Financial Aid

Financial aid in the form of scholarships, grants, loans, and employment is available to students who need assistance in meeting their higher education expenses and who meet program criteria. All funds are administered by the Financial Aid Services in compliance with federal, state, and institutional guidelines.

Need-Based Aid

Fairmont State’s primary purpose in awarding financial aid is to assist those students who wish to attend college and need financial assistance to do so. Financial need is defined as the difference between the “cost of attendance” and “estimated family contribution”. Cost of attendance (COA) is a comprehensive figure including estimated tuition/fees, room/board, books/supplies and other educationally related expenses. Estimated family contribution (EFC) is a measurement of the family’s financial strength and is based upon information provided in the Free Application for Federal Student Aid (FAFSA). By using the available resources, Fairmont State attempts to meet the financial need of all students.

Scholarship Aid

It is the intent of Fairmont State to foster the highest degree of scholarship among its students. The institution actively recruits students who have excellent academic records and recognize and reward those who continue to excel.

The objective of the scholarship program is to promote the recruitment and retention of a diverse student body with special talents and abilities. A variety of merit and need-based scholarships have been developed to accomplish this objective. Fairmont State is ultimately responsible for final approval of scholarship programs and related policies and procedures and elicits recommendations from academic departments in that process. The Fairmont State Foundation, Inc., through the auspices of the Fairmont State Foundation’s Scholarship Committee, collaborates with the Financial Aid Services to explore new areas of scholarship development and expansion, and assist those interested in establishing new merit-based scholarships or enhancing currently established scholarship programs for Fairmont State.

Fairmont State’s Office of Financial Aid Services also manages the disbursement of scholarships for a wide range of externally funded programs received by Fairmont State students.

Sources of Financial Aid

All sources and types of financial aid offered by Fairmont State as well as other non-Fairmont State aid resources are available on the homepage at www.fairmontstate.edu/finaid/.

Definition of an Academic Year

The academic year is considered to begin with fall semester, continues with spring semester and concludes with summer.

Procedures for Obtaining Financial Aid

1. Students must be admitted to Fairmont State as a regular degree seeking student.
2. For full consideration of need-based aid, students must submit the Free Application for Federal Student Aid (FAFSA) to the federal processing center by March 1. Students who miss that recommended filing date can submit after that time but funds may be limited. The FAFSA must be submitted annually.
3. For scholarships awarded through Fairmont State’s Financial Aid Services Office, students must apply for admission to Fairmont State by February 2. For scholarships awarded through Fairmont State’s Schools and Departments, refer to the website for application requirements, deadline dates, and additional information.

Satisfactory Academic Progress for Federal Financial Aid

To receive funds administered by the Financial Aid Services Office, students must be making satisfactory academic progress (SAP) toward completion of an eligible degree or certificate. Federal regulations require evaluation of both quantitative and qualitative academic progress.

For purposes of financial aid and eligibility, academic progress is reviewed at the end of each academic year. This review will occur at the conclusion of the spring semester.

All students enrolling for the first time (including transfers) will be considered to be making satisfactory academic progress.

The standards of Financial Aid Satisfactory Academic Progress are:

Qualitative Progress

Undergraduate

Graduate

Quantitative Progress

Pace of Progress and Maximum Time Frame

1. Pace: Pace is defined as the rate at which attempted academic credits are successfully completed. This is calculated by taking the cumulative number of hours successfully completed and dividing by the cumulative number of hours attempted. (Note: Grades of “W”, “F” and “I” count as attempted hours. All transfer hours accepted by the institution are included.)
   Students must successfully complete 67% of all hours attempted. The calculation will be rounded to the closest whole number and applies to the graduate programs as well.
2. Maximum Time Frame: A student must complete his/her program of study within 150% of the number of hours required for the degree objective. Repeated course work and transfer hours accepted by the institution are included.
   The maximum time for each level is listed below.
   • Associate program of 60 hours–90 attempted hours.
   • Baccalaureate program of 120 hours–180 attempted hours.
   • Post-graduate work (credits taken after first obtaining degree including pursuit of second associate degree, second bachelor degree and/or teacher certification) must be completed within 60 credit hours.

Since all classes attempted will count toward the 60- hour limit, students should meet with their academic advisor to determine what classes are required for completion of the second degree.

A student who completes the academic requirements for a program but does not yet have the degree or certificate conferred is no longer eligible for federal financial aid for that program.

Financial aid eligibility is limited to no more than two associate degrees, two baccalaureate degrees, and two master’s degrees (based upon status in student information system, BANNER). Students who wish to pursue additional degrees beyond these may do so, but without federal financial assistance.

Failure to Meet Standards of Financial Aid Satisfactory Academic Progress

Students who fail to meet the qualitative or quantitative standards defined above at the end of the spring semester will be “suspended” from further financial aid eligibility, effective with the next enrollment period. If the student can meet the qualitative and quantitative standards as defined anytime during the next academic year, aid can be reinstated by making a request to Financial Aid Services for a review of their academic standing.

Students will be notified by postal mail and email of SAP status after grades are posted. SAP status can be viewed on the student’s FELiX account.

Appeals Process

A student may appeal the loss of financial aid through the Financial Aid Services Office. To appeal, the student must have experienced extenuating circumstances beyond their control which impacted academic progress. Examples of extenuating circumstances are death of an immediate family member, injury, illness, or other unusual circumstances presented to the Financial Aid Services Office. The appeal must include the following:

1. Why the student failed to make Satisfactory Academic Progress.
2. What has now changed that will allow the student to make satisfactory academic progress at the end of the next semester (statements of good intention are not sufficient).
3. Documentation to verify the extenuating circumstances.

If the appeal is granted, the student will be placed on financial aid probation or contract for one semester and may receive aid during this semester. At the end of the semester, student must

1. meet the defined SAP standards or
2. meet the terms of the contract.

Appeals must be submitted by the deadline date established for each semester, generally 2 weeks prior to the start of the semester. Deadline dates will be published on the SAP website.

Late appeals will not be accepted. Students who wish to enroll after the deadline should make plans to pay all charges through personal means.

Appeals will be reviewed by the following and in the following order:

• Financial Aid Appeals Committee
• Executive Director of Student Support Services
• Faculty Senate Financial Aid Appeals Committee. This committee will meet one time during the week prior to the start of the Fall and Spring Semesters. Denial of an appeal by the Financial Aid Director for the Summer Semester is final.

Students are limited to one appeal per level of review and one appeal per semester.

Financial Aid eligibility can be re-established once the student meets SAP standards.

Students who have lost eligibility for financial aid but have not been academically suspended from Fairmont State may continue to enroll in courses. Students are responsible for all institutional charges, such as: tuition, fees, room/board, and books. Once the student meets the standards of financial aid satisfactory academic progress, the student may again receive consideration for financial aid.

Academic Forgiveness & Financial Aid

Candidates for academic forgiveness may receive financial assistance during the readmission semester if under financial aid probation or an academic plan. If the student does not meet the defined financial aid standards of SAP or the academic plan that was developed for the appeal at the time of review, the student’s financial aid will be suspended as dictated by the SAP policy.

Repeating Courses

Students who repeat a previously passed class may have limitations on financial aid eligibility for that class.

Nonstandard Courses

Federal student aid cannot be awarded for courses that are not applicable to degree objective. Examples include non-credit courses, audited courses, and English-as-Second Language (ESL) courses that are not part of an ESL program.

Title IV Financial Aid Return of Aid Policy

If a student withdraws from school whether officially (he/she completes the withdrawal form or drops all classes on the web) or unofficially (student stops attending classes) and has been awarded and/or paid Title IV Federal Aid, the student is subject to a Return of Title IV Aid calculation. This calculation determines how much aid must be returned to the federal programs in the event of a complete official or unofficial withdrawal prior to completing 60% of the term (see example below).

The calculation determines the amount of federal aid that is considered to be earned and the amount that is considered to be unearned, and therefore must be returned to the Federal programs. State and/or institutional aid may also be subject to return based on the withdrawal date. The earned/unearned amounts are calculated based on the percent of the term completed. The length of the term is defined as the first day of all classes through the last day of all classes (not including a break of 5 days or more).

Students who withdraw and who have been awarded aid that has not disbursed will also be reviewed to determine if they are eligible for a post-withdrawal disbursement. Withdrawn students who have been selected for verification but have not provided the documents necessary for disbursement may be eligible for a post-withdrawal disbursement. Their account will be reviewed and they will be offered a post-withdrawal disbursement, if eligible, and given 30 days to return the requested documentation. Students will only be eligible for the percentage of “earned” aid at the time of withdrawal.

A student may also be subject to a Return of Title IV Aid calculation if they are enrolled for the entire term and only complete one or more classes that end in the first eight (8) weeks part of term.

Withdrawal Example

This example shows what happened when a student withdrew completely on the 21st day of a 108 day semester (70% Tuition refund period). The first table shows how the Return of Title IV calculation applies to this specific student’s situation. Please note that this is only an example; your specific situation may differ. If you are considering withdrawing, we strongly encourage you to consult with your academic advisor and a financial aid counselor prior to taking any official action.

Example of Return of Title IV Calculation

1. Divide number of days attended by number of days in term
   Calculation: 21 days / 108 days =
   Result: Percentage of term completed 19%
   Greater than 60% - All aid is earned; no further steps
   Less than 60% - Use percent of term completed
    
2. Subtract percentage completed from 100
   Calculation: 100 - 19 =
   Result: Percent of term not completed 81%
    
3. Multiply total federal aid by percent of term not completed
   Calculation: 6425 x .81 =
   Result: Amount of aid that is unearned $5204.25
    
4. Multiply total allowable institutional charges by 81% to get amount of unearned aid to be returned by Fairmont State
   Calculation: Total fees = 2900 x .81 =
   Result: Amount of unearned aid to be returned by University $2349
   University returns: $1750 Direct Subsidized Loan; $599 Pell Grant
    
5. Subtract unearned aid to be returned by Fairmont State from total unearned aid
   Calculation: 5204 - 2349 =
   Result: Amount of unearned aid to be returned by student $2855
   Student returns: $2076 Pell Grant and $779 SEOG
   (All that is left to repay is the amount the University had to repay.

The following rules apply to the order in which federal aid is returned to the programs:

• Order of repayment to programs is as follows:
  1. Federal Direct Unsubsidized Loans
  2. Federal Direct Subsidized Loans
  3. Federal Direct PLUS (Graduate Loans)
  4. Federal Direct Plus (Parent Loan)
  5. Federal Pell
  6. Federal Supplemental Educational Opportunity Grant (FSEOG)
• The University returns its portion first; then the student’s portion is returned
• Any loan amounts unearned from the student’s share are not required to be repaid immediately (will be repaid in the normal repayment process)
• For grants, only the portion of unearned grants due from the student that exceeds 50% of the total federal grants received for that payment period is required to be returned

Please keep in mind this repayment policy is applied before the institution’s refund policy. The school’s refund policy may reduce the amount owed to the school by the student for aid returned. It is important to note that a student who withdraws from school could owe federal financial aid as well as repayment to West Virginia Higher Education Grant Program, PROMISE Scholarship Program and other scholarships and awards.