Aid Information & Policies

Undergraduates

To be eligible for aid, students must maintain a minimum cumulative GPA. At freshmen and sophomore status (0 – 89 earned credits, including transfer credits) a student may receive financial aid as long as they are not academically dismissed by the university. Once the student is junior or senior status (90 or more earned credits, including transfer credits), a minimum 2.0 or higher cumulative GPA is required at the end of each term. A drop below a cumulative 2.0 GPA during junior or senior year will result in one term of warning status, allowing time to bring cumulative GPA above 2.0 before losing aid. Failure to meet the minimum 2.0 cumulative GPA requirement at the end of the warning term will result in financial aid suspension. Pre-university (remedial) credits are not included in the GPA calculation.

Post-Baccalaureates

To be eligible for aid, students must maintain a minimum cumulative GPA. A minimum 2.0 or higher cumulative GPA is required at the end of each term. A drop below a cumulative 2.0 GPA will result in one term of warning status, allowing time to bring cumulative GPA above 2.0 before losing aid. Failure to meet the minimum 2.0 cumulative GPA requirement at the end of the warning term will result in financial aid suspension.

Graduate Students

Per graduate policy, students must maintain a cumulative GPA of 3.0 or higher, measured at the end of each term.

To remain in good standing, students must complete minimum term credits per the chart below, for their student level (undergraduate/post-baccalaureate or graduate). Failure to complete the credits needed for good standing will result in either warning or suspension status, as indicated. Pre-university remedial credits are counted in both the earned hours and attempted hours each term for the minimum term credit completion requirement.

Warning Status:Warning status is for one term. To return to good status, during the warning term complete the number of credits in the Good Standing column below, in addition to all of the other applicable SAP requirements (GPA, cumulative credit completion, and maximum time frame). Failure to complete the number of credits required, or not meeting one or more of the other SAP requirements, will result in suspension status.

Suspension Status: Suspension status may be for more than one term. Suspension status may be appealed for one term of probation. Appeal approval is not guaranteed.

Probation Status – Probation status is for one term and is the result of an approved suspension status appeal. Aid is reinstated in the probation term giving one additional term to complete the number of credits in the “Good Standing” column in addition to all of the other SAP requirements (GPA, cumulative credit completion, maximum time frame). Failure to successfully meet all SAP requirements in the probation term will result in denied status and loss of aid. Students in denied status cannot submit additional appeals and must attend at their own expense until all SAP standards are met.

Undergraduates and Post-Baccalaureates

Graduate Students

To be eligible for aid, students must complete at least 66.7% of overall attempted credits, including transfer credits. A drop below the cumulative 66.7% completion rate will result in one term of warning status, allowing time to reach the required completion rate before losing aid. Failure to meet the cumulative 66.7% completion rate at the end of the warning term will result in financial aid suspension. Students who cannot regain the required completion percentage within the one term of approved probation must attend at their own expense until all SAP standards are met. Pre-university (remedial) credits are not counted in the earned or attempted hours for the calculation.

To be eligible for aid, students must complete their degree within a maximum time frame per the details below. The maximum time frame standards apply regardless of whether aid was received for any particular term. The standards vary for federal, state and institutional aid. Specific requirements also vary by student level (undergraduate or post-baccalaureate; graduate students may not exceed maximum time frame).

There are no exceptions for high credit majors, change in major, second major, or minors. Authorized Proficiency credits also count toward the attempted credit limit.

If unable to complete within the specified time frame, credit-based alternative loans may be available.

Undergraduate Students

Federal Financial Aid

Federal financial aid eligibility is suspended at 250 attempted quarter credits/165 attempted semester credits. This includes all degree applicable transfer credits accepted by Eastern. Pre-university (remedial) credits do not count toward this credit limit.

• 180 Attempted Quarter Credits/120 Attempted Semester Credits: A first warning letter is sent at 180 attempted quarter credits/120 attempted semester credits. If by this point there is no graduation application and/or degree checkout date, it is highly recommended to work with an academic advisor and finalize a plan for degree completion.
• 225 Attempted Quarter Credits/150 Attempted Semester Credits: A second warning letter is sent at 225 attempted quarter credits/150 attempted semester credits, again emphasizing work with advisor on degree completion.
• 250 Attempted Quarter Credits/165 Attempted Semester Credits: All federal aid is suspended at 250 attempted quarter credits/165 attempted semester credits. Appeal, including an academic plan for degree completion, required for aid beyond this point.

State Financial Aid

Washington College Grant and 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. There is no appeal for this limit.

Institutional Financial Aid

Institutional financial aid eligibility ends at 225 attempted quarter credits/150 attempted semester credits. This includes all transfer credits accepted by Eastern. Pre-university (remedial) credits do not count toward this credit limit.

• 180 Attempted Quarter Credits/120 Attempted Semester Credits: A warning letter is sent at 180 attempted quarter credits/120 attempted semester credits. If by this point there is no graduation application and/or degree checkout date, it is highly recommended to work with an academic advisor and finalize a plan for degree completion
• 225 Attempted Quarter Credits/150 Attempted Semester Credits: All institutional aid is suspended at 225 attempted quarter credits/150 attempted semester credits. There is no appeal for this limit.

If you are unable to complete your degree within the specified time frame, you may continue at your own expense or apply for a credit-based alternative loan.

Post-Baccalaureate Students

Federal financial aid eligibility ends at 125 attempted quarter credits/85 attempted semester credits, including all degree applicable transfer hours accepted by Eastern. This is a one time limit for all second degree and certificate programs. Provisional graduate students 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.

Graduate Students

Graduate students must complete their degree requirements during the six year matriculation period.

• Grade Changes – Grade changes after the initial assessment of SAP for a term which would allow a student to meet the SAP requirements are considered if an appeal is submitted requesting the review of the updated grades. The appeal must document the reason for the late or updated grade submission. This includes converting incomplete grades.
• Failed Course (F grade) – Failed courses are counted as attempted but not earned.
• Incomplete Course (X and XC grade) – Incomplete courses are counted as attempted but not earned when the conversion grades is an F. If the conversion grade is a D- or higher, it is included in earned hours. Remedial credits with a conversion grade of D- or higher are added to earned hours for the term requirement, but not for the percentage or maximum timeframe requirements.
• In Progress Course (Y grade) – In progress courses are counted as attempted and earned and do not adversely affect SAP status. 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 the do count toward term completion requirements, 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; 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 noted above.
• Repeating Passed Courses – A previously passed courses may be repeated only once for aid purpose. 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 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 calculations. 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 requirements. See the Running Start/College in the High School exception below for additional information.
• Transfer Credits – Transfer credits accepted by EWU are counted in the cumulative credit limits, unless excluded by University appeal. They also count toward the minimum term completion requirement if taken under a signed consortium agreement.
• 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.
• 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.
• Withdrawals – Withdrawals are counted as attempted but not earned credits.
• 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 for financial aid purposes.
• Academic Integrity (Failed Courses) – Courses that are graded as an “XF” due to academic integrity issues are considered attempted but not earned credits.

Re-establishing aid eligibility is not guaranteed. Registered students in suspended aid status are responsible for all debts incurred regardless of appeal or appeal outcome.

NO APPEAL OPTION

To re-establish aid eligibility and be placed back in good standing, the student must successfully complete full time enrollment (12 credits for undergraduate/post-baccalaureate, 8 credits for graduate) in one term with a 2.0 or higher term GPA and meet the other three SAP standards (cumulative GPA, credit completion percentage, and maximum time frame). This may be done at EWU or another school, without financial aid. NOTE: If the student completes full time enrollment over two or more terms at EWU without financial aid, or another school with financial aid, reinstatement is not automatic, but the student may appeal based on the successful completion of credits.

Students in suspended status, who graduate and move to a new degree at a higher level (undergraduate/post-baccalaureate to graduate status), are reset to good standing under the SAP standards for that level. However, if the student later reverts to a lower level (graduate status back to undergraduate/post-baccalaureate undergraduate status), the former suspended SAP status will be reinstated.

APPEAL OPTION

Aid suspension, in most cases, may be appealed. See Appeal Process below for details. If approved for reinstatement of financial aid via appeal, the student will be on probation for one term only. At completion of the probation term the student must be in good SAP status on all four SAP standards as detailed above to receive future aid.

POLICY EXCEPTIONS

Running Start/College in the High School – Running Start and College in the High School students who fail to meet good standing under the terms of this policy will come in under a warning status, even if they merit a suspension status. This is to ensure all new students have a reasonable opportunity for academic success when they come into the university.

Freshmen (Fewer than 44 quarter credits/29 semester credits) – Freshmen students on suspension for overall completion percentage may appeal for two terms of probation (a maximum of 36 credits) if needed to regain the 66.7% completion rate. Student who do not complete 100 percent of their attempted credits during these two terms of probation will be placed on denied status and must attend at their own expense until all SAP standards are met. Students who cannot regain the 66.7% completion rate within two terms of probation will not be approved and must attend at their own expense until all SAP standards are met. This is to account for the unique transitional considerations often occurring in the freshmen year.

Minimum Cumulative GPA, Minimum Term Credit Completion, Overall Completion Percentage Standards

Students may appeal one of these standards by submitting a SAP Appeal to the Financial Aid Office. SAP Appeal forms are available at www.ewu.edu/financialaid. 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 student must explain why they did not meet the satisfactory progress requirements and what has changed that will allow them to meet the requirements in the next term. Supporting documentation is required after the first appeal in most cases.

The Financial Aid Appeals Committee reviews appeals on a regular basis. Appeals must be submitted by the 7th week of the suspension term to be considered for reinstatement for that term. In general, appeals submitted after the 7th week of the term will be considered for the next term. However, professional judgement may be used to allow a late appeal. Financial aid cannot be reinstated for a prior term.

Maximum Time Frame Standard

Post-Baccalaureate students may only appeal for one additional term beyond the maximum time frame. Graduate students may not appeal beyond the maximum time frame.

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.

Students may appeal for federal aid by submitting a Maximum Time Frame Appeal to the Financial Aid Office. Maximum Time Frame Appeal forms are available at www.ewu.edu/financialaid. The appeal must explain the circumstances causing the student to not complete within the maximum time frame allotted and include an academic plan for degree completion, created with an academic advisor.

Approval is contingent on creating and following the prescribed academic plan and meeting all other SAP standards. Any changes to program of study after the submission of an appeal or failure to follow the academic plan submitted with the appeal, may result in the denial of future financial aid.

Any extension of eligibility applies only to the first degree to which the student is closest to completing, not for multiple degrees and/or minors. All of academic transcripts must be received by EWU’s Office of Records and Registration before an appeal will be considered.

The Financial Aid Appeals Committee reviews appeals on a regular basis. Appeals must be submitted by the 7th week of the suspension term to be considered for reinstatement for that term. In general, appeals submitted after the 7th week of the terms will be considered for the next term. However, professional judgement may be used to allow a late appeal. Financial aid cannot be reinstated for a prior term.

The decision of the Financial Aid Appeals Committee is final and cannot be re-appealed at a higher level. If denied, re-appeal is only possible with new information not previously considered and only available on a one time basis. The Appeals Committee is unable to address any questions or requests for information regarding their decisions. However, some of the factors they consider include:

• Validity of the reasons for failing to meet the standards
• Resolution of the problems leading up to failure to meet the standards
• Prior academic history (credits earned vs. credits attempted, GPA, number of repeats, etc.)
• Meetings with and recommendations from academic advisor
• Number of previous suspensions and reinstatements
• Demonstrated motivation to succeed
• Likelihood of future success
• Number of additional terms requested
• Quality of appeal
• Quality and thoroughness of supporting documentation

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 1^st 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.