Policies

Return of Title IV Fundes Policy
Policy

During the first 60% of the enrollment 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 Registrar’s Office.  An unofficial withdraw is the mid-point of the enrollment period unless the student can document a specific date.

This return of funds policy does not apply to students who withdraw from individual classes, it applies to only those students who withdraw from the University completely.  This policy does not take precedent over the University’s tuition refund policy.  Refer to the Course Schedule book for the tuition refund policy.

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 %

A student enrolled in five week or eight week classes is considered to be enrolled in modules during the semester. If a student withdraws during a module class the return of Title IV aid will be determined based on the module within the enrollment period unless the student confirms they will be enrolled in a subsequent module during the enrollment period. A student's current registration is not confirmation that they will be enrolled in a subsequent module within the enrollment period. An enrollment period is defined as fall semester, spring semester or summer semester.

  • Unsubsidized Federal Direct Loans
  • Subsidized Federal Direct Loans
  • Federal Direct PLUS Loans
  • Federal Perkins Loan
  • Federal Pell Grant
  • Federal SEOG
  • Teach Grant
  • Iraq and Afghanistan Service Grant

Procedures

  1. The Financial Aid Office will meet with the student and discuss the R2T4 policy and how it will affect their Title IV financial aid.

  2. The Financial Aid Office will sign the WITHDRAW FROM ALL COURSES form that is processed by the Registrar. The withdraw date is the date the student indicates is their last 'date of attendance' on the form, not the date the form is actually processed by the University.

  3. Lewis University utilizes the R2T4 Banner module in determining the unearned financial aid and return of funds by the school

  4. The unearned aid must be returned to the Title IV programs within 45 days of the student withdrawing from the University. It will be returned in the order listed below:
    • Unsubsidized Federal Direct Loans
    • Subsidized Federal Direct Loans
    • Federal Direct PLUS Loans
    • Federal Perkins Loan
    • Federal Pell Grant
    • Federal SEOG
    • Teach Grant
    • Iraq and Afghanistan Service Grant

Relevant terms

  1. Title IV grant or loan recipient
    A Title IV Grant or loan recipient is defined as a student who meets the enrollment eligibility, student eligibility and Title IV program eligibility for Federal Pell Grant, FSEOG, Federal Perkins Loan, Federal Direct Loans (subsidized, unsubsidized, PLUS), Teach Grant and Iraqi and Afghanistan Service Grant.

  2. Period of enrollment and payment period
    The period of enrollment or payment period is defined as fall and spring for a traditional program offered in 16 weeks; and as fall, spring and summer for a non-traditional or graduate program offered in 8 week modules.

  3. Institutional charges
    Institutional charges are defined as tuition, Lewis University residential charges, Lewis University board charges and books purchased with a book voucher that are charged to the student's statement of account.

  4. Title IV disbursement
    A Title IV disbursement is a credit to the student's statement of account of Title IV funds, (ie. Federal Pell, FSEOG, Federal Perkins Loan, Federal Direct Loan (subsidized, unsubsidized, PLUS, Teach, Iraqi and Afghanistan Service Grant).

  5. Withdraw date determination
    1. Official withdraw
      An official withdraw is initiated either by the student or administratively with the Withdraw from all Courses Form. If a student withdraws from one course that does not constitute an official withdraw.

    2. Unofficial withdraw
      An unofficial withdraw is defined as a student who does not complete his/her coursework and receives failing grades or 'W' in all of their courses.

    3. No show policy
      A student who fails to begin attendance in any or all of his/her coursework is reported to the Registrar by the faculty as a 'No-show' after the institutional drop deadline. These students are administratively dropped and no financial aid is disbursed to their student statement of account. If the student is reported as a 'No-show' for one or more but not all of their classes that student is assigned a 'W' grade by the Registrar's Office for the classes that were reported.

    4. Programs offered in modules
      A student enrolled in five week or eight week classes is considered to be enrolled in modules during the semester. If a student withdraws during a module class the return of Title IV aid will be determined based on the payment period unless the student confirms they will be enrolled in a subsequent module during the enrollment period. A student's current registration is not confirmation that they will be enrolled in a subsequent module within the enrollment period. An enrollment period is defined as fall semester, spring semester or summer semester.

Formula Calculation
Lewis University utilizes the R2T4 Banner module to calculate the amount of funds to return for those students that withdraw before the 60% point of the semester. The student is sent a revised award letter that outlines the adjusted awards based on their last date of participation. In addition if the student meets with the Sr. Associate Director the student is advised to refer to their billing statement for adjustments to their balance owed the university.

Failing all Course work
At the end of each semester a report is generated by the Financial Aid Office of all students that failed to pass at least one course during the semester. The Faculty who assign a grade of 'F' are required to indicate the last date of attendance for the student. The unofficial withdrawal record is created with the student's last date of attendance. The R2T4 record is generated using that date.

Post Withdrawal Disbursement
A students whose Title IV financial aid disbursed is less than the amount of Title IV financial aid earned, the student is eligible to receive a post withdrawal disbursement of the earned aid that was not received. A student that is eligible for a post withdrawal disbursement of a Title IV Loan after the R2T4 calculation is performed is contacted within 30 days of date of determination for affirmation that they do indeed want the Title IV Loan. If the student has done all of the necessary paperwork for the Title IV Loan we will process the loan as a late disbursement no later than 180 days from date of determination. All Title IV grants will be disbursed on the student's behalf within 45 days of date of determination as long as the student meets the eligibility requirements and has an Official ISIR with an EFC at Lewis University.

Returning Unearned Funds
Once it is determined that the student did not earn all of their Title IV funds the return will be sent back in the order described above. Lewis University repays the funds on behalf of the student to the appropriate programs. The Financial Aid Office adjusts the student's Title IV records. Lewis University then bills the student for the return of funds from their Statement of Account. The options for payment are handled through the Business Office at Lewis University. If the student fails to make payment arrangements a hold is placed on the student's record that prevents future registrations, transcript requests or graduation activities, in addition the university will pursue collection activity on the unpaid balance.

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 for earned credits:

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 including those where there was no financial aid received at Lewis University. In addition, any transfer credits accepted towards the degree are included as attempted and completed hours toward the degree and will be counted towards the maximum time frame of completion. A student who changes his/her major is still required to complete the degree within the maximum timeframe. A change of major does not reset the maximum time frame.

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.

  • 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 and withdrawals are not considered hours earned, however they are included toward maximum timeframe.  Audits, proficiency tests and non-credit courses are not included in attempted hours.
    • The incomplete grades once graded are evaluated during the next academic term since the deadline for grading incompletes occurs during the next academic term.
  • All repeat coursework is considered toward maximum timeframe as attempted hours.  The course that was completed in the most recent term will be counted in the student’s cumulative GPA.
Review

Students are reviewed according to the criteria outlined above at the end of each semester (fall, spring and summer terms).  If students do not meet the above mentioned criteria they are placed in a 'Financial Aid Warning' status.   Students may continue to receive financial aid while in a warning status. During ‘FA Warning’ students must return to qualitative and quantitative standards as listed above. 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. A student who is in suspension is ineligible for aid.

Appeals

A student who has been suspended from financial aid for failing to meet the SAP criteria has the right to an appeal.  A student regains eligibility by submitting a written 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.  Mitigating circumstances could include but is not limited to a medical illness, death of a family member or an injury. An appointment will need to be made with the appropriate academic official to develop an Academic Plan that outlines how they will be successful academically.  A student who is placed on an FA Academic Plan will have no further suspensions from financial aid as long as they adhere to the Academic Plan as submitted in their appeal.  A student whose appeal is denied or does not appeal must bring their cumulative GPA up to the required qualitative standard as listed and be completing their coursework at the 67% completion rate before their financial aid will be reinstated.

Deadline for Appeal

The student will be notified in writing of the deadline in which to complete the appeal process in the letter notifying them of the Satisfactory Academic Status.  The appeal will only be reviewed for the semester that it is submitted.

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
  • Effective for the 2016-17 Academic Year the process of determining students who need to be notified of SAP is completed with the process ROPSAPR in Banner.
  • The Director of FAS reviews the student’s that failed the requirements for meeting SAP.
  • A student who does not meet one or both the Quantitative or Qualitative measurement will be put on SAP Warning
  • A student is notified of their SAP status in two ways:
    • A letter is mailed to the student’s permanent address.  Student’s that are suspended will receive their letter through Certified Mail to ensure that they do in fact receive their notification.
    • The status is part of their myLewis Financial Aid page
  • 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.
Financial Aid Consumer Information

SUMMARY STATEMENT

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