Eligibility and Policies

The federal regulations require a return of Title IV funds on a proportional basis if a student received federal financial assistance and withdrew or ceased attendance on or before completing 60% of the enrollment period. The percentage of Title IV aid to be returned is calculated based on the number of days a student actually attends classes compared to the total number of days in the enrollment period.

The official withdrawal date will be either the date the student begins the withdrawal process or the date the student provides official notification of intent to withdraw. The unofficial withdrawal (for a student with failing grade(s)) will be reported by the instructor(s) based on the last date of attendance.

Example

A student was awarded $2000.00 in Title IV financial aid funds during a 75-day enrollment period. The student attends for 15 days and then withdraws (15/75). Percentage of Title IV aid earned = 20%.

20% of original award of $2000.000 = amount of funds earned = $400.00.
Since the student only earned $400.00 of the original award, $1600.00 will be returned to the funder.

For instance, when a Service member stops attending due to a military service obligation, Arapahoe Community College will work with the affected Service member to identify solutions that will not result in student debt for the returned portion.

Return of Unearned Title IV Aid (34CFR 668.22)

The federal regulations require schools to perform calculations within 30 days from the date the school determines a student’s withdrawal and to return the funds within 45 days of the calculation. 

If a student does not pay the balance owed to the institution within 45 days of the date of notification, the balance will be forwarded to the State of Colorado Collections Agency and the student’s records will be placed on financial hold. In addition, any grant funds owed to the government will be transferred and reported as an “overpayment” to the U.S. Department of Education.

Aid Programs Subject to the Repayment Calculation will be returned in this Order

•     Federal Direct Loans: Unsubsidized and Subsidized
•     Federal Parent PLUS Loan
•     Federal Pell Grant
•     Federal Supplemental Educational Opportunity Grant (FSEOG)
•     Other Federal Aid

Please review our Satisfactory Academic Progress Procedure or the CCCS system policy for information. If you are notified by the Financial Aid office that you are ineligible for aid, you cannot continue receiving financial aid funds until the matter is resolved.

To appeal for reinstating eligibility for financial aid, you must:

• Complete the Ineligible for Aid Appeal Form.
• Answer these questions and attach documentation:
  • Why were you unable to meet the academic standards to receive financial aid?
  • What has changed significantly to allow you to be academically successful in future terms?
  • Attach supporting documentation of extenuating circumstances
    • This may include but is not limited to court documents, medical documents, birth/death records, etc.
• Meet with an Academic Advisor and complete a 2-semester plan or graduation plan that must be signed by the Academic Advisor. Attach this plan to your appeal. Emailed signatures are acceptable as long as they are sent from the advisor's arapahoe.edu email address.
• Print a copy of your degree audit.
  • Log into myACC
  • Select DegreeCheck icon
  • Print your degree audit
  • Attach this to your appeal

The U.S. Department of Education (Department) has instituted processes that identify students who have an Unusual Enrollment History. Unusual Enrollment History is defined by the Department as a student who has been awarded Pell Grant funds at multiple institutions but did not earn any academic credit at each of those institutions.

Any student who has been identified by the Department as having an unusual enrollment history will have their file reviewed and will be required to submit additional documentation before a determination is made as to whether or not the student may receive Title IV aid at ACC.

If ACC determines, based on a review of the student’s academic records and other documentation, that the student is not eligible to receive Title IV aid at ACC, the student has a right to appeal.

A student may appeal to reinstate Title IV aid eligibility by submitting the following in an appeal packet:

1. Completed Unusual Enrollment History Appeal form
2. Written statement: The written statement should address what prevented you from earning academic credit at each of the institutions previously attended. Each prior school must have a separate explanation. Address what has changed significantly to allow academic success in future semesters.
3. Supporting documentation: Attach supporting documentation of extenuating circumstances, including, but not limited to court documents, medical documents, birth/death records, military withdrawal, etc. Official transcripts from each of the previously attended schools must be included.

The completed packet must be submitted to the ACC Financial Aid Office. Appeals will be reviewed by a committee and the student will be notified of the decision within 14 days.

Student Rights

You have the right to:

1. Know what financial assistance is available from ACC, including information on federal, state, and other financial aid programs.
2. Know the deadlines for submitting applications for each of the financial aid programs available.
3. Know the cost of attending ACC, the refund policy, and the repayment policy.
4. Know the criteria used by ACC to select financial aid recipients.
5. Know how ACC determines financial need. This process includes how costs for tuition, room and board, books and supplies, travel, and miscellaneous expenses are considered in establishing your budget.
6. Know what resources (such as parental contribution, scholarships, financial aid, income and assets, and other resources) are considered in the calculation of your need.
7. Know what portion of your financial need, as computed by ACC, has been met.
8. Request an explanation of the various programs included in your financial aid package, and to appeal for a review of your award if you feel that it does not adequately meet your needs.
9. Know what portion of your financial aid package is a loan that must be repaid. If your award package does contain a loan, you have the right to know the interest rate, the total amount that must be repaid, the repayment procedure, the length of time you have to repay the loan, and when payments are scheduled to begin.
10. Know what portion of your financial aid package is from part-time student employment, the conditions of employment, and how and when you will be paid.
11. Know how the College determines whether you are making satisfactory progress in your course of study and what happens to your financial assistance if you do not make satisfactory academic progress.

Student Responsibilities

You have the responsibility to:

1. Keep your physical address updated at all times.
2. Complete all application materials on time and submit them to the appropriate agency or office.
3. Activate your college-assigned email account and monitor it at least once a week. This is critical to receive important information regarding awards or missing documentation.
4. Pay special attention to and accurately complete your application for financial aid. Errors can result in long delays in your consideration for financial assistance and may result in your inability to receive assistance due to the lack of funds. Intentional misreporting of information on applications for federal financial aid funds is a violation of the law and is considered a criminal offense subject to penalties under the U.S. Criminal Code.
5. Promptly return all additional information, documentation, verification, and/or corrections requested by the Financial Aid Office.
6. Read and understand all documents you are asked to sign, and keep copies for your personal records. The Financial Aid Office at ACC should not be used as a holder for a student’s permanent records.
7. Read and accept full responsibility for all agreements you sign.
8. Notify your student loan lender(s) of changes in your name, address, and/or student status if you have a loan or loans.
9. Perform the work you have agreed to in accepting a College Student Employment award.
10. Know and comply with the refund/repayment policies and procedures of ACC.
11. Understand the conditions under which each element of your financial aid package is offered and comply with the criteria for retention of your financial aid awards.
12. Notify the Financial Aid Office if you receive assistance of any kind, from any source, that was not reported on your application for financial aid. Any such additional sources of assistance may cause your aid package to be reduced or canceled. This includes but is not limited to:
    • Private scholarships/Foundation scholarships/grants
    • Bureau of Indian Affairs (BIA) Awards
    • Work Force Center Assistance
    • Vocational Rehabilitation (Voc Rehab)
13. Report financial aid received, with the exception of loans, to the Internal Revenue Service (IRS) as income if the aid received is greater than the tuition and fees charged plus the amount paid for books and supplies. Students are strongly encouraged to contact the IRS for specific details. Students are advised to keep records of tuition and fee charges, books, supplies, etc., for all semesters that they attended during a calendar year.
14. Enroll for classes that apply towards your degree. Classes taken by audit or portfolio do not qualify as financial aid hours attempted and will be considered as non-completion of a course.
15. A drug-related conviction while receiving federal financial aid will disqualify you for aid for one year or more.
16. To review ACC’s website regarding crime statistics.

Professional judgment involves reviewing your financial aid application when you or your parent or spouse experience a change in income or expenses that was not reflected on your Free Application for Federal Student Aid (FAFSA). A professional judgment may be granted when changes in income or assets are significant enough to result in increased aid eligibility.

Adjustments may be considered for loss of income for the following reasons:

• Job termination, reduction of hours worked, or retirement
• Marriage, divorce, separation, or death of a spouse after FAFSA filing
• Loss or reduction of taxable social security benefits
• Changes in child support or alimony paid or received
• Adjustments to parent income for non‐discretionary medical, dental, or disability expenses paid during the tax year (must exceed 11% of the “Income protection allowance”)
• For other circumstances ‐ please contact the Financial Aid office to determine if a professional judgment may be an option

To request a Professional Judgment review, complete a FAFSA online. Your original financial aid file must first be completed before you will receive an offer of financial aid. Then, complete the professional judgment form found on the ACC Financial Aid webpage and provide all requested documentation. Additional documents may be requested later- please be sure to check your student email account regularly. Allow 4 to 6 weeks for processing the request after your original application has been processed and the required documentation has been received. If the professional judgment results in increased eligibility for aid, you may become eligible to receive additional assistance. Adjustment to income, however, does not guarantee that additional aid will be awarded.