Policies and Procedures

Table of Contents

I. Introduction

Santa Barbara City College's Financial Aid programs stem from a belief that student aid services should facilitate and foster the successful academic participation of financially needy students. As part of its commitment to students’ positive college experience, the Financial Aid Office provides this information to help students better understand their relationship with financial aid.

State and federal regulations allow community colleges participating in financial aid programs discretion when establishing college specific policies and procedures. This manual represents SBCC’s current practices whenever state and federal regulations determine that policy decision-making is the responsibility of the college.

It is the goal of the Financial Aid Office to provide students with the most current policy information affecting their financial aid while and SBCC. Accordingly, as new state or federal regulations take effect or college practices evolve, this manual will be updated.

For further information, comments, or questions please contact Brad Hardison, Santa Barbara City College Financial Aid Director.

II. Academic Year

Minimum Academic Year Definition

Academic programs offered at SBCC are calculated in units and measured by semesters. SBCC establishes two 16 week semesters (fall and spring) and one 6 week summer session per academic year. This meets the federal minimum academic year definition (30 weeks of instruction minimum).

For example, during the 2005-2006 academic year, instruction for the Fall 2005 semester begins Monday, August 29, 2005 and ends on Saturday, December 10, 2005. This provides 15 weeks of instruction. With the additional week for finals, the Fall 2005 semester is 16 weeks long.

For financial aid purposes, this definition is important because it affects how payment periods are calculated. SBCC makes financial aid payments based on the college’s semester. A student’s financial aid is calculated by semester, rather than by weeks or classes attended.

Programs Offered

SBCC offers an Associate in Arts degree (AA) and an Associate in Science degree (AS), both which meet the minimum academic year definition. In addition, SBCC offers certificate programs which also meet the minimum academic year definition. For the most updated list of certificate programs approved for aid at SBCC, refer to the SBCC participation agreement with the US Department of Education.

III. Cost of Attendance

Cost of attendance refers to the average amount a full-time student enrolled in classes at SBCC can expect to spend during the semester. It is different for students living independently or at home, or who are residents of California or from another state.

Included in COA

The cost of attendance covers:

· Tuition and Fees

· Books and Supplies

· Room and Board

· Personal Expenses

· Transportation

Determination of COA

Every year, SBCC’s Financial Aid Office reviews the California Student Aid Commission’s most current Student Expenses and Resources Survey (SEARS). It is a broad survey of students’ budgets and expenses from UCs, CSUs, community colleges, independent, and private career institutions. If the survey is not from the current year, it is adjusted for inflation.

Then the cost of attendance information from two other nearby institutions is reviewed. The University of California, Santa Barbara’s student budget is considered because the school is in the same geographic area as SBCC. The California State University, Channel Island’s student budget is also consulted because it is the closest CSU.

Each year California legislators establish the cost for tuition per unit. The average amount of units enrolled at SBCC or full-time enrollment units are used along with information about health and transportation fees. This sets the amount for tuition and fees while information from the SEARS is used to establish amounts for books and supplies and personal expenses. Finally, UCSB’s student budget information about room and board and transportation is used because of the close geographic proximity and shared residential areas.

In this way, the Financial Aid Office establishes a recommended cost of attendance which is reviewed by the EOPS/Financial Aid Advisory Committee for suggestions.

The cost of attendance is subject to change depending on legislative activity. It sets the maximum amount of financial aid a student can receive for the year. It represents a modest budget by which a student can live adequately while attending SBCC.

Not Included in COA

Currently, SBCC does not vary cost of attendance for particular programs, including study abroad or online coursework. Neither does SBCC make any adjustments to cost of attendance using professional judgment.

IV. Ability to Benefit

Funds Subject to ATB

Any student who has not graduated from high school or received a GED and would like to receive federal financial aid (Pell, SEOG, work-study, federal student and parent loans) must demonstrate an ability to benefit from college enrollment. SBCC’s Assessment Center will guide students through the process which must be completed before the student can be approved for federal financial aid.

ATB Testing

After taking SBCC’s regular college assessment test, the student will have to pass either the College Board’s Assessment and lacement Services (APS) for community colleges (Form B) or the Combined English Language Skills Assessment (CELSA) designed for ESL students. Students are assigned to a test based on their performance on the college assessment test and are permitted to retest two times during any one semester to try to qualify for federal financial aid.

Age of Compulsory School Attendance

The Admissions & Records Office at SBCC has personnel who check all Admissions applications for those students who are of the age of compulsory school attendance for the State of California. There are various procedures in place to check under what conditions such a student can attend SBCC.

V. Packaging Policy

When a student applies for financial aid, the funds will usually come from more than one source. This combination of financial resources is referred to as packaging.

Available Financial Aid Sources

Every institution has the option of which kind of financial aid programs to offer to its students. SBCC participates in the following financial aid programs:

• Federal Pell Grant

• Federal Supplemental Educational Opportunity Grant (FSEOG)

• Federal Work Study

• Academic Competiveness Grant (ACG)

• Federal Stafford Loan Program (subsidized and unsubsidized student loans and parent loans)

• Board of Governor’s Fee Waiver Program (BOGFW)

• Cal Grant B and C

• Extended Opportunity Programs and Services (EOPS) grants

• Scholarships

• Alternative loans

Definition of Financial Need

Students are packaged for financial aid (given financial aid from several of the programs for which a student is eligible) based on the student’s financial need. Financial need is determined by a student’s Expected Family Contribution (EFC) as compared to SBCC’s Cost of Attendance (COA).

To meet with federal regulations, SBCC defines the neediest students as those whose EFC = $0.

Resources Included in Award Packaging

Financial aid packages are awarded as follows:

The BOGFW is awarded to those students who qualify for the program. SBCC awards the amount listed in SBCC’s Cost of Attendance for every eligible student even if the student is taking units which differ from the average enrollment information used to calculate the Cost of Attendance.
The Pell Grant is awarded to students who meet the federal criteria. The amounts of the award vary as the federal government determines.
The SEOG is first awarded to Pell Grant eligible students with EFC = $0 to help ensure that the neediest students receive financial assistance. If there are SEOG funds available after all students with EFC = $0 have been awarded, then awards are given to students according to federal guidelines using $100 increments in EFCs. For an SBCC student, the minimum SEOG award is $50 per semester ($100 per academic year) and the maximum SEOG award is $240 per semester ($480 per academic year). SEOG funds are prioritized for the fall and spring semesters at SBCC. However, if there are available funds after spring awards, then summer SEOG grants are offered.
Federal work-study is awarded. SBCC offers a maximum of $2700 per semester ($5400 per academic year) and a minimum of $3000 per academic year.

These are the only programs that SBCC includes as part of a student’s financial aid package.

Resources Not Included in Award Packaging

SBCC’s financial aid packaging does not include any kind of loan (student, parent, or alternative). Information is provided per student request about loan programs.

However, since SBCC is a 2 year school, students should note that loans are limited to federal sophomore amounts. Also, for loan amount purposes, SBCC only considers units completed at SBCC. Transferable units from other institutions do not count towards establishing a student’s academic level for borrowing purposes. Otherwise, SBCC follows federal regulations for loans as part of a student’s financial aid.

SBCC does not also include the Academic Competiveness Grant (ACG) in the student's initial financial aid package. This is awarded to students on an individual basis after reviewing their eligibility.

VI. Verification Policy

Verification Process

Each year the US Department of Education designates financial aid recipients whose documentation will be verified. SBCC verifies every file identified by the federal government as part of its own verification process. Financial aid recipients’ files are verified all year using a verification worksheet designed by SBCC which complies with federal regulations.

Verification Documentation

A dependent student is required to provide copies of the student’s parent’s tax return as well as the student’s personal tax return. An independent student is required to provide the student’s personal tax return and that of the student’s spouse, if the student is married. In both cases, only complete tax returns (1040’s with all schedules, signed by the tax payer or with the tax preparer’s stamp) will be accepted. For a student who has not filed tax returns, copies of the student’s W-2 forms are required.

Verification Deadline

Once a student is selected for verification, they are required to submit all documentation within 30 days of the date the letter was sent.

Secondary Verification

SBCC uses a secondary verification process specific to the campus. For example, SBCC verifies all the dependency questions except for age from the FAFSA, i.e. “Are you married?” If a student is independent only because they are married, then the marriage certificate is requested as part of the secondary verification process.

Eligibility Changes Resulting from Verification

If the verification process results in a change of a student’s financial aid eligibility, SBCC repackages the student for financial aid based on their new eligibility status and notifies the student with a new award letter.

Corrections are made in the Financial Aid System and sent to the Central Processing System through ED Connect. Students are notified of corrections through receipt of an acknowledgment form from the CPS.

VII. Eligibility Issues

Citizenship Documentation

SBCC uses any acceptable documentation in the Federal Student Aid Handbook for US citizens or permanent residents.

Conflicting Data

If in the process of reviewing a student’s financial aid file, SBCC’s Financial Aid Office notices conflicting data, the conflict must be resolved before awarding can take place.

Resolving Conflicting Data

The process of resolving the conflicting data is for the Financial Aid Office to:

send out a form to the student if appropriate
send a postcard to the student with a question or a request for additional documents
send a post card to the student with a request that the student contact the Financial Aid Office
have a phone conversation with the student.

Timelines

SBCC will not award a student financial aid until the student replies and the conflicting data is resolved. Additionally, if conflicting data turns up even after the first disbursement to a student, the conflicting data must be resolved before additional disbursements can be made.

SAR Comments

The Financial Aid Office meets once a year to determine which Student Aid Report (SAR) comments in addition to the federally required comments it will resolve.

Resolving SAR Comments

The same process used for resolving the federal SAR comments is used to resolve the college selected comments. Students are contacted by mail and asked to provide documentation or submit forms to the Financial Aid Office. This process can happen anytime during the year when an SAR comment is generated that needs resolving.

Monitoring Mid-Year Transfers

When awarding a student within the academic year, sometimes the Financial Aid Office determines that the student was not enrolled at SBCC during the previous semester, (i.e. awarding for spring and the student was not enrolled in fall). In this case, SBCC checks NSLDS to calculate what the student was paid in Title IV aid, (Pell Grants, SEOG, and loans), and determines if any of the student’s scheduled awards need to be changed. These adjustments are made manually to keep the students awards within the federal limits.

VIII. Deadlines

Financial Aid Deadlines

SBCC lists deadlines for documentation on the Financial Aid Office website and in the Terms of Offer information mailed to students.

Late Documents

SBCC does not accept documents that are submitted late. If there are extenuating circumstances, the student should talk to an advisor and the decision is made on a case by case basis by the Financial Aid Director.

IX. Student Rights and Responsibilities

Rights

Students at SBCC applying for and receiving financial aid have a right to the following:

1. Information on all financial assistance available, which includes all federal, state, and institutional financial aid programs.

2. Disclosure of deadlines for applications of each financial aid program and for any supporting documentation.

3. Specific information regarding fees, tuition and the refund policy for those who drop out of school (withdraw).

4. An explanation of how students are selected for receipt of financial aid and how financial need is determined. This process includes a consideration of costs of tuition and fees, books and supplies, room and board, transportation, personal and miscellaneous expenses, etc., plus the student’s income and assets, parental contribution, other financial aid (such as scholarships) and so on.

5. Knowledge of what resources are considered in the calculation of student need.

6. Knowledge of how a financial aid package is determined.

7. An explanation of various programs awarded in the student’s financial aid package. If a student feels unfairly treated, a reconsideration of the award may be requested.

8. An explanation of the portion of financial aid the student received that must be repaid and what portion is grant aid or work study and does not need to be repaid. If the aid is a loan, the student has the right to know what the interest rate is, the total amount to be repaid, when the repayment is to begin, and the conditions of deferment and cancellation.

9. Knowledge of how SBCC determines whether students are making “satisfactory academic progress” and the consequences of not meeting this requirement.

10. A student has the right to challenge or appeal the student’s financial aid award or any other decision of the Financial Aid Office pertaining to the student, which does not fall under the jurisdiction of federal or state regulations. The right includes: answers to questions, explanations of policies and decisions and request for reconsideration.

Responsibilities

Students at SBCC applying for and receiving financial aid are responsible for the following:

1. Reviewing and considering all information about SBCC’s academic programs before enrolling.

2. Completing all the application forms ACCURATELY AND COMPLETELY and submitting them to the right place on time. If this is not done, financial aid could be delayed. Since errors cause misunderstanding and misrepresentation of information provided, errors must be corrected before any financial aid can be received. Intentional misreporting of information on application forms for federal financial aid is a violation of the law and is considered a criminal offense subject to penalties under the U.S. Criminal Code, and subjects the student’s application to denial. Additionally, regulations require that all cases of suspect fraud emanating from misrepresentation, be reported to the Office of the Inspector General.

3. Promptly returning all additional documentation, verification, corrections and/or new information requested by either the Financial Aid Office or the agency or agencies to which an application was submitted.

4. Reading and understanding all forms that the student is asked to sign.

5. Notifying the lender (if the student has a loan) of changes in the name, address or school enrollment status.

6. Performing the work that is agreed upon in accepting a college work-study award.

7. Knowing and complying with the deadlines for application or reapplication for aid.

8. Knowing and complying with the SBCC Federal Aid Refund Policy.

9. Repaying financial aid funds if it is determined that the student was ineligible to receive the funds.

X. Board of Governors Fee Waiver (BOG Fee Waiver)

The Board of Governors Fee Waiver Program is available to any California resident who meets the financial eligibility requirements or qualifies through another program. California state law pertaining to the BOG fee waiver allows community colleges discretion in certain areas. These are SBCC’s practices with regards to the BOG fee waiver policies outlined in the California Community Colleges Chancellor's Office Board of Governors Fee Waiver Program and Special Programs 2005-2006 Program Manual:

1. SBCC’s Financial Aid Office considers the summer session a “trailer” for the academic year. (3.1) If a student applies for a BOG fee waiver for the summer session of 2005, the student is in effect applying for financial aid for the 2004-2005 academic year, not the 2005-2006 academic year.

2. If a student wants to qualify for the BOG fee waiver under Part A then the student must submit the BOG fee waiver application with the appropriate supporting documentation. SBCC does not provide any other supplemental form for use with the FAFSA for BOG Part A eligibility. (2.2.2)

3. If SBCC Admissions enrolls a student without a social security number, then the student may receive a BOG fee waiver as long as they are a California resident and otherwise qualify for the program. (3.4.1)

4. A student who fails to register with selective service in accordance with the law (50 USC App 451 et seq.) may still receive a BOG fee waiver at SBCC as long as they otherwise qualify for the program. (3.4.7)

5. If a student signs the BOG fee waiver application and reports a registered domestic partnership, SBCC does not require additional documentation to verify the student’s status. (4.1.2)

6. If a student requests a dependency override, the student is required to submit the FAFSA. Then SBCC applies the same criteria used for federal purposes for that same student, doing so on a case-by-case basis and requiring the same documentation. (4.1.4)

7. If a student is independent only under the BOG fee waiver application criteria, SBCC accepts the information on the signed application without requiring any additional documentation. (4.1.5)

8. In order to qualify under Part A for the BOG fee waiver, SBCC accepts the following documentation: (4.2.2)

a. TANF cash assistance – the student must provide a copy of their current Golden State Advantage card and a letter from the county confirming that the student will receive assistance during the period of time for which the student is requesting financial aid.
b. SSI/SSP – the student must provide a copy of a letter from SSI/SSP stating their projected monthly benefits or a yearly summary. In either case, the documentation must span the period of time for which the student is requesting financial aid.
c. General Assistance – the student must provide a print out from the county confirming that the student will receive assistance during the period of time for which the student is requesting financial aid. Evidence of the student receiving food stamps or medi-cal is not enough.

9. If a student wants adjustments made to the student’s/family’s income for Part B of the BOG fee waiver then the student must submit a FAFSA and request special circumstances consideration. Professional judgment is not used by SBCC for the BOG fee waiver application alone. Any consideration will be in the context of a broader determination of a student's eligibility for all types of financial assistance as provided for in Section 4.4.2 of the California Community Colleges Chancellor's Office Board of Governors Fee Waiver Program and Special Programs 2005-2006 Program Manual. (4.3.3)

10. Title 5 of the California Code of Regulations requires documentation of those who are eligible for the BOG fee waiver program under Part B. SBCC requires all eligible students to self-certify their information and does not collect any additional documents. (4.3.4)

11. The BOG fee waiver is considered an award in the package of financial aid to meet the enrollment fee as assessed per the California Code of Education. The amount listed by SBCC is currently $377 per semester for students eligible for the program under part B. (4.5) This amount is determined annually by the following formula:

average full-time enrollment units 14
times cost per unit x $26
$364

equals BOG fee waiver award for Part B $364

For students who qualify under Part A, the amount to cover the campus transportation fee of $19 is added. The BOG fee waiver award for students qualifying under Part A is $364 + $19 = $383.

12. Students must provide documentation demonstrating eligibility for the Dependents of Law Enforcement or Fire Suppression Personnel Fee Waiver. SBCC requires a letter from the appropriate public agency indicating that the student is the surviving spouse, registered domestic partner or the child, natural or adopted of a deceased person who met all of the requirements of Education Code Section 68120. (5.6.1)

The letter must be on agency letterhead and indicate for the deceased person, that:
a. He or she was a resident of California;
b. He or she was employed by a public agency;
c. His or her principal duties consisted of active law enforcement service or active fire
suppression and prevention;
d. He or she was killed in the performance of active law enforcement or active fire
suppression and prevention duties.

13. SBCC establishes all students’ eligibility for the BOG fee waiver program the same day the student’s application is received. Thus, there is no “pending eligibility status”. The last day to establish eligibility for the BOG fee waiver for the fall and spring semesters is the last day of the spring semester. Similarly, students have until the last day of the summer semester to establish BOG fee waiver program eligibility for the summer semester. (6.2)

14. SBCC will reimburse students for fees if the student establishes BOG fee waiver eligibility after having paid the fees. Students have until the last day of the spring semester to request reimbursement for fall and spring fees and until the last day of the summer semester to request reimbursement for summer fees.

If SBCC determines that a student is eligible for the BOG fee waiver program at the time of application, then SBCC does not pursue the repayment of fees if the student later becomes ineligible for the program. (6.4)

XI. Satisfactory Academic Progress

SBCC's Financial Aid Satisfactory Academic Progress Policy has been designed to strengthen and reinforce the relationship that should exist between financial aid and successful academic participation.

Federal and California state regulations require that schools establish satisfactory academic progress standards for students applying for and receiving federal aid. These regulations require that the Financial Aid Office review all periods of a student’s enrollment history regardless of whether financial aid was received, to determine if a student is making satisfactory academic progress towards an educational goal. A student’s progress will be evaluated at the end of the fall, spring and summer semesters by the standards outlined below. All periods of enrollment will be evaluated regardless of whether or not financial aid was received. Any academic transcripts received by the Financial Aid Office from other colleges will be evaluated using the same Satisfactory Progress Policy as outlined below.

These standards apply to all students who apply for and receive financial aid from the following programs:

· Cal Grant B and C

· Federal Work Study

· Federal Pell Grant

· Federal Stafford Loan Program (including Parent Loans)

· Federal Supplemental Educational Opportunity Grant (FSEOG)

Students only receiving the Board of Governor’s Fee Waiver (BOGW), Alternative Loans, and Campus or Off Campus Scholarships will not be subject to this policy.

Educational Objective

Students receiving financial aid at SBCC must be enrolled in a course of study leading to an A.A. degree, an A.S degree, a certificate, or transfer program to a 4-year college or university.

Satisfactory Academic Progress Criteria

In order to satisfy Satisfactory Academic Progress requirements, financial aid recipients must:

1. Earn a minimum GPA of 2.00 for all classes attempted during the semester and have a
minimum 2.00 cumulative GPA at the end of the second academic year.

2. Complete a semester minimum unit expectation as defined by enrollment status. For
example, a full-time status student will be expected to complete 10 units per semester.

Grade Point Average

Grade symbols of A, B, C, D, or Pass earned during Fall, Spring or Summer will be considered as acceptable for courses completed and Satisfactory Academic Progress consideration. “Pass” grades will be assigned the equivalent value of a 2.00 GPA. Courses completed with an F, I, No Pass, IP, W or RD will not be considered acceptable for satisfactory academic progress. Courses completed with a WM (withdrawal for military service) are excluded from the determination. Even though a “D” is considered a passing grade, the total GPA must not fall below 2.00 for each semester.

Students must have a minimum cumulative GPA of 2.00 at the end of their second academic year at SBCC to continue eligibility for financial aid.

Minimum number of units to be completed each semester

A financial aid student’s enrollment status is defined by the number of units the student is enrolled in as of the census date of the semester as reflected on a student’s transcript. The minimum number of units a financial aid student should complete is listed below.

ENROLLMENT STATUS UNIT COMPLETION REQUIREMENT

Full Time (12+ units /semester) 10 units per semester

¾ Time (9-11.9 units/semester) 8 units per semester

½ Time (6-8.9 units/semester) 5 units per semester

Less Than ½ Time (5-5.9 units/semester) 4 units per semester

Less Than ½ Time (4- 4.9 units/semester) 3 units per semester

Less Than ½ Time (3-3.9 units/semester) 2 units per semester

Less Than ½ Time (.1-2.9 units/semester) 1 unit per semester

Maximum Time Length

Federal regulations require that institutions establish a maximum time period or unit total for a student to complete an educational objective (degree/certificate/transfer) if financial aid is received. Financial aid recipients will be considered to be making satisfactory academic progress if they complete their educational objective in the time frame indicated below. The educational objective as indicated on the Financial Aid application will be used for this determination.

Associate Degree:

This requires completion of a minimum of 60 units at SBCC. Students must complete their goal by the time they have attempted 90 units.

Transfer:

A student is allowed to transfer a maximum of 70 units to the four year colleges and universities. Students must complete this goal by the time they have attempted 105 units.

Certificate:

SBCC offers a number of Certificate Programs each requiring a specific number of units for completion. Students enrolled in Certificate programs must complete their goals by the time they have completed 150% of the number of units required for the specific requirement. For example a student enrolled in a program which is an 18 unit Certificate, must complete that goal by the time her or she has attempted 27 units.

All English as a Second Language classes and up to 30 units of remedial course work are deducted from the units attempted when determining satisfactory academic progress.

The college will only fund up to three different educational objectives for a student while at SBCC.

The Financial Aid Office may not fund the same course more than once.

Individual Education Plans (IEPs) may be required as students get close to reaching their maximum time frame for their specific goal or to clarify their educational goal.

Financial Aid Probation/Disqualification

The Financial Aid Office will evaluate each financial aid recipient's academic progress each semester. Each semester-end evaluation will include a GPA review as well as an assessment of progress made toward completion of the semester minimum unit expectation. Students placed on financial aid probation or disqualified from financial assistance will be so notified in writing.

Financial Aid Probation

Students will be placed on financial aid probation if they fail to complete their unit expectation as defined by enrollment status or if they earn less than a 2.0 GPA for all courses attempted each semester. Financial assistance will be continued during this probationary semester.

If at the end of the probationary semester a student completes the unit expectation as defined by enrollment status with a minimum GPA of 2.0, they will be removed from financial aid probation. Students not completing sufficient units to meet the projected annual minimum unit expectation requirement during the probationary semester will be subject to disqualification from financial assistance.

Financial Aid Disqualification

Financial aid recipients will be disqualified from financial assistance if, for two consecutively enrolled semesters, they fail to complete the minimum semester unit expectation as defined by enrollment status, or if they earn less than a 2.0 G.P.A. for all courses attempted each semester. Financial aid recipients will also be disqualified from financial assistance if they fail or withdraw from all their classes in a semester regardless of census date.

Reinstatement

A student, who was previously disqualified, may have their financial aid reinstated if they meet their semester unit expectation as defined by enrollment status with a minimum GPA of 2.0. The student should complete the same unit expectation in the reinstatement semester as the semester he or she was disqualified for aid. To be reinstated, the student must submit to the Financial Aid Office a copy of all grades showing courses completed along with a written request.

Appeals

A student appeal may be filed for not meeting the GPA standard or the unit expectation. Students may also appeal if they have reached the maximum time frame. Appeals may be filed for the following mitigating circumstances:

· Medical Problems

· Family Emergency

· Other Documented Extenuating Circumstances

An appeal form can be obtained from the Financial Aid Office. The student is responsible for presenting sufficient information and documentation to substantiate the existence of mitigating circumstances. The Financial Aid Appeal Committee will initially review the appeal. If the student wishes to appeal that decision, he/she may make a written request to have a hearing before the EOPS/Financial Aid Advisory Committee. The decision of the Advisory Committee is final.

SBCC’s SAP Policy was adopted by SBCC Board of Trustees on May 22, 2003 (Policy 3273)

XII. Return to Title IV (Receiving Federal Funds and Withdrawing)

Federal regulations for financial aid require that students who withdraw from their classes before the 60% point of the semester must return part of their financial aid funds to the U.S. Department of Education because the money is unearned if a student is not enrolled in classes.

Withdrawing from classes can happen in two ways. SBCC students can withdraw on their own while instructors also have the choice of dropping a student who does not attend class. (Some instructors choose not to drop students even if they do not attend class.)

The Admissions Office publishes the withdrawal date for each semester as part of the school calendar. The Financial Aid Office will determine the amount of federal financial aid (Pell Grant, SEOG, student loans, parent loans) that a student earned as of the withdrawal date using federally approved methods to perform the calculations. The order in which Title IV program funds will be returned will follow the federal regulations as outlined in the Federal Student Aid Handbook.

Students will be notified by mail if they are required to repay any portion of the financial aid they received. Students are given 45 days to repay the amount to SBCC. After 45 days, the student will owe the U.S. Department of Education directly.

If a student owes money to the U.S. Department of Education, they are ineligible to receive federal financial aid from any college or institution until they clear that debt.

Students will become eligible for federal financial aid only after they have repaid the full amount or made arrangements directly with the Secretary of Education. SBCC does not make repayment agreements directly with students other than allowing students 45 days to repay the full amount owed.

If a student receives an “F” in a course, the Financial Aid Office automatically considers it a withdrawal. The student will be contacted by mail and asked if the grade is based on absence from the class or if it is an earned grade. If a student can prove that they attended class past the withdrawal date (the 60% point of the semester) then the grade is earned and the student will not be required to repay federal financial aid. Otherwise, the student has 45 days to repay the amount owed or it becomes a debt with the U.S. Department of Education and the student will not be eligible for federal financial aid until the debt is resolved.

Sometimes students are owed money even though they withdraw from classes. In this case, a student will be notified by mail of their eligibility for a post withdrawal disbursement and given 10 days to request payment. If the student does not request the post withdrawal disbursement within 10 days of receiving the notice, it will no longer be available.

XIII. Financial Aid Resources Available

SBCC makes several financial aid resources available to its students including state, federal, and local funds. Some funds are need-based, meaning the funds go to the most financially needy students who qualify first. There are also non need-based funds which are available to any students who qualify for the programs regardless of their income or that of their parents. Please refer to the Financial Aid Office’s Types of Aid webpage for detailed information.

Need-based programs include Pell Grant, Federal Supplemental Education Opportunity Grant (SEOG), subsidized student loans, work-study, Board of Governor’s Fee Waiver Program (BOG), Cal Grant, and some scholarships.

Non need-based programs include unsubsidized student loans, parent loans, alternative loans, and some scholarships.

Students who would like to be considered for financial aid must apply using either the Free Application for Federal Student Aid (FAFSA) or the BOG. Both forms can be found on the Financial Aid Office’s website or by following the hyperlinks above. Some financial aid resources require a student to submit additional application materials; scholarships, for example, might have a completely separate form to submit to the funding agency. The Financial Aid Office is not responsible for the application process of outside resources like non-SBCC scholarships, but all students are encouraged to apply for scholarships that might contribute to their financial resources while attending college.

XIV. How and When Financial Aid Will be Disbursed

SBCC chooses to disburse all financial aid funds to eligible students in two disbursements per semester with the only exceptions being scholarships and loans.

For instance, if a student is eligible for a Pell Grant, then half of the funds the student is eligible to receive will be disbursed at the beginning of the semester and the remaining funds will be disbursed one week after the withdrawal date listed on the financial aid calendar.

All scholarships are distributed in one disbursement per semester.

For subsidized, unsubsidized, and parent loans: If the loan is for an academic year, then half is disbursed in the Fall and the second half is disbursed in the Spring. If the loan is for only one semester, then the entire amount is disbursed in two payments that semester.

For alternative loans: The loan is disbursed one disbursement per semester.

Federal and state regulations allow SBCC to begin disbursing financial aid to eligible students up to 10 days before the first day of class. Those students whose financial aid files are complete and funds ready will have their student accounts credited with their first disbursement sometime during the 10 days before class begins. SBCC continues crediting the first disbursement of financial aid to eligible students when their files are complete every week during the semester. If they are eligible, students can expect their second financial aid disbursement one week after the withdrawal date listed on the financial aid calendar each year.

For example, if a student is eligible to receive a $500 Pell Grant for the year ($250 for Fall and $250 for Spring) and decides to borrow $2000 for the year ($1000 for Fall and $1000 for Spring), then:

· Within 10 days before the Fall semester begins, the Financial Aid Office will disburse one half the Fall Pell Grant and the Fall loan ($1125)

· One week after the withdrawal date for the Fall semester the Financial Aid Office will disburse the second half of the Pell Grant for the Fall ($125)

· Within 10 days before the Spring semester begins, the Financial Aid Office will disburse one half the Spring Pell Grant and the Spring loan ($1125)

· One week after the withdrawal date for the Spring semester, the Financial Aid Office will disburse the second half of the Pell Grant for the Spring semester ($125)

XV. Consumer Information

As a service to students and in order to comply with federal regulations, several campus offices coordinate and track consumer information.

Alcohol and Drug Abuse Resources

SBCC’s Health & Wellness Center provides alcohol and drug abuse resources. This includes educational programming, peer health education programs, resources and counseling, as well as referrals to community service agency counseling and rehabilitation programs. Contact Program Director Susan Broderick at 965-0581 x2298 or via email to broderic@sbcc.edu for more information.

Student Right to Know Act

Admissions & Records coordinates disseminating the information for the Student Right to Know Act based on data obtained from Institutional Research. In accordance with the Student Right to Know Act, SBCC includes information regarding completion, graduation, and applicable transfer out rates in the materials that accompany the paper Admissions application to the college. An electronic copy of the document is also available online as part of the Application Instructions.

Campus Security Report

The Security Office on campus prepares the security report that is disseminated by Admissions & Records. The school's campus security report accompanies materials given to students when they enroll for classes in person. Since SBCC does not offer online enrollment at this time except for online classes, this is how the majority of students receive the information.

Equity in Athletics Disclosure Act

The Equity in Athletics Disclosure Act is prepared by the Athletics Department. The college is required to provide disclosure of athletic program participation rates and financial support data as part of the Equity in Athletics Disclosure Act (EADA). This information is available to the student online by accessing a Department of Education website at http://ope.ed.gov/athletics/.

FERPA

The Family Educational Rights and Privacy Act (FERPA) of 1974 affords students certain rights with respect to their educational records. They are:

· The right to inspect and review the student’s educational records within 15 days of the day the college receives a request for access.

· The right to request the amendment of the student’s educational records that the student believes are inaccurate or misleading.

· The right to consent to disclosures of personally identifiable information contained in the student’s educational records, except to the extent that FERPA authorizes disclosure without consent.

· The right to file a complaint with the U.S. Department of Education concerning alleged failures by SBCC to comply with the requirements of FERPA.

Each time staff gives information about a student to anyone, staff must:

· Have a record of the request for access and each disclosure of student information.

· Make sure the record identifies the parties who requested the information and their basis for such request.

· Make sure the record disclosures must remain in the file for as long as the educational records are maintained.

XVI. Loan Policy

Each educational institution decides which loan programs it will make available to its students. SBCC offers several loans to students who qualify.

Financially needy students can apply for Stafford subsidized student loans. Non need-based loans are also available to students who are interested in borrowing. These include unsubsidized Stafford loans, Parent Loans for Undergraduate Students, and alternative loans (educational or private loans).

A student interested in loans while attending SBCC is considered a “first-time borrower” if they are requesting a loan for the first time at any school. SBCC checks the National Student Loan Data System (NSLDS) and if the student has any loan history in the system then the student is not considered a first-time borrower.

BCC defines the loan period based on the semester a student requests the loan. The loan period can either be an academic year (Fall and Spring semesters) or a single semester (Fall, Spring, or Summer).

Students taking out a loan are required to participate in entrance and exit interviews. Entrance interviews take place in group sessions for students who have never borrowed for classes at SBCC. Even if a student is not a first-time borrower, if the student is borrowing for the first time at SBCC they are required to attend an in-person group entrance interview. Students who have borrowed from SBCC in the past can either participate in an in-person group interview or an online entrance interview.

Also, every student loan borrower is required to complete an exit interview at the end of the Spring semester. Students will receive a letter from the Financial Aid Office and should return the completed document.

SBCC is required to document student attendance at the entrance and exit interviews. Roll is taken at the in person interviews and online interview generate an e-mail notification to the Financial Aid Office once the interview is completed. The Financial Aid Office maintains a mailing list as proof of participation in the exit interview.

XVII. Professional Judgment

Financial Eligibility

In cases of extenuating circumstances affecting a student’s financial eligibility, the student or the student’s parent can request special consideration by submitting the appropriate (student or parent) Special Circumstances Appeal form. The forms can be obtained from the Financial Aid Office or by downloading them from the financial aid website.

student or a student’s parent should consider requesting review of the student’s eligibility if either experience:

1. loss of employment

2. loss of income due to divorce or legal separation

3. loss of income due to death of a spouse

4. one-time income

5. loss or hardship due to natural disaster.

The documentation required in each case is listed on the Secial Circumstances Appeal form.

Dependency Override

A student can request to be considered independent if the student does not meet the federal requirement by submitting the Dependency Override Request form. The form is available from the Financial Aid Office or by downloading it from the financial aid website. The required documentation is listed on the Dependency Override Request form.

Issues of professional judgment are reviewed by the Financial Aid Director for final determination.

XVIII. Cal Grant Administration

Award Packaging and Notifcation

After appearing on the Cal Grant Roster, students are awarded Cal Grants if their file is complete and packaged. At that time, determination of the elgibility criteria for the Cal Grant award is done.

New and Renewal Cal Grant recipients are notified of their Cal Grants on their award letter from the school. Revised award letters are sent to students if the Cal Grant is added subsequent to the initial award notification. Students are also able to review their awards, including the Cal Grant, online via the campus student portal at any time.

Disbursement of Funds

Cal Grant B Access and Books Supplies payments are credited to student's account no earlier than 10 days before the start of the semester. The same is true for Cal Grant C payments. The dates of the earliest first and second disbursement for each term can be found on the financial aid calendar. Cal Grants are disbursed in two payments per term.Cal grant payments are adjusted at the second disbursement to account for the enrollment of student's at that time for the term. Cal Grants are disbursed weekly throughout the term as students become eligible for the funds. Cal Grant payments are based on classes that the student is attending or will be attending within 10 days. Refund checks from Cal Grant payments to student accounts are sent within 3 to 7 days of crediting the student account and verifying enrollment status.

Funds Credited to Student Account

Cal Grant B and C payments are credited to student accounts along with other financial aid. Cal Grant funds are used to pay for mandatory institutional charges in all cases unless the student notifies the Financial Aid Office in writing to not use their Cal Grant funds in this manner. This authorization from the student would affect future Cal Grant payments until canceled by the student.

Refunds and Repayment

Since Santa Barbara City College only awards Cal Grant B and C awards which are not specifically for tuition and fees, the college does not consider Cal Grants in the federal Return to Title IV calculations referenced in the Return to Title IV section of this document. Eligibility for Cal Grant awards (i.e. Satisfactory Academic Progress, Enrollment, Eligible Program, Default Status, Residency, etc) are checked at the time of awarding and again at the time of disbursement preventing the need for repayment.

Overawards

At the time Cal Grants are awarded, any overawards are resolved by reducing other aid sources or the Cal Grant award so students do not exceed need or Cost of Attendance. Prior to each disbursement, overaward reports are worked to identify any new overawards as the result of additional resources. Any students recieving Cal Grants would be part of those reports and any overawards resolved.