Title IV Return of Funds Policy

During the first 60% of the period, a student earns Title IV funds in direct proportion to the length of time he /she is enrolled. A student who remains enrolled beyond the 60% point earns all aid for the period. The percentage of aid earned is determined by:

  1. the date the student officially withdraws from the University
  2. the total number of calendar days comprising the period of enrollment
  3. the calendar days the student completed during the period of enrollment

The official withdrawal date of the student is determined by the date indicated on the 'Withdraw from all Courses' form processed by the Registrars Office. An unofficial withdraw is the mid-point of the enrollment period unless the student can document a specific date.

This refund policy does not apply to students who withdraw from individual classes, it applies to only those students who withdraw from the University completely.

The Financial Aid Office will review each student who totally withdraws from the university to determine the lesser of:  Unearned amount of Title IV Assistance OR Institutional charges incurred for the period of enrollment, multiplied by the unearned %.

Title IV Funds will be returned in the order listed below:

  • Unsubsidized Direct Stafford loans
  • Subsidized Direct Stafford Loans
  • Direct Stafford PLUS Loans
  • Federal Perkins Loan
  • Federal Pell Grant
  • Federal SEOG
  • Other Title IV funds
Section 12: Satisfactory Academic Progress Policy

The Lewis University Financial Aid Services Office is responsible for ensuring that all students (both undergraduate and graduate) who are receiving federal, state and institutional financial aid are meeting the Satisfactory Academic Progress Policy.  In order to continue to receive financial aid, recipients must meet the standards outlined below. The progress of each student will be reviewed each semester according to the requirements outlined below.  Those students who are placed with a ‘Financial Aid Warning’ status after the semester will need to adhere to the policy guidelines in order to avoid being placed with a ‘Financial Aid Suspension’ status.

Qualitative Standard: Cumulative Grade Point Average

Requirement:  Each financial aid recipient must be enrolled in an approved certificate or degree program and maintain the minimum cumulative grade point average as outlined below:

Undergraduate  0-33 hours 1.75 cum GPA
  34-50 hours    1.90 cum GPA
  51+ hours   2.00 cum GPA
Graduate  Any hours  2.00 cum GPA

Quantitative Standard: Maximum Time Frame

Students are expected to complete an undergraduate degree after attempting 192 credit hours.  Students are expected to complete a graduate degree after attempting 150% of the required coursework for completion of the graduate degree.  Students in the aviation certificate program are expected to complete the program after attempting 98 hours.  This policy will consider all enrollments at Lewis University and any transfer credits accepted towards the degree regardless if financial aid was received.

Requirement:  Students must progress towards their educational goals at a minimum rate of 67% completion.  A student must complete 67% of credit hours attempted.  For example if a student attempts 15 semester hours they must complete (earn a grade of ‘D’ or higher) at least 11 semester hours in order to avoid being placed in a ‘Financial Aid Warning’ status.

NOTE:  If a student reaches the attempted credit hour maximum without completing their degree they will be placed on permanent ‘Financial Aid Suspension’ status with no ability to appeal.  Earned A,B,C,D and P grades are considered hours earned.  Incompletes, withdrawals are not considered hours earned.  Audits, proficiency tests and non-credit courses are not included in attempted hours.


Students are reviewed according to the criteria outlined above at the end of each semester.  If students do not meet the above mentioned criteria they are placed with a ‘Financial Aid Warning’ status.   Students may continue to receive financial aid while in a warning status. At the end of the following semester those students on warning are reviewed for eligibility.  If students do not attain satisfactory academic progress at the time of review they will be placed with a  ‘Financial Aid Suspension’ status.

No additional financial aid will be awarded until the student regains eligibility.  In order to regain eligibility the student will be allowed to submit a written appeal (this sounds like everyone is granted the appeal).  The written appeal must explain the mitigating circumstances that caused the student not to meet the guidelines of the policy, as well as an Academic Plan that is created outlining how the student will meet the policy until the completion of their degree program.  An appointment will need to be made with the appropriate academic official to develop an Academic Plan.  A student on an Academic Plan will have no further suspensions from financial aid as long as they adhere to the Academic Plan as submitted in their appeal.  The student will have a deadline in which to complete the appeal process.  No appeals will be accepted after the deadline date. 

SAP Process

  • The Office of Financial Aid Services reviews SAP Progress each semester.
  • The Office of Technology prepares a spreadsheet for undergraduate, graduate and second degree students who were enrolled and received financial aid disbursements during the semester
  • The Director of FAS reviews the spreadsheet.
  • A student who does not meet one or both the Quantitative or Qualitative measurement will be put on SAP Warning
  • A student who is on SAP Warning will be allowed to receive financial aid for one semester.
  • A student who is on SAP Warning and fails to meet one or both Quantitative or Qualitative measurement will be placed on FA Suspension with the right to appeal.  A successful appeal will include but not limited to a written letter, academic plan and any supporting documentation if applicable.
  • The Director of FAS in coordination with the Academic Advisor will determine a successful appeal.
  • A student who has a successful appeal will be placed on FA Probation and be required to meet the outline of their Academic Plan.
  • A student on FA Probation who does not meet one or both the Quantitative or Qualitative measurement with be placed on FA Suspension.  A successful appeal will include but not limited to a written letter, academic plan and any supporting documentation if applicable.
  • A student with a successful appeal after being on probation will be placed on an Academic PLAN, any deviance from the Academic Plan will remove from the student from any further FA disbursements.

Repeat Grade Check

Applicable through the 2015-16 Award Year
The Office of Financial Aid Services in during the adjustment process will run the FA Repeat Check task in Access to get a list of students that are enrolled in a class that was repeated in a prior term.  The spreadsheet is reviewed for those students that are repeating a class for a 3rd time.  The transcripts are reviewed for the grades the student did/did not earn while enrolled in the prior term.  If the student failed or withdrew from the class no further action is needed.  If the student passed the class with a D or higher more than twice, a revision of any Title IV financial aid will be done and the student will be sent a revised award letter with the new awards.

Lewis University denotes an actual repeat class with a code of ‘0’ in the Section Report Status.  Classes with a ‘9’ in this field are classes that have same course number however there is varying content depending on the term for some seminars required for certain programs.  The dissertation class is a required repeatable class depending on where they are in their program.  Also Music majors and minors are required to take lessons each semester or be involved in a production so they could have repeatable required coursework. 

Beginning in 2016-17
Repeat coursework is a rule that is written in our ERP system Banner and adjusts a student’s enrollment if they are registered for a course that they are repeating.  Exceptions for courses are logged in a separate validation table to be excluded as they are allowable repeatable courses.

Financial Aid Consumer Information


Consumer Disclosure

List of Consumer Information
Where it can be obtained
Family Education Rights and Privacy Act (FERPA)
  • Procedures for inspecting and reviewing student's education records
  • Procedures for requesting amendment of student's education records student/parent believes to be inaccurate, misleading, or in violation of student's privacy rights
  • Consent to disclose personal identifiable information contained in student's records
  • Filing a complaint with ED for alleged school or educational agency failure to comply with FERPA requirements
  • Criteria used to determine what constitutes a school official and a legitimate educational interest if school's or educational agency's policy is to disclose personally identifiable information from student's education record
Registrar's Office,
Student Handbook
Direct Stafford Deferments for Performed Services
  • Service in the Peace Corps *Service under the Domestic Volunteer Service Act of 1973
  • Volunteer service for tax-exempt organization of demonstrated effectiveness in the field of community service
Financial Aid Office
Available Financial Assistance
  • Description of all available federal, state, local, private, and institutional financial need-based and non-need-based assistance programs, and for each program a description of- application form and procedures student eligibility requirements selection requirements criteria for determining the amount of a student's award
  • Rights and responsibilities of students receiving Title IV and other financial aid
Financial Aid Office
Institutional Information
  • Cost of attending the school
  • Any applicable refund policy
  • Requirements for officially withdrawing from the school
  • Summary of requirements for the return of Title IV grant or loan assistance by withdrawn students
  • Entities that accredit, license, or approve the school and its programs and procedures for reviewing school's accreditation, licensing, or approval documentation
  • Description of any special services and facilities for disabled students
  • Title and availability of employees responsible for dissemination of institutional and financial assistance disclosure information and how to contact them
  • Statement that enrollment in a study abroad program approved for credit may be considered enrollment at the school for the purpose of applying for Title IV assistance
Business Office, Financial Aid Office, Registrar's Office, Course Schedule Catalog Book
Completion/ Graduation Rates and Transfer Out Rates
  • Completion or graduation rate of cohort of certificate or degree seeking, full-time undergraduates who graduated or completed their program within 150% of the normal time for graduation
Institutional Research
Campus Security Report

Statistics for 3 most recent calendar years concerning the occurrence on campus, in or on noncampus building or property, and public property of following offenses reported to campus security authority or local police:

  1. murder and non-negligent manslaughter
  2. negligent manslaughter
  3. sex offenses (forcible and nonforcible)
  4. robbery
  5. aggravated assault
  6. burglary
  7. motor vehicle theft
  8. arson

Statistics in preceding bullet also reported by category of prejudice *Statistics for 3 most recent calendar years for any other crime involving bodily injury

Statistics for 3 most recent calendar years concerning the occurrence on campus, in or on noncampus buildings or property, and on public property of following offenses reported to campus security or local police:

  1. arrests for liquor law violations, drug law violations, and illegal weapons possession or
  2. persons referred for campus disciplinary action for liquor law violations, drug law violations, and illegal weapons possession

Policies regarding procedures to report crimes committed on campus criminal actions or other emergencies and the institution's response

Policies concerning the security of and access to campus facilities

Policies concerning campus law enforcement

Student Affairs, Campus Security
Athletic Program

Number of male and female full-time undergraduate Participation Rates and Varsity teams that compete in, intercollegiate athletic competitions Financial Support Data including:

  1. number of participants
  2. number participating on more than one team and the number of teams on which participated
  3. total operating expenses attributable for each team
  4. gender of head coach and whether assigned to team on Ml or part time basis
  5. number and gender of assistant coaches and by sex, number full and part time

Unduplicated number of students, by gender, who participated on at least 1 varsity team as of the date of the first scheduled contest

Institutional revenues derived and attributable to intercollegiate athletics

Incurred expenses attributable to intercollegiate athletics

Total spent on athletically-related student aid awarded to men and women

Aggregate total recruiting expenses for men's and women's teams

Average annual institutional salary of volunteer and non-volunteer coaches across all sports

Student Affairs, Athletic Office
Completion Graduation Rates and Transfer Out Rates for Student Athletes
  • Number of students, by race and gender, who attended the school during the prior year *Number of students, by race and gender within each sport, who attended the prior year and received athletically related student aid
  • Completion or graduation rate, by race and gender of certificate or degree seeking, full time undergraduates who completed their program within 150% of the normal time
  • Completion or graduation rate within each sport
  • Average completion or graduation rate, by race and gender, for the four most recent graduating classes of certificate or degree seeking undergraduates
  • Average completion or graduation rate, by race and gender within each sport, for the four most recent graduating classes of certificate or degree seeking undergraduates
Student Affairs, Athletic Office

Consumer Disclosure – Gainful Employment

List of Consumer Information – All disclosures required for gainful employment programs can be found embedded in the relevant program information.

On Lewis website per academic programs