Aid Information & Policies

Accepting Your Financial Aid Offer

If you’ve applied for financial aid and you’ve received an offer, you’ll need to accept your aid before it can be applied to your account.

Accept My Aid


Learn More About Financial Aid

Receiving Aid

Your award is based on information available to us at the time the award is made. Your award is subject to change if any of the following occurs:

  • You obtain additional resources such as a scholarship, or another agency pays your tuition;
  • You obtain a degree;
  • You fail to maintain Satisfactory Academic Progress (SAP);
  • You drop to less than full-time;
  • You attend less than three quarters or two semesters in an academic year;
  • Your cost decreases due to a change in your residency status or academic program.

Your aid offer is also subject to cancellation without prior notice if you:

  • Have defaulted on a Federal Subsidized/Unsubsidized, PLUS, or Perkins Loan at any institution;
  • Owe a repayment on a grant at any institution;
  • Have failed to maintain Satisfactory Academic Progress (SAP) as outlined in our policy.

Quarterly and annual financial aid is limited by state and federal regulations. All students are assigned an annual Cost of Attendance (COA) based on their state of residency and student level (undergraduate or graduate). Also, as part of the FAFSA process, each student is assigned an Expected Family Contribution (EFC), which is the amount the government expects you and your family to contribute to your annual educational costs. Financial aid is limited by these two variables, COA – EFC = financial need.

For any term, you may not exceed COA with any educationally-related financial support. This includes grants, loans, scholarships, work-study, tuition waivers, third party tuition assistance, etc. In addition, you may not exceed your “financial need” in any term with need-based aid. Need-based aid includes grants, work-study, certain tuition waivers, and subsidized loans.

Many students accept all possible offered financial aid early in the financial aid award cycle. If an additional scholarship or other aid is awarded later, existing financial aid sources may need to be reduced to allow room for the additional assistance.  Whenever possible, student or parent loans are adjusted first.  In some situations, work-study and/or grant assistance may also need to be reduced and/or canceled.

  • Undergraduate: A student who has not earned a baccalaureate degree. Grant funding is limited to first-degree undergraduates.
    • Freshman: 0-44 quarter credits earned
    • Sophomore: 45-89 quarter credits earned
    • Junior: 90-134 quarter credits earned
    • Senior: 135+ quarter credits earned
  • Post-Baccalaureate: A student who has earned a baccalaureate degree and is working on an additional undergraduate degree. Post-baccalaureate students are not eligible for grant funding.
  • Teacher Certification: A student who has earned a baccalaureate degree and is working on teaching certification. Teacher certification students are not eligible for grant funding.
  • Provisional Graduate: A student who is working on undergraduate prerequisites for admittance to a graduate program. Financial aid eligibility is limited to one consecutive 12 month period. Provisional graduate students are eligible for loans only.
  • Graduate: A student with a baccalaureate degree admitted to a master’s/doctoral program.
  • Post-Graduate: A student who is working on a program beyond the graduate level.

With the exception of work-study, financial aid is normally disbursed in even quarterly or semester installments and applied first to your Eastern charges (tuition, fees, and on-campus room and board). Any remaining balance is delivered to you by mail or to your bank account via direct deposit.

Your aid is available the first day of each term if all of the following conditions are met at least one week prior to the beginning of the term:

  • You must be enrolled as a full-time student (8 credits for master’s/doctoral candidates* and 12 credits for all others) unless you have prior approval to receive aid as a part-time student. Wait-listed classes DO NOT count toward your total enrolled credits.
  • All required forms must be submitted to our office and you have accepted your award(s) on EagleNET.
  • You must meet the Satisfactory Academic Progress requirements outlined on our Financial Aid Policies section below.
  • All holds must be cleared.

Scholarship Disbursement

For EWU scholarships, you must return the Scholarship Acceptance form and a “thank you” letter for the donor before funds will be disbursed.

For private scholarships, your donor must send the funds to EWU before the funds can be disbursed to you.

Work-Study Earnings Disbursement

Work-study funds are paid as earned. Paydays are on the 10th and 25th of each month. Your earnings are sent by check to your mailing address on EagleNET or deposited directly to your bank account.

Loan Disbursement

For the Federal Direct and PLUS Loans, a Master Promissory Note (MPN) must be completed before money can be disbursed to you. For the Federal Direct Loan, you must complete a Loan Counseling Session if you are a first-time borrower.

The Federal Direct Parent Loan for Undergraduate Students (PLUS) will be disbursed according to the option selected by your parents on the Parent Loan Request (PLR) form.

For alternative loans, the lender must send the funds to EWU before money can be disbursed to you.

Other Aid Information

Tuition and fees are due by the end of the sixth class day of each term. After that date, unpaid accounts are assessed a $75 late fee.  Students are not dis-enrolled for non-payment or dismissed from the residence halls. Please see the Student Financial Services web pages for further details.

For students in the accelerated online graduate programs, tuition and fees are due one business day before the start of each session. Students not paid by that time will be dropped from the session with no option to re-enroll until the following session.

You may appeal for consideration of additional expenses (such as dependent child care costs) by completing a form available in the Financial Aid and Scholarship Office. We may be able to provide loan funding to help meet these expenses.

Your initial award normally assumes full-time enrollment status. If you wish to attend part-time (fewer than 8 credits for master/doctoral candidates* or fewer than 12 credits for all others), please contact the Financial Aid and Scholarship Office for aid adjustment prior to the start of the term.  If you fail to notify our office prior to the 10th day of the term and receive aid based on full-time status, you may owe a repayment of funds (see the 10th Day Award Recalculation policy).

Pell Grants are generally transferable from and to other schools. Federal Direct Loans and Parent Loans require a new application at the new school. Other forms of aid (FSEOG, State Need Grant, Federal, and State Work-Study, etc.) are not transferable but may be available if the new school has remaining funds.

If you have received a bachelor’s degree, you must be seeking another degree or certification in order to be eligible for financial aid. Please contact the Undergraduate Admissions Office at 509.359.2397 to apply and confirm your admission, and the Undergraduate Academic Advising Office at 509.359.2345 to declare your major.

Financial aid may be applied to an approved study abroad program for up to one academic year. Please contact the School of Global Learning at 509.359.6275 for details.

Financial aid for the summer terms is generally limited to the College Bound Scholarship and any remaining eligibility from the prior academic year for Pell Grant and Federal Direct/PLUS loans. Once you register for the summer term, please contact the Financial Aid and Scholarship Office to be considered for summer financial aid.

Summer Aid Information

EWU’s online courses are split into two sections: state-support and self-support. Admitted, degree-seeking, tuition-paying students on the Cheney or Spokane campuses may take the state support sections without paying additional tuition, although there is a delivery fee of $25 per credit.  Students taking courses from an off-campus location are classified as “self-support” and pay a per-credit rate for online courses. Please see the Special Program Tuition Rate page for additional information.

Financial aid may be available for online coursework for students pursuing a bachelors or professional degree, provided enrollment occurs prior to the 10th class day of each quarter. Special regulations apply to financial aid recipients taking online courses:

  • Students enrolled in a combination of online courses and regular EWU courses are eligible for aid on the same basis as students taking regular EWU courses.  Such students will receive a standard EWU budget covering tuition, fees, books, supplies, room, board, miscellaneous, and transportation costs. Budgets will not be increased to account for the increased online course costs.
  • Students utilizing online courses to qualify for financial aid must complete and submit all assignments and exams by the end of the quarter in which aid is received. If grade posting is delayed for any reason, it may result in a delay in future aid.
  • Students who withdraw from all regular EWU courses and enroll solely in online courses after the 10th day of the term will be treated as a complete withdrawal and fall under the Return of Title IV Regulations and EWU’s Refund Policies (see the Return of Title IV Funds policy). Students in this situation may owe money back for aid disbursed. Additionally, aid not yet disbursed may be reduced or canceled.
  • Students who do not complete their online course(s) within the quarter they receive aid and do not complete any regular EWU courses, will be subject to Return of Title IV Regulations (see the Return of Title IV Funds policy). The return of aid will be based on the last date an online assignment was turned in or the mid-point of the quarter, whichever is later. In the event no assignments were submitted for students enrolled solely in online courses, all aid will be returned to the appropriate programs and the student will owe EWU for any funds disbursed plus tuition expenses.

Independent study courses are different than online courses. You may take independent study courses by registering through your academic department. These credits show as regularly enrolled classes in our system; no additional action is necessary. However, these courses must be complete by the end of the quarter for you to meet the Satisfactory Academic Progress (SAP) requirements.

Satisfactory Academic Progress Policy

Undergraduates

To be eligible for aid, students must maintain a minimum cumulative GPA. At freshmen and sophomore status (0 – 89 earned quarter credits/0 – 59 earned semester credits, including transfer credits) a student may receive financial aid as long as they are not academically dismissed by the university. Once the student is junior or senior status (90 or more earned quarter credits/60 or more earned semester credits, including transfer credits), a minimum 2.0 or higher cumulative GPA is required at the end of each term. A drop below a cumulative 2.0 GPA during junior or senior year will result in one term of warning status, allowing time to bring cumulative GPA above 2.0 before losing aid. Failure to meet the minimum 2.0 cumulative GPA requirement at the end of the warning term will result in financial aid suspension. Pre-university (remedial) credits are not included in the GPA calculation.

Post-Baccalaureates

To be eligible for aid, students must maintain a minimum cumulative GPA. A minimum 2.0 or higher cumulative GPA is required at the end of each term. A drop below a cumulative 2.0 GPA will result in one term of warning status, allowing time to bring cumulative GPA above 2.0 before losing aid. Failure to meet the minimum 2.0 cumulative GPA requirement at the end of the warning term will result in financial aid suspension.

Graduate Students

Per graduate policy, students must maintain a cumulative GPA of 3.0 or higher, measured at the end of each term.

To remain in good standing, students must complete minimum term credits per the chart below, for their student level (undergraduate/post-baccalaureate or graduate). Failure to complete the credits needed for good standing will result in either warning or suspension status, as indicated. Pre-university remedial credits are counted in both the earned hours and attempted hours each term for the minimum term credit completion requirement.

Warning Status:Warning status is for one term. To return to good status, during the warning term complete the number of credits in the Good Standing column below, in addition to all of the other applicable SAP requirements (GPA, cumulative credit completion, and maximum time frame). Failure to complete the number of credits required, or not meeting one or more of the other SAP requirements, will result in suspension status.

Suspension Status: Suspension status may be for more than one term. Suspension status may be appealed for one term of probation. Appeal approval is not guaranteed.

Probation Status – Probation status is for one term and is the result of an approved suspension status appeal. Aid is reinstated in the probation term giving one additional term to complete the number of credits in the “Good Standing” column in addition to all of the other SAP requirements (GPA, cumulative credit completion, maximum time frame). Failure to successfully meet all SAP requirements in the probation term will result in denied status and loss of aid. Students in denied status cannot submit additional appeals and must attend at their own expense until all SAP standards are met.

Undergraduates and Post-Baccalaureates

Enrollment StatusCredits at the End of 10th DayGood Standing – Earned CreditsWarning – Earned CreditsSuspension – Earned Credits
Full-time12+12 or more6-11.50-5.5
¾ Time11116-10.50-5.5
¾ Time10105-9.50-4.5
¾ Time995-8.50-4.5
½ Time884-7.50-3.5
½ Time774-6.50-3.5
½ Time663-5.50-2.5
Less than ½ Time553-4.50-2.5
Less than ½ Time442-3.50-1.5
Less than ½ Time332-2.50-1.5
Less than ½ Time221-1.50-.5
Less than ½ Time11.50

Graduate Students

Enrollment StatusCredits at the End of 10th DayGood Standing – Earned CreditsWarning – Earned CreditsSuspension – Earned Credits
Full time88 4-70-3
¾ Time774-60-3
¾ Time663-50-2
½ Time553-40-2
½ Time442-30-1
Less than ½ Time3320-1
Less than ½ Time2210
Less than ½ Time11n/a0

To be eligible for aid, students must complete at least 66.7% of overall attempted credits, including transfer credits. A drop below the cumulative 66.7% completion rate will result in one term of warning status, allowing time to reach the required completion rate before losing aid. Failure to meet the cumulative 66.7% completion rate at the end of the warning term will result in financial aid suspension. Students who cannot regain the required completion percentage within the one term of approved probation must attend at their own expense until all SAP standards are met. Pre-university (remedial) credits are not counted in the earned or attempted hours for the calculation.

To be eligible for aid, students must complete their degree within a maximum time frame per the details below. The maximum time frame standards apply regardless of whether aid was received for any particular term. The standards vary for federal, state and institutional aid. Specific requirements also vary by student level (undergraduate or post-baccalaureate; graduate students may not exceed maximum time frame).

There are no exceptions for high credit majors, change in major, second major, or minors. Authorized Proficiency credits also count toward the attempted credit limit.

If unable to complete within the specified time frame, credit-based alternative loans may be available.

Undergraduate Students

Federal Financial Aid

Federal financial aid eligibility is suspended at 250 attempted quarter credits/165 attempted semester credits. This includes all degree applicable transfer credits accepted by Eastern. Pre-university (remedial) credits do not count toward this credit limit.

  • 180 Attempted Quarter Credits/120 Attempted Semester Credits: A first warning letter is sent at 180 attempted quarter credits/120 attempted semester credits. If by this point there is no graduation application and/or degree checkout date, it is highly recommended to work with an academic advisor and finalize a plan for degree completion.
  • 225 Attempted Quarter Credits/150 Attempted Semester Credits: A second warning letter is sent at 225 attempted quarter credits/150 attempted semester credits, again emphasizing work with advisor on degree completion.
  • 250 Attempted Quarter Credits/165 Attempted Semester Credits: All federal aid is suspended at 250 attempted quarter credits/165 attempted semester credits. Appeal, including an academic plan for degree completion, required for aid beyond this point.

State Financial Aid

Washington College Grant state financial aid eligibility ends at 15 quarters of full time usage. College Bound Scholarship state financial aid eligibility ends at 12 quarters of full time usage. This includes all usage at any Washington college or university. There is no appeal for this limit.

Institutional Financial Aid

Institutional financial aid eligibility ends at 225 attempted quarter credits/150 attempted semester credits. This includes all transfer credits accepted by Eastern. Pre-university (remedial) credits do not count toward this credit limit.

  • 180 Attempted Quarter Credits/120 Attempted Semester Credits: A warning letter is sent at 180 attempted quarter credits/120 attempted semester credits. If by this point there is no graduation application and/or degree checkout date, it is highly recommended to work with an academic advisor and finalize a plan for degree completion
  • 225 Attempted Quarter Credits/150 Attempted Semester Credits: All institutional aid is suspended at 225 attempted quarter credits/150 attempted semester credits. There is no appeal for this limit.

If you are unable to complete your degree within the specified time frame, you may continue at your own expense or apply for a credit-based alternative loan.

Post-Baccalaureate Students

Federal financial aid eligibility ends at 125 attempted quarter credits/85 attempted semester credits, including all degree applicable transfer hours accepted by Eastern. This is a one time limit for all second degree and certificate programs. Provisional graduate students are eligible for Federal Direct Loans only and are limited to a maximum of 12 consecutive months of eligibility on a one-time, lifetime basis.

Graduate Students

Graduate students must complete their degree requirements during the six year matriculation period.

  • Failed Course (F grade) – Failed courses are counted as attempted but not earned.
  • Incomplete Course (X and XC grade) – Incomplete courses are counted as attempted but not earned when the conversion grades is an F. If the conversion grade is a D- or higher, it is included in earned hours. Remedial credits with a conversion grade of D- or higher are added to earned hours for the term requirement, but not for the percentage or maximum timeframe requirements.
  • In Progress Course (Y grade) – In progress courses are counted as attempted and earned and do not adversely affect SAP status. NOTE: Study abroad Y grades require a study abroad transcript must be received within two terms after completion of the study abroad program.
  • Pass/No Credit Course (P/NC grade) – Pass/NC courses are generally remedial in nature and while the do count toward term completion requirements, they do not count in the GPA calculation, the percentage completion calculation, or the maximum time frame calculation.
  • Pass/Fail Courses – Pass/Fail courses are generally non-remedial courses. If passed (P), they are considered in attempted and earned credits, but not in the GPA calculation. If failed (F), they are considered attempted but not earned credit and are counted in the GPA calculation.
  • Repeating Failed Courses – A previously failed course may be repeated as often as needed to pass; repeats are considered in enrollment status, attempted and earned credits, if passed. The number of repeats is limited by university policy and may affect the maximum time frame noted above.
  • Repeating Passed Courses – A previously passed courses may be repeated only once for aid purpose. The first repeat counts in enrollment status, attempted and earned credits, if passed. Second and subsequent repeats do not count in enrollment status, but do count as attempted and earned credits.
  • Repeatable Courses – Courses that are repeatable may be taken multiple times. All occurrences count in earned and attempted credits.
  • Remedial Courses – Remedial courses are excluded in the GPA calculation, the percentage completion calculation, and the maximum time frame calculations. They do count toward the minimum term completion requirement.
  • Running Start/College in the High School Courses – These courses are counted as earned and attempted credits and count towards all SAP requirements. See the Running Start/College in the High School exception below for additional information.
  • Transfer Credits – Transfer credits accepted by EWU are counted in the cumulative credit limits, unless excluded by University appeal. They also count toward the minimum term completion requirement if taken under a signed consortium agreement.
  • Consortium Credits – Consortium credits count for the minimum term completion requirement, but do not affect the overall credit completion percentage, minimum GPA requirement, or maximum time frame calculations until they are transferred to Eastern.
  • AP/CLEP/IB Credits – Credits obtained through testing that are transferable and creditable are counted as attempted and earned credits.
  • Audited Courses – Audited courses are not counted in either attempted or earned credits.
  • Withdrawals – Withdrawals are counted as attempted but not earned credits.
  • Academic Forgiveness – Federal regulations do not allow for the consideration of academic forgiveness in SAP calculations. Courses granted academic forgiveness are counted as attempted and earned credits and are included in the GPA calculation for financial aid purposes.
  • Academic Integrity (Failed Courses) – Courses that are graded as an “XF” due to academic integrity issues are considered attempted but not earned credits.
  • Grade Changes to Incompletes – It is the student’s responsibility to notify the Financial Aid Office of any grade change which may convert them to a good SAP status. Students have until the 10th day of the term to obtain grade changes from the previous term, including converting incomplete grades. After the 10th day, aid will be cancelled for students on suspension who have not informed the Financial Aid Office of a grade change or submitted an appeal. Grade changes after the 10th day may be considered on an exception basis through the fifth week of the term, or two weeks prior to the end of the last class for modules. Reinstatement of aid after cancellation is based on available funds and may not be the same amount/aid awarded prior to denial or suspension.

Re-establishing aid eligibility is not guaranteed. Registered students in suspended aid status are responsible for all debts incurred regardless of appeal or appeal outcome.

NO APPEAL OPTION

To re-establish aid eligibility and be placed back in good standing, the student must successfully complete full time enrollment (12 credits for undergraduate/post-baccalaureate, 8 credits for graduate) in one term with a 2.0 or higher term GPA and meet the other three SAP standards (cumulative GPA, credit completion percentage, and maximum time frame). This may be done at EWU or another school, without financial aid. NOTE: If the student completes full time enrollment over two or more terms at EWU without financial aid, or another school with financial aid, reinstatement is not automatic, but the student may appeal based on the successful completion of credits.

Students in suspended status, who graduate and move to a new degree at a higher level (undergraduate/post-baccalaureate to graduate status), are reset to good standing under the SAP standards for that level. However, if the student later reverts to a lower level (graduate status back to undergraduate/post-baccalaureate undergraduate status), the former suspended SAP status will be reinstated.

APPEAL OPTION

Aid suspension, in most cases, may be appealed. See Appeal Process below for details. If approved for reinstatement of financial aid via appeal, the student will be on probation for one term only. At completion of the probation term the student must be in good SAP status on all four SAP standards as detailed above to receive future aid.

POLICY EXCEPTIONS

Running Start/College in the High School Running Start and College in the High School students who fail to meet good standing under the terms of this policy will come in under a warning status, even if they merit a suspension status. This is to ensure all new students have a reasonable opportunity for academic success when they come into the university.

Freshmen (Fewer than 44 quarter credits/29 semester credits) – Freshmen students on suspension for overall completion percentage may appeal for two terms of probation (a maximum of 36 credits) if needed to regain the 66.7% completion rate. Student who do not complete 100 percent of their attempted credits during these two terms of probation will be placed on denied status and must attend at their own expense until all SAP standards are met. Students who cannot regain the 66.7% completion rate within two terms of probation will not be approved and must attend at their own expense until all SAP standards are met. This is to account for the unique transitional considerations often occurring in the freshmen year.

The Financial Aid Appeals Committee reviews appeals on a regular basis. Appeals must be submitted by the 10th day of the suspension term to be considered for reinstatement for that term. In general, appeals submitted after the 10th day of the term will be considered for the next term. However, professional judgment may be used to allow a late appeal. Financial aid cannot be reinstated for a prior term.

Minimum Cumulative GPA, Minimum Term Credit Completion, Overall Completion Percentage Standards

Students may appeal one of these standards by submitting a SAP Appeal to the Financial Aid Office. SAP Appeal forms are available at www.ewu.edu/financialaid. To be accepted for review, appeals must be based on reasons beyond the student’s control, such as a death in the immediate family, serious injury or illness, or other special circumstances. The student must explain why they did not meet the satisfactory progress requirements and what has changed that will allow them to meet the requirements in the next term. Supporting documentation is required in most cases.

Maximum Time Frame Standard

Post-Baccalaureate students may only appeal for one additional term beyond the maximum time frame. Graduate students may not appeal beyond the maximum time frame.

NOTE: Federal regulations define separate limits on the total amount of Pell Grant students may receive and the total amount of Direct Loans students may borrow. This appeal process does not increase those limits.

Undergraduate students may appeal for federal aid by submitting a Maximum Time Frame Appeal to the Financial Aid Office. Maximum Time Frame Appeal forms are available at www.ewu.edu/financialaid. The appeal must explain the circumstances causing the student to not complete within the maximum time frame allotted and include an academic plan for degree completion, created with an academic advisor.

Approval is contingent on creating and following the prescribed academic plan and meeting all other SAP standards. Any changes to program of study after the submission of an appeal or failure to follow the academic plan submitted with the appeal, may result in the denial of future financial aid.

Any extension of eligibility applies only to the first degree to which the student is closest to completing, not for multiple degrees and/or minors.

The decision of the Financial Aid Appeals Committee is final and cannot be re-appealed at a higher level. If denied, re-appeal is only possible with new information not previously considered and only available on a one time basis. The Appeals Committee is unable to address any questions or requests for information regarding their decisions. However, some of the factors they consider include:

  • Validity of the reasons for failing to meet the standards
  • Resolution of the problems leading up to failure to meet the standards
  • Prior academic history (credits earned vs. credits attempted, GPA, number of repeats, etc.)
  • Meetings with and recommendations from academic advisor
  • Number of previous suspensions and reinstatements
  • Demonstrated motivation to succeed
  • Likelihood of future success
  • Number of additional terms requested
  • Quality of appeal
  • Quality and thoroughness of supporting documentation

The Satisfactory Academic Progress (SAP) policy applies to all EWU students and defines the minimum standards needed to receive federal, state, and institutional financial aid. Per federal regulation, the policy applies whether or not aid is received during the term being evaluated. The policy also applies to credits taken under Running Start prior to admission to Eastern. The evaluation is based on all attempted hours as of the university census date (10th day of each term).

The policy applies to all undergraduate, post-baccalaureate, and graduate students in both quarter and semester based programs.

The university also administers an Academic Standing Policy that is separate and distinct from these financial aid policies. Refer to the University Catalog for details on the Academic Standing Policy.

There are four standards students must meet to remain in good standing for financial aid:

I. Minimum cumulative grade point average

II. Minimum term credit completion

III. Overall completion percentage (cumulative earned credits/cumulative attempted credits)

IV. Maximum timeframe

These standards are described in detail in the sections to the right, along with other important policy information. Failure to meet any one of the four measures results in suspension of financial aid eligibility. Warning and probation terms may apply as noted.

Satisfactory Academic Progress (SAP) Appeals

Letter of support from academic, departmental, or faculty advisor; copy of Academic Support Center (ASC) contract; documentation of PLUS group attendance.

Copy of medical bill or statement from physician’s office showing dates you were seen; letter of support from Dean of Students Office, EWU Counseling and Psychological Services (CAPS), Disability Support Services (DSS), or off-campus counselor.

Letter from employer on company letterhead or a copy of timesheet(s).

Copy of birth certificate.

Copy of death certificate, obituary, or memorial card.

Copy of a police report or court documents.

Letter from a family member or other relevant documentation from this list of examples.

If guilty, this is not an appealable reason. This was a personal choice. If innocent, provide court documents showing this.

SAP Appeal Form Maximum Time Frame Appeal Form

To receive financial aid, students must maintain Satisfactory Academic Progress, or SAP for short. EWU’s SAP policy lists the academic standards that students must meet to be in good standing for financial aid. SAP is reviewed at the end of each term.

SAP standards include:

  • minimum cumulative grade point average,
  • minimum overall credit completion,
  • minimum term credit completion,
  • maximum overall attempted credits.

If a student fails to meet one or more of these standards, they may go on suspension and have to submit an appeal.

Documentation Examples

Students who are required to complete a Satisfactory Academic Progress (SAP) Appeal must include some type of documentation with their appeal that substantiates the reasons given for not being academically successful. The type of documentation to include can vary greatly and is specific to the student’s circumstances, but some examples are listed below. Acceptable documentation is not limited to what is listed here and students should include anything with their appeal that they believe justifies the reasons given and their plans for success in the future.

10th Day Award Recalculation Policy

All awards are initially based on full-time status and will not disburse to your account until you are enrolled in a sufficient number of “countable” credits or until an award adjustment is made. There will be an “enrollment hold” (EH hold) on your account in EagleNET when you are in this situation.

  1. If you notify us of part-time attendance, your awards are adjusted as follows:
    1. Pell Grant, State Need Grant, College Bound Scholarship, EWU Grant, and Need-Based Waiver are prorated to match your enrollment status (three-quarter time, halftime,
      or less than half-time).
    2. Scholarships and tuition waivers are adjusted based on the terms of the particular program. SEOG, Work Study, Perkins, Direct Loans and Direct PLUS loans are not prorated but are limited to cost of attendance.
  2. If you do not notify us of part-time attendance, your awards will not disburse until the aid is adjusted after the 10th day of the quarter or credits are added.

Due to the entitlement nature of the Pell Grant program, all Pell Grant awards will be paid commensurate with your enrollment status. You cannot request lower awards in order to avoid adverse Satisfactory Academic Progress determinations.

Under the federal regulations, undergraduate students can only take previously passed courses (higher than a 0.0) one additional time and receive federal aid for them. Thus, some repeated credits may not be counted in your enrollment status and will affect your aid as follows:

  1. If you have federal aid only, your cost of attendance and financial aid will be reduced to the appropriate part-time status (three-quarter time, half- time, or less than half-time) following the standard awarding procedures.
  2. If you have mixed federal and/or state and institutional aid, your cost of attendance will remain the same in support of the state and institutional programs, but your federal aid (Pell Grant and Direct Loans) will be reduced to the appropriate part-time status (three-quarter time, half-time, or less than half-time) based on the appropriate part-time cost of attendance. Any future Direct Loan adjustments will also be held to that cost of attendance amount.

If you receive full time aid, but drop below full-time status by the end of the tenth day, you will receive a tuition refund as appropriate, but credit balances will not be released until reviewed by staff and requested by you. The reduction will automatically create a receivable, any tuition credit will be applied, and you will owe a partial or full repayment of the remaining balance.

You will not be subject to Satisfactory Academic Progress, but a registration hold will be placed by the Financial Services Office until the receivable (if any) is paid.

If you are awarded full time aid but drop below full time status after the tenth day, you will not owe a repayment, but you will end up in a warning, probationary, or suspended status at the end of the quarter under the Satisfactory Academic Progress policy.

If you withdraw, a repayment may be owed and you will be on probation or suspension at the end of the quarter.

Enrollment for financial aid recipients is “frozen” on the later of the following:

  • The end of the tenth day of each quarter,
  • Date of award,
  • Completed hours, if packaged after the end of the term.

Awards will be adjusted or packaged consistent with the enrollment status on the relevant day and all satisfactory academic progress calculations will be based on the frozen enrollment.

The disbursement of Direct Loans is slightly different in that they are disbursed based on your registered hours, or your EWU registered hours plus consortium hours (if applicable), rather than your frozen hours. If you have dropped below half-time prior to disbursement, you are not eligible, regardless of the frozen hours. If you are a graduate student, you must take at least five hours of degree applicable courses to be eligible.

If you are awarded full-time aid after the tenth day, but before the end of the quarter, the aid is packaged and disbursed based on your enrollment as of the date the awards are made, and the frozen hours are adjusted to match. If you drop below full-time status after the date of awarding, you will not owe a repayment, but will end up in a warning, probationary or suspended status at the end of the quarter under the Satisfactory Academic Progress policy.

If you increase your enrollment after the tenth day from an ineligible to eligible status, you may receive a Direct Loan, but your grants will not be adjusted. You will not receive an increase to a loan already received. Enrollment increases of this nature generally occur when independent learning (IL) courses are added. If an IL course is added and completed by the end of the term, it will be counted in the completed hours.

Consortium credits (i.e. – approved credits taken at another school) may be used if they will be completed by the end of the term.

If you increase enrollment from an “eligible” status to a “more eligible” status, no adjustments will be made.

If your increase in enrollment was due to institutional error, you may receive aid based on what the enrollment would have been at the tenth day had the error not occurred.

If you withdraw, a repayment may be owed and you will be on probation or suspension at the end of the quarter.

For students who are no longer enrolled, grants and Perkins Loan can be paid to you retroactively based on completed hours as long as we receive a valid Student Aid Report (SAR) or electronic record (one with an official estimated family contribution) and you are awarded prior to the end of your enrollment. Pell Grant can be paid without a signed Financial Aid Award Notification (FAN), but a signed FAN is required for SEOG, State Need Grant, EWU Grant, Perkins, Direct Loan, and PLUS. All loans must have been originated prior to the last date of enrollment.

Your cost of attendance is adjusted to the relevant enrollment status (three-quarter time, halftime, or less than half-time) on the tenth day, regardless of the amount billed.

If you owe repayment based on reduced hours, the repayment must be made before you can register for the next quarter. If you cannot repay in the current quarter, you have the option of using your next quarter’s funds to make the repayment. This is a one-time exception and can only be done within the same academic year. If you wish to exercise that option, you must inform the Financial Aid Office in order to have your registration hold lifted.

Return of Title IV (R2T4) Funds Policy

The EWU Tuition Refund Policy is separate from the Return of Title IV Funds Policy. The EWU Tuition Refund Policy specifies tuition refunds are available under the following parameters:

  • From the 1st through the 6th class day – 100% tuition refund
  • From the 6th class day through the 22nd class day – 50% tuition refund
  • After the 22nd class day – 0% tuition refund

This schedule applies to both quarters and semesters.

Institutional aid and scholarships are refunded and returned to the programs up to the amount of the refund in the following order:

  • Tuition waivers and waiver-funded scholarships
  • Institutional aid, foundation scholarships, and private scholarships

Any remaining balance is then applied to any other outstanding university charges or disbursed to the student at their request.

Any requests for exceptions or examples of the refund policy should be directed to the Student Financial Services Office at 509.359.6372.

Title IV aid refers to the federal financial aid programs authorized under the Higher Education Act of 1965 (as amended) and includes:

  • Federal Pell Grant
  • Federal Supplemental Educational Opportunity Grant (FSEOG)
  • Federal Direct Loans:
    • Subsidized and Unsubsidized
    • Parent Loan for Undergraduates (PLUS)
    • Graduate PLUS Loan

The Office of Records and Registration serves as the University official for all instances of student withdrawal. The Financial Aid Office acts on information from the Office of Records and Registration to complete the R2T4 within the required timelines. Once the R2T4 calculation is complete, the student is notified.

The student’s withdrawal date is used to calculate the amount of financial aid to be returned. The withdrawal date is defined as the earlier of 1) the date the student began the withdrawal process or officially notified the institution of intent to withdraw or 2) the student’s last date of documented attendance in an academically-related activity. The institution has the option of using the latter date if the former date does not reflect the student’s actual situation.

If a student leaves without notifying the institution, the withdrawal date is the last date of documented attendance in an academically-related activity or the midpoint of the term, whichever is later. This date is determined by the instructor of the course for which the student is being given a grade of F for the term.

Once the calculation is complete, it is generally not reversed. However, upon receipt of late documentation of attendance, late grades or grade changes, or notification of medical withdrawal, the student may receive a late disbursement of any Pell Grant for which the student was eligible provided payment is made within 180 days of the day on which the student ceased attendance. Loans may also be reissued up to 180 days from the date the student became ineligible. The receipt of any other canceled aid is contingent on available funding.

Notes:

  • The day of withdrawal is counted as a day of attendance.
  • Calendar days are used in the calculation.
  • Scheduled breaks of at least five days are excluded.

“Section 484B(c) of the HEA makes it clear that the determination of a student’s withdrawal date is the responsibility of the institution. Therefore, the institution, not the student, must document a student’s attendance at an academically-related activity. A student’s certification of attendance that is not supported by documentation by the institution would not be acceptable documentation for the students’ last date of attendance at an academically-related activity.” (Section 668.22(c) in the Discussion, Federal Register 34 CFR Part 668, 682, and 685, Student Assistance General Provisions and FFELP and Direct Loan Program, Final Rule)

Title IV aid is considered to be earned on a daily prorated basis through the 60% point of each term. All Title IV aid is considered 100% earned after that point.

A return of funds may be required when the aid disbursed is in excess of the aid earned during the term. The amount of Title IV aid earned is determined by multiplying the total Title IV aid (other than FWS) for which the student qualified by the percentage of time during the term that the student was enrolled. If less aid was disbursed than was earned, the student may receive a late disbursement for the difference.

The responsibility for returning unearned aid is shared between the University and the student. Any student share allocated to a grant program is reduced by 50%. Eastern will distribute the unearned aid back to the Title IV programs as specified in the Allocation of R2T4 Refunds section below. The student will be billed for the amount the student owes plus the amount the University returned to the Title IV programs.

Notes:

  • EWU uses the aggregate method of matching for FSEOG. FSEOG match is excluded from the calculation.
  • The net amount of any Direct Loan is used in the calculation.
  • Minor prior term charges (less than $200) can be counted in the calculation and/or credited with post- withdrawal disbursements (Sec. 668.22(a)(4)(i)(A)

Federal rules define programs offered in modules and the appropriate calculation of Return of Title IV. The rules determine how EWU calculates Return of Title IV funds for summer term and for the accelerated online (AP) programs. In determining if the student is a withdrawal the following must be established:

  1. Did the student cease to attend a course for which the student was scheduled to attend?
  2. At the time the student stopped attending, was the student attending other courses?
  3. Did the student confirm attendance in a later starting course?

If answer “yes” to 1 and “no” to 2 and 3 the student is a withdrawal and a Return of Title IV calculation must be complete. A return calculation is not required if the student withdraws from one module, but confirms they will be attending a later module within the same payment period. If the student fails to attend the later module the withdrawal date is based on the withdrawal date from the last module the student attended.

Per regulation, R2T4 refunds are allocated in the following order:

Undergraduates:

Federal Direct Loan (Unsubsidized)

Federal Direct Loan (Subsidized)

Federal Direct Parent Loan (PLUS)

Federal Pell Grant

Federal SEOG

Other Title IV grants or loan assistance

Non-Title IV aid (state, institutional, private)

Graduates:

Federal Direct Loan (Unsubsidized)

Federal Direct Graduate PLUS Loan

  • The institution allocates its share of unearned funds first.
  • The student’s share of unearned funds is fully allocated among the programs not satisfied by the institution’s share. Then, any portion of the student’s share that is allocated to a grant program is reduced by 50%.
  • Pell overpayments resulting from the R2T4 calculation may be satisfied by the reduction of future Pell disbursements if the student is returning to Eastern (within the same academic year only). Otherwise, students are notified in writing of their grant overpayments and given 45 days to repay the funds or make satisfactory repayment arrangements. Overpayments not satisfied with that time period are referred to the Department of Education Collections and reported to NSLDS. Overpayments of $50 or less per program do not need to be returned by the student and are not referred or reported.
  • Any portion of the student’s share allocated to a loan program is repaid under the terms and conditions of the loan as specified in the promissory note.
  • Washington College Grant and College Bound Scholarships are returned according to the State Grant Repayment Policy.
  • Other non-Title IV (excluding alternative loans) is refunded to its source according to the institutional tuition refund schedule.

Only Title IV aid can be considered for a post-withdrawal disbursement; Washington College Grant, College Bound Scholarship, Need Based Waiver and all other non-title IV aid is not subject to this process.

Post-withdrawal disbursement must meet the current required conditions for late disbursements prior to the date the student became ineligible for a school to make a late disbursement. For example, the school must have received the student’s Student Aid Report (SAR) or Institutional Student Information Record (ISIR) with an official expected family contribution (EFC). Post-withdrawal disbursements are required and are determined by following the requirements for calculating earned Title IV aid, which have no relationship to incurred educational costs. A post-withdrawal disbursement must be made within 180 days of the date that the institution determines that the student withdrew.

Calculated post-withdrawal disbursement Pell funds must be automatically released. Funds may pay toward outstanding institutional charges before a refund is released to the student.

For calculated post-withdrawal disbursement loan eligibility, written notification is sent to the student, or parent in the case of a parent PLUS loan, no later than 30 calendar days after the date the school determines the student withdrew. The notice identifies the type and amount of the Title IV funds which make up the post-withdrawal disbursement and explain the student or parent may decline all or a portion of those funds. This information must be provided to permit a student or parent to determine which funds, if any, they wish to accept and/or decline.

In the notification, the school must advise the student or parent they have 14 calendar days from the date the school sent the notification to accept a post-withdrawal disbursement. The notification must make it clear if the student or parent does not respond to the notification within the timeframe, the school is not required to make the post-withdrawal disbursement. If a response is not received from the student or parent within the permitted time frame or the student declines the funds, the school returns any earned funds being held to the Title IV programs.

If a student (or parent) submits a timely response accepting all or a portion of a post-withdrawal disbursement, the school must disburse the funds within 180 days of the date of the institution’s determination that the student withdrew.

If authorization from a student (or parent for a PLUS loan) is received after the 14 day timeframe the school must notify the student (or parent) the post-withdrawal disbursement will not be made and why. This notification must be made in writing or electronically.

According to Section 484B of the Higher Education Act of 1965 (as amended), students who withdraw or are withdrawn from all classes in a term may be required to return all or a portion of the Title IV aid received for the term. The policy applies only to students who completely terminate attendance in the enrollment period or stop attending classes before completing more than 60% of the enrollment period. The policy does not apply to students who withdraw from individual courses, unless all courses are eventually dropped. However, if a student withdraws from individual courses and remains enrolled only in courses that were previously taken and passed, the student may be considered to have fully withdrawn for Title IV aid only, under the federal rules for repeat coursework. This applies to courses the student has passed (received a grade of 0.7/D- or higher) and already repeated once before.

 

Regulatory Citation: 34 CFR 668.22