Policies & Procedures

ELIGIBILITY FOR FEDERAL ASSISTANCE

Effective: July 1, 2004
PURPOSE
To describe the eligibility criteria to qualify for Federal Student Aid. 
POLICY
Defined in law, in regulation, or as guidance from the U.S. Department of Education, these policies and procedures facilitate the effective operation of the federal processing system and of the reporting systems for individual programs. The term FSA refers to need-based grant, loan, and work-study programs administered by the U. S. Department of Education. The FSA Programs administered by the College, comprise the: Federal Pell Grant, Federal Supplemental Educational Opportunity Program (FSEOG), Federal Work Study (with Work Colleges distinctive) and Federal Family Education Loans (FFEL). To qualify for assistance students must meet the following basic eligibility requirements: demonstrated financial need, citizen or eligible non-citizen, registered with the Selective Service, if required; not in default on a loan, or owe a repayment on Title IV aid received at any institution; enrolled at least half-time in an eligible program of study; and maintain satisfactory academic progress.
PROCEDURE
Financial need is simply defined as the difference between the students cost of attendance (COA) and the family's ability to pay these costs. Education costs for the SSA Programs are defined by statute and are fairly easy to calculate based on the students tuition and fee charges, living situation (e.g., on campus, off campus with parents, off campus without parents) as well as other factors affecting the student. The Expected Family Contribution (EFC) is the amount that a family can reasonably be expected to contribute toward college costs. If the EFC is less than the COA, the student is considered to have financial need and thus will be eligible for aid from the FSA Programs, provided that he or she meets the other eligibility requirements of these programs.
The EC Financial Aid Office has the authority to use professional judgment to adjust the COA for the FSA Programs on a case-by-case basis to allow for special circumstances. Such adjustments must be documented in the students file.

INSTITUTIONAL SCHOLARSHIPS

Effective: July 1, 2004
PURPOSE
To describe the rules and criteria for institutional scholarships.
AUTHORITY/SOURCE
Finance Committee and Financial Aid Committee.
POLICY
Institutional scholarships are established for the purpose of recruitment and retention of students who contribute to enhance the Colleges enrollment goals. Awards may be offered to qualified students who meet one or more of the following eligibility requirements:
I. Students with demonstrated financial need
II. Students with demonstrated athletic ability
III. Students with demonstrated skills: music, drama, etc.
IV.  Students who have demonstrated academic excellence

Programs are administered by the respective areas responsible for the recruitment of students who meet the specified criteria. Each area is responsible for making the awards and providing the Financial Aid Office with a list of recipients. Awards may be for a set amount or full tuition. The may also include an allocation for books and other living expenses. Amounts and award criteria vary widely across programs.
PROCEDURES
Upon receipt of award information from administrative/academic area, the Financial Aid Office will issue an award letter. At the beginning of each semester, the Financial Aid Office will verify compliance with eligibility criteria before authorizing disbursement of funds by the Business Office.
Students who fail to meet renewal criteria (if applicable) will be notified of the potential loss of eligibility at the end of the Spring semester each academic year. Generally, deficiencies can be made up during the Summer preceding the next academic year.

APPLYING FOR FINANCIAL AID

Effective: July 1, 2004
PURPOSE
To explain the method of applying for financial aid.
POLICY
The financial aid application process begins each January for the following academic year. Students who need financial assistance to cover college expenses must file a Free Application for Federal Student Aid (FAFSA) each year. Forms are available in the Financial Aid Office for all students and at public and private high schools for entering freshmen. The deadline for priority consideration is posted no later than the beginning of each application period in the Financial Aid Office. The FAFSA may be completed on the website www.fafsa.ed.gov. The Central Processing System (CPS) uses the information from the FAFSA to calculate the students official Expected Family Contribution (EFC). The Processor will conduct electronic matches with the Social Security Administration, Selective Service and Immigration and Naturalization Services to determine eligibility for federal aid. The results are transmitted electronically to the College.
PROCEDURE
Applying for financial aid is a lengthy process which requires careful completion of forms, attention to deadlines, and prompt response if additional information is requested by the institution. Due to limited financial aid funds, most forms of aid are awarded to students whose files are completed accurately and on time. A students application will not be reviewed until all required documents required to complete the file are received in the EC Financial Aid Office. Those applicants who complete the application process after the deadline and who are eligible will be considered and assisted to the extent that funds permit. Failure to accurately report information sought on the application or on supporting documents may result in the suspension or termination of financial aid eligibility
Students selected for Federal Verification must complete a Verification form and provide copies of tax returns and other documents required by the Office of Financial Aid that confirm the data submitted in the FAFSA.

REFUND POLICY OF WITHDRAWAL - Traditional Courses

Refunds for unused tuition and room and board apply only to students withdrawing from school.  There is no refund for any other fees charged.  Tuition is refunded according to the following schedule:

75% weeks 1 & 2
50% weeks 3 & 4
25% weeks 5 & 6
Room charge refunds follow the same schedule as tuition. Meal charges are refunded pro-rata based on the number of weeks remaining in the semester.

REFUND POLICY OF WITHDRAWAL - Online Courses
The student must file an official Drop/Add Form with the Registrar to receive a tuition credit or refund. For a full refund, the student must file the Drop/Add Form with the Registrar on or before the sixth day of the online course offering period start date. The date of withdrawal is certified as the date on which the Schedule Adjustment (Drop/Add) Form is filed with the Registrar, not the date of the last class attended. Failure to attend class does not constitute withdrawal. Students failing to properly withdraw from a course will not receive a tuition credit/refund.
Refunds are issued according to the following schedule minus the nonrefundable application and matriculation fees. (Students must receive official confirmation of course withdrawal from the EC Online office to be eligible to receive the appropriate refund noted below.)

All Online Courses
100% refund through first six days of a class
30% refund through first 13 days of a class
0% refund after last withdrawal deadline

STANDARDS OF SATISFACTORY ACADEMIC PROGRESS
Effective: July 1, 2004
PURPOSE
To describe the criteria and procedures for the Standards of Satisfactory Academic Progress.
POLICY
To receive assistance under FSA, a student must be meeting the Standards of Satisfactory Academic Progress. The College has established a satisfactory progress policy for the purpose of monitoring whether the student meets these standards. Students who fail to make progress towards completion of their degree as specified under this policy will be issued warning letters, placed on probation, or suffer suspension or termination of financial aid.
PROCEDURES
For purposes of this rule and the receipt of financial aid, the Standards of Satisfactory Academic Progress are reviewed annually at the end of the Spring semester. All periods of enrollment at the College are considered regardless of whether the student received Title IV aid. A copy of the policy is available at the Financial Aid Office “information boxes” bookshelf. The following components are measured to determine if satisfactory progress has been achieved:
1. Qualitative: Financial aid recipients must maintain a minimum cumulative GPA for his or her category.
2. Quantitative: Credit Hour Completion. All students must complete a percentage of the minimum credits for their enrollment category each academic year.
Maximum Time Frame (Time Limitation for Degree Completion). The length of time necessary to complete a degree depends on the number of credit hours required as specified in the College's catalog and the student's enrollment status. The Maximum Time Frame will be evaluated on the basis of the applicant's status at the time of entry. 
APPEALS
Any student denied financial aid who can prove special circumstances has the right to appeal the decision within 60 days of the Financial Aid Office notification. The appeal must be submitted in writing and supportive documentation must be attached. If the appeal is denied, the student may submit a final appeal to the Financial Aid Appeals Committee. The decision of the Committee shall be final.
FINANCIAL AID APPEALS COMMITTEE
The Financial Aid Appeals Committee is appointed by the Director of Financial Aid. Membership includes administrators and faculty. The Financial Aid Office convenes the Committee as needed.

Effective: July 1, 2004
PURPOSE
To explain the method used for award packaging and notification.
POLICY
Packaging is the process of finding the best combination of aid to meet a students financial need, given limited resources and institutional constraints. The College reviews its packaging philosophy each year based on federal regulations and enrollment trends. A student who has applied for financial assistance will be notified in writing of the decision of the Financial Aid Office. The financial aid award process will not begin until all required documentation has been received by the Financial Aid Office.

PROCEDURE
A financial aid award may consist of a combination of grants, loans and employment based on the students financial need, funds requested by the student and available resources. The award is contingent upon receipt by the College of funds from the appropriate agencies (federal, state, etc.)
It is the student's responsibility to review the award and all its conditions prior to accepting the aid offer. If the student wants to reduce or decline a specific award, the award must be returned with the appropriate notations, otherwise, it is assumed that the award has been accepted as issued. Any additional documents sent with the award that require the students signature (e.g., promissory notes, etc.) must be returned for the award to be paid.
Students who do not qualify for financial aid (no-need) will be notified via a letter of their status. They will be offered the opportunity to apply for student loans which are not based on financial need.


FINANCIAL AID DISBURSEMENTS
Effective: July 1, 2004
PURPOSE
To explain the financial aid disbursement process.
POLICY
FSA funds are disbursed when the College makes a payment of FSA funds or delivers proceeds of an FSA  loan to or on behalf of a student, either directly or by crediting a students account with the funds. To insure an adequate system of internal checks and balances, the disbursement functions are the responsibility of the Business Office.
PROCEDURE
FSA funds are disbursed by the College weekly beginning the week after classes start each semester. The  Financial Aid Office verifies students continued eligibility by comparing submitted reports from Admissions, Academics, and the Registrars offices comparing original award conditions with students current status. Awards which do not match are held in the Financial Aid System for further review. The remaining awards are released to the Business Office for disbursement. Tuition and fees, housing charges and all other outstanding debts will be deducted and a check (net check) for the remaining award will be distributed to the student’s college mail box or mailed to the student’s local address maintained by the Registrar's Office.


FINANCIAL AID REFUNDS/REPAYMENTS
Effective: July 1, 2004
PURPOSE
To specify the conditions under which financial aid refunds/repayments are mandated.
POLICY
The FSA refund and repayment requirements apply when a student receives FSA funds and withdraws, drops out, takes an unapproved leave of absence, fails to return from an approved leave of absence, is expelled, or otherwise fails to complete the period of enrollment for which he or she was charged.
The FSA refund and repayment requirements do not apply  to a student who
I. withdraws, drops out, or is expelled before his or her first day of class,
II. withdraws from some classes, but continues to be enrolled in other classes,
III. does not receive FSA funds for the enrollment period in question. 
PROCEDURE
A refund is the unearned amount of institutional charges that must be returned to the FSA Programs, other sources of aid, and the student, for a student who received FSA funds and who has ceased attending school, after attending at least one class. A refund is defined as the difference between the amount paid towards institutional charges (including financial aid and/or cash paid) and the amount the school may retain under the appropriate refund policy.
A repayment is the unearned amount of a direct disbursement to a student that the student (who received FSA funds and who has ceased attendance after attending at least one class) must pay back.


FINANCIAL AID COMMITTEES
Effective: July 1, 2004
PURPOSE
To describe the operations of the Financial Aid Committee
POLICY
There is established a Ecclesia College Financial Aid Committee which shall be responsible for:
1) Establishing College policy on matters relating to financial aid administration.
2) Establishing program objectives consistent with the College's strategic plan.
3) Facilitating the distribution of financial aid information.
4) Monitoring the effectiveness of financial aid activities.
The committee shall consist of the Vice Presidents of Business and Finance, Academics, and Student Services and a representative from the following offices: Financial Aid and Admissions.
PROCEDURE
1) Members are appointed by the Vice President of Student Services responsible for the Financial Aid Office. Length of appointment will be determined by V.P.
2) The committee meets as needed at least once a year, to review financial aid policies and procedures and other related issues.





VERIFICATION POLICIES AND PROCEDURES

Effective: July 1, 2004

In compliance with CFR668, Subpart E, Ecclesia College will verify that the data reported on the Free Application for Federal Student Aid (FAFSA) is accurate by obtaining documentation to support the financial data reported on the FAFSA.

The college will verify all of the students selected for verification by the U.S. Department of Education and those students selected for verification under the institution’s verification selection criteria.

Verification Criteria

The primary items that are verified are:
• Household size
• Number in college.
• Adjusted Gross Income (AGI)
• U.S Taxes paid.
• Untaxed income which includes Social Security benefits, Child Support, IRA/Keogh Exclusions, Foreign Income Exclusions, Earned Income Credit, Welfare benefits, Additional child tax credit, Child support paid out to another individual that has been reported on work sheet ‘C’.




ADDITIONAL INFORMATION CRITERIA
The College reserves the right to require students to submit additional information if the following conditions exist:

1. Students who are only independent because they indicate on the FAFSA that they have a dependent that they support but have zero income.
2. Students and/or parents of dependent students who report zero or very little income.
3. Students and/or parents who indicate they did not file a federal tax return but are required to file based on the Internal Revenue Services tax filing requirements.
4. Married students and/or parents who have filed as head of household.
5. All ISIRS that are flagged for discrepant information.
6. Documentation submitted that is conflict with the data on the FAFSA or reveals income that should have been reported on the FAFSA.

REQUIRED DOCUMENTATION
Students selected for verification will be notified that they have been selected for verification and will be asked to provide the following documentation by a certain date:

1. Verification Worksheet.
2. Copes of the student’s and/or parents federal tax return for the most recent tax year.
3. Explanation of any income reported of worksheets A and B on the FAFSA.Students and parents may report untaxed income on verification worksheets. The FAO will only ask for documentation of untaxed income and benefits if there is reason to believe that there is a discrepancy.
4. Documentation of any monetary value reported on worksheet C.
5. Any other documentation needed to resolve discrepant information on the FAFSA.

Notification to Students
Once the Financial Aid Office receives the ISIR the system will generate a request for additional information to those students who are selected for verification.

THE VERIFICATION PROCESS
Once the Financial Aid Office determines that the student and/or parents have submitted all of the required and requested documents the Financial Aid Office will compare the documentation with the data reported on the FAFSA by:

1. Verifying that there are no issues of ‘concern’ or ‘C’ code issues.

2. Confirming that the following data reported on the FAFSA agrees with the tax return or other financial documentation for anyone’s income reported on FAFSA:
* Adjusted Gross Income
* Taxes paid
* Untaxed income and benefits:
• Child support received and paid out
• IRA/Keogh deductions
• Earned Income Credit
• Foreign Income
• Number in household
• Number in college.

3. Ensure that the Verification Worksheet is completed correctly and that the income data, household size and number in college reported on the Verification Worksheet agrees with the data reported on the FAFSA. If not, conflicts will be resolved and corrections will be submitted.
a) Only those person’s in the student’s parent’s household that are under the age of 24 will be counted in the household unless the parent can document that they are truly providing 50% of the person’s support or have legal guardianship.
b) Independent students will have to prove that they provide 50% support to a person listed in the household who is not the student’s biological or adoptive child unless the student can document they are providing 50% or more of the person’s support or have legal guardianship.

VERIFICATION EXCLUSIONS
A student’s application may be exempt from the verification process if some or all of the verification requirements due to certain unusual circumstances exist. Except in the case of a student’s death, however, none of these verification exclusions excuses the College from the requirement to resolve conflicting information.
• An applicant selected for verification does not have to be verified if the applicant was in jail or prison at the time of verification.
• A recent immigrant does not have to be verified if the student is an immigrant that arrived in the United
States during the calendar years that are representative of the academic year.
• The student’s spouse is deceased or mentally/physically incapacitated.
• The spouse is residing in a country other than the U.S and can’t be reached by normal means of
communication.
• Student’s parents are deceased or physically incapacitated.
• The parents’ are residing in a country other than the U.S. and cannot contacted by normal means of
communication.
• The applicant is a legal resident of Guam, American Samoa or the Commonwealth of the Northern
Mariana Islands.
• The applicant is a citizen of the Republic of the Marshall Islands, the Federated States of Micronesia or the Republic of Palau.

Ecclesia College

Federal Title IV Return of Funds Policy

(R2T4)

Effective: July 1, 2004

1. The amount of federal financial aid assistance that a student earns is determined on a
pro-rata basis. Once a student has completed more than sixty percent (60%) of the
payment period, all financial aid assistance is considered to be earned. Federal financial
aid assistance includes the Pell Grant, Supplemental Opportunity Grant (SEOG),
Stafford Loans (subsidized and unsubsidized) and PLUS Loans for parents.

2. For students who completely withdraw from school before more than sixty percent (60%)
of the term has been completed or who do not officially withdraw and receive all
failing grades for the term, the Title IV Return Policy goes into affect.

3. The withdrawal date is defined as the student's last date of an academically related activity.

4. When a student receives federal financial aid in excess of earned aid, the student’s
repayment obligation is determined after the school’s share is calculated.

o The school returns the lesser of:
1) the amount of Title IV funds that the student does not earn, or
2) the amount of institutional charges that the student incurred for the
payment period or period of enrollment multiplied by the percentage of
funds that was not earned.

o The student:

1) is responsible for all unearned aid that the school is not required to
return.
2) may not have to return the full initial amount because a student does not
have to return the full amount of any grant repayment due
3) pays any loan funds in accordance with the terms of the promissory note,
that is, scheduled payments to the holder of the loan over a period of
time.
4) must make arrangements with the school to return the funds for any
grant amount the student has to return which is considered to be a grant
overpayment.
5. The student is billed for funds the college is required to repay. Accounts not paid within
45 days are turned over to a collection agency.

Ecclesia College Refund Policy (section updated: January 15, 2008)

It is the purpose of this notice to inform students of the financial implications of withdrawal. If, for any reason, a student withdraws from Ecclesia College before the end of the semester, the Business Office (with Financial Aid Office assistance) will calculate and make any refund of tuition, room and board that is due. The amount of any refund is based upon how much of the term has elapsed.
Withdrawal Date:. To officially withdraw from the college a student must obtain permission from the Vice President of Student Services and the Registrar’s Office. Then, the student must officially drop his or her classes through the Academic Office.  When a student withdraws from Ecclesia College, the withdrawal date used to determine the refund is the last date of attendance at an academically related activity. The student is expected to meet all obligations involving college administration, faculty, and fellow students, books and library fees. Transcripts will be held until all college financial obligations are met. 
Charges: If a student withdraws before the first day of Orientation, 100% of his/her payments for tuition, room and board will be refunded. If a student withdraws on or after the first day of Orientation, tuition, room and board will be prorated on a per diem basis through the day of withdrawal, excluding breaks of five days or more.
Payment Considerations: For those students or parents who have received a loan from the Federal Family Education Loan Program (Stafford/PLUS) and for those students who have received a Pell Grant or ACG, specific program requirements determine how much aid from those programs may be kept when a student withdraws early. In general, those programs assume a student "earns" a Stafford Loan, PLUS Loan, Pell Grant, or ACG in proportion to the number of days in the term prior to the student's withdrawal. Funds are earned in a prorated manner on a per diem basis up to the 60% point in the semester. After that point, such funds are viewed as 100% earned. If a student receives more assistance than he earned, both the student and the College may be responsible for returning "unearned" funds to their source. Any "unearned" funds will be returned to the respective programs in the following order:
1.    FFELP unsubsidized student loans (unsubsidized Stafford Student Loans),
2.    FFELP subsidized loans (subsidized Stafford Student Loan),
3.    FFELP parent loans (PLUS)
4.    the Academic Competitiveness Grant (ACG), 
5.    the Pell Grant, and
6.    Federal SEOG Grant
In the event Pell Grant funds were disbursed directly to the student for education related expenses (rather than applied to the student's college account for tuition, room and board), the "unearned" portion that must be returned by the student is reduced by 50%.
Work Learning wages will be paid to the student's account according to the number of hours he/she has worked.
Refund: For those students receiving no financial assistance, the prorated charges will be compared to the payment the parents and student have made and the parents and student will either receive a refund or owe an amount to the College.
For those students receiving financial assistance, the College will determine the amount of financial assistance that must be returned to the sources of aid. In general, the calculation is based upon the principle that the resources of the student and his parents are used to pay for educational expenses before financial assistance from others. (Funds received from the Federal Family Education Loan Program or Pell Grants are handled separately, as described above.) Aid funds are returned to their respective sources in this order:
1.    State grant and scholarship funds
2.    Institutional grants,
3.    Other outside grants / scholarships
After determining how much financial assistance must be returned to the sources of aid, any remaining financial assistance is applied toward the student's prorated charges together with the parents' and student's payments, and the FFELP loan funds and Pell Grant funds retained in the student's account as described above. If these resources exceed the prorated charges, the corresponding excess will be credited first against any other charges owed by the student to the College (e.g. a bookstore bill), and then any remainder will be refunded to the parents and student.
If, instead, there is a balance due, the parents and student are responsible for making payment to the College. Payment must be made within thirty days unless other payment arrangements are agreed to by the College's Business Office.












Professional Judgment
Effective: July 1, 2004
A financial aid professional may exercise professional judgment and change elements in the federal need analysis to account for circumstances that he/she feels have not been adequately considered in the original FAFSA. In addition, a financial aid professional may increase the "Cost of Attendance" to account for extraordinary expenses a student might acquire while attending Ecclesia College. 
Conditions that may merit the use of Professional Judgment:
•    Dependent Child Care for children of independent students.
•    Travel Expenses beyond those allowed in the student expense budget.
•    Dependency Override: change of status from "dependent" to "independent.”
•    Computer Purchase: include the price of a computer in "Cost of Attendance".
•    Rent and Utilities beyond those allowed in the student expense budget.
•    Educational Expenses beyond those allowed in the student expense budget.
•    Proof of Dependents: provide proof of support for dependent(s), other than a spouse.
•    Parent Attending College: include on FAFSA the parent is attending college at least half-time.
•    Adjustment to Expected Family Contribution (EFC) due to loss of income or benefits, extraordinary medical or dental expenses, elementary or secondary school tuition for siblings
Each situation must be individually documented. 

STATE PROGRAMS

Effective: July 1, 2006
PURPOSE
To describe the rules and criteria for State of Arkansas Programs
AUTHORITY/SOURCE
Arkansas Department of Higher Education
POLICY
The ADHE administers merit scholarships and need-based grants targeted towards special student populations attending postsecondary educational institutions in the State of Arkansas. 
The recipients are selected by ADHE and the names are forwarded to the Financial Aid Office for the purpose of sending an award notification and for disbursement through the Business Office. The Financial Aid Office is responsible for verifying all eligibility criteria prior to awarding the state program.
PROCEDURE
The process of awarding state programs begins with ADHE sending a list of recipients to the Financial Aid Office identifying the students who meet their criteria for the state program.
Need-based grants require the completion of the FAFSA. Recipients must meet satisfactory progress as defined by ADHE. 
Awards are renewable if the student meets state academic progress standards for renewal.



Academic Competitiveness Grant

Effective: July 1, 2006

The Academic Competitiveness Grant (ACG) program is for undergraduate students who are enrolled in their first or second academic year in an eligible program in any field, who have completed a rigorous secondary school program of study, and who also have at least a 3.0 cumulative GPA for the first academic year.  
A school that offers at least one eligible program and participates in the Federal Pell Grant Program must award grants to qualified applicants. The total amount of the student’s EFC and financial aid, including the ACG cannot exceed the cost of attendance. 
Weber & Associates provides a form for schools to certify student eligibility for the Academic Competitiveness Grant program. Detailed information regarding this grant program can be found in the Regulatory Review Service section of Weber’s website.



Loan Entrance & Exit Counseling

Updated: May 21, 2008
Loan Programs
Ecclesia College offers several forms of the Stafford Loans. In order for a student to apply for any of these, they must first fill out the Free Application for Financial Aid (FAFSA) and will be notified of eligibility in their award letter. All first time borrowers at Ecclesia College MUST complete Student Loan Entrance Counseling before we will process your loan application.
To complete entrance counseling on-line go to
http://www.mapping-your-future.org/oslc/index.cfm?act=Intro&OslcTypeID=1

To complete exit counseling on-line go to
http://www.mapping-your-future.org/oslc/index.cfm?act=Intro&OslcTypeID=2

Students must send a copy of the confirmation page to the financial aid office.
A brief description of each of these loans is provided below:
Stafford Loans -
a Federal Guaranteed Student Loan
variable interest rate
10 years to repay
repayment begins 6 months after becoming enrolled less than half time
interest deferment dependent loan type
Subsidized Loan -
a student can borrow up to $3,500 for freshmen students, $4,500 for sophomores
Interest for subsidized loans is deferred - the student is not responsible for any interest as long as they are enrolled at least half-time in an institution of higher learning
Unsubsidized Loan -
a student can borrow up to $3,500 for freshmen students, $4,500 for sophomores
the student is responsible for all interest which begins accruing at the time the loan is given
Parent PLUS Loan
offered to the parents of a student enrolled at least half time in an institution of higher learning interest for this loan is not deferred - the parent receiving the loan is responsible for all interest which begins accruing at the time the loan is given
Ecclesia College Loan Policies
Because Ecclesia College is concerned about student loan defaults and levels of indebtedness, Ecclesia College has adopted the following procedures:
Denial of Federal Family Educational Loans (FFEL):
In accordance with the 1990 Reauthorization of the Higher Education Act of 1965, an institution may refuse to certify a loan application if the institution documents the reason and provides the reason in writing to the student. Under the same provision, an institution may certify a loan amount that is less than the student’s determination of need if it documents the reason and provides the reason in writing to the student. Higher Education Act, sec. 428 (a)(2)(F)
The decision to reduce or refuse to certify an otherwise eligible borrower’s loan must be made on a case-by-case basis, with supporting documentation maintained in the student’s file. Dear Colleague Letter GEN-91-19, June, 1991, pp. 6,7
1.    First time borrowers at Ecclesia College who have been awarded a Stafford loan must complete pre-loan counseling before a loan application will be given to the student. No loan applications will be processed until pre-loan counseling has been done.
2.    Ecclesia College will allow students whose parents have been denied a Parent Loan for Undergraduate Students (PLUS) the opportunity to submit a request for additional unsubsidized loan funding for a dependent student.
3.    Independent students may request additional unsubsidized loan amounts as well.
4.    All students who have received Federal Stafford Loans at Ecclesia College are required to complete an Exit Interview form before any official transcripts will be released. (effective July 1, 2008)
Exceptions to the above policies must indicate extenuating circumstances that must be approved by a Financial Aid Officer. When policy is dictated by regulation, no exceptions can be made.