Responsibilities, Requirements, & Policies

Rights and Responsibilities of Aid Recipients

Before receiving funds, students must follow these steps:

  • All aid recipients are required to be degree-seeking.
  • All aid recipients must have a high school diploma or GED in order to receive funding.
  • Any financial aid applicant, who has been selected for verification by the federal programs, state programs or by the institution, must complete the verification process prior to disbursement of any financial aid funds.
  • Every financial aid recipient is required to notify the Financial Aid Office whenever they drop or add courses.

Aid recipients may continue to receive funds provided they:

  • Maintain satisfactory academic progress in the course of study they are pursuing.
  • Are not in default on any Federal loan at any institution.
  • Do not owe a refund on grants previously received under EOF, SEOG, PELL, TAG or any other state or federal financial aid program.
  • Are citizens or nationals of the United States or in the United States for other than a temporary purpose and intend to become permanent resident.

 

General Eligibility Requirements

To qualify for federal, state and BCC need-based financial aid and most assistance other than scholarships, you must meet the general eligibility requirements:

  • Demonstrate financial need.
  • Have a high school diploma or general education diploma (GED) or be able to benefit from the education or training offered.
  • Be enrolled or accepted for enrollment in a degree or certificate program, or in another program leading to a recognized educational credential.
  • Be a U.S. citizen, U.S. national or eligible non-citizen.
  • Maintain satisfactory academic progress in your degree or certificate program of study.
  • Meet the defined criteria to each financial aid program.

 

Burlington County College Verification Policy

In accordance with Federal Regulations any student’s Free Application for Federal Student Aid (FAFSA) information may be selected for a process called verification by the U.S. Department of Education (ED) and/or the Financial Aid Office. During the review process, information reported on the FAFSA is verified for accuracy against documentation submitted by the student and/or their parent(s).  An application may be selected for verification at any time throughout the award year. Verification must be complete in order for a student to receive/keep their financial aid awards.

When a student’s file is selected for verification, they will be notified by the Student Aid Report (SAR) from ED and/or by letter from Burlington County College.

Burlington County College verifies student information based on guidelines set forth by the Department of Education. Burlington County College does reserve the right to request additional information from students and/or parents such as Tax Return Transcripts to resolve incorrect or conflicting information.

Students are encouraged to submit documentation as quickly as possible with emphasis on Burlington County College Priority deadlines which are published online. However, a student is able to submit verification documentation before the last day of the academic year in which the student has been selected for verification in order to satisfy the verification requirement.

Failure to comply with verification will result in the student being ineligible for Financial Aid Awards for the academic year.

Award Notification Letters are mailed when verification is complete and the student Web Advisor account is updated. Any changes to eligibility will be reflected on the award notification letter which details the student’s award eligibility.

 

Financial Aid Census Date

In accordance with federal regulations, the Office of Financial Aid will recalculate student aid awards based on the enrollment status as of the published Census Date. The Census Date is typically the end of the 10th day of class for both Fall and Spring terms. Refer to the Deadlines and Updates page for those dates for current and upcoming terms.

Generally, this policy typically coincides with the end of the drop/add period for the traditional 15 week courses. If you are enrolled and attending less than full time as of census date, your aid will likely be less than what was reported to you in your initial award letter. This is because students are initially awarded based on the expectation of full-time enrollment.  Aid is then adjusted on census date to their actual enrollment.

For financial aid purposes, there are generally 4 enrollment levels: 

  • Full-time (12 or more credits)
  • 3/4-time (9 -11 credits)
  • 1/2-time (6 - 8 credits)
  • Less than 1/2-time (1-5 credits)

If you increase your enrollment level after the census date, you may not be eligible to receive additional financial award increases.

** If a student initially enrolls for the semester after the Census Date, the date of their initial enrollment will be the student’s Census Date for that semester.

 

Repeated Coursework Policy (Effective July 1, 2011)

The Department of Education published Program Integrity regulations which affect the enrollment status for students who repeat courses. These regulations may impact a students financial aid eligibility and awards, including the Federal Pell Grant, the Federal Supplemental Educational Opportunity Grant (FSEOG), Direct Loans, and Federal Work-Study.  Beginning in the Fall 2011 semester, regulations prevent the Financial Aid Office from paying for a course that has been passed and repeated more than one time.  In order for a repeated course to be counted towards your enrollment status for financial aid purposes, you may only repeat a previously passed course once (a total of two attempts).  If you enroll in a previously repeated and passed course for a third time, this course will not count towards your enrollment for financial aid purposes.  Examples of repeated courses: 

  • Allowable: Repeated courses may be included if the student received an unsatisfactory or failing grade. There is no limit on the number of attempts allowable if the student does not receive a passing grade.  Grades of A, B, C, D, P (Remedial) and O are considered passing grades. 
  • Allowable: Student is enrolled in 15 credit hours which include 3 credits repeating a previously passed course. Since the student is enrolled in a minimum of 12 credits which are not repeats, the student's financial aid eligibility is not impacted by the repeat.
  • Not permissible: Student receives a D in a course and decides to repeat the course to improve his/her GPA. The student may repeat this passed course one time, but if the student wants to repeat it a second time, the second repeat would not count for financial aid eligibility.

Examples:

  1st Attempt 2nd
Attempt/First Repeat
3rd
Attempt/Second Repeat
Can Class Count towards FA Eligibility?

Course 1

F

D

Enrolled

Yes

Course 2

C

Enrolled

---

Yes

Course 3

D

C

Enrolled

No

Course 4

D

F

Enrolled

No

Course 5

W

F

Enrolled

Yes

Explanation of the Above Examples:

  1. Yes, the credits are counted towards the financial aid eligibility because the students first attempt was a fail. The repeated credits clock started with the second attempt that resulted in a grade of D.
  2. Yes, these credits may be counted, even though it was previously passed, because it is the first time the class is being repeated.
  3. No, this course was previously passed and this is the third attempt. Two attempts = maximum attempts that these credits can count towards financial aid eligibility, because the course has been passed.
  4. No, the class credits are no longer considered for financial aid eligibility because it has been previously passed, and this is the second time it is being repeated.
  5. Yes, because this course has never been passed so may still be counted towards financial aid eligible credits.

Details of the new regulations 

  • Repeated enrollment that is not aid eligible will be excluded from the student's enrollment status for the term.
  • Federal Title IV financial aid will be recalculated based on the student's adjusted enrollment status.
  • This recalculation will be applied regardless of whether a student received aid for previous course enrollments.
  • Some courses are repeatable per college policy and are not restricted by these regulations.
  • All repeated courses do affect financial aid satisfactory academic progress calculations. A repeated course along with the original attempt must be counted as attempted credits.
  • If you are in a class that is not eligible for payment, but the class is part of an approved educational plan for SAP purposes, you will not be penalized for repeating the class, but you cannot receive financial aid for that class.

Important Reminder
The Financial Aid Office does not determine if a student may repeat a class, only whether a student may be eligible for financial aid for a repeated class. For more information on your academic programs policy regarding repeat coursework, contact Academic Advising. In addition, every repeated course will impact Satisfactory Academic Progress calculations since all repeated courses are counted as attempted credits that will be factored into a students completion rate.

Complete Regulation Q&A can be found here: http://www2.ed.gov/policy/highered/reg/hearulemaking/2009/course.html

 

Refund Policy for Title IV Funds

The term Title IV Funds refers to the federal financial aid programs authorized under the Higher Education Act of 1965 (as amended) and includes the following programs: Unsubsidized Federal Stafford loans, Subsidized Federal Stafford loans, Federal PLUS loans, Federal Pell Grants, and Federal SEOG. FSA refers to Federal Student Aid.

    • A FSA credit balance occurs whenever the College credits FSA program funds to a students account and the total amount of those FSA funds exceeds the students allowable charges.
    • If FSA disbursements to the students account at the College creates a FSA credit balance, the credit balance will be paid directly to the student or parent as soon as possible, but no later than 14 days after:
      • the date the balance occurred on the students account, if the balance occurred after the first day of class of a payment period.

Students have the option of setting up direct deposit or obtaining a free prepaid debit card to have their FSA credit balances deposited to through Sallie Mae. If the student does not sign up for either option then a financial aid refund check is generated and mailed to the student.
All students are notified via email when the refund is ready to be deposited or mailed:

    • Students need to update mailing address, if not current,
    • No exceptions policy all checks are mailed. Checks cannot be picked up at the College.

NOTE: FSA regulations refer to the amount of aid that exceeds the allowable charges as a credit balance. College administrators sometimes refer to this as a refund; however, it is not the same thing as a refund under the Colleges refund policy.
The College may not require a student to take any actions to obtain his or her credit balance. It is the sole responsibility of the College to pay, or make available, any FSA credit balance within the 14-day regulatory timeframes.

Return of Title IV Funds Policy

The Financial Aid Office is required to return funds received under Title IV if a student withdraws from all classes during the term before completing more than 60 percent of the term. The adjustments are calculated based on any of the following actions:

  • The date the student officially withdraws or is expelled, or
  • The students last date of attendance at a documented academically-related activity, or
  • The date the College determines the unofficial date of withdrawal, or
  • The date the student is reported by the faculty for non-attendance.

Title IV aid is earned in a prorated manner on days attended up to or greater than the 60 percent point in the semester. Title IV aid is viewed as 100 percent earned after that point in time.

All withdrawals for financial aid students are monitored by the Financial Aid Office. Students who withdraw from courses and/or reduce their course loads after registration may have their financial aid reduced accordingly.

In accordance with the federal regulations, the Financial Aid Office will return funds to the Title IV Fund programs in the following order: Unsubsidized Federal Direct Loans, Subsidized Federal Direct Loans, Federal PLUS Loans, Federal Pell Grants, Federal SEOG, other Federal sources of aid.
The Colleges responsibilities in regard to the return of Title IV Funds are:

  • Providing each student with the information given in this policy
  • Identifying students who are affected by this policy and completing the Return of Title IV Funds calculation for these students.
  • Returning of Title IV Funds that are due the Title IV programs.

 

The students responsibilities in regard to the Return of Title IV Funds include:

  • Notification of proper withdrawal from the college i.e. completion of the required withdrawal documents.
  • Returning of Title IV programs any funds that were disbursed directly to the student and which the student was determined to be ineligible for via the calculation.

Failure to repay the overpayment to the College will jeopardize the students eligibility for continued enrollment at the College.

Refund Policy for State Funds

Students in state aid programs (example: TAG, EOF) must complete more than the first four weeks of the semester to earn 100 percent of the aid they have been awarded. Aid will be reduced if the student does not meet the attendance requirement. Aid adjustments based on the number of weeks of attendance will be made according to the Colleges published refund policy. The Financial Aid Office will assume the responsibility for returning overpayments received by the College and the student to state aid programs. Students are responsible for paying the college any overpayments that were disbursed directly to the student, which the student was determined to be ineligible to receive, based on the refund calculation.

The procedures and policies listed above supersede those published previously and are subject to change at any time. Any notification of a withdrawal should be in writing and addressed to an academic counselor and the Registration Department.