Financial Aid Policies

Renewing Your Financial Aid
Satisfactory Academic Progress
    • Financial Aid Suspensions
    • Financial Aid Suspension Appeals
Study Abroad and Off-Campus Programs
Refund and Withdrawal Policy
    • Refund Schedules
    • Return of Title IV Funds (R2T4)
    • Institutional and Student Responsibilities (R2T4)
How to Appeal
Summer Financial Aid

Renewing Your Financial Aid

It is Wheelock College's intent to maintain the same level of grant/scholarship financial aid a student received in his/her first year of undergraduate education for the remainder of his/her 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;
  • shows the same housing status; and
  • continues the same enrollment status (full-time versus part-time).

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

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Satisfactory Academic Progress (SAP)

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

Federal and state regulations require that students receiving financial aid maintain satisfactory academic progress (SAP). Once a year, following the spring semester the cumulative grade-point average and number of credit hours attempted and earned by each financial aid recipient will be reviewed. Students falling below the SAP standards are placed on Financial Aid Suspension. Students who apply for financial aid by May 1 will be notified in writing by the Office of Financial Assistance during the month of June if they have lost eligibility for aid due to failure to meet these standards. Late applicants will be notified when they submit a Free Application for Federal Student Aid (FAFSA) or a Federal PLUS Loan application.

The standards used for measuring UG 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 double major or add a minor will normally be expected to complete all degree requirements before the maximum attempted credits allowed.

A student must successfully complete the number of credit hours and maintain the minimum cumulative grade-point average listed on the chart below by the end of each successive academic year.  The standard for cumulative grade point average for financial aid consideration, students must maintain a cumulative grade point average (GPA) of 2.0 (1.80 for first-year students) or higher. The completion rate standard for financial aid consideration is indicated in the chart below. This chart differentiates among full-time, three-quarter-time and half-time students, and is based on the maximum attempted credits. The standard for maximum attempted credits is based on the Federal policy that states that a student may only receive federal aid for up to 150% of the standard length of time that it takes a student to complete their program of study.  For instance, if your degree requires 120 credit hours, you may not attempt more than 180 credit hours to achieve this degree.

Year Full Time Three-Quarter Time Half-Time
Minimum Credit Hours Minimum Cumulative Grade Point Average Minimum Credit Hours Minimum Grade Point Average Minimum Credit Hours Minimum Cumulative Grade Point Average
1 22 1.80 18 1.80 12 1.80
2 45 2.00 36 2.00 24 1.80
3 68 2.00 54 2.00 36 2.00
4 90 2.00 72 2.00 48 2.00
5 112 2.00 90 2.00 60 2.00
6 134 2.00 108 2.00 72 2.00
7 126 2.00 84 2.00
8 134 2.00 96 2.00
9 108 2.00
10 120 2.00
11 132 2.00
12 134 2.00

 

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Financial Aid Suspension

Undergraduate students who have not met the standards for satisfactory academic progress are placed on financial aid suspension and are not eligible to receive aid. Such students will be notified of their status 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 who enroll for fall without the benefit of aid who regain eligibility for the spring should contact the Financial Aid Office to be reviewed. 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 for their program 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. Scholastic Review Board (SRB) 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 within fifteen days of receipt of the aid decision. 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 and Off-Campus Programs

Through our affiliation with the Colleges of the Fenway, Wheelock provides our students with many opportunities to study abroad for a semester.  In partnership with the Center for International Studies (CIS) and the American Institute for Foreign Study (AIFS), Wheelock is able to offer a wide variety of program options for students looking to enhance the internationalization of their undergraduate experience at Wheelock College.

For students choosing to study abroad with a Wheelock-affiliated program during fall or spring semesters (through AIFS or CIS,) students remain registered in the College, receive academic credit and retain financial aid eligibility, making Study Abroad a fully integrated component of Wheelock's undergraduate education. Note: Federal Work-Study is not transferrable to a study abroad program.

Students wishing to study abroad or off-campus with a non-affiliated program will need to complete additional paperwork in order to be eligible for federal and state student aid during the period that they are studying off-campus. Students pay the outside program directly instead of paying through Wheelock for their study abroad program.  A student's Wheelock Institutional grants, scholarships and/or loans do NOT apply to the costs. 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.

For more information, please download our Financial Aid and Student Accounts Study Abroad Options information sheet (pdf).

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Refund and Withdrawal Policy/Return of Title IV Aid (R2T4)

Undergraduate students enrolled in 12-20 credits during a semester are charged the flat semester tuition rate listed above. Students taking 1-11 credits during a semester are charged at the per credit rate listed above. Individual course/schedule changes for part-time students and students changing from full-time to part-time, must be made during the add/drop period of the semester to receive a refund based on the schedule below. You are liable for the cost of courses from which you withdraw after the refund period. If the individual course/schedule change results in less than full-time enrollment, your aid eligibility will decrease and your financial aid may be reduced or canceled.

To officially withdraw from an individual 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.

To withdraw from all courses or take a leave of absence from Wheelock College Undergraduate students must complete an official Withdrawal and Exit or Leave of Absence form (available at the Registrar's Office.) 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, "net refundable fees" paid (tuition, room and board fees less registration fees, and room-retainer fees) 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. Room and board fees usually are inseparable, but for purposes of refunds the board portion is considered to be 25% of the total room and board fee.

Students who receive institutional aid (grants, scholarships and loans) will have these forms of aid refunded in the same percent as the refund of tuition and fees. For students receiving federal aid under Title IV, that is Federal Pell Grants, FSEOG , or TEACH Grants, Stafford Loans Perkins Loans, 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.

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Refund Schedule (full semester courses)

Withdrawal Dates Amount of Refund
Before the official semester start date 100% of net refundable fees
1st-7th calendar day of the semester 100% of net refundable tuition, prorated portion of room and board
8th-14th calendar day of the semester 50% of net refundable fees
15th-21st calendar day of the semester 25% of net refundable fees
After the 21st calendar day of the semester 0% of refundable tuition, prorated board only

 
Refund Schedule (Students only attending Half Semester Courses)

Withdrawal Dates Amount of Refund
Before the course starts 100% of net refundable fees
1st-7th calendar day of the semester 100% of net refundable tuition, prorated portion of room and board
After the 8th calendar day of the semester No refund

 
Refund Schedule (Students only attending Part-of-Semester Format Courses)

Withdrawal Dates Amount of Refund
Before the course starts 100% of net refundable fees
After the course starts No refund


Please note:
If a student is enrolled in at least one full-semester course, the full-semester refund schedule applies to all courses. Students enrolled in the Bachelor's Degree Completion program follow the half-semester refund schedule. Summer and online courses follow the half-semester refund schedule.

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Return of Title IV Funds Policy

This policy applies to students who withdraw, are approved for a leave of absence or are suspended or academically dismissed 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) and for students enrolled at Wheelock College, includes the following programs: subsidized Stafford Loans, unsubsidized Stafford Loans, PLUS loans, Federal Perkins Loans, Federal Pell Grants, Federal Supplemental Educational Opportunity Grants (SEOG), and other Title IV programs (not including Federal Work-study).

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
  • For a student who leaves without notifying the institution, the midpoint of the period of enrollment or the last date of an academically related activity in which the student participated.

Note for students attending module courses: Courses which do not span the length of the semester are considered to be "module" courses. This includes some courses during fall and spring terms and most courses attended during the summer. Students may be considered to have withdrawn, even if a module course is completed. If a student drops one or more courses after they completed the first module and is no longer actively attending any courses, the student is considered withdrawn for financial aid purposes and aid must be adjusted accordingly. Students enrolled in future modules may be required to submit written confirmation they plan to attend those courses. Example: a term consists of two modules. A student is enrolled in one course in each module. The student completes the course in the first module and receives a grade but then drops the second class in the second scheduled module. This is considered a withdrawal.

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 in 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:
    • Unsubsidized Stafford Loans
    • Subsidized Stafford Loans
    • Federal Perkins Loans
    • Federal PLUS
    • Federal Pell Grant
    • Federal Supplemental Educational Opportunity Grant
    • 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:

  • Contacting the Office of Records and Registration (email: registrar@wheelock.edu; phone: 617-879-2135) for details on procedures for withdrawing or requesting a leave of absence;
  • Notifying the Financial Aid Office (email: finaid@wheelock.edu) immediately of a pending withdrawal or leave, as federal refunds must be made within 30 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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Appeal Policy

If a student or family's circumstances change (such as unemployment, illness, reduction of income) after submitting the FAFSA, please inform the Financial Aid Office immediately. Submit a written letter of appeal requesting reconsideration of your current aid decision. Your letter should provide specific information about a change in your family financial situation or extenuating circumstances (such as unemployment, reduction of income, and unusually high uninsured medical expenses) and include appropriate documentation such as your most recent pay stubs (include spouse's most recent paystub if married), unemployment stubs, a letter from your employer regarding severance package terms, untaxed income documents etc. Please submit a signed copy of your and your parents' U.S. IRS Tax Return Transcripts and Wheelock Colleges Verification forms including W-2s and verification of any untaxed income.

Any student who is declared ineligible for financial aid for not maintaining satisfactory academic progress may appeal in writing to the Director of Financial Aid within fifteen days of the date of notice of ineligibility. The student should describe any extenuating circumstances that have compromised satisfactory academic progress.

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Summer Financial Aid Policies

The Summer Session starts in May and includes all sessions through August. Financial aid in the summer term is very limited. The amount and type of financial aid available depend on what financial aid a student may have already received during the previous fall and spring semesters, as well as what their enrollment plans are for the summer and upcoming fall and spring terms. Undergraduate students must complete the Summer Aid application available from the Financial Aid Office.

Note: students taking courses only in Summer I, May-June, will only be eligible for aid if they have remaining eligibility from the prior academic year. The types of aid available include Pell grants, Federal Stafford loans and alternative private loans.

To be eligible for loans students must be enrolled half-time (6 credits), students enrolled less than half-time pay be eligible for some Pell grant funds. If you were eligible for a Federal Pell Grant and/or Federal Stafford loan funds and you were not enrolled full-time during the previous fall and/or spring semesters, you may be eligible for those funds for summer. Some students may be eligible for Pell grant and/or Stafford loans from the upcoming academic year funding if they will not be attending full-time during the upcoming academic year, or plan to graduate in August or December. Students may contact the Financial aid office if plan to attend summer courses and need information about financial aid. 

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