Maintaining Aid

Financial   >  Student Financial Services 
Change in Enrollment Status     Financial Aid Retention     Satisfactory Academic Progress     Verification
 

Change in Enrollment Status

Graduate Students

Unless specifically designated otherwise, all awards are issued based upon the student’s anticipated enrollment as a full-time graduate (completing 9 credits or more per semester, in a degree-granting program). Students who become less than full time or who enroll as “non-degree” may lose their eligibility for aid in full or in part.

The Office of Student Financial Services periodically reviews all student accounts and immediately removes any aid credited to the account of a student who has failed to satisfy progress or enrollment requirements as stated above.

Students who are considering withdrawing (either from the University or from individual classes) are urged to meet with a financial aid counselor to discuss the impact of the withdrawal on their eligibility for aid.

Students are reminded that withdrawing from their courses (either in full or in part) may cause them to lose their eligibility for aid in current and future semesters.

To avoid unexpected balances, students must contact the Office of Student Financial Services with any questions pertaining to this subject.

Undergraduate Students

Unless specifically designated otherwise, all awards are issued based upon the student’s anticipated enrollment as a full-time undergraduate (completing 12 credits or more per semester, in a degree-granting program). Students who become less than full time or who enroll as “non-degree” may lose their eligibility for aid in full or in part.

The Office of Student Financial Services periodically reviews all student accounts and immediately removes any aid credited to the account of a student who has failed to satisfy progress or enrollment requirements as stated above.

Students who are considering withdrawing (either from the University or from individual classes) are urged to meet with a financial aid counselor to discuss the impact of their eligibility for aid in current and future semesters.

To avoid unexpected balances, students must contact the Office of Student Financial Services with any questions pertaining to this subject.

Financial Aid Retention

Federal Title IV Program Funds

Students should understand that withdrawing from the University may cause them to owe more money than if they had remained to complete the semester/term.

Withdrawing students who have been awarded Title IV Program aid funds are permitted to retain a pro-rata portion of these funds as an offset (payment) against tuition charges prior to completion of 60 percent of any term or summer session. After the 60-percent mark, all such aid is treated as 100 percent earned. Title IV Program or Federal funds would include Pell and SEOG grants, and Perkins, Direct, and Direct PLUS Loans.

For example, a student withdrawing during a fall or spring term on the 20th calendar day after the start of classes retains 19 percent of the total Title IV aid awarded (excluding Federal Work Study). This percentage is calculated by dividing the 20 days completed by the 105 total days in the term (including Saturdays, Sundays, and holidays). This retained aid is then applied against the remaining balance of tuition charges calculated under the general refund policy. The balance of the Title IV aid - or 81 percent - must be returned to the appropriate issuer. If this student also received University awards (non-Title IV Program), the same retention percentage would apply.
If a student withdrew after 60 percent of the term was completed, or on the 63rd day, 100 percent of the aid would be retained.

A student withdrawing during a summer session on the 20th calendar day after the start of classes retains 47.6 percent of the total Title IV aid awarded. This percentage is calculated by dividing the 20 days completed by the 42 total days in the session (including Saturdays, Sundays, and holidays). This retained aid is then applied against the remaining balance of tuition charges calculated under the general refund policy. If this student also received University awards (non-Title IV program), the same retention percentage would apply.

If a student withdrew after 60 percent of the term was completed, or on the 25th day, 100 percent of the aid would be retained.

That portion of Federal Title IV aid that will be returned to the issuer must be repaid in the following order:

1. Unsubsidized Federal Direct Loan
2. Subsidized Federal Direct Loan
3. Federal PLUS Loan
4. Federal Perkins Loan
5. Federal Pell Grant
6. Federal SEOG Aid
7. Any other Title IV program aid
8. Other federal, state, or private student financial assistance

University Scholarship, Grants, and Awards

Withdrawing students who have received University scholarships, grants, and awards are permitted to retain a portion of these funds as an offset (payment) against tuition charges based on the duration of attendance. For those students not receiving any Title IV program aid, the portion retained is the same as the tuition charged under the general refund policy.

For example, a student without any Title IV aid withdrawing before the end of the third week of classes will be liable for 60 percent of tuition charges. This same student will also receive credit for 60 percent of any University aid awarded.

If a withdrawing student received Title IV Program aid in addition to University scholarships and awards, the total amount of aid retained from both sources is calculated using the Federal Title IV rules.

Satisfactory Academic Progress Policy

Students receiving financial assistance are required by federal regulation to be making satisfactory academic progress in order to continue to receive financial assistance while enrolled at the University of the Arts.

Federal regulations require that an institution establish, publish, and apply reasonable standards for measuring whether a student, who is otherwise eligible for assistance, is maintaining satisfactory academic progress in his or her program of study. The standards must be the same or stricter than the institution’s standards for a student enrolled in the same academic program who is not receiving financial assistance. Listed below is the complete statement of minimum standards for satisfactory academic progress for financial assistance recipients.

This policy is separate from the University of the Arts Merit Aid Terms and Conditions and from any policies that individual colleges or programs may have.

Minimum Standards for Satisfactory Academic Progress for Financial Assistance

Students must complete at least 24 credits per year when full time, or a pro-rated number of credits when enrolled for a portion of the year as calculated below under Quantitative Standards.

Students must complete 66.67 percent of all credits they are registered for on the last day of the registration period as calculated below under Quantitative Standards.

Students must maintain a minimum GPA of 2.0 as calculated below under Qualitative Standards.

Students may submit an appeal to the Student Financial Services Office if they fail to meet the University’s satisfactory academic progress policy for student financial assistance.

Maximum Time Frames for Completing Degree Requirements

• Students are expected to complete their program of study (degree, certificate or diploma) in the number of semesters indicated in this catalog. Transfer students and students changing programs are placed by their academic chair/director in an appropriate semester on the basis of the number and type of credits transferred. Such students are expected to complete their degree according to the remaining semesters in their program plus one additional semester to allow for scheduling difficulties. Students are strongly advised to review their degree audit and program requirements with their advisor to ensure that their remaining requirements and graduation plan are understood.
• The maximum time allotted for completion of the baccalaureate degree requirements is six years for full-time students and twelve years for part-time students. Transfer credits earned at other institutions that are applicable to the student’s program of study will be considered in determining the student’s maximum time frame for program.
• The maximum time frame for completing graduate degree requirements is three years for full-time students and six years for part-time students.
• The maximum time frame for completing certificate or diploma requirements is three years for full-time students and six years for part-time students.
• University-based financial assistance is only available for eight semesters for undergraduate students and four semesters for graduate, certificate or diploma students.
• Students must make quantitative and qualitative progress toward their educational goals each academic year to receive assistance. The academic year consists of two regular semesters and the summer sessions.

Quantitative Standards

• Undergraduate students must successfully complete a minimum of 66.67 percent of all credits attempted to be making satisfactory progress and maintain financial aid eligibility.
• Full-time undergraduate students must successfully complete a minimum of 24 credit hours each academic year. Students admitted in January must successfully complete a minimum of 12 credits during their first spring semester. Please note that undergraduate students without transfer credits, who only complete 12 credits a semester, will not be able to complete their degree requirements within the eight semesters allotted for financial assistance. Such students will not only lose University-based assistance after eight semesters, but will also incur substantial out-of-pocket costs for all remaining semesters. The same policy and caution applies to transfer students, although the number of semesters is prorated in accordance with the transfer credits awarded. Students are strongly advised to follow the degree plan published in the catalog and established by their advisor.
• Undergraduate students enrolled on a three-quarter-time basis (9-11 credits per semester) must successfully complete a minimum of 18 credit hours each academic year.
• Undergraduate students enrolled on a half-time basis (6-8 credits per semester) must successfully complete a minimum of 12 credit hours each academic year.
• Undergraduate students enrolled on a less than half-time basis (less than 6 credits per semester) must successfully complete all credit hours they attempt each academic year.
• Graduate students must complete 75 percent of all credits attempted in an academic year.
• Although 12 credits is the minimum per-semester credit accumulation to maintain eligibility for financial assistance, a student completing only this minimum WILL NOT be on track to graduate in four years at this rate. In addition, D grades will cause a student to fail the qualitative (GPA) progress standard.

Qualitative Standards

• Undergraduate students must maintain a cumulative Grade Point Average (GPA) of 2.0 calculated at the end of the academic semester in order to be considered a student in good standing.
• Post-baccalaureate and graduate students must maintain a cumulative Grade Point Average (GPA) of 3.0 calculated at the end of the academic semester in order to be considered a student in good standing.
• Required classes that are repeated as a result of a failed or inadequate grade will only be counted once towards the calculation of credits completed, while all attempts will be included in the calculation of “credits attempted.”
• The highest grade of any classes repeated will be counted in the GPA calculation.
• Other Standards.

The maximum number of remedial credits for which a student may receive financial aid is one year’s worth of noncredit remedial course work. The University of the Arts has established 12 credits as one year’s worth of noncredit remedial course work. The need for remedial coursework does not increase the maximum numbers of University assistance available to a student.

If the student is dismissed or suspended from the University, a College, or a program for any reason, the student is automatically ineligible for financial assistance.

Students may petition the Student Financial Services Office to re-establish their eligibility for assistance, which may be granted on a permanent or probationary status.

Measurement of Academic Progress Requirements

Academic progress will be measured at the conclusion of every fall and spring semester. Students who were enrolled during the fall and/or spring semesters and failed to meet the qualitative and/or quantitative requirements for academic progress can attempt to complete additional credits and bring up their GPA during the summer sessions. Please note that only those credits earned at The University of The Arts will affect the GPA. Credits taken at another college or university post to the UArts transcript as transfer credits only (no grades are posted), and will only affect the number of total credits earned, not the semester or cumulative GPA. Upon completion of the additional credits, a new determination of academic progress will be made.

Students who transfer to the University for the spring semester, and are required to take summer Foundation classes in the summer semester, are evaluated for adequate progress towards degree after the end of the summer Foundation semester.

Students enrolled in the MFA in Studio Art program must complete their coursework exactly as described in the University’s course catalog.
All students seeking financial assistance are subject to the satisfactory academic standards regardless of whether or not they received financial assistance previously.

Failures and withdrawals are counted as courses attempted, not completed. Incompletes are not counted toward credits completed until after the course work is successfully completed and grades are posted by the Registrar. Required classes that are repeated as a result of a failed or inadequate grade will only be counted once towards the calculation of credits completed, while all attempts will be included in the calculation of “credits attempted.”

When Minimum Standards of Academic Progress Are Not Achieved – Appeals for Reinstatement of Financial Assistance

A student who does not make satisfactory academic progress for two semesters in a row will be placed on Financial Assistance Suspension until the requirements for satisfactory academic progress are met. The student will be notified in writing of the financial assistance suspension. In such cases, the student can appeal the decision to the Office of Student Financial Services. The appeal must be submitted in writing within two weeks of being placed on financial assistance suspension and contain the following:

• A specific explanation of the extenuating circumstances which prevented the student from achieving satisfactory academic progress including exact dates and details as appropriate.
• A success plan for the future that addresses the prior issues that prevented academic success and describes the changes that will be made by the student to ensure future success.
• At least one letter of academic support from an instructor that the student has had while at the University of the Arts, and/or the student’s academic advisor.
• Any appropriate documentation (medical records, death certificate, etc.)

The following types of mitigating circumstances may be considered when a student appeals: extended illness, recent diagnosis of documented learning disability, death in the family, and changes in educational objective. The Office of Student Financial Services may request additional documentation and/or require a personal interview with the student. After the review, the Office of Student Financial Services will notify the student in writing of the action taken.

If the Office of Student Financial Services determines that the Academic Progress Standards can be waived for one semester, the student will be placed on Financial Assistance Probation. At the end of the probationary semester if academic requirements have been met, the probationary status will be removed. If academic requirements have not been met, the student will be placed on Financial Assistance Suspension.

Once financial assistance has been discontinued, it will be reinstated provided:

• The student has successfully achieved the required number of credits and grade point average;
• The student has requested reinstatement in writing; and
• Funds are still available.

Reinstatement is not automatic. The student is responsible for making certain that the grades and credits completed have been properly posted with the Registrar prior to requesting reinstatement of financial assistance. Students are encouraged to file all financial assistance application forms by the University of The Arts’ established deadline so that once reinstatement has been granted, he or she can be considered for assistance as quickly as possible.

A student who is denied assistance based on qualitative or quantitative standards will be considered for assistance when standards have been met. No aid may be awarded retroactively to the semester(s) in which standards were not met.

PHEAA State Grant Appeals

The University has no authority to make exceptions to PHEAA state grant policies. Students wishing to appeal the loss of state grants must write a letter of appeal to PHEAA. Appeal letters must include documentation of those significant events (major illness, severe injury, or family upheaval such as divorce or death) that impacted the student’s academic performance. Students wishing to appeal the loss of state grant eligibility are urged to do so as soon as such information is known, as the state requires several weeks (typically 8-10) to respond to appeals.

Verification

The federal government selects FAFSA applicants for a process called Verification. Students may be flagged for verification if unusual or conflicting information is reported on the FAFSA or if information varies from year to year.
The purpose of verification is to find and correct common mistakes made during the filing of the FAFSA. A student whose application is under verification must provide the necessary information to complete the verification process before need-based financial aid can be awarded. If the verification process is not completed, a student will not be considered for any need-based financial aid. Thus, it is important to return the information and requested documentation as soon as possible.

Frequently Asked Questions About Verification

• Why was I selected for verification? – The federal government randomly selects FAFSA applicants for verification. Students may also be flagged for verification if conflicting or confusing information is reported on the FAFSA.
• When will I be notified if I am selected for verification? – You will be notified of your selection for verification approximately seven (7) days after your FAFSA results have been received by UArts. (The result of your FAFSA is referred to as a Student Aid Report (SAR)).
• What will I need to provide if I am selected for verification? – If your application is selected for further review, you will be asked to submit signed statements confirming information you reported when completing the FAFSA. The Office of Student Financial Services will send an e-mail requesting the needed documentation. Examples of documentation include copy of tax forms and the verification worksheets.

2012-13 FAFSA & IRS Data Retrieval Process

Beginning with the 2012-13 academic year, financial aid offices will no longer be able to accept signed copies of federal tax returns from students and parents for FAFSA Verification purposes.
There is an easier, faster way to provide tax information for the Free Application for Federal Student Aid (FAFSA). When completing the FAFSA you will be prompted to enter your PIN and link to the IRS web site. The retrieval process will display your tax information and allow you to transfer it to your FAFSA. Our office encourages everyone to retrieve their tax data if you and your parent(s) have filed your 2011 tax return(s) prior to completing the FAFSA. Families who do not use the IRS Data Retrieval process may be required to submit an IRS tax transcript directly from the IRS to complete the federal verification process.

Option 1: Use the IRS Data Retrieval Process when completing the FAFSA online.

FAFSA provides instructions to link to the IRS while completing the FAFSA. Certain data elements such as AGI and taxes paid will be entered for you on the FAFSA. The data is considered “verified” for FAFSA purposes.

• Students and parents should apply for a Personal Identification Number (PIN). The PIN is an electronic signature necessary for quick completion of the online process. To apply go to: www.PIN.ed.gov
• The Federal Tax Return must be filed at least two weeks (if filing electronically) and 6 -8 weeks (if filing paper return) before using the FAFSA IRS Data Retrieval Process to allow the IRS time to process the return.
• Our office will still need to collect a Verification Worksheet to verify data not provided by the FAFSA IRS Data Retrieval Process (ex: copies of W-2 and 1099 forms, institutional verification forms for such items as household size, number in college, and untaxed income.)
• Certain tax filers may not be able to use the IRS Data Retrieval and will need to request an IRS Tax Transcript

To successfully use the IRS Data Retrieval option you must:

• Have a federal tax return filed with the IRS.
• Have a valid social security number.
• Have a Federal Aid Personal Identification Number (PIN)

You will be not be able to use the IRS Data Retrieval option if:

• Your marital status changes after December 31 of the same tax year.
• You filed married filing separately.
• You filed an amended return.
• You filed a foreign tax return.

Option 2: If selected for verification, you will have to submit an official tax transcript.

An official tax transcript will be required for tax filers not able to use the IRS Data Retrieval process or who make changes to FAFSA data after using this process.

You will also be required to verify the following data elements:

• Child support paid, the child(ren) for who it is paid, the person to whom it is paid.
• Food Stamp Benefits.

The Office of Student Financial Services appreciates your patience as we implement this new requirement of the U.S. Department of Education.

How the IRS Data Retrieval Tool Works

When either a parent or student selects the IRS Data Retrieval option, the FAFSA Central Processing System (CPS) will:

• Conduct a data match with the IRS.
• Redirect you to a secure IRS website.
• You will permit the IRS to transfer income data to the CPS Processor.
• Successfully matched data will be noted on the FAFSA as, “Transferred from the IRS.”

A successful match between CPS and the IRS will:

• Eliminate requesting federal income tax return transcripts, as long as FAFSA data fields are not subsequently changed on your FAFSA.
• Avoids reporting errors and processing delays that can otherwise occur.

Please note that you may still be required to supply other income information as part of the general verification process.

How to Obtain a Free Tax Return Transcript from the IRS

If your FAFSA is selected for verification, and you did not use the IRS Data Retrieval option or you changed the IRS data, you will be required to request a tax transcript from IRS and submit it to the Office of Student Financial Service. Personal copies of tax returns can no longer be accepted.

Three ways to request your Tax Transcript: by phone, online, or by mail. Please make sure you request a Tax Transcript. DO NOT request a Tax Account Transcript or Record of Account because they cannot be used for financial aid verification purposes.

To order by phone:

1. Call the IRS at 1-800-829-1040, then select the following prompts:
2. Option 2 (Personal Income Taxes)
3. Option 1 (Tax History)
4. Option 2 (Tax Return Transcript)
5. Enter and verify Social Security number (if joint return both SSN’s required)
6. Enter and verify number of street address
7. Press 2 for Tax Transcript and indicate which year (i.e. 2011)

To order online:

1. Go to www.irs.gov, then select the following:
2. Click Order a Tax Return or Account Transcript located in the left-hand column
3. Click Order a Transcript under Step 3
4. Enter your SSN, Date of Birth, Street Address, and Zip Code
5. Click Continue
6. Select Transcript for Tax Year (i.e. 2011)
7. Click Continue

To order by mail:

1. Complete Form 4506-T (Request for Transcript of Tax Return)
2. Form 4506-T is available online at http://www.irs.gov/pub/irs-pdf/f4506t.pdf.
3. Mail to the address indicated on the form

Your transcript(s) will be mailed within 5 to 10 days from the IRS.

For Additional Information

Listed below are numbers to call if a student receives an incomplete notification or does not receive notification within six weeks of application filing.

1-319-337-5665
1-800-4-FEDAID
www.fafsa.ed.gov

PHEAA Grant Line
1-800-692-7392
www.pheaa.org

The University of the Arts
1-800-616-ARTS
www.uarts.edu

The Office of Student Financial Services
1-215-717-6170
fax 1-215-717-6178
finaid@uarts.edu