediting your account.

Funds are disbursed after the institutional refund period and after your enrollment status has been determined. Your enrollment status is determined at the close of business day on Wednesday of the second week of the term. Disbursement amounts are based on eligible credits as of that date and cannot be adjusted at a later date.
Disbursements are made via check and electronic funds transfer (EFT). Disbursement begins on the third Friday of each term and on each Friday thereafter.

Student Loans (Stafford, PLUS & Alternative) – loan disbursements to students, who are first-time, freshman, are subject to a 30-day waiting period from the first day of the first term. Subsequent disbursements will be available at the same time as all other funds.

Account Balances
You are responsible for all college charges regardless of whether financial aid is received. If you still owe the college after your grants/scholarships have transmitted to your account, you must contact the Student Success Center to make arrangements for payment of the remaining balance at the time of registration.

Dropping Classes

• If you drop all of your classes during the term, you may be required to pay all or a part of your financial aid back.
• If you drop all of your classes during the term, you will automatically be placed on aid withheld for future terms and will need to petition for reinstatement.
• If you drop one or more of your classes during the term and have a prior request for reinstatement on file, you may go back on aid withheld.

If you withdraw or audit all of your courses during the term, we are required to determine if any of the federal financial aid you received should be returned. Federal financial aid is based on the length of time you are in classes, so if you do not attend the entire term, you may be required to return a all or a portion of the aid you received.

If you receive all W, X, or F grades in a term, we must perform this calculation. The repayment percentage is determined by the number of days remaining in the term from your last date of attendance.

If you owe Southwestern federal financial aid repayments or owe Return of Title IV Funds, you will be denied federal aid eligibility at any institution and will not be able to enroll at Southwestern until full payment arrangements are made.

Satisfactory Academic Progress (SAP) requirements apply to all financial aid recipients regardless of the funding status due to a Return of Title IV Funds. Repayment of part of your federal financial aid does not release you from the satisfactory academic progress requirement discussed later in this handbook.

Withdrawal Date Policy

Official and unofficial withdrawal dates will be determined using the federal regulation definition for a withdrawal date. The official date will be determined by the earlier of one of the following:

1. Date the student begins the withdrawal process;
2. Date the student provides official notification of intent to withdraw;
3. Students who fail to officially withdraw are assumed to have completed at least 50% of the term unless an earlier or later date is determined by the school.

The College offers a full refund during the refund period. The bookstore and student housing will offer a refund based on their policies during the refund period. Students living in student housing are subject to any contracted services according to the terms of the contract.

Return Of Title IV Funds

The school will use the federal policy to determine the amount which must be returned by the school and/or the student to Title IV programs. The procedure is:

1. Determine appropriate withdrawal date
2. Determine Amount of Earned Title IV Aid
3. Determine Amount of Unearned Title IV Aid
4. Determine Title IV Aid to be Disbursed
5. Determine Title IV Aid Disbursed
6. Determine Title IV Aid to be Returned
7. Calculate the College’s Responsibility
8. Determine Amount College Returns by Program
9. Determine Student’s Responsibility
10. Determine Amount Student Returns by Program

Examples of the calculations used to determine the amount of earned and unearned Title IV Aid, Title IV Aid to be disbursed, Title IV Aid to be Returned, College’s responsibility, student’s responsibility, and amount returned to programs are available from the Financial Aid Office on a case-by-case basis. Students that fall into the Return of Title IV Funds will be notified with a letter explaining how we calculated the return and the process we went through to come to that conclusion.

Funds Returned By Program

Funds are returned to Title IV Programs according to federal regulations. The schedule is:

Loans

1. Unsubsidized Direct Stafford Loans
2. Subsidized Direct Stafford Loans
3. Direct PLUS Loans

Note: Student responsible portions that must be returned to loans will be calculated by the school and any funds required to be returned to the loan programs will be in accordance with the terms of the promissory note.

Grants

1. Federal Pell Grant
2. Federal SEOG
3. Other Title IV Assistance

Note: Student responsible portions that must be returned to grants will be calculated by the school using 50% of Federal Pell and SEOG funds received.

RETURN OF FUNDS must be made directly to the Student Success Center. Do not send payments to any other department or agency.

Students who do not make satisfactory arrangements for payments in a timely manner will have their debts submitted to the U.S. Department of Education for collection. Repayments to be returned to the Federal Perkins Loan program which are received after the close of the fiscal year must be sent to the billing agency, lender, or loan service.

• July 10, 2024 – Quarterly Budget & Expenditure Reporting
• April 5, 2024 – Quarterly Budget & Expenditure Reporting
• January 9, 2024 – Quarterly Budget & Expenditure Reporting
• October 6, 2023 – Quarterly Budget & Expenditure Reporting
• July 5, 2023 corrected – Quarterly Budget & Expenditure Reporting
• July 5, 2023 – Quarterly Budget & Expenditure Reporting
• April 5, 2023 corrected – Quarterly Budget & Expenditure Reporting
• April 5, 2023 – Quarterly Budget & Expenditure Reporting
• January 5, 2023 corrected – Quarterly Budget & Expenditure Reporting
• January 5, 2023 – Quarterly Budget & Expenditure Reporting
• October 6, 2022 – Quarterly Budget & Expenditure Reporting
• July 7, 2022 – Quarterly Budget & Expenditure Reporting
• April 8, 2022 corrected – Quarterly Budget & Expenditure Reporting
• April 8, 2022 – Quarterly Budget & Expenditure Reporting
• January 5, 2022 – Quarterly Budget & Expenditure Reporting
• October 1, 2021 – Quarterly Budget & Expenditure Reporting
• July 22, 2021 – Quarterly Budget & Expenditure Reporting
• April 9, 2021 – Quarterly Budget & Expenditure Reporting
• January 5, 2021 – Quarterly Budget & Expenditure Reporting
• October 14, 2020 – Quarterly Budget & Expenditure Reporting
• April 10, 2022 – CRRSA/ARP
• January 10, 2022 – CRRSA/ARP
• October 4, 2021 – CRRSA
• July 26, 2021 – CRRSA
• May 28, 2021 – CRRSA
• October 14, 2020 – CARES
• September 30, 2020 – CARES
• August 27, 2020 – CARES
• July 20, 2020 – CARES
• June 9, 2020 – CARES
• May 11, 2020 – CARES