Student Consumer Information

The University conforms to the Student Consumer Information Requirements established by the United States Department of Education and hereby serves notice that the Director of Student Financial Aid and office staff are the persons designated under those requirements to assist the students or prospective student in obtaining information regarding student financial assistance.

General Eligibility Requirements

To be eligible to receive financial aid from most federal, state and institutional programs, the student must:

• Be enrolled as a regular student
• Be working towards a degree in an eligible program
• Be a U.S. citizen or eligible non-citizen with valid Social Security Number
• Have a high school diploma or its equivalent
• Meet the Standards of Satisfactory Academic Progress
• Demonstrate financial need (except for some loans programs)
• Certify that the federal student aid will only be used for educational purposes. The student must also not be in default or owe money on a federal grant.

In addition to the above basic eligibility requirements, the student could be required to meet additional requirements such as minimum enrollment credits, minimum GPA, state residency status among others, depending on the financial aid program.  For the eligibility requirements of a specific program, contact the Financial Aid Office.

Application Process

To determine student’s eligibility for federal aid, the student must complete the Free Application for Federal Student Aid (FAFSA).  Some financial aid programs, such as state grants, student loans, and federal work-study require an additional application.

The student must reapply for financial aid every year after October 1. New students should apply for financial aid at least two months before the first day of classes for the period in which they will enroll.  Regular students must submit their application before the end of December.

Follow these steps to complete your FAFSA:

1. Obtain an FSA ID for yourself at studentaid.gov. If you already have an FSA ID, you will use it to renew your FAFSA every year.
2. Collect the following information:
   • Your social security number. If you are married, you will also be required to provide your spouse’s legal name, social security numbers, date of birth, and email address.
   • Your driver’s license number (if applicable).
   • Prior-prior Income tax returns, W-2 forms, and other records of income earned for yourself and your spouse (if married).
   • Evidence of untaxed income received during the prior year such as Child Support, veteran’s non educational benefits, among others.
   • Information about savings, investments as well as business and farm assets for yourself and your spouse, if applicable.
   • PUPR’s School Code: 014255
3. Complete the FAFSA at studentaid.gov FAFSA is free!  You should not pay for completing this application.  If you need assistance to complete the FAFSA, contact the Financial Aid Office.
4. After the FAFSA application is processed by the Department of Education, the Financial Aid Office will receive a report with the student and parent information. If your application is selected for verification, the Financial Aid Officer will request the student to provide documents to confirm the information submitted in your FAFSA.  No financial aid disbursement will be processed until the verification process is completed.

If your financial aid file is completed; the Financial Aid Office will proceed to the awarding of the aid programs you are eligible for.  You will receive electronic communication with instructions on how to accept your student aid awarding.

Transfer Students

Financial aid awards cannot be transferred automatically from one post-secondary institution to another.  The student must correct the FAFSA application to include Polytechnic University’s Code: 014255.  After the Financial Aid Office receives your FAFSA results, we can determine your eligibility for the available financial aid programs.

Transfer students with previous student loans can defer paying loan payments if enrolled at least half-time.  The deferment will not be automatically granted with enrollment.  To defer a student loan, the student must complete an In-School deferment form and submit it to the Registrar’s Office.  The deferment forms are available at the loan servicers websites.

Awarding Process

The student’s eligibility for financial aid programs will be determined after the FAFSA application is received, and the verification process is completed, if selected. The student’s Expected Family Contribution (EFC), and the cost of attendance (COA), will be considered when preparing the award package.  The student will not be considered for a Student Loan or the Federal Work-Study program unless a proper program application has been completed.  For supplemental aid programs, priority will be given to students with economic need, in order of application processing date.

The student will receive an Award Letter listing the student aid programs awarded for the academic year.  Initial student aid awards are offered based on full-time enrollment.  Awards may then be adjusted, if applicable, to actual enrollment after the add/drop period for each trimester.  Other sources of assistance such as merit awards and private and institutional scholarships will be taken into consideration when preparing the student’s award package.

**Students repeating a course may not be eligible for financial aid for that specific course.

Financial Aid Disbursements

Financial aid funds are credited to the student’s institution account to cover tuition costs and fees.  The student’s enrollment status and eligibility for the financial aid program will be verified every trimester before disbursing any money.  If there is an excess after funds are paid, a check will be issued to refund the student. If the financial aid is not sufficient to cover all charges, the student is responsible for paying the outstanding balance.

The following are some of the reasons why the student’s aid disbursement may be delayed or cancelled:

• Application submitted after deadline
• Not providing all required documentation before deadline
• Not completing the Entrance Counseling and/or Master Promissory Note for Direct Loan borrowers
• Not keeping the minimum academic workload
• Not making Satisfactory Academic Progress towards the program degree

Being in default on a student loan or owing an overpayment to any Title IV financial aid program

Student Aid Cancellation and Refusals

Students may refuse to accept any financial aid awarding.  For this purpose, the student may notify the Financial Aid office in writing to refuse an awarded aid prior to its disbursement.  If the student aid has already been disbursed, the student is required to notify in writing within fourteen days of the credit.

Students who do not officially withdraw (unofficial total withdrawal) and received a WU grade in all enrolled courses will only earn 50% of the federal funds received.  The student would be responsible for any pending balances due to the return of Title IV funds.

Return of Financial Aid

Students who drop or withdraw might have to repay a portion or the total amount of financial aid received.  Students that enroll but do not attend class will also be required to repay any received financial aid. 

If an over award occurs, the student’s award package will be reduced which may result in a repayment.  To avoid over awards, students must notify the Financial Aid Office of any potential awards such as private scholarships, vocational rehabilitation benefits, etc., that were not included in the Award Letter.

**Refer to the Federal Financial Aid Return Policy for more information on the calculation procedure and for an example of the calculation. 

Standard of Satisfactory Academic Progress for Students with Financial Aid

The Standard of Satisfactory Academic Progress of the Financial Aid Office establishes the evaluation criteria to determine the student’s academic progress, which is one of the eligibility requirements to participate in student financial aid from Federal, State, Institutional and Private Programs.

The minimum federal components to measure satisfactory academic progress require three specific measures: qualitative, quantitative, and maximum timeframe to receive Federal aid.  These three components provide a measure of the reasonable progress the student should have to complete the academic career successfully.

Evaluation Criteria

• Qualitative Measure

One of the elements of the Standards of Satisfactory Academic Progress is the qualitative measure.  This component consists of the grade point average and the total accumulated credits at the end of the academic year. The Polytechnic University- Orlando Campus, adopts the retention rate (qualitative measure) according to the following chart:

*Total Earned Credits includes transferred credits and completed credit hours at PUPR.

Credits transferred from other colleges are not taken into consideration to calculate the grade point average, but they are considered to calculate the student’s level or year.

• Quantitative Measure

The second element of the Standards of Satisfactory Academic Progress is the quantitative measure.  This component compares the number of credits attempted by students in the Institution, versus the number of approved credits.  The student must approve at least 66% of all the credits attempted at PUPR.  This measure will be cumulative.

• Maximum time to receive payments from federal financial aid.

All students must complete the graduation requirements within a maximum equivalent to 1.5 times (150%) of the program degree credits. Developmental courses will not be considered in the evaluation of the maximum time, but all courses attempted at our Institution will be included.

Students who have completed the maximum time do not qualify for financial aid.

Example:

Student in Master of Business Administration – Accounting
The MBA-ACCO Program requires 39 credits to complete the curriculum.
Maximum time (39 crds. x 150%) = 58 attempted credits.

The credits hours will be used to determine the maximum time.

• The maximum time must be 150% of the credit-hours required to complete the program degree.
• All attempted credits, even those in which the student did not receive financial aid, counts towards the established maximum.
• This policy includes and measures students who are enrolled half-time.
• All courses attempted in the institution, except for the developmental courses will also be included for the maximum time.

Probation Status

A student who does not comply with the Standards of Satisfactory Academic Progress for the first time is put on probation status.  While on probation, the student does not qualify for any Federal, State, or Institutional aid programs.  Students on probation are able to appeal the probation status, and if approved, could be eligible to receive Federal, State, and Institutional aid.

Procedure for Appealing a Probation Status  

1. How can the student appeal a probation status? The student must complete the Appeal Form and carefully follow the instructions.
2. The student must submit the Appeal Form and supporting documentation before the deadline to the Financial Aid Office.
3. Once submitted, continue to step #4. If denied, the student will not be eligible for Federal, State and/or Institutional aid programs until complying with the Standard of Satisfactory Academic Progress regulation.
4. Plan to improve academic progress:

• • Once the appeal is approved, the student will be referred to meet with the Academic Dean to establish an academic plan for the next term. The academic plan will be established at the beginning of each trimester.
  • Sign the academic plan agreement with the Academic Dean.
  • Submit the established academic plan to the Financial Aid Office to reactivate your financial aids.

5. The academic plan will be evaluated every trimester by the Financial Aid Office to see if the student is complying with it. Student compliance with the academic plan assures the continuity of his/her eligibility to receive Federal, State and/or institutional aids, as long as the student meets other requirements. Not meeting any of the terms outlined in the academic plan will make the student lose all Federal, State and/or institutional aids until he/she complies with the Standard of Satisfactory Academic Progress.

Suspension Status

A student that does not overcome the probation status, falls in a suspension status.  A student in a suspension status does not qualify for Federal, State nor Institutional aid.  Students in suspension status cannot appeal to the Satisfactory Academic Progress Committee.

A student in a suspension status may be eligible to receive Federal, State, and Institutional aid funds when the student complies with the Satisfactory Academic Progress Standard.

Definitions

Attempted Credits – Enrolled credits at PUPR in which the student has obtained grades of I (with grades), A, B, C, D, F or W, WU, S, NS, P, NP, WN, including all course repetitions.

Academic Progress – Is the measure which shows whether a student is complying with the three criteria of the Satisfactory Academic Progress Standard (Qualitative, Quantitative, and Timeframe).

Academic Term – Typical academic term during which regular courses are offered, and which consists of 12 weeks, beginning on the first day of school and ending on the last day of final examinations.  In summer, the academic term is reduced to 6 weeks, doubling the weekly contact hours.

Academic Year – Consists of three academic terms that begin in August and end in May.  The summer term is optional.

Courses with W Grade – Course from which the student officially and voluntarily withdraws.  These courses will be considered in the calculation of the quantitative measure.

Earned Credits – Credits of courses attempted at PUPR which obtained grades of A, B, C, D or Pass.

Expired Credits – Courses approved seven or more years ago in this, or other institution will expire at the date of applying for readmission except for those validated by the Department Director and the Faculty Dean.  The student must repeat all courses declared outdated or must take other equivalent courses of the existing curriculum, with the approval of the Department Director and the Faculty Dean.  These courses are considered for the calculation of quantitative measures.

Financial Aid Probation – Classification given to a student who at the end of any academic year, does not comply with the Standards of Satisfactory Academic Progress.  This student will not qualify for Federal, State, or Institutional aid while in this status.  The student can appeal this decision and could qualify for aid if the appeal is approved. Once approved, the student must comply with all requirements of every academic plan, which must be prepared every term.

Grade Point Average (GPA) – The measure of academic merit achieved by the student. It is calculated by dividing the total number of accumulated honor points by the number of credits in which the student has received final grades, including F’s and WU’s, which have not been removed.

No Satisfactory Academic Progress (NPAS – Suspension) – Classification that is given to the student who at the end of his Financial Aid Probation period does not overcome the academic deficiencies or has not completed the Academic Plan as agreed. The student does not qualify for any Federal, State, or Institutional aid.

Provisional Grades (Incompletes) – If the Professor gives an incomplete in a course, the student must complete the requirements of the course within the established date in the next academic term.  The Professor will remove the incomplete within the established date.  If the incomplete is not removed, it will become the provisional grade until the professor changes the grade. Provisional grades are considered in the calculation of the qualitative and the quantitative measures of the Satisfactory Academic Progress Standard.

Repeated Courses – Courses that the student has been enrolled in two or more times. For the purpose of determining the Grade Point Average, only the highest grade will be used.  Repeated courses will be considered in the quantitative measure of the Satisfactory Academic Progress Standard.

Transferred Credits – Credits taken at other institutions of higher education recognized by accrediting agencies, that were approved with A, B or C, and which are accepted by the Department Director or by the authorized Dean, in compliance with the standards of PUPR.

Student’s Rights and Responsibilities

The student has the right to receive the following information from the Financial Aid Office:

• Available financial aid programs.
• Application process, deadlines, and eligibility requirements.
• Awarding and disbursement procedures.
• What financial aid must be repaid, the terms and schedules for repayment.
• The terms and conditions of any employment that is part of the financial aid award.
• What is the criterion of maintaining Satisfactory Academic Progress and how to reestablish eligibility?
• Institution’s refund policy for the students that withdraw from school.

It will be the students’ responsibility to:

• Comply with deadlines.
• Provide all required documents in a timely manner.
• Provide the Financial Aid Office with information on changes in a family’s household, income, or enrollment status.
• Inform the Financial Aid Office of any outside scholarships, tuition assistance, VA benefits or any other benefits that the student will be receiving during the academic year.
• Use any financial aid received from Federal, State or Institutional funds, for expenses related to their education.
• Notify any change in name, social security, citizenship status, address, phone number or email address.
• Understand and comply with the policies regarding refunds, repayments, and satisfactory academic progress.
• Complete the Exit Counseling for Federal Student Loan program before departure from college or if registering as less than half time student in any term.

Privacy Notice

The Financial Aid Office ensures the confidentiality of students’ records.  For this reason, confidential information will not be released by email or phone to students.  In addition, no information will be released to any third party, unless legally required to do so, without written authorization from the student.  This includes parents, spouses, siblings, or friends.