The law specifies how your school must determine the amount of Title IV program assistance that you earn if you withdraw from school. The Title IV programs that are covered by this law are: : Federal Pell Grants, Academic Competitiveness Grants, National SMART grants, Stafford Loans, PLUS Loans, Federal Supplemental Educational Opportunity Grants (FSEOG), and Federal Perkins Loans.
When you withdraw during your payment period or period of enrollment (your school can define these for you and tell you which one applies) the amount of Title IV program assistance that you have earned up to that point is determined by a specific formula. If you received (or your school or parent received on your behalf) less assistance than the amount that you earned, you may be able to receive those additional funds. If you received more assistance than you earned, the excess funds must be returned by the school and/or you.
The amount of assistance that you have earned is determined on a prorata basis. For example, if you completed 30% of your payment period or period of enrollment, you earn 30% of the assistance you were originally scheduled to receive. Once you have completed more than 60% of the payment period or period of enrollment, you earn all the assistance that you were scheduled to receive for that period.
If you did not receive all of the funds that you earned, you may be due a post-withdrawal disbursement. If the post-withdrawal disbursement includes loan funds, your school must get your permission before it can disburse them. You may choose to decline some or all of the loan funds so that you don\\\'t incur additional debt. Your school may automatically use all or a portion of your post-withdrawal disbursement (including loan funds, if you accept them) for tuition, fees, and room and board charges (as contracted with the school). For all other school charges, the school needs your permission to use the post-withdrawal disbursement. If you do not give your permission (which some schools ask for when you enroll), you will be offered the funds. However, it may be in your best interest to allow the school to keep the funds to reduce your debt at the school.
There are some Title IV funds that you were scheduled to receive that cannot be disbursed to you once you withdraw because of other eligibility requirements. For example, if you are a first-time, first-year undergraduate student and you have not completed the first 30 days of your program before you withdraw, you will not receive any FFEL or Direct loan funds that you would have received had you remained enrolled past the 30th day.
If you receive (or your school or parent receive on your behalf) excess Title IV program funds that must be returned, your school must return a portion of the excess equal to the lesser of: 1) your institutional charges multiplied by the unearned percentage of your funds, or 2) the entire amount of excess funds. The school must return this amount even if it did not keep this amount of your Title IV program funds.
If your school is not required to return all of the excess funds, you must return the remaining amount. Any loan funds that you must return, you (or your parent for a PLUS Loan) repay in accordance with the terms of the promissory note. That is, you make scheduled payments to the holder of the loan over a period of time.
Any amount of unearned grant funds that you must return is called an overpayment. The amount of a grant overpayment that you must repay is half of the grant funds you received or were scheduled to receive. You must make arrangements with your school or the Department of Education to return the unearned grant funds.
The requirements for Title IV program funds when you withdraw are separate from any refund policy that your school may have. Therefore, you may still owe funds to the school to cover unpaid institutional charges. Your school may also charge you for any Title IV program funds that the school was required to return. If you don't already know what your school's refund policy is, you can ask your school for a copy. Your school can also provide you with the requirements and procedures for officially withdrawing from school.
If you have questions about your Title IV program funds, you can call the Federal Student Aid Information Center at 1-800-4-FEDAID (1-800-433-3243). TTY users may call 1-800-730-8913. Information is also available on Student Aid on the Web at www.studentaid.ed.gov
Community Christian College Withdrawal Policy
Up to the beginning of the sixth class session, a course may be dropped with a grade of “W” (Withdrawal). A student must contact either the Vice-President of Academic Affairs or the Registrar to withdraw. In the case of a Withdrawal, a “Withdrawal” form must be completed with the appropriate signatures and submitted to the Office of the Registrar. You can find the “Withdrawal” form online at the college website http://www.cccollege.edu
Withdrawal from Community Christian College (all classes) during any period of enrollment, whether official or unofficial, may necessitate the return of federal and state financial aid.
Pursuant to federal regulations (CFR 668.22), a refund calculation will be performed to determine the amount, if any, of Title IV aid (Pell Grant, SEOG, Stafford loans) earned by the student for their attendance up to the date of withdrawal. The percentage of Title IV aid to be returned is equal to the number of calendar days remaining in the quarter divided by the number of calendar days in the quarter. Scheduled breaks of more than five consecutive days are excluded.
Prior to withdrawing from a class at Community Christian College, a student is strongly advised to contact either the Business Office or the Financial Aid Office to discuss the financial implications.
Satisfactory Academic Progress Policy
Federal regulations require that students receiving financial aid must be making satisfactory academic progress toward a degree and comply with all federal, state, and institutional policies and standards applying to financial aid programs. To insure that recipients of federal, state, and/or institutional funds make academic progress, Community Christian College has set forth a Satisfactory Academic Progress (SAP) Policy as outlined below. A review of SAP will be conducted each quarter and at the conclusion of each academic year when renewal eligibility is evaluated. Students are strongly encouraged to monitor their academic progress carefully and they should understand that drops, withdrawals, and grades of I (Incomplete) can affect current and upcoming financial aid eligibility. Repeated and developmental courses may be included in federal aid calculations. Audited courses are not included in any aid calculations or SAP reviews. Included in these standards are a qualitative measure and a quantitative measure. The qualitative and quantitative standards used to monitor academic progress must be cumulative and must include all periods of the student\\\'s enrollment including periods for which the student did not receive financial aid.
Failure to meet the Community Christian College Satisfactory Academic Progress (SAP) may result in the loss of financial aid eligibility.
CUMULATIVE GPA: The Qualitative Measure of Satisfactory Academic Progress
In order to meet the SAP standards for financial aid, students must have a minimum GPA of 1.5 at the end of each quarter with a 2.0 cumulative grade point average (GPA) throughout their program at Community Christian College.
Students are required to meet the minimum cumulative GPA requirement and completion rate according to the following graduated scale:
Degree Credits CompletedMin Cumulative GPA RequiredCompletion Rate
Credits Attempted/ Completed
1 to 45.0
1/3 (33.3% ) %
46.0 to 93.0
2/3 (66.6 %)
The Community Christian College student Financial Aid SAP Policy applies courses and credits for GPA as they are defined by Community Christian College’s academic policy.
Satisfactory Academic Policy includes attendance in so far as it affects the number of units attempted and completed. It follows along the guidelines of the official attendance policy found in the college catalog, college policy/procedure manual, and the student handbook.
CREDITS ATTEMPTED and CREDITS EARNED: The Quantitative Measure of SAP
Students are required to meet the minimum completion rate according to the following chart:
Degree Credits CompletedMin Cumulative GPA RequiredCompletion Rate
Credits Attempted/ Completed
1 to 45.0
1/3 (33.3% ) %
46.0 to 93.0
2/3 (66.6 %)
Federal regulations allow students to receive aid for 150% of the published length of an undergraduate program. Community Christian College publishes in its catalog that students can earn the Liberal Arts AA Degree by completing 93 quarter credits (930 hours). Full-time students at CCC, therefore, may receive aid for a maximum of 1350 credit hours (930 credit hours x 150% = 1395 credit hours). Once a student has attempted 1395 credit hours, she/he is no longer eligible to receive financial aid with CCC and this standing is not appealable.
The maximum time frame for program completion is as follows:
Full-time: : 3 years
3/4 time: : 4.5 years
Half-time: : 6 years
The Community Christian College student Financial Aid SAP Policy applies courses and credits as they are defined by Community Christian College’ academic policy.
Credits attempted and credits completed in all academic terms (fall, winter, spring and summer) are included in the rate of completion calculation.
CCC reviews SAP progress for all students at the end of each academic quarter and notifies student of any deficiencies that may exist. Deficiencies can result in the loss of financial aid eligibility. Policy on student notification of SAP is carried out in compliance with federal regulations as defined in the Federal Student Aid Handbook.
Policies Regarding Course Work
The Incomplete is not counted as credit earned until the final grade is submitted; however, it is counted in credits attempted and may affect the program completion rate. Refer to the official policy on “Incompletes” found in the college catalog, college policy/procedure manual, and student handbook.
Students who drop courses after the 100% refund period may encounter difficulties in meeting the SAP Policy standards. Withdrawing after the 100% refund period will impact a student’s SAP status, future financial aid eligibility and could result in repayment of financial aid received in the current term. Refer to the official policy on “Drops/Withdrawals” found in the college catalog, college policy/procedure manual, and student handbook
Repeated Course Work
A course in which a student receives a C- or less may be repeated at Community Christian College for credit. The higher grade received upon the completion of the course will be used in calculating the GPA. Credits for repeated courses count only once as credits earned and only once in a student’s GPA; however, these credits are counted as attempted credits for each repeated course and are subsequently included in the calculation of the completion rate of their AA degree. The most recent grade for any repeated course is used in calculating GPA.
Developmental Course Work
Community Christian College’s developmental courses are considered the same as credit courses for tuition, for full-time academic standing and for SAP with the exception that the grades assigned for developmental course work are not included in the GPA calculations. Credits for developmental course work are included in the calculation of the SAP completion rate.
These courses are included in the calculation of SAP completion rate of their AA degree. Refer to the official policy on “Credit/No Credit” found in the college catalog, college policy/procedure manual, and student handbook.
Community Christian College counts those transfer credits that apply to its Liberal Arts AA program in the calculation of the student’s SAP completion rate. Transfer credits are not counted in GPA calculation for SAP.
Audit Courses are not included in the calculation or review of SAP.
Student Notice of Loss of Eligibility
The CCC Student Financial Aid Office sends notices to students receiving financial aid at the end of each quarter term of enrollment if they have deficiencies under the SAP policy.
A SAP -- “WARNING” status is assigned to a student who fails to make SAP at CCC because the college evaluates SAP at the end of each payment period. A student may continue to receive Title IV aid for one payment period following the “WARNING.” No appeal is necessary for this status. Students are placed on “academic probation” but not Financial Aid probation.
A SAP -- “PROBATION” status is assigned to a student who fails to make SAP after the warning period, is ineligible for aid, who files an appeal, and has the appeal approved and has had eligibility for title IV aid reinstated. A student may receive aid for one payment period.
Appeals Process/ Re-establishing Eligibility
Students, who are ineligible for financial aid because of their SAP status, and have special circumstances, may have theirfinancial aid reinstated by submitting an APPEAL and it must be approved by a review committee.
Circumstances that are considered for, but not limited to, an appeal are:
- Serious physical or mental condition
- Death of a family member or other family crisis
- Natural disaster
The Appeal Process:
Student completes the Satisfactory Academic Progress Financial Aid Appeal Form and submits it to the Academic Office, along with all corresponding documentation as indicated on the appeal form.
Appeal is reviewed by a committee and is either granted or denied.
If the appeal is granted, the student’s aid will be reinstated for the quarter for which the student is requesting an appeal. At the end of the quarter, the student must be making the appropriate GPA and completion rates in compliance with the college SAP policy.
If the appeal is denied, the student is not eligible to receive further financial aid at CCC until the student takes action that brings him/her into compliance with the qualitative and quantitative components of the college SAP policy.
When a student fails to meet the SAP policy and loses financial aid eligibility, a HOLD is placed on the student’s record that prevents the student from receiving any further financial aid. This hold does not prohibit the student from registering for classes. If an appeal is filed and approved, the hold is deactivated and the student regains eligibility to receive financial aid. If an appeal is not approved, the student may not receive financial aid at any of the CCC campuses until the student meets the SAP policy requirements. Once the requirements are met, the student is again eligible to receive financial aid in subsequent terms.
Amendments to Policy
This policy will be amended whenever applicable federal or state laws or regulations are changed. Upon committee approval, the Financial Aid Administrator is authorized to incorporate and implement changes required in this policy by federal or state law or regulations. Other amendments to the policy, not required by changes in law or regulations, will be considered through the revision procedures of committee review.
Title IV Loan Code of Conduct Policy
Community Christian College adheres to the following U.S. Department of Education Loan Code of Conduct Requirements:
The institution does not enter into any revenue-sharing arrangements with any lender.
The institution's employees of the financial aid office do not receive gifts from any lender, guaranty agency or loan servicer for “educational loans” offered to our students. Lenders of “educational loans” include providers of Title IV loans as well as private educational loans.
The institution's employees of the financial aid office do not accept any fee, payment or financial benefit for any type of consulting arrangement or contract to provide services to or on behalf of a lender relating to education loans.
The financial aid office does not direct borrowers to particular lenders or delay loan certifications based upon borrower selection. All borrowers, including first- time borrowers make their own lender selection.
The institution does not request or accept offers of funds for private loans to students from any source.
The institution does not receive staffing assistance from any lender.
All educational counseling materials, financial literacy material or debt management materials are made available to students with the disclosure of the lender that prepared such aforementioned materials.
The institution's employees do not receive compensation for service on an advisory board.
Leave of Absence Policy
To take a leave of absence, an official “Leave of Absence Form” must be submitted to the Site Director for approval. It is then necessary to have an interview with the Vice-President for Academic Affairs. Approval signatures of the Site Director, Vice-President for Academic Affairs, and Financial Aid Officer must be included on the form in order for a leave to be granted. A leave is granted for not more than three quarters or one academic year. Readmission to the College is not necessary. Forms may be obtained through the College office. They are also included in the Appendix of the Student Handbook.
Refund of Tuition
A refund of tuition (either full or partial) will be made only if the student has paid the full tuition for a given period of instruction (a year or quarter) in advance. A full refund will be made of all tuition paid if the student officially withdraws on or before the first day of instruction of the period for which full tuition has been paid in advance.
After the first day of instruction, a partial refund of the current quarter's prepaid tuition will be made on a straight pro rata basis (based on clock hours of instruction) for the "unused" portion of the quarter up through the end of the sixth week of instruction (60% of the 11-week quarter). No refund will be given after the sixth week.
Further, an administrative charge of $100.00 will be deducted from any refund amount. Thus, for example, a student who has paid in advance for a full quarter (assume pre-payment of full tuition, with 3% discount for prepayment of $3200.00) and who withdraws at the end of the fifth week of instruction (50% of the quarter's instruction) will receive a refund of 50% of the prepaid tuition less $100, yielding a refund of $1404.00.
A student who prepays tuition for an entire academic year and who withdraws at some point in the year will have all tuition refunded for any quarter which has not yet begun (less the administrative fee of $100), and if a quarter of instruction has already begun for such a student, then any refund of that quarter's tuition will conform to the policy set forth in the two preceding paragraphs.
Students who are paying their tuition on a monthly basis will receive no refund upon withdrawal, regardless what part of the month the withdrawal becomes official.
Financial Aid Return Policy
Withdrawal from the College (all classes) during any period of enrollment, whether official or unofficial, may necessitate the return of federal and state financial aid.
Pursuant to federal regulations (CFR 668.22), a refund calculation will be performed to determine the amount, if any, of Title IV aid (Pell Grant, SEOG, Stafford loans, Cal Grant) earned by the student for their attendance up to the date of withdrawal. The percentage of Title IV aid to be returned is equal to the number of calendar days remaining in the quarter divided by the number of calendar days in the quarter. Scheduled breaks of more than four consecutive days are excluded.
If any funds are to be returned after the return of Title IV aid, they will be used to repay Community Christian College funds, state funds, other private sources, and the student in proportion to the amount received from each non-federal source as long as there was no unpaid balance at the time of withdrawal. If there was an unpaid balance, then all aid sources will be repaid before any funds are returned to the student.
NOTE: If prior to withdrawing, funds were released to a student because of a credit balance on the student‚s account, the student may be required to repay some of the federal or state funds upon withdrawing.