Aid Information & Policies

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Receiving Aid

Your award is based on information available to us at the time the award is made. Your award is subject to change if any of the following occurs:

  • You obtain additional resources such as a scholarship, or another agency pays your tuition;
  • You obtain a degree;
  • You fail to maintain Satisfactory Academic Progress (SAP);
  • You drop to less than full-time;
  • You attend less than three quarters or two semesters in an academic year;
  • Your cost decreases due to a change in your residency status or academic program.

Your aid offer is also subject to cancellation without prior notice if you:

  • Have defaulted on a Federal Subsidized/Unsubsidized, PLUS, or Perkins Loan at any institution;
  • Owe a repayment on a grant at any institution;
  • Have failed to maintain Satisfactory Academic Progress (SAP) as outlined in our policy.

Quarterly and annual financial aid is limited by state and federal regulations. All students are assigned an annual Cost of Attendance (COA) based on their state of residency and student level (undergraduate or graduate). Also, as part of the FAFSA process, each student is assigned an Student Aid Index (SAI), which is the amount the government expects you and your family to contribute to your annual educational costs. Financial aid is limited by these two variables, COA – SAI = financial need.

For any term, you may not exceed COA with any educationally-related financial support. This includes grants, loans, scholarships, work-study, tuition waivers, third party tuition assistance, etc. In addition, you may not exceed your “financial need” in any term with need-based aid. Need-based aid includes grants, work-study, certain tuition waivers, and subsidized loans.

Many students accept all possible offered financial aid early in the financial aid award cycle. If an additional scholarship or other aid is awarded later, existing financial aid sources may need to be reduced to allow room for the additional assistance.  Whenever possible, student or parent loans are adjusted first.  In some situations, work-study and/or grant assistance may also need to be reduced and/or canceled.

  • Undergraduate: A student who has not earned a baccalaureate degree. Grant funding is limited to first-degree undergraduates.
    • Freshman: 0-44 quarter credits earned
    • Sophomore: 45-89 quarter credits earned
    • Junior: 90-134 quarter credits earned
    • Senior: 135+ quarter credits earned
  • Post-Baccalaureate: A student who has earned a baccalaureate degree and is working on an additional undergraduate degree. Post-baccalaureate students are not eligible for grant funding.
  • Teacher Certification: A student who has earned a baccalaureate degree and is working on teaching certification. Teacher certification students are not eligible for grant funding.
  • Provisional Graduate: A student who is working on undergraduate prerequisites for admittance to a graduate program. Financial aid eligibility is limited to one consecutive 12 month period. Provisional graduate students are eligible for loans only.
  • Graduate: A student with a baccalaureate degree admitted to a master’s/doctoral program.
  • Post-Graduate: A student who is working on a program beyond the graduate level.

With the exception of work-study, financial aid is normally disbursed in even quarterly or semester installments and applied first to your Eastern charges (tuition, fees, and on-campus room and board). Any remaining balance is delivered to you by mail or to your bank account via direct deposit. NOTE: Please review the EWU policy on uncashed checks.

Your aid is available the first day of each term if all of the following conditions are met at least one week prior to the beginning of the term:

  • You must be enrolled as a full-time student (8 credits for master’s/doctoral candidates* and 12 credits for all others) unless you have prior approval to receive aid as a part-time student. Wait-listed classes DO NOT count toward your total enrolled credits.
  • All required forms must be submitted to our office and you have accepted your award(s) on EagleNET.
  • You must meet the Satisfactory Academic Progress requirements outlined on our Financial Aid Policies section below.
  • All holds must be cleared.

Scholarship Disbursement

For EWU scholarships, you must return the Scholarship Acceptance form and a “thank you” letter for the donor before funds will be disbursed.

For private scholarships, your donor must send the funds to EWU before the funds can be disbursed to you.

Work-Study Earnings Disbursement

Work-study funds are paid as earned. Paydays are on the 10th and 25th of each month. Your earnings are sent by check to your mailing address on EagleNET or deposited directly to your bank account.

Loan Disbursement

For the Federal Direct and PLUS Loans, a Master Promissory Note (MPN) must be completed before money can be disbursed to you. For the Federal Direct Loan, you must complete a Loan Counseling Session if you are a first-time borrower.

The Federal Direct Parent Loan for Undergraduate Students (PLUS) will be disbursed according to the option selected by your parents on the Parent Loan Request (PLR) form.

For alternative loans, the lender must send the funds to EWU before money can be disbursed to you.

Other Aid Information

Tuition and fees are due by the end of the sixth class day of each term. After that date, unpaid accounts are assessed a $75 late fee.  Students are not dis-enrolled for non-payment or dismissed from the residence halls. Please see the Student Financial Services web pages for further details.

For students in the accelerated online graduate programs, tuition and fees are due one business day before the start of each session. Students not paid by that time will be dropped from the session with no option to re-enroll until the following session.

You may appeal for consideration of additional expenses (such as dependent child care costs) by completing a form available in the Financial Aid and Scholarship Office. We may be able to provide loan funding to help meet these expenses.

Your initial award normally assumes full-time enrollment status. If you wish to attend part-time (fewer than 8 credits for master/doctoral candidates* or fewer than 12 credits for all others), please contact the Financial Aid and Scholarship Office for aid adjustment prior to the start of the term.  If you fail to notify our office prior to the census date for the term and receive aid based on full-time status, you may owe a repayment of funds (see the Census Date & Aid Recalculation policy).

Pell Grants are generally transferable from and to other schools. Federal Direct Loans and Parent Loans require a new application at the new school. Other forms of aid (FSEOG, State Need Grant, Federal, and State Work-Study, etc.) are not transferable but may be available if the new school has remaining funds.

If you have received a bachelor’s degree, you must be seeking another degree or certification in order to be eligible for financial aid. Please contact the Undergraduate Admissions Office at 509.359.2397 to apply and confirm your admission, and the Undergraduate Academic Advising Office at 509.359.2345 to declare your major.

Financial aid may be applied to an approved study abroad program for up to one academic year. Please contact the School of Global Learning at 509.359.6275 for details.

Financial aid for the summer terms is generally limited to the College Bound Scholarship and any remaining eligibility from the prior academic year for Pell Grant and Federal Direct/PLUS loans. Once you register for the summer term, please contact the Financial Aid and Scholarship Office to be considered for summer financial aid.

Summer Aid Information

EWU’s online courses are delivered with two types of billing structures: state-support and self-support. Admitted, degree-seeking, tuition-paying students on the Cheney or Spokane campuses may take the state support section of an online course without paying additional tuition, although there is an additional per credit delivery fee.  Students enrolled in an off-campus or fully online program are classified as “self-support” and pay a per-credit rate for all courses, in person and/or online. Please see the Special Program Tuition Rate page for additional information.

Financial aid may be available for online, degree required coursework for students pursuing a bachelors or professional degree. Special regulations apply to financial aid recipients taking online courses:

  • Students enrolled in a combination of online courses and regular EWU courses are eligible for aid on the same basis as students taking regular EWU courses.  Such students will receive a standard EWU Cost of Attendance (COA). COA is not increased for additional online related charges.
  • Students utilizing online courses to qualify for financial aid must complete and submit all assignments and exams by the end of the term in which aid is received. If grade posting is delayed for any reason, receipt of future aid may be impacted.
  • Students who do not complete their online course(s) within the term they receive aid and/or do not complete any regular EWU courses, will be subject to Return of Title IV Regulations (see the Return of Title IV Funds policy).

Independent study courses are different than online courses. You may take independent study courses by registering through your academic department. These credits show as regularly enrolled classes in our system; no additional action is necessary. However, these courses must be complete by the end of the quarter for you to meet the Satisfactory Academic Progress (SAP) requirements.

Census Date & Aid Recalculation Policy

  • Quarter and Semester Coursework = 10th Class Day
  • Accelerated Coursework = 1st Class Day of Session

Enrollment for financial aid recipients is “frozen” on the later of the following:

  • The end of the census date of each term or session,
  • Date of initial award, if after the census date of the current term or session, or
  • Completed hours, if awarded aid after the end of the term or session.

Awards are determined consistent with the enrollment status on the relevant day and all Satisfactory Academic Progress calculations are based on the frozen enrollment. Consortium credits may be included, as applicable.

NOTE: By federal regulation, disbursement of Direct Loans is subject to different rules. Loans are disbursed based on enrolled hours rather than frozen hours. If a student drops below half-time enrollment prior to loan disbursement, they are not eligible for loans, regardless of frozen hours.

General

All aid awards are initially based on full time enrollment and will not disburse to student accounts until applicable full time enrollment is attained or until an award adjustment is made based on less than full time enrollment. An enrollment hold (EH and/or CPOS) is placed on student accounts for those not full time or authorized for less than full time enrollment, until resolved or census date.

  1. When Financial Aid is notified of less than full time attendance, awards are adjusted as follows:
  • Pell Grant, WA College Grant, College Bound Scholarship, and EWU Grant are prorated to match enrollment status based on Enrollment Intensity.
  • Scholarships and tuition waivers are adjusted based on the terms of the program. SEOG, WA Bridge Grant, Work Study, Direct Loans are not prorated but are limited to need and/or cost of attendance.
  1. If Financial Aid is not notified of less than full time attendance, awards will not be disbursed until aid is appropriately adjusted based on enrollment as of the term or session census date

Course Program of Study (Degree Required Courses)

Under federal regulation, federal aid (Pell Grant, SEOG, Federal Work Study and Direct Loans) is only available for coursework required for the degree as specified in the EWU catalog. Thus, some courses may not be counted in the term or session enrollment and will impact aid:

  1. For federal aid only, cost of attendance and aid will be reduced to the appropriate less than full time status.
  2. For mixed federal, state, and/or institutional aid, cost of attendance will reflect all enrolled credits for state and institutional programs, but federal aid will be reduced to the appropriate less than full time status. In cases where the student has no degree required coursework in the term, the student would be ineligible for federal aid.

Repeat Courses

Under federal regulation, students may only take a previously passed course (higher than 0.0 or D-) one additional time and receive federal aid (Pell Grant, SEOG, Federal Work Study and Direct Loans) for said course. Thus, some repeated courses may not be counted in term enrollment and will impact aid as follows:

  1. For federal aid only, cost of attendance and aid will be reduced to the appropriate less than full time status.
  2. For mixed federal, state, and/or institutional aid, cost of attendance will reflect all enrolled credits for state and institutional programs, but federal aid will be reduced to the appropriate less than full time status. In cases where the student has no degree required coursework in the term, the student would be ineligible for federal aid.

Through Census Date

  • If awarded aid has disbursed and the student subsequently changes enrollment status before the end of the census date, cost of attendance and aid will be adjusted based on enrollment status and applicable aid program rules at census. The aid adjustment may result in a balance due to the institution which is the student’s responsibility to pay.
  • If awarded aid has not disbursed, cost of attendance and aid will be adjusted based on enrollment status and applicable aid program rules at census. Enrollment holds will be cleared and available aid will be disbursed.

After Census Date

  • Awarded and disbursed aid is not adjusted for enrollment changes after the census date, unless the student withdraws from the term or session, officially or unofficially. Enrollment changes after the census date are subject to Satisfactory Academic Progress consequences, assessed at the end of term.
  • New aid awards, after the census date but before the end of the term or session, are based on enrollment as of the date of the award, and frozen enrollment is set accordingly.
  • New aid awards, after term ends, are based on complete credits, and frozen enrollment is set accordingly.

After the End of the Term and No Longer Enrolled

In qualifying instances, students who are no longer enrolled may receive grant aid retroactively based on completed hours. Such eligibility requires a valid FAFSA Submission Summary (FSS) or electronic record (one with an official Student Aid Index) during the period of enrollment.

Other Mandatory Aid Adjustments

In some cases, award adjustments are mandatory per federal regulations regardless of EWU’s census date policy:

  • Changes in eligibility (SAI, income, etc.)
  • Failure to commence attendance
  • Change in enrollment status between terms

Financial aid eligibility is finalized based on enrollment at census date and/or aid award date. Enrollment changes through the census date may require updates to aid eligibility per the enrollment and recalculation requirements detailed in this policy. Students subject to recalculation are responsible for any EWU balance due resulting from revised aid eligibility.

Satisfactory Academic Progress Policy

  • Good Status: Resulting from meeting all applicable SAP standards. Aid is not withheld.
  • Warning Status: Resulting from failure to meet one or more applicable SAP standards. Aid is not withheld. Warning status is for one term. To return to good status, during the warning term the student must satisfactorily complete all applicable SAP standards. Failure to meet all applicable SAP standards will result in suspended status.
  • Suspended Status: Resulting from failure to meet one or more applicable SAP standards. Aid is withheld. Suspended status may extend more than one term. Suspended status may be appealed; appeal approval is not guaranteed.
  • Probation Status: Resulting from an approved appeal of suspended status. Suspended aid is reinstated, on a funds available basis, in a probation status. Aid is not withheld. Probation status is for one term. To return to good status, during the probation term the student must successfully meet all applicable SAP standards. Failure to meet all applicable SAP standards will result in denied status.
  • Denied Status: Resulting from prior academic record and/or failure to meet probation status requirements. Aid is withheld; the student is ineligible. Students in denied status cannot appeal and must attend at their own expense until all SAP standards are met.

Undergraduate Students

To remain in good status, students must maintain a minimum 2.0 cumulative GPA.

  • At freshmen or sophomore level (0 – 89 earned credits, including transfer credits) a student may continue to receive financial aid if they are not academically dismissed by EWU.
  • At junior or senior level (90 or more earned quarter credits, including transfer credits), a minimum cumulative GPA applies each term. Failure to meet this standard will result in one term of warning status. Failure to meet this standard at the end of the warning term will result in suspended status.

NOTE: Pre-university (remedial) credits are not included in the GPA calculation.

Post-Baccalaureate Students

To remain in good status, students must maintain a minimum 2.0 cumulative GPA, measured at the end of each term. Failure to meet this standard will result in one term of warning status. Failure to meet this standard at the end of the warning term will result in suspended status.

Graduate & Doctoral Students

To remain in good standing, and consistent with EWU Policy AP 303-22, graduate students must maintain a minimum 3.0 cumulative GPA, measured at the end of each term. Failure to meet this standard will result in one term of warning status. Failure to meet this standard at the end of the warning term will result in suspended status.

Students who cannot regain the required minimum cumulative GPA within the probation term will automatically move to denied status and must attend at their own expense until all SAP standards are met.

To remain in good status, students must complete minimum term credits specified below for their student level (undergraduate/post-baccalaureate or graduate/doctoral. Failure to meet this standard will result in either warning or suspension status as noted below. NOTE: Pre-university (remedial) credits are counted in both earned and attempted hours for minimum term credit completion calculation.

Undergraduates / Post-Baccalaureate

Enrollment StatusCredits at the End of 10th DayGood Standing – Earned CreditsWarning – Earned CreditsSuspension – Earned Credits
Full-time12+12+6-11.50-5.5
¾ Time11116-10.50-5.5
¾ Time10105-9.50-4.5
¾ Time995-8.50-4.5
½ Time884-7.50-3.5
½ Time774-6.50-3.5
½ Time663-5.50-2.5
Less than ½ Time553-4.50-2.5
Less than ½ Time442-3.50-1.5
Less than ½ Time332-2.50-1.5
Less than ½ Time221-1.50-.5
Less than ½ Time11.50

Graduate / Doctoral

Enrollment StatusCredits at the End of 10th DayGood Standing – Earned CreditsWarning – Earned CreditsSuspension – Earned Credits
Full time8+8+ 4-70-3
¾ Time774-60-3
¾ Time663-50-2
½ Time553-40-2
½ Time442-30-1
Less than ½ Time3320-1
Less than ½ Time2210
Less than ½ Time11n/a0

To remain in good status, students must complete at least 66.7% of cumulative attempted credits, including transfer credits. Failure to meet this standard will result in one term of warning status. Failure to meet this standard at the end of the warning term will result in suspended status.

Students who cannot regain the required completion percentage within the probation term(s) will automatically move to denied status and must attend at their own expense until all SAP standards are met.

NOTE: Pre-university (remedial) credits are not counted in the earned or attempted hours for the completion percentage calculation.

Undergraduate Students (First Bachelor’s Degree)

To remain in good status, students must complete their first bachelor’s degree within the maximum time frame specified below. There are no exceptions for high credit majors, change in major, second major, and/or minors/certificates.

Federal Financial Aid

Federal financial aid eligibility is suspended at 250 attempted quarter credits / 165 attempted semester credits. This includes all transfer credits accepted by EWU and authorized proficiency credits. Pre-university (remedial) credits are not counted in this limit calculation.

  • 180 Attempted Quarter Credits / 120 Attempted Semester Credits: A first warning notice is emailed; aid is not withheld.
  • 225 Attempted Quarter Credits / 150 Attempted Semester Credits: A second warning notice is emailed; aid is not withheld.
  • 250 Attempted Quarter Credits / 165 Attempted Semester Credits: Suspended status; aid is withheld. Suspended status may be appealed; appeal approval is not guaranteed.

State Financial Aid

Washington College Grant state financial aid eligibility ends at 18 quarters of full time usage. College Bound Scholarship state financial aid eligibility ends at 18 quarters of full time usage. This includes all usage at any Washington college or university. By state RCW, there is no appeal for this limit.

Institutional Financial Aid

Institutional financial aid eligibility ends at 250 attempted quarter credits / 165 attempted semester credits. This includes all transfer credits accepted by EWU. Pre-university (remedial) credits are not counted in this limit calculation. There is no appeal for this limit.

Post Baccalaureate Students (Second+ Bachelor’s Degree)

To remain in good standing, students pursuing second (or more) undergraduate degree and/or certificate(s) must complete their subsequent degrees within a maximum time frame, 125 attempted quarter credits/85 attempted semester credits. This includes all degree applicable transfer credits accepted by EWU. There are no exceptions for high credit majors, change in major, etc.

Those completing pre-requisites for graduate school admission are eligible for Federal Direct Loans only and are limited to a maximum of 12 consecutive months of eligibility on a one-time, lifetime basis.

Master’s / Doctoral Students

To remain in good standing, graduate students must complete their degree requirements during the six year matriculation period. The maximum time frame standards apply regardless of prior receipt of financial aid. This includes all degree applicable transfer credits accepted by EWU. There are no exceptions for high credit majors, change in major, etc.

  • Academic Forgiveness – Federal regulations do not allow for the consideration of academic forgiveness in SAP calculations. Courses granted academic forgiveness are counted as attempted and earned credits and are included in the GPA calculation.
  • Academic Integrity (Pending Investigation) – Courses that are graded as an “N” due to academic integrity issues are considered attempted and earned credits, pending the investigation outcome.
  • Academic Integrity (Failed Courses) – Courses that are graded as an “XF” due to academic integrity issues are considered attempted but not earned credits.
  • AP/CLEP/IB Credits – Credits obtained through testing that are transferable and creditable are counted as attempted and earned credits.
  • Audited Courses – Audited courses are not counted in either attempted or earned credits.
  • Consortium Credits – Consortium credits count for the minimum term completion requirement, but do not affect the overall credit completion percentage, minimum GPA requirement, or maximum time frame calculations until they are transferred to Eastern.
  • Failed Course (F grade) – Failed courses are counted as attempted but not earned.
  • Incomplete Course (X) – Incomplete courses are counted as attempted but not earned.
  • In Progress Course (Y grade) – In progress courses are counted as attempted and earned for the Term Completion SAP standard, but may adversely impact other SAP standards, like Overall Completion Percentage. NOTE: Study Abroad Y grades require a study abroad transcript must be received within two terms after completion of the study abroad program.
  • Pass/No Credit Course (P/NC grade) – Pass/NC courses are generally remedial in nature and while they do count toward term completion standards, they do not count in the GPA calculation, the percentage completion calculation, or the maximum time frame calculation.
  • Pass/Fail Courses – Pass/Fail courses are generally non-remedial courses. If passed (P), they are considered in attempted and earned credits, but not in the GPA calculation. If failed (F), they are considered attempted but not earned credit and are counted in the GPA calculation.
  • Repeating Failed Courses – A previously failed course may be repeated as often as needed to pass (D- or better); repeats are considered in enrollment status, attempted and earned credits, if passed. The number of repeats is limited by university policy and may affect the maximum time frame standard.
  • Repeating Passed Courses – A previously passed (D- or better) course may be repeated only once and be countable for aid. The first repeat counts in enrollment status, attempted and earned credits, if passed. Second and subsequent repeats do not count in enrollment status, but do count as attempted and earned credits.
  • Repeatable Courses – Courses that are repeatable (defined as new curriculum each term) may be taken multiple times. All occurrences count in earned and attempted credits.
  • Remedial Courses – Remedial courses are excluded in the GPA calculation, the percentage completion calculation, and the maximum time frame calculation. They do count toward the minimum term completion requirement.
  • Running Start/College in the High School Courses – These courses are counted as earned and attempted credits and count towards all SAP standards. See the Running Start/College in the High School exception for additional information.
  • Transfer Credits – Transfer credits accepted by EWU are counted for the maximum timeframe standard. They also count toward the minimum term completion requirement if taken under a signed consortium agreement.
  • Withdrawals – Withdrawals are counted as attempted but not earned credits.

  • Right to Appeal: Suspended aid status may be appealed. See Appeal Process for details. Appeal approval is not guaranteed. Registered students in suspended status are responsible for all costs incurred regardless of appeal or appeal outcome.
  • No Right to Appeal: A denied status student is not able to appeal and is ineligible for student aid.
  • Self Reinstatement: To regain aid eligibility, the student must successfully complete full time credits (12 undergraduate, 8 graduate/doctoral) in one term with a 2.0+ (undergraduate) or 3.0+ (graduate/doctoral) GPA and meet the other SAP standards. They must also pay their EWU balance in full for the self-reinstatement term. This may be done at EWU or another school, without financial aid. If the student successfully completes full time credits over two or more terms at EWU without financial aid, or another school with financial aid, the student may be offered the right to appeal through a financial aid advisor’s professional judgment.

To be accepted for review, appeals must be based on reasons beyond the student’s control, such as a death in the immediate family, serious injury or illness, or other special circumstances. The likelihood of appeal approval significantly decreases with each subsequent appeal and/or if multiple terms are required to meet all SAP standards.

The Financial Aid Appeals Committee reviews submitted appeals on a regular basis.

  • Appeals may be submitted for reinstatement of available aid.
  • Appeals may be accepted through the 7th week of the suspended term to be considered for reinstatement for that term. Generally, appeals submitted after the 7th week of the term will be considered for the next term. Approved appeals after 10th class day will only be eligible for aid reinstatement of mandatory sources like Pell, state aid, and loans.
  • In unique circumstances, professional judgment may be used to allow a late appeal after the 7th week of the term, but at least one week before the end of the term.
  • Financial aid cannot be reinstated for a prior term.

Minimum Cumulative GPA, Minimum Term Credit Completion, Overall Completion Percentage Standards: Students in suspended status due to one or more of these standards may qualify to submit a SAP Appeal Form to the Financial Aid Office. The student must explain why they did not meet the SAP standard(s) and what has changed to allow them to meet the standard(s) in the next term. Supporting documentation is required after the first appeal.

Maximum Time Frame Standard: Undergraduate students in suspended status may qualify to appeal for federal aid by submitting a Maximum Time Frame Appeal Form to the Financial Aid Office. (Note: Graduate/Doctoral students may not appeal the maximum time frame.) The student must explain the circumstances causing the student to not complete their degree requirements within the maximum time frame allotted and include an academic plan for degree completion, created with and signed off by an EWU academic advisor. NOTE: Federal regulations define separate limits on the total amount of Pell Grant students may receive and the total amount of Direct Loans students may borrow. This appeal process does not increase those limits.

 

 

The decision of the Financial Aid Appeals Committee is final and cannot be appealed to a higher level. If denied, re-appeal is only possible on exception, with new information not previously considered. Factors for appeal denial may include but are not limited to:

  • Incomplete appeal and/or supporting documentation
  • Academic history (credits earned vs. credits attempted, GPA, repeats, etc.)
  • Number of previous suspensions, appeals, and reinstatements
  • Number of additional terms required to meet all SAP standard(s)
  • Lack of resolution to issues around failure to meet the SAP standard(s)
  • Lack of work with academic advisor and/or support services to meet the SAP standard(s)
  • Lack of demonstrated ability to meet the SAP standard(s)

OVERVIEW

The Satisfactory Academic Policy (SAP) applies to all EWU students and defines the minimum standards required to receive federal, state, and institutional financial aid.

There are four SAP standards students must meet to remain in good standing for financial aid:

I. Minimum cumulative grade point average

II. Minimum term credit completion

III. Overall completion percentage (cumulative earned credits/cumulative attempted credits)

IV. Maximum timeframe

The standards and requirements are detailed in the sections to the right. Failure to meet one or more standards will result in suspension of financial aid eligibility. Additionally, warning, probation, and denied terms may also apply.

For standards I, III, and IV, SAP assessment is based on attempted hours as of the university term census date, regardless of aid receipt, and includes applicable coursework taken prior to regular EWU admission. For standard II, SAP assessment is based on student eligibility at the time of aid award.

EWU conducts SAP assessment at the end of each payment period once notified by the Registrar grade entry for the term is complete. SAP assessment is final at time of assessment, regardless of late grade submission by faculty. Exceptions may apply in instances of institutional error.

NOTE: The university also administers an Academic Standing Policy that is separate and distinct from the financial aid SAP policy. Refer to the University Catalog for details on the Academic Standing Policy.

Satisfactory Academic Progress Appeal Forms

Students who fail to meet one or more of the four Satisfactory Academic Progress (SAP) standards may have the right to appeal. See Appeal Process and Appeal Committee Decisions for details including requirements and timeline.

 

SAP Appeal Form (Standards I, II, III) Maximum Time Frame Appeal Form (Standard IV)

 

To be accepted for review, appeals must be based on reasons beyond the student’s control, such as a death in the immediate family, serious injury or illness, or other special circumstances. The likelihood of appeal approval significantly decreases with each subsequent appeal and/or if multiple terms are required to meet all SAP standards.

Return of Title IV (R2T4) Funds Policy

The EWU Tuition Refund Policy is separate from the Return of Title IV Funds Policy. The EWU Tuition Refund Policy specifies tuition refunds are available under the following parameters:

  • From the 1st through the 6th class day – 100% tuition refund
  • From the 6th class day through the 22nd class day – 50% tuition refund
  • After the 22nd class day – 0% tuition refund

This schedule applies to both quarters and semesters.

Institutional aid and scholarships are refunded and returned to the programs up to the amount of the refund in the following order:

  • Tuition waivers and waiver-funded scholarships
  • Institutional aid, foundation scholarships, and private scholarships

Any remaining balance is then applied to any other outstanding university charges or disbursed to the student at their request.

Any requests for exceptions or examples of the refund policy should be directed to the Student Financial Services Office at 509.359.6372.

Title IV aid refers to the federal financial aid programs authorized under the Higher Education Act of 1965 (as amended) and includes:

  • Federal Pell Grant
  • Federal Supplemental Educational Opportunity Grant (FSEOG)
  • Federal Direct Loans:
    • Subsidized and Unsubsidized
    • Parent Loan for Undergraduates (PLUS)
    • Graduate PLUS Loan

The Office of Records and Registration serves as the University official for all instances of student withdrawal. The Financial Aid Office acts on information from the Office of Records and Registration to complete the R2T4 within the required timelines. Once the R2T4 calculation is complete, the student is notified.

The student’s withdrawal date is used to calculate the amount of financial aid to be returned. The withdrawal date is defined as the earlier of 1) the date the student began the withdrawal process or officially notified the institution of intent to withdraw or 2) the student’s last date of documented attendance in an academically-related activity. The institution has the option of using the latter date if the former date does not reflect the student’s actual situation.

If a student leaves without notifying the institution, the withdrawal date is the last date of documented attendance in an academically-related activity or the midpoint of the term, whichever is later. This date is determined by the instructor of the course for which the student is being given a grade of F for the term.

Once the calculation is complete, it is generally not reversed. However, upon receipt of late documentation of attendance, late grades or grade changes, or notification of medical withdrawal, the student may receive a late disbursement of any Pell Grant for which the student was eligible provided payment is made within 180 days of the day on which the student ceased attendance. Loans may also be reissued up to 180 days from the date the student became ineligible. The receipt of any other canceled aid is contingent on available funding.

Notes:

  • The day of withdrawal is counted as a day of attendance.
  • Calendar days are used in the calculation.
  • Scheduled breaks of at least five days are excluded.

“Section 484B(c) of the HEA makes it clear that the determination of a student’s withdrawal date is the responsibility of the institution. Therefore, the institution, not the student, must document a student’s attendance at an academically-related activity. A student’s certification of attendance that is not supported by documentation by the institution would not be acceptable documentation for the students’ last date of attendance at an academically-related activity.” (Section 668.22(c) in the Discussion, Federal Register 34 CFR Part 668, 682, and 685, Student Assistance General Provisions and FFELP and Direct Loan Program, Final Rule)

Title IV aid is considered to be earned on a daily prorated basis through the 60% point of each term. All Title IV aid is considered 100% earned after that point.

A return of funds may be required when the aid disbursed is in excess of the aid earned during the term. The amount of Title IV aid earned is determined by multiplying the total Title IV aid (other than FWS) for which the student qualified by the percentage of time during the term that the student was enrolled. If less aid was disbursed than was earned, the student may receive a late disbursement for the difference.

The responsibility for returning unearned aid is shared between the University and the student. Any student share allocated to a grant program is reduced by 50%. Eastern will distribute the unearned aid back to the Title IV programs as specified in the Allocation of R2T4 Refunds section below. The student will be billed for the amount the student owes plus the amount the University returned to the Title IV programs.

Notes:

  • EWU uses the aggregate method of matching for FSEOG. FSEOG match is excluded from the calculation.
  • The net amount of any Direct Loan is used in the calculation.
  • Minor prior term charges (less than $200) can be counted in the calculation and/or credited with post- withdrawal disbursements (Sec. 668.22(a)(4)(i)(A)

Federal rules define programs offered in modules and the appropriate calculation of Return of Title IV. The rules determine how EWU calculates Return of Title IV funds for summer term and for the accelerated online (AP) programs. In determining if the student is a withdrawal the following must be established:

  1. Did the student cease to attend a course for which the student was scheduled to attend?
  2. At the time the student stopped attending, was the student attending other courses?
  3. Did the student confirm attendance in a later starting course?

If answer “yes” to 1 and “no” to 2 and 3 the student is a withdrawal and a Return of Title IV calculation must be complete. A return calculation is not required if the student withdraws from one module, but confirms they will be attending a later module within the same payment period. If the student fails to attend the later module the withdrawal date is based on the withdrawal date from the last module the student attended.

Per regulation, R2T4 refunds are allocated in the following order:

Undergraduates:

Federal Direct Loan (Unsubsidized)

Federal Direct Loan (Subsidized)

Federal Direct Parent Loan (PLUS)

Federal Pell Grant

Federal SEOG

Other Title IV grants or loan assistance

Non-Title IV aid (state, institutional, private)

Graduates:

Federal Direct Loan (Unsubsidized)

Federal Direct Graduate PLUS Loan

  • The institution allocates its share of unearned funds first.
  • The student’s share of unearned funds is fully allocated among the programs not satisfied by the institution’s share. Then, any portion of the student’s share that is allocated to a grant program is reduced by 50%.
  • Pell overpayments resulting from the R2T4 calculation may be satisfied by the reduction of future Pell disbursements if the student is returning to Eastern (within the same academic year only). Otherwise, students are notified in writing of their grant overpayments and given 45 days to repay the funds or make satisfactory repayment arrangements. Overpayments not satisfied with that time period are referred to the Department of Education Collections and reported to NSLDS. Overpayments of $50 or less per program do not need to be returned by the student and are not referred or reported.
  • Any portion of the student’s share allocated to a loan program is repaid under the terms and conditions of the loan as specified in the promissory note.
  • Washington College Grant and College Bound Scholarships are returned according to the State Grant Repayment Policy.
  • Other non-Title IV (excluding alternative loans) is refunded to its source according to the institutional tuition refund schedule.

Only Title IV aid can be considered for a post-withdrawal disbursement; Washington College Grant, College Bound Scholarship, Need Based Waiver and all other non-title IV aid is not subject to this process.

Post-withdrawal disbursement must meet the current required conditions for late disbursements prior to the date the student became ineligible for a school to make a late disbursement. For example, the school must have received the student’s Student Aid Report (SAR) or Institutional Student Information Record (ISIR) with an official Student Aid Index (SAI). Post-withdrawal disbursements are required and are determined by following the requirements for calculating earned Title IV aid, which have no relationship to incurred educational costs. A post-withdrawal disbursement must be made within 180 days of the date that the institution determines that the student withdrew.

Calculated post-withdrawal disbursement Pell funds must be automatically released. Funds may pay toward outstanding institutional charges before a refund is released to the student.

For calculated post-withdrawal disbursement loan eligibility, written notification is sent to the student, or parent in the case of a parent PLUS loan, no later than 30 calendar days after the date the school determines the student withdrew. The notice identifies the type and amount of the Title IV funds which make up the post-withdrawal disbursement and explain the student or parent may decline all or a portion of those funds. This information must be provided to permit a student or parent to determine which funds, if any, they wish to accept and/or decline.

In the notification, the school must advise the student or parent they have 14 calendar days from the date the school sent the notification to accept a post-withdrawal disbursement. The notification must make it clear if the student or parent does not respond to the notification within the timeframe, the school is not required to make the post-withdrawal disbursement. If a response is not received from the student or parent within the permitted time frame or the student declines the funds, the school returns any earned funds being held to the Title IV programs.

If a student (or parent) submits a timely response accepting all or a portion of a post-withdrawal disbursement, the school must disburse the funds within 180 days of the date of the institution’s determination that the student withdrew.

If authorization from a student (or parent for a PLUS loan) is received after the 14 day timeframe the school must notify the student (or parent) the post-withdrawal disbursement will not be made and why. This notification must be made in writing or electronically.

According to Section 484B of the Higher Education Act of 1965 (as amended), students who withdraw or are withdrawn from all classes in a term may be required to return all or a portion of the Title IV aid received for the term. The policy applies only to students who completely terminate attendance in the enrollment period or stop attending classes before completing more than 60% of the enrollment period. The policy does not apply to students who withdraw from individual courses, unless all courses are eventually dropped. However, if a student withdraws from individual courses and remains enrolled only in courses that were previously taken and passed, the student may be considered to have fully withdrawn for Title IV aid only, under the federal rules for repeat coursework. This applies to courses the student has passed (received a grade of 0.7/D- or higher) and already repeated once before.

 

Regulatory Citation: 34 CFR 668.22