SHARE YOUR PASSION

Policies and Procedures

Policies_and_ProceduresApplying

To apply for financial aid at VanderCook, all students must complete a Free Application for Financial Student Aid (FAFSA). We encourage applicants to file the FAFSA online at www.fafsa.ed.gov using a PIN for their electronic signature. Students and parents who need a PIN may apply at www.pin.ed.gov. VanderCook’s Title IV code is 001778. Applications for financial aid should be completed by April 1st for the following fall term.

Verification

Students may be randomly selected by the Department of Education for verification. Students selected for verification may be asked to submit additional information including signed tax returns for the parent(s) and student, a verification worksheet, and other financial documents.

Award Notifications

After the financial aid process has been completed, students will receive an award letter detailing their eligibility. This letter is an estimate of the available assistance that a student can expect to receive during the academic year.

Federal Refund Policy (Return of Title IV)

The federal government mandates that students who withdraw from all classes may only keep the financial aid they have "earned" up to the time of withdrawal. Title IV funds that were disbursed in excess of the earned amount must be returned by VanderCook and/or the student to the federal government. This situation could result in the student owing aid funds to VanderCook, the government, or both.

Candidates may voluntarily withdraw from the college at any time. The candidate must notify the appropriate dean in writing of the intention to withdraw. The date the letter is received will be considered the last day of enrollment.

Candidates who do not attend any registered classes for a consecutive period in excess of two weeks (14 consecutive calendar days) without permission of the appropriate dean are voluntarily withdrawn from all classes. The official last date of enrollment will be fixed as two weeks from the last date of attendance in classes, as determined from an examination of class attendance records.

In general, the law assumes that the student must "earn" federal financial aid awards directly in proportion to the number of days of the semester the student attended.  In other words, a student earns financial assistance as they attend class.  If a student completely withdraws from all classes during a semester, VanderCook must calculate the portion of the total scheduled financial assistance earned. If the student received (or the college received on behalf of the student) more assistance than earned, the unearned excess funds must be returned to the federal programs.

To determine the amount of aid the student has earned up to the time of withdrawal, the Financial Aid Office will divide the number of calendar days the student attended classes by the total number of calendar days in the semester (less any scheduled breaks of five days or more).  The resulting percentage is then multiplied by the total federal funds that were disbursed (either to the student's account or to the student directly by check for the semester.  This calculation determines the amount of aid earned by the student that he can keep. However, VanderCook and/or the student must return the unearned amount (total aid disbursed less the earned amount) to the federal government. The Financial Aid Office will provide instructions to students who are required to return funds to the government.

Any unearned Title IV aid must be returned to the federal government within 45 days of the date of the determination of your withdrawal.

Allocating Returned Title IV (Federal) Aid

Funds that are returned to the federal government are used to reduce the outstanding balances in individual federal programs. Financial aid returned must be returned in the following order:

•    Federal Direct Unsubsidized Stafford Loan
•    Federal Direct Subsidized Stafford Loan
•    Federal Direct PLUS Loan (Parent Loan)
•    Federal Direct Graduate PLUS
•    Federal Pell Grant
•    Federal SEOG
•    Federal TEACH Grant
•    Iraq Afghanistan Service Grant

Post-Withdrawal Disbursement

If a financial aid eligible student withdraws from courses prior to disbursement, a calculation is completed to determine the amount of earned aid for the term. This disbursement may help to reduce a student’s balance for the withdrawn term. This disbursement is called a Post-Withdrawal Disbursement.

If a student qualifies for a Post-Withdrawal Disbursement, any funds the student is eligible to receive, based on the return calculation, will be applied to the student’s account within 30 days. If a student qualifies for a Post-Withdrawal Disbursement from loan funds, a letter will be sent to the student (or parent in case of a Direct PLUS Loan) stating the amount of the loan disbursement the student is eligible to receive. The student must then reply within 14 days to give authorization for the disbursement. If written authorization is not received, the loan will be cancelled, and updated with Direct Loans.

Federal Student Financial Aid Penalties for Drug Law Violations

A student who has been convicted of an offense under any Federal or State law involving the possession or sale of illegal drugs for conduct that occurred during a period of enrollment for which the student was receiving federal aid as defined as grant, loan, or work assistance, during the period beginning on the date of such conviction and ending after the interval specified in the following table.

If convicted of an offense involving;

Possession of a Controlled Substance:

Ineligibility Period

First Offense -1 year

Second Offense -2 years

Third Offense- Indefinite

Sale of a Controlled Substance

Ineligibility Period

First Offense -2 years

Second Offense -Indefinite

A student who has lost eligibility for financial aid based on the possession or sale of a controlled substance may regain eligibility before the above stated ineligibility period if:

The student successfully completes a drug rehabilitation program that;

1. Includes at least two unannounced drug tests; and

2. Has received or is qualified to receive funds directly or indirectly under a Federal, State, or local government program;

a. Is administered or recognized by a Federal, State, or local government agency or court;

b. Has received or is qualified to receive payment directly or indirectly from a Federal – or State – licensed insurance company; or

c. Is administered or recognized by a Federal – or State – licensed hospital, health clinic or medical doctor.

SATISFACTORY ACADEMIC PROGRESS

Standards

As required by the U.S. Department of Education, VanderCook has established a policy to determine if an otherwise eligible candidate is making satisfactory academic progress in his or her education program and may continue to receive Title IV assistance. Title IV pro­grams include Federal Pell Grants, Federal Supplemental Educational Opportunity Grants, Federal Work Study, and William D. Ford Federal Direct Loans. There are three components of this policy: Qualitative Measure (cumula­tive GPA), Pace (formerly “Quantitative Measure,” or at­tempted courses completed), and Maximum Time Frame.

Criteria

The following are minimum standards required for a candidate to be eligible for state and federal financial assistance. These standards apply to all candidates, including those who do not currently or have not previ­ously received such aid.

Undergraduate Candidates

Qualitative Measure: Minimum Cumulative GPA All undergraduate candidates are expected to achieve and maintain a minimum cumulative GPA of 2.5 (C+) on a 4.25 scale.

Pace: Minimum Completion of Coursework Pace is calculated by dividing the cumulative number of hours the candidate has successfully completed by the cumulative number of hours the candidate has attempt­ed. The resulting percentage must be 67% or higher for undergraduate candidates at VanderCook.

Attempted hours are defined as any course in which an undergraduate candidate is enrolled after the add/ drop period has ended each semester. Successfully completed hours are defined as the hours in which an undergraduate candidate received a grade of D or above. Incompletes, withdrawals, repetitions, trans­ferred credits from other institutions, and failed course­work are all included in attempted hours. All academic terms are included in the calculation of pace, regardless of whether or not the candidate received financial as­sistance during the term.

Maximum Time Frame The maximum time frame for which an undergradu­ate candidate may receive financial assistance may not exceed 150% of the published length of the program measured in credit hours. The published length of the undergraduate program is 138 credit hours. The maximum time frame during which an undergraduate candidate may be eligible for financial assistance must not exceed  207 total attempted credit hours, includ­ing transfer and/or advanced placement credit (138 x 150% = 207 credit hours).

Additionally, undergraduate candidates must complete the requirements of their degree program within ten years from the date of first enrollment at VanderCook.

During their professional education coursework, a student may opt to change majors to the Bachelor of Music (pre-certification) degree track.  If this occurs, the student will take the same coursework as a Bachelor of Music Education degree candidate without the final semester of student teaching and professional education seminar classes.  A student changing majors is still expected to complete the program within the maximum timeframe.  In limited circumstances, appeals will be considered.

TCEP Candidates

Qualitative Measure: Minimum Cumulative GPA All entitlement candidates are expected to achieve and maintain a minimum cumulative GPA of 3.0 (B) on a 4.25 scale with no more than 20% of all credits (ex­cluding incompletes and withdrawals) below a B level.

Pace: Minimum Completion of Coursework Pace is calculated by dividing the cumulative number of hours the candidate has successfully completed by the cumulative number of hours the candidate has attempted. The resulting percentage must be 75% or higher for entitlement candidates at VanderCook.

Attempted hours are defined as any course in which an entitlement candidate is enrolled after the add/drop period has ended each semester. Successfully complet­ed hours are defined as the hours in which an entitle­ment candidate received a grade of C or above. Incom­pletes, withdrawals, repetitions, transferred credits from other institutions, and failed coursework are all included in attempted hours. All academic terms are included in the calculation of pace, regardless of whether or not the candidate received financial assistance during the term.

Maximum Time Frame The maximum time frame for which an entitlement can­didate may receive financial assistance may not exceed 150% of the published length of the program measured in credit hours. The published length of the entitlement program is 93.5 credit hours. An entitlement candidate may therefore attempt up to 140.25 hours to complete the program (93.5 x 150% = 140.25 credit hours).

Additionally, entitlement candidates must complete the requirements of their program within seven years from the date of first enrollment at VanderCook.

Graduate and Master’s & Certification Candidates

Qualitative Measure: Minimum Cumulative GPA All graduate and master’s and certification candidates are expected to achieve and maintain a minimum cu­mulative GPA of 3.0 (B) on a 4.25 scale, with no more than 20% of all credits (excluding incompletes and withdrawals) below a B level.

Pace: Minimum Completion of Coursework Pace is calculated by dividing the cumulative number of hours the candidate has successfully completed by the cumulative number of hours the candidate has attempted. The resulting percentage must be 75% or higher for graduate and master’s and certification candidates at VanderCook.

Attempted hours are defined as any course in which a graduate or master’s and certification candidate is enrolled after the add/drop period has ended each semester. Successfully completed hours are defined as the hours in which a graduate or master’s and certifica­tion candidate received a grade of C or above.

Incompletes, withdrawals, repetitions, transferred cred­its from other institutions, and failed coursework are all included in attempted hours. All academic terms are included in the calculation of pace, regardless of whether or not the candidate received financial assis­tance during the term.

Maximum Time Frame – Graduate Candidates The maximum time frame for which a master’s candi­date may receive financial assistance may not exceed 150% of the published length of the program mea­sured in credit hours. The published length of the master’s degree program is 36 credit hours. A master’s candidate may therefore attempt up to 54 hours to complete the program (36 x 150% = 54 credit hours).

Additionally, master’s candidates must complete the requirements of their degree program within seven years from the date of first enrollment at VanderCook.

Maximum Time Frame – Master’s & Cert. Candidates The maximum time frame for which a master’s and certification candidate may receive financial assistance may not exceed 150% of the published length of the program measured in credit hours. The published length of the master’s and certification option is 100 credit hours. A master’s and certification candidate may therefore attempt up to 150 hours to complete the program (100 x 150% = 150 credit hours).

Additionally, master’s and certification candidates must complete their requirements within seven years from the date of first enrollment at VanderCook.

Review of Payment Periods The Financial Aid Office reviews the academic record of all candidates, including Title IV recipients and those not receiving Title IV assistance, at the conclu­sion of the fall and spring semesters. In addition, mas­ter’s and certification and entitlement candidates’ records are reviewed at the conclusion of summer semester. Undergraduate students do not have summer courses available and therefore no review is done for summer term. Any candidate who has not achieved the required cumulative GPA, successfully completed the program at the required pace, or has exceeded the maximum time frame, is no longer eligible to receive assistance under Title IV programs.

Process for calculating SAP- At the end of each payment period the all student grade reports are submitted to the Financial Aid Office by the Registrar’s Office. The grade reports are used with the program worksheet to determine if the student is meeting both quantitative and qualitative criteria of Satisfactory Academic Progress.  If the student is not meeting these standards, the student is notified via letter and in office advising of the status of his or financial aid standing. The student is notified of the option to appeal and advised of appeal procedures as noted above

Non-Credit Remedial Courses- Non-credit remedial courses do not earn academic credit and are not eligible for financial aid payment. As such, they are not evaluated in the review of the student’s satisfactory academic progress.

Second Undergraduate Degree- students seeking a second undergraduate degree are subject to the maximum timeframe component for undergraduates study. Students who reach this timeframe and wish to appeal should follow the appeal process outlined the following section. Students pursuing a second undergraduate degree are eligible for federal student loans.

Satisfactory Academic Progress Standing A candidate who has met the standards of Satisfactory Academic Progress is considered in good standing.

Candidates who have not met the minimum qualita­tive requirement and/or minimum quantitative requirement will be placed on financial aid warning. A candidate on financial aid warning may continue to receive assistance for one payment period (i.e., one semester following the term placed on financial aid warning) despite the determination that he or she is not making satisfactory progress according to the above guidelines. The Finan­cial Aid Office will assign financial aid warning status without any action taken by the candidate.
If a candidate placed on financial aid warning does not successfully meet the above standards after one semes­ter, the candidate will be notified that he or she has not met the minimum requirements of Satisfactory Academ­ic Progress. The candidate may submit a written appeal to the director of financial aid within 15 calendar days of this notification. A written appeal must include why the candidate failed to make satisfactory progress, and what has changed in the candidate’s situation that will allow him or her to demonstrate satisfactory progress at the next evaluation. Basis for an appeal may include, but is not limited to, the death of a relative, injury or ill­ness of the candidate, or other special circumstances.

Upon approval of an appeal, eligibility for financial aid may be reinstated and the candidate will then be placed on financial aid probation. While a candidate is on financial aid probation, VanderCook will require that the candidate fulfill specific terms and conditions as out­lined in an academic plan. At the end of one payment period on financial aid probation, the candidate must meet VanderCook’s Satisfactory Academic Progress standards, or the requirements of the academic plan as developed by the dean and the candidate, in order to qualify for further Title IV funds.

There is no probationary period for a graduate, master’s and certification, or entitlement candidate who has not achieved a cumulative GPA of 3.0 after attempting ei­ther 20 or more credit hours (or 37% of required hours). If at the conclusion of the financial aid warning period, a graduate, master’s and certification, or entitlement candidate has not achieved the minimum standards of Satisfactory Academic Progress, involuntary withdrawal from the program will occur.

 
Web site design and development by Americaneagle.com
© 2011-2012 VanderCook College of Music. All Rights Reserved.
Terms of Use|Site Map