Policies

Financial Aid Renewal

It is the College's intent to renew the same level of grant/scholarship financial aid a student has received in their first year of undergraduate education for the remainder of their academic career as long as the student maintains:

  • satisfactory academic progress;
  • re-applies for financial aid by the stated filing dates;
  • shows the same level of financial need;
  • the same housing status; and
  • the same enrollment status (full-time versus part-time).

All aid is contingent upon the level of support from all resources available to the College.

Satisfactory Academic Progress for Graduate Financial Aid Recipients

In order to remain eligible for assistance, financial aid applicants must meet satisfactory academic progress (SAP) standards established in accordance with federal regulations. The academic progress of aid applicants and recipients must be evaluated by the Financial Aid Office annually. This evaluation will generally occur in May after semester grades are posted as a part of our determination of eligibility for the next academic year (Summer session is considered the beginning of the academic year for financial aid purposes).  Students applying for financial aid are also subject to the standards at the point of financial aid application.  The Graduate Satisfactory Academic Progress (SAP) Standards for Financial Aid include quantitative and qualitative measures.

The standards used for measuring GR Satisfactory Academic Progress are:

  • Quantitative: Completion Rate
  • Quantitative: Maximum Attempted Credits
  • Qualitative: Cumulative Grade Point Average

The completion rate standard for financial aid consideration is calculated by dividing the cumulative credit hours earned by the cumulative credit hours attempted. To remain in good standing, students are expected to successfully complete at least 80 percent of the course work attempted. Students falling below the minimum completion rate of 80 percent are placed on Financial Aid Suspension.

For example, a student earning 12 of 18 attempted graduate credit hours would enter Financial Aid suspension. (12/18 = 67%).

The standard for maximum attempted credits students must proceed through their program of study with not more than 150 percent of the total courses required to attain each grade level. Progress toward program completion is determined by comparing the total number of credit hours attempted (including course withdrawals and failures) to the number of credit hours successfully completed.

For example, if a student is pursuing a graduate degree requiring 36 credit hours, no financial aid consideration would be available after attempting 54 credit hours, even if the student has not yet earned the graduate degree and meets all other satisfactory academic progress standards. (36 x 150% = 54)

The standard for cumulative grade point average for financial aid consideration, students must maintain a cumulative grade point average (GPA) of 2.0 or higher. Students falling below the minimum cumulative grade point average of 2.0 are placed on Financial Aid Suspension.

Financial Aid Suspension

Students failing either the quantitative or qualitative measures are placed on Financial Aid Suspension.  Students with deficiencies and/or whose aid is subject to suspension are notified at their permanent address.  The student is responsible for paying his/her own expenses, such as tuition, fees, books, supplies, etc. and will not be reimbursed for period(s) of financial aid suspension.  Students on suspension status who improve their academic performance to the required completion rate and cumulative GPA without exceeding maximum attempted credits will return to good standing and are eligible for financial aid consideration.  Students exceeding the maximum attempted credits immediately enter Financial Aid Suspension status and may no longer receive financial aid for the declared program of study.

Financial Aid Suspension Appeals

Students with significant and documented extenuating circumstances may appeal to regain aid eligibility. Students may submit a written appeal with documentation to the Financial Aid Office.   The appeal must explain, and documentation must support, the unusual circumstances that prevented the student from meeting required academic standards. Unusual circumstances may include: death of a close family member, extended illness, personal injury or other extraordinary circumstances. Supporting documentation may include: death certificate, physician's/counseling psychologist statement, police report, etc. During the appeal process the student must be prepared to pay his/her own expenses, such as tuition, fees, books, supplies, etc., without expectation of financial aid reimbursement.  Students whose appeals are approved are granted one additional semester of aid, and in general, a student will be granted only one waiver during their academic career. Students are expected to meet the standards of academic progress upon completion of the semester for which they were granted a waiver.

Study Abroad/Off-Campus Programs

Students wishing to study abroad/off-campus must complete additional paperwork in order to be eligible for federal and state student aid during the period that they are studying off-campus. The following documents must be filed prior to the student leaving for their semester off-campus:

  • Consortium Agreement - this is a document that must be completed by the host school which states the cost of attendance for the program and that the host institution will not process financial aid for the student.
  • Transfer of Course Form - the student must obtain prior approval from their academic dean/department head to be in attendance in another institution.

These forms must be provided to the Office of Financial Aid prior to leaving for the study abroad/off-campus program. Additionally, the student must make arrangements for the payment of the program and for the completion and/or signature of any documents or checks while studying away from Wheelock.

Please be aware that you will not be eligible for any need-based Wheelock financial aid funds while participating in a study abroad/off-campus program.

Refunds/Return of Title IV Aid

Course Withdrawals

Course/schedule changes must be made during the add/drop period of the semester to receive a refund.  You are liable for the cost of courses from which you withdraw after the add/drop period.  To officially withdraw from a course, students must withdraw by filing a "Course Withdrawal Form" with the Registrar's Office.  Non-attendance will not automatically withdraw you from a course or relieve you of financial obligation.  A student who fails to attend class for a course for which he/she registers and does not initiate the proper withdrawal action within published deadlines, is subject to a grade of F for the course and is liable for any tuition charge applicable to the course.  Financial aid may be reduced if the student is enrolled in fewer courses than originally reported.

Institutional Refund/Withdrawal Policy

 To withdraw or take a leave of absence from Wheelock College Undergraduate students must complete an official Withdrawal or Leave of Absence form (available at the Office of Academic Advising and Assistance) and meet with the Associate Vice President for Student Services.  Graduate students must complete an official Withdrawal or Leave of Absence form (available at the Office of Academic Records) and meet with the appropriate Academic Dean.  Notification of non-attendance or withdrawal to faculty alone does not constitute official withdrawal, and a tuition credit cannot be allowed on that basis. Tuition credit will be granted only on the basis of the date the college was notified on the withdrawal or leave of absence form. General fees, student activity fee, registration fees and room-retainer fees are not refundable.

As defined, "refundable Tuition" will be refunded under the following refund schedule which is available upon request through the Office of Financial Services. Room and board fees will be prorated starting from the official start date of the semester.  Though room and board fees usually are inseparable, for purposes of refunds the board portion is considered to be 25% of the total room and board fee.

Students who receive institutional grants, scholarships and loans will have these forms of aid refunded in the same percent as the refund of tuition. For students receiving federal aid under Title IV, the federal refund policy (known as Return of Title IV Aid) applies and determines the amount of aid for which a student is entitled to retain for the period of enrollment. For students receiving state grants or scholarships, refunds are processed according to each state's own individual guidelines.

Refund Schedule

Semester Period

 

Amount of Refund

 

Before classes begin

 

100% of net refundable tuition, fees, and room & board.

From the day classes begin
through the 7th calendar day
thereafter

100% of net refundable tuition, plus a prorated portion of refundable room & board

From the 8th day through the
14th calendar day after classes
begin

50% of net refundable tuition, plus a prorated portion of refundable room & board

From the 15th calendar day
after classes begin

25% of net refundable tuition, plus a prorated portion of refundable room & board

After the 21st calendar day
after classes begin

Prorated portion of refundable board only

 

Return of Title IV Funds

Federal regulations specify how colleges must determine the amount of federal financial aid you earn if you withdraw from the college.  The law requires that when you withdraw, the amount of federal aid that you have earned up to that point be determined by a specific formula.  This policy applies to students who withdraw from the institution, or are approved for a leave of absence for no longer than 180 days, or are academically dismissed during the term from the institution.

The term "Title IV Funds," which refers to the federal financial aid programs authorized under the Higher Education Act of 1965 (as amended) includes the following programs: subsidized Direct Stafford Loans, unsubsidized Direct Stafford Loans, Federal Direct PLUS loans, Federal Perkins Loans, Federal Pell Grant, Federal Supplemental Educational Opportunity Grant (SEOG), and other Title IV programs (not including Federal Work-study).

The amount of Title IV funds to be returned will be based on the number of days in attendance in proportion to the number of days in the term or period of enrollment, up to the 60% point in the semester. Once you have completed more than 60% of the semester, you are considered to have earned all of your federal assistance.  If Wheelock College must return part of your financial aid, and the removal of those funds from your student account creates a balance due, you will be billed for this balance.  A copy of the worksheet used for this calculation and examples can be requested from the Wheelock College Office of Financial Aid.

A student's withdrawal date is:

▪        The date the student began the institution's withdrawal process or officially notified the institution of intent to withdraw.

Determining the amount of Title IV funds to be returned:

In accordance with federal regulations, the college must return unearned Federal Title IV funds to the federal government  in the following order:

▪        Unsubsidized Direct Stafford Loans

▪        Subsidized Direct Stafford Loans

▪        Federal Perkins Loans

▪        Federal Direct PLUS Loans

▪        Federal Pell Grant

▪        Federal Supplemental Educational Opportunity Grant (SEOG)

▪        TEACH Grant

▪        Other Title IV assistance

Institutional and student responsibilities in regard to the Return of Title IV Funds:

Wheelock College's responsibilities include:

▪        Providing each student with the information given in this policy;

▪        Identifying students who are affected by this policy;

▪        Completing the Return of Title IV Funds calculation for students who are subject to the policy; and

▪        Returning the Title IV Funds that are due the Title IV programs.

The student's responsibilities include:

▪        Undergraduates must contact the Office of Academic Support Services (email: mmccormack@wheelock.edu; phone: 617-879-2267) for details on procedures for withdrawing or requesting a leave of absence;

▪        Notifying the Office of Financial Aid (email: finaid@wheelock.edu) immediately of a pending withdrawal or leave, as federal refunds must be made within 45 days of the date of withdrawal or leave; and

▪        Returning to the Title IV programs any funds that were disbursed directly to the student and for which the student was determined to be ineligible via the Return of Title IV Funds calculation.

Students have the right to obtain a final calculation of the Return of Federal Funds.

The procedures and policies listed above supersede those published previously and are subject to change at any time.

 Students may be subject to late fees, interest and reasonable collection costs (including attorneys' fees) for failure to pay fees and deposits by the registration and/or payment due date(s).

WITHDRAWAL FROM THE COLLEGE

1. VOLUNTARY WITHDRAWAL

Undergraduate:

An undergraduate student who wishes to withdraw from the College, must complete an Official Withdrawal form (available at the Office of Student Success) and meet with the Associate Vice President for Student Success.  Students who withdraw once the semester begins, should review the College's refund schedule and return of Title IV funds.  The date of withdrawal is based on the date the withdrawal form is initiated.

Students who withdraw once the semester begins, should review the College's refund schedule and return of Title IV funds.  The date of withdrawal is based on the date the withdrawal form is initiated.

2. NON-VOLUNTARY WITHDRAWAL

Non-voluntary withdrawal can occur for the following reasons:

Academic Suspension/Dismissal

When a student is required to withdraw from the College for academic reasons, a non-voluntary withdrawal occurs.  The Scholastic Review Board is the body that review the academic progress and standing of Undergraduates.  Students not making satisfactory progress may be suspended or dismissed.  The Board notify students of these decisions.

Non-attendance

A student who does not register for courses within the first week of a semester, and who has not requested a leave of absence, will be deemed to have withdrawn from the College.

3. LEAVE OF ABSENCE

An undergraduate student who wishes to request a leave of absence from the College, must complete an Official Request for Leave of Absence Form (available at the Office of Student Success) and meet with the Associate Vice President for Student Success.  Students can take a leave of absence for one semester.  To maintain degree candidate status, a $200 deposit must remain in the student's account with the College.  If the student does not return to the College at the end of the specified leave of absence period, the deposit will be forfeited. If, at the end of an approved leave of absence, a student does not submit a Request for Reinstatement form in order to resume his or her studies, the student will then automatically be considered withdrawn from the college. All withdrawn students are automatically placed on academic hold and are not permitted to register for additional courses without submitting to the Associate Vice President for Student Services a Request for Reinstatement form.  Students who take a leave once the semester begins, should review the College's refund schedule and return of Title IV funds.  The date of the leave is based on the date the form is initiated.

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