Policies

Renewing Your Financial Aid
Satisfactory Academic Progress
    • Financial Aid Suspensions
    • Financial Aid Suspension Appeals
Study Abroad
Refund and Withdrawal Policies
    • Refund Schedules
    • Return of Title IV Funds (R2T4)
    • Institutional and Student Responsibilities (R2T4)

Financial Aid Renewal

All incoming graduate students with an undergraduate GPA of 3.20 or higher are considered for Graduate merit scholarships that are awarded by the Admission Committee. These scholarships are intended as a one-time award and are not renewable. Graduate students are eligible to re-apply for Federal aid as long as the student:

  • Is in good standing with satisfactory academic progress
  • Re-applies for financial aid by completing the FAFSA and Wheelock Graduate Aid form by the stated filing dates
  • Is enrolled in a degree program
  • Is enrolled in 5 credits (1/2 time enrollment) or higher per semester
  • Has a citizenship status of U.S. citizen or an eligible non-citizen
  • Is not in default on any Federal Education Loans or owe any Federal grant money back to any institution

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Satisfactory Academic Progress (SAP)

Minimum Academic Requirements for Students Receiving Financial Aid (Graduate Students)

In order to remain eligible for assistance, financial aid recipients 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

Incompletes (I), failures (F), continuation (R), or withdrawal grades (WD) are not considered earned credit hours and repeated courses and remedial coursework are not counted as either attempted or earned credit hours. Transfer credits and Colleges of the Fenway credits accepted towards the student's academic degree are counted as attempted and earned credit hours when measuring the maximum time frame to complete the degree.  Please note, students who change their majors, or choose to add a minor or certificate will normally be expected to complete all degree requirements before the maximum attempted credits allowed.

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 is that students must proceed through their program of study with no 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, is that 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.

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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.  Also note, the mere passage of time will not restore eligibility to a student who has lost aid eligibility for failure to make satisfactory progress. 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.

Students who have been academically suspended or dismissed from the College but who are subsequently given permission to re-enroll are not automatically eligible to continue to participate in federal, state, or institutional aid programs. Graduate Review Board (GRB) decisions are totally separate from funding decisions.

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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.

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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.

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Refunds/Return of Title IV Aid (R2T4)

Refunds for withdrawal from a course and/or practicum will not be made without receipt of written notification of intent to withdraw by the Registrar Net refundable fees paid (tuition less registration fees and general fees) will be refunded according to the college's refund schedule. For any undergraduate students taking graduate courses, the undergraduate refund schedule applies.
Drop/Add: Refunds for courses dropped during the Drop/Add period when a replacement course is NOT added will be refunded according to the college's refund schedule. When a student adds a course in place of a dropped course, the full tuition payment may be applied towards the added course.

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Refund Schedule for Students only attending Full Semester Courses*

Withdrawal Date

Amount of Refund

Before classes begin

100% of net refundable fees

From the day classes begin
until before the 2nd class meeting

75% of net refundable fees

After the 2nd class meeting and before the 3rd class meeting

50% of net refundable fees

After the 3rd class meeting

No refund

  

Refund Schedule for Students only attending Half-Semester Courses

Withdrawal Date

Amount of Refund

Before classes begin

100% of net refundable fees

1st - 7th calendar day of course

50% of net refundable fees

After the 8th calendar day of the start of course

No refund

  

Refund Schedule Students only attending part of Semester-Format Courses

Withdrawal Date

Amount of Refund

Before classes begin

100% of net refundable fees

After classes begin

No refund

  

*Please note: Students enrolled in the online degree program follow the half-semester refund schedule. Summer courses follow the half-semester refund schedule

For more information, please contact Financial Services/Student Accounts at 617- 879-2236.

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Return of Title IV Funds (R2T4)

This policy applies to students who withdraw, are approved for a leave of absence or are suspended or academically dismissed from the institution. Tuition/fees and room and board refunds for these students are determined according to the following policy:

  1. The term "Title IV Funds," which refers to the federal financial aid programs authorized under the Higher Education Act of 1965 (as amended) and for graduate students enrolled at Wheelock College, includes the following programs: Direct Subsidized Stafford Loans and Direct Unsubsidized Stafford Loans
  2. 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; or
    • The midpoint of the period of enrollment for a student who leaves without notifying the institution.
  3. Determining the amount of Title IV funds to be returned:
    • The amount of Title IV funds to be returned will be based on the number of days in attendance as a proportion to the number of days in the term or period of enrollment, up to the 60% point in the semester. There are no refunds after the 60% point in time, as the federal regulations view the aid has been "100% earned" after that point in time. A copy of the worksheet used for this calculation and examples can be requested from the Wheelock College Financial Aid Office.
    • In accordance with federal regulations, the return of Title IV funds is paid in the following order:
    • Direct Unsubsidized Stafford Loans
    • Direct Subsidized Stafford Loans
    • Direct Graduate PLUS Loan
    • Federal TEACH Grant
    • Other Title IV assistance


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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.

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