Financial Aid Policies

Award Information and Instructions


Your acceptance of the terms and conditions on your myEWU Portal/EagleNET account certifies that you have read, understand and agree to the following conditions:

    • I have read and agree to the award information and instructions.
    • I agree to report all non-Eastern funds awarded to me. These additional resources may reduce my existing aid or result in a repayment of aid already received.
    • This award is for expenses defined on the Cost of Attendance page. If I withdraw or drop below the required number of credits, I may have to repay some, or all, of the aid awarded to me.
    • I agree to repay my loans on time. I will complete an entrance loan counseling session prior to receiving my first Federal Perkins and/or Federal Direct Loan and an exit conference prior to graduation, withdrawal or termination of studies at Eastern. I will keep my lender(s) informed of my address.
    • I understand that my aid is dependent upon federal and state allocations to Eastern. Insufficient allocations may result in reduced aid or a change in the type of aid offered to me.
    • I agree to report changes in my name, address, social security number or Washington residency to the EWU Financial Aid and Scholarship Office.
    • My aid may be cancelled for failure to make Satisfactory Academic Progress as defined on this website.

<li”>I give permission to EWU to credit my account for all debts owed to the university.

  • My aid will be available at the beginning of each quarter provided I meet all of the conditions listed on the Disbursement of Financial Aid page.
  • My financial aid may be used for up to one academic year in an approved study abroad program.
  • I may receive aid only from one institution from which I am receiving a degree. I will notify Eastern if I am working on a concurrent degree at another school.
  • I will notify the Financial Aid and Scholarship Office if I owe a repayment on a grant or am in default on a loan at any institution. I must repay any aid received during a time in which I owe a grant repayment or am in default on a loan.
  • I acknowledge my responsibility to check my Eagles email regularly for updates. Notice of revisions to this award will be emailed to my Official Student Email Address (EWU Eagles email) which can be viewed on EagleNet under the Personal Information tab. If you are a new student or applicant to Eastern and do not yet have an Eastern student email, you will continue to receive paper notifications. If you have questions regarding the Eastern Student Email Policy, go to student email or contact the Tech Help Desk at 509.359.4357.

 

Electronic Award Notices

You will be notified of awards and award revisions through your Eagles email. The email contains instructions on how to access the awards on your myEWU Portal account. Please check your Eagles email frequently for updates.

Set Up Your Eagles Email

Aid offers not accepted within 30 days are subject to cancellation and may not be reinstated.

To Access Your Award

  • Log into your myEWU Portal account.
  • Click on the “Students” link at the top of the page.
  • Click on the “Awards” link in the Financial Aid section (right hand column).
  • Select “Aid Year 2016-2017” or “Aid Year 2017-2018” as relevant and submit.
  • Review and respond to all items in the Financial Aid Checklist (in order).
  • Once you have accepted or declined all awards online, be sure to review the unsatisfied requirements (if any) at the bottom of the “Accept Award Offer” tab.

With the exception of work-study, financial aid is normally disbursed each quarter or semester. It is first applied 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.

Aid is available the first day of each term if all of the following conditions are met at least one week before the beginning of the term:

  • You are enrolled as a full-time student (10 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.
  • You have submitted all required forms.
  • You have accepted your award(s) as outlined on the award acceptance page.
  • You meet the Satisfactory Academic Progress criteria.
  • You have no holds on your account.

 

Scholarship Disbursement

 

  • If you received an EWU scholarship, you need to return the Scholarship Acceptance form and submit a thank you letter for the donor before funds will be disbursed.
  • For private scholarships, the donor must send the funds to EWU before the funds can be disbursed to you.

 

Work-Study Earnings Disbursement

 

  • Funds are paid as earned. Paydays are on the 10th and 25th of the month. Earnings are sent by check to your mailing address on EagleNET or deposited directly to your bank account.

 

Loan Disbursement

 

  • First-time borrowers under the Federal Perkins Loan program must submit a Loan Information/Rights and Responsibility sheet and sign a promissory note in the Student Financial Services office (Sutton Hall 2nd floor).
  • For the Federal Direct and PLUS Loans, a Master Promissory Note (MPN) must be completed before money can be disbursed to you.

Master Promissory Note

  • For the Federal Direct Loan, you must complete a Loan Counseling Session if you are a first-time borrower.

Loan Counseling

  • 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 funds to EWU before money can be disbursed to you.

Your award is subject to change if:

  • 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

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.

EWU offers online courses through Eastern Online.

Financial aid may be available for online coursework for students pursuing a bachelor’s or professional degree. 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. Students will receive a standard EWU budget covering tuition, fees, books, supplies, room, board and miscellaneous and transportation costs. Budgets will not be increased to account for increased online course costs.
  • Students in asynchronous courses 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 cancelled.
  • 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 midpoint 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

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 completed by the end of the quarter for you to meet the Satisfactory Academic Progress (SAP) requirements.

Tuition Payment Due Date

Tuition and fees are due by the end of the sixth class day of each quarter. Unpaid accounts are assessed a $50 late fee. Students are not dis-enrolled for non-payment or dismissed from the residence halls. Please see Student Financial Services for further details.

Additional Expenses

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.

Part-Time Attendance

Your initial award normally assumes full-time enrollment status. If you wish to attend part-time (fewer than 10 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 don’t notify us prior to the 10th day of the term and receive aid based on full-time status, you may have to repay the funds.

Transfer Students

Pell Grants are generally transferable between 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.

Students with a Bachelor’s Degree

If you have received a bachelor’s degree, you must be seeking another degree or certification in order to be eligible for financial aid. Contact EWU Admissions to apply and confirm your admission.

EWU Admissions

Contact Academic Advising to declare your major.

Study Abroad

Financial aid may be applied to an approved study abroad program for up to one academic year. Contact the Office of Global Initiatives for details.

Summer Quarter Financial Aid

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

Other Award Information


Tuition and fees are due by the end of the sixth class day of each quarter. After that date, unpaid accounts are assessed a $50 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.

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 10 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 approved study abroad program for up to one academic year. Please contact the Office of Global Initiatives 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.

EWU offers online courses through the EWU Extended Campus Office.  Online courses are split into two sections: state support and self support.  Admitted, degree seeking, tuition-paying students on the Cheney or Riverpoint campuses may take the state support sections without paying additional tuition, although there is a $25 per credit delivery fee.  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 cancelled.
  • 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


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

Poor academic performance/time management
  • 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
Issues with employment (working too many hours or lack of work causing financial issues)
  • Letter from employer on company letterhead or copy of time sheet(s)

Birth of a child

  • Copy of birth certificate

Death of a family member or friend

  • Copy of death certificate, obituary, or memorial card
Divorce, child custody issues, domestic violence, theft, restraining order, or other legal issue
  • Copy of a police report or court documents
Family issues
  • Letter from a family member or other relevant documentation from this list of examples

Incarceration

  • If found guilty, this is not an appealable reason. If found innocent, provide court documents showing this.

 

Undergraduates

When you are in freshmen and sophomores status (0 – 89 earned quarter credits or 0 – 59 earned semester credits, including transfer credits) you may receive financial aid as long as you are not academically dismissed by the university.  Once you are in junior or senior status (90 or more earned quarter credits or 60 or more earned semester credits, including transfer credits), you must have a cumulative GPA of 2.0 or higher at the end of each term.  If you drop below a cumulative 2.0 GPA during your junior or senior year, you have one term of “warning” status to bring your cumulative GPA above 2.0 before losing your aid.  If you are still below a cumulative 2.0 GPA at the end of the warning term your financial aid will be suspended and you may appeal for one additional term of probation. Approval of your appeal is not guaranteed. After the probationary term, no additional appeals will be accepted.  Pre-university (remedial) credits are not included in the GPA calculation.

Post-Baccalaureates

You must have a cumulative GPA of 2.0 or higher at the end of each evaluation term. If you drop below a
cumulative 2.0 GPA, you have one term of warning status to bring your GPA up before losing your aid. If
you are still below a cumulative 2.0 GPA at the end of the warning term your financial aid will be
suspended and you may appeal for one additional term of probation.

Graduate Students

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

To remain in good standing on the minimum term credit completion requirement, you must complete the number of credits in the chart below. Use the chart that corresponds with your student level (Undergraduate/Post-Baccaureate or Graduate).  If you complete less than the credits needed for good standing you will be placed on either a warning status or on suspension 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 – If you are placed on warning status, you have one term under that status during which you must complete the number of credits in the “Good Standing” column below, in addition to all of the other SAP requirements (GPA, cumulative credit completion, and maximum time frame).  If you do not complete the number of credits required, or do not meet one or more of the other SAP requirements, you will be placed on suspension and have the option of appealing for one term of probation. Approval of your appeal is not guaranteed.

Probation Status – If your appeal is approved and your aid is reinstated, you have one additional term under a probation status during which you must 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).  If you do not complete the number of credits required, or do not meet one or more of the other SAP requirements, you will then be placed on denied status and lose your eligibility for 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 Status Credits at the End of 10th Day Good Standing – Earned Credits Warning – Earned Credits Suspension – Earned Credits
Full-time 12+ 12 or more 6-11.5 0-5.5
¾ Time 11 11 6-10.5 0-5.5
¾ Time 10 10 5-9.5 0-4.5
¾ Time 9 9 5-8.5 0-4.5
½ Time 8 8 4-7.5 0-3.5
½ Time 7 7 4-6.5 0-3.5
½ Time 6 6 3-5.5 0-2.5
Less than ½ Time 5 5 3-4.5 0-2.5
Less than ½ Time 4 4 2-3.5 0-1.5
Less than ½ Time 3 3 2-2.5 0-1.5
Less than ½ Time 2 2 1-1.5 0-.5
Less than ½ Time 1 1 .5 0

Graduate Students

Enrollment Status Credits at the End of 10th Day Good Standing – Earned Credits Warning – Earned Credits Suspension – Earned Credits
Full-time 10+ 10 or more 5-9 0-4
¾ Time 9 9 5-8 0-4
¾ Time 8 8 4-7 0-3
½ Time 7 7 4-6 0-3
½ Time 6 6 3-5 0-2
½ Time 5 5 3-4 0-2
Less than ½ Time 4 4 2-3 0-1
Less than ½ Time 3 3 2 0-1
Less than ½ Time 2 2 1 0
Less than ½ Time 1 1 n/a 0

 

To be eligible for aid, you must complete at least 66.7 percent of your overall attempted credits, including transfer credits.  If you drop below a cumulative 66.7 percent completion rate you have one term of warning status to bring your percentage above 66.7 percent before losing your aid.  If you are still below a cumulative 66.7 percent completion rate at the end of the warning term your financial aid will be suspended and you may appeal for one additional term of probation.  Approval of your appeal is not guaranteed. Students who cannot regain the 66.7 percent completion percentage within one term of probation will not be approved and 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.

Federal and state regulations specify the maximum time frame for which you may receive aid.  The maximum time frame standards apply regardless of whether aid was received for any particular term.  There are different requirements for each student level (undergraduate, post-baccalaureate, or graduate). Make sure you are reviewing the correct section below.

The standards for federal aid and state/institutional aid are follows:

Undergraduate Students

Federal Financial Aid

Effective fall 2015, federal financial aid eligibility is suspended at 250 attempted quarter credits or 165 attempted semester credits. This includes all transfer credits accepted by Eastern toward your degree.  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 or 120 attempted credits for those in semester based programs. If by this point you have not already applied for graduation and determined a degree checkout date, it is highly recommended that you meet with your advisor and develop a plan for degree completion.
  • 225 Attempted Quarter Credits/150 Attempted Semester Credits: A second warning letter is sent at 225 attempted quarter credits or 150 attempted credits for those in semester based programs.
  • 250 Attempted Quarter Credits/165 Attempted Semester Credits: All federal aid is suspended at 250 attempted quarter credits or 165 attempted credits for those in semester based programs.

Maximum Time Frame Appeal Process: You may appeal the suspension of your federal financial aid by submitting the Maximum Time Frame Appeal Form, available here. The appeal includes explaining the circumstances that caused you to not complete your degree within the maximum time frame allotted and completing a graduation plan with your academic advisor. The approval of this appeal is contingent on you arranging appropriate plans for the completion of your degree and refraining from registering for future courses that do not satisfy degree requirements. If your appeal is approved, your financial aid eligibility may be extended for a set number of academic terms, to be determined based on the credits needed for you to obtain your degree. For your financial aid to be extended past 270 attempted quarter credits or 180 attempted semester credits, you must have attempted and earned credits that do not count towards your degree. This determination will be made based on your current program of study. Any changes to your program of study after the submission of an appeal may result in the denial of future financial aid.

If your appeal is approved, you must also maintain good standing on all other SAP standards (GPA, credit completion percentage, and minimum term completion) for the duration of the extension of your eligibility. Failure to do so may result in the denial of further aid eligibility. If your appeal is denied, or if your appeal is approved and you do not graduate within the number of additional terms granted to you, you will lose eligibility for any future financial aid. You may continue to attend at your own expense or apply for a credit-based alternative loan.

Any extension of eligibility granted by an approved appeal applies only to the first degree to which you are closest to completing and not to multiple degrees and/or minors. All of your academic transcripts must be received by EWU’s Office of Records and Registration before an appeal will be considered.

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.

State and Institutional Financial Aid

State and institutional financial aid eligibility ends at 225 attempted quarter credits or 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 or 120 attempted semester credits. At this point, if you have not already applied for graduation and determined a degree checkout date, it is highly recommended that you meet with your advisor and develop a plan for degree completion.
  • 225 Attempted Quarter Credits/150 Attempted Semester Credits: All state aid, including all programs funded by institutional tuition waivers, is suspended at 225 attempted quarter credits or 150 attempted semester credits. You may continue to receive federal financial aid if you are eligible or you may apply for a credit-based alternative loan.  There is no appeal for this limit, and no exceptions are made for high credit majors.

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.

Changes of Major/Dual Degrees/Minors– Students who change majors or who pursue second majors and/or minors are still subject to the cumulative credit limits specified above.  If you change your major too often, you may be suspended under the maximum time frame requirement before you have received your degree.  The exclusion of non-applicable credits noted in the “250 Attempted Quarter Credits/165 Attempted Semester Credits” section above does not extend to “major” changes that occur after 250 attempted quarter credits or 165 attempted semester credits.

Proficiency Credits – Proficiency credits authorized by your department also count toward your attempted credit limit.  If you are considering adding proficiency credits to your transcript, you may wish to consult with the Financial Aid and Scholarships Office and then plan your best course of action.

Post-Baccalaureate Students

For students pursuing second undergraduate degrees and certificates, financial aid eligibility ends at 125 attempted quarter credits or 85 attempted semester credits, including all transfer hours accepted by Eastern toward your degree or certificate.  If you are unable to complete your degree or certificate within the specified timeframe, you are responsible for any additional educational costs at your own expense (some alternative loans may be available).  This is a one-time limit for all second degree and certificate programs. You may appeal for one additional term of aid only and approval of this appeal is not guaranteed.

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.

Changes of Major/Dual Degrees/Minors– Students who change majors, pursue dual degrees, and/or minors are still subject to the cumulative credit limits specified above.  If you change your major too many times, you may be suspended under the Maximum Time Frame criteria before you have received your degree.

Proficiency Credits – Proficiency credits authorized by your department also count toward your attempted credit limit.  If you are considering adding proficiency credits to your transcript, you may wish to consult with the Financial Aid and Scholarships Office and then plan your best course of action.

Graduate Students

Graduate students may receive aid for enrollment at any time during the six year matriculation period.  If you are unable to complete your degree or certificate within the specified timeframe, you are responsible for any additional educational costs at your own expense (some private loans may be available).

Changes of Major/Dual Degrees/Minors– Students who change programs or pursue dual degrees are still subject to the cumulative credit limits specified above.

  • Failed Courses (“0.0” or “NC”) – Failed courses are counted as attempted but not earned.
  • Incompletes – Incompletes are counted as attempted but not earned.
  • In Progress Grades (“Y” grades) – In progress grades are counted as attempted and earned and do not affect your satisfactory academic progress standing. Study abroad “Y” grades are an exception. A study abroad transcript must be received within two terms after you have completed your study abroad program.
  • Pass/No Credit (NC) Courses – Pass/NC credits are generally remedial in nature, and as such, do not count in the GPA calculation, the percentage completion calculation, or the maximum time frame calculations. However, they do count towards meeting the minimum term completion requirement.
  • Pass/Fail Courses– Pass/fail credits generally apply to non-remedial courses. If passed with a 2.0 or better, they are considered in attempted and earned, but not in the GPA calculation.  Pass/Fail credits that are failed (0.0) are considered attempted but not earned and are counted in the GPA calculation.
  • Repeating Failed Courses – You may repeat previously failed courses as often as needed to pass; repeats are considered in enrollment status and attempted and earned (if passed). However, the number of repeats is limited by university policy and may affect the maximum time frame noted above.
  • Repeating Passed Courses – You may repeat previously passed courses only once; the first repeat counts in enrollment status, attempted, and earned (if passed). Second and subsequent repeats do not count in enrollment status, but do count as attempted and earned.
  • Repeatable Courses – Courses that are repeatable may be taken multiple times. All occurrences count in the calculation of 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 Courses – Transfer credits accepted by EWU are counted in the cumulative credit limits, unless excluded by appeal. They also count toward your 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, 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.
  • Audited Courses – Audited courses are not counted in either attempted or earned credits.
  • Withdrawals – Withdrawals are counted as attempted but not earned.
  • Academic Forgiveness – Federal regulations do not allow for the consideration of academic forgiveness in the satisfactory academic progress calculations. Courses for which you receive academic forgiveness are counted as attempted and earned 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.
  • Incompletes and Grade Changes – It is the student’s responsibility to contact the Financial Aid Office and inform them of any grade change. 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 your last class during summer session. Reinstatement of aid after cancellation is based on available funds and you may not receive the same aid that you were awarded prior to your denial or suspension.

This section applies to students appealing their suspension for the minimum term completion, overall completion percentage, and minimum GPA standards. There is a separate appeal process for undergraduate students suspended under the maximum time frame requirement. Please see the maximum time frame section above for details on that appeal process. Post-baccalaureate students suspended under the maximum time frame requirement may appeal for one addition term of eligibility and should use the standard appeal process described below (note that graduate students cannot appeal the maximum time requirement). Undergraduate students suspended under the maximum time frame requirement and one or more of the other standards may have to complete both appeal processes.

If you are placed on financial aid suspension, you may submit an appeal.  If you are successful in appealing for reinstatement of your financial aid, you will be placed on financial aid probation for one term only, at the completion of which you are expected to be in good standing on all four measures. Good standing means you are meeting all four of the satisfactory progress standards as they are written.

Please note that reinstatement of aid is not guaranteed and you are responsible for all debts incurred if you enroll while on financial aid suspension.  If you decide not to appeal, your appeal is denied, or you are suspended at the end of a term of probation, you may attend at your own expense or may apply for a private loan.

You may re-establish eligibility and be placed back in good standing by successfully completing 12 credits in one term with a 2.0 or higher in each course and meeting the other three standards (GPA, credit completion percentage, and maximum time frame) at Eastern or at another school, without financial aid.  In this case, no appeal is needed.  If you complete the 12 credits over two or more terms at Eastern without financial aid, or at another school with financial aid, reinstatement is not automatic, but you may re-appeal based on the successful completion of those credits.

If you graduate and move on to a new degree at a higher level (undergraduate or post-baccalaureate to graduate status), your SAP status is reset to good standing under the SAP standards for that level.  However, if you fail at a higher level and revert to a lower level (ex. graduate status back to post-baccalaureate status), your SAP status will carry over to the new degree.

Running Start/College in the High School ExceptionRunning 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 insure that all new students have a reasonable opportunity for academic success when they come into the university.

Freshmen Exception – The following exception applies to undergraduate students with 44 or fewer earned quarter credits or 29 or fewer earned semester credits.  The purpose of this exception is to account for the transitional considerations that often occur in the freshmen year:

Freshmen students on suspension for not meeting the overall completion percentage requirement may appeal for two terms of probation (a maximum of 36 credits) if needed to regain the 66.7 percent 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 percent completion rate within two terms of probation will not be approved and must attend at their own expense until all SAP standards are met.

You may appeal the suspension of your aid by submitting a written appeal to the Financial Aid and Scholarships Office. Appeal forms are available here and may be submitted in person, by mail, or by fax. To be accepted for review, appeals must be based on reasons beyond your control, such as a death in the immediate family, serious injury or illness, or other special circumstances. You must explain why you did not meet the satisfactory progress requirements and what has changed in your situation that will allow you to meet the requirements in the next term. You must include appropriate documentation (letters from physicians or instructors, etc.) to support the statements in your appeal. The Financial Aid Appeals Committee reviews appeals weekly (generally on Wednesdays). Appeals must be submitted by the 10th day of the term for which you are on suspension to be considered for reinstatement for that term.  Appeals submitted after the 10th day of the term will be considered for the next term. Financial aid cannot be reinstated for a prior term.

If you fail to meet the standards as noted above, your aid is subject to cancellation. If your appeal is successful, reinstatement of any canceled aid is dependent on available funds. You may lose some of your grant and/or work study funding.

Please note that there is a separate appeal process for students suspended under the maximum time frame requirement. Please see the maximum time frame portion of this policy for details on that appeal process.

The decision of the Financial Aid Appeals Committee is final and cannot be re-appealed at a higher level.  If your appeal is denied, you may re-appeal to the committee only if you are providing new information that was not considered in your original appeal.  You may resubmit your appeal with new information one time only. The Appeals Committee is unable to address any questions or requests for information regarding their decisions.   However, some of the factors they consider are:

  1. Validity of the reasons for failing to meet the standards.
  2. Resolution of the problems leading up to your failure to meet the standards.
  3. Prior academic history (credits earned vs. credits attempted, GPA, number of repeats, etc.).
  4. Meetings with your academic advisor, along with their notes and recommendations.
  5. Number of previous suspensions and reinstatements.
  6. Your demonstrated motivation to succeed.
  7. Likelihood of future success.
  8. Number of additional terms requested.
  9. Quality of appeal.
  10. Quality and thoroughness of supporting documentation.

This policy applies to all EWU students and defines the minimum standards needed to receive federal, state, and institutional financial aid. Per federal regulation, this policy applies whether or not you received aid 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). Students who withdraw or drop all classes prior to the census date and do not receive aid are not subject to evaluation for that term. Students who withdraw or drop all classes prior to the census date and do receive aid are subject to evaluation for that term.

This 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. Please refer to the University Catalog for details.

There are four major standards that you must meet to remain in good standing for financial aid:

  • Minimum cumulative grade point average
  • Minimum term credit completion
  • Overall completion percentage (cumulative earned credits/cumulative attempted credits)
  • Maximum attempted credits

These standards are described in detail below. Failure to meet any one of the four measures results in suspension of your financial aid eligibility. Warning and probation terms may apply as noted.

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:
• 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).
• 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 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) at 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 Funds Policy


The EWU tuition refund policy is separate from this policy. Institutional aid and scholarships are refunded and returned according to this policy (effective fall quarter, 2000):

Through the 6th class day – 100 percent
From the 6th class day through the 22nd class day – 50 percent
After the 22nd class day – 0 percent

This schedule applies to both quarters and semesters. If a student is granted an Exceptional Circumstances Request (ECR) for a full refund of tuition prior to the completion of an award year, all institutional aid and scholarships are refunded and returned to the program(s) at 100 percent. If the ECR is granted after the R2T4 calculation is completed, the R2T4 is not recalculated unless the ECR indicates that the prior withdrawal date was incorrect. State aid is refunded according to the state refund policy at the end of this document.

Tuition, course fees, and all mandatory fees are due by 5pm on the 6th class day of each term. A late payment fee of $50 is assessed on any tuition paid after the 6th class day. Students are not “disenrolled” for non-payment and must formally withdraw from the university to receive the appropriate percentage refund. Students who enroll, do not attend, and do not formally withdraw are responsible for their tuition charges.

Any requests for exceptions or examples of the refund policy should be directed to the Student Financial Services Office (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 Grants
Federal Supplemental Educational Opportunity Grant (FSEOG)
Federal Perkins Loans
Federal Direct Loans
-Subsidized and Unsubsidized
-Parent Loans for Undergraduates (PLUS)
-Graduate PLUS Loans

The Office of Records and Registration serves as the official office of notification for withdrawal and all withdrawing students are referred to that office. The Financial Aid Office then uses the information from that Office to process the R2T4 within the required deadline dates. Once the calculation is complete, the student is notified.

A 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 at 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 at 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 0.0 for the term.

Once the calculation is completed, it is generally not reversed. However, upon the 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 he/she 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 percent point of each term. All Title IV aid is considered 100 percent 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 percent. Eastern will distribute the unearned aid back to the Title IV programs as specified in the Allocation of 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:
(1) EWU uses the aggregate method of matching for FSEOG. FSEOG match is excluded from the
calculation.
(2) The net amount of any Direct Loan is used in the calculation.
(3) Minor prior term charges (less than $200) can be counted in the calculation and/or credited with postwithdrawal
disbursements (Sec. 668.22(a)(4)(i)(A)

New rules define programs offered in modules and appropriate calculation of Return of Title IV funds. The new rules effect how EWU calculates Return of Title IV funds for summer term only. In determining if the student is a withdrawal the following must be established:

1. Did the student cease to attend a course for which she was scheduled to attend?
2. At the time the student stopped attending, was she 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 completed. A return calculation is not required if the student withdraws from one module, but confirms she will be attending a later module within the same program 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

According to the regulations, refunds are allocated in the following order:
Federal Direct Loan (Unsubsidized)
Federal Direct Loan (Subsidized)
Federal Perkins Loan
Federal Direct Parent Loan (PLUS)
Federal Pell Grant
Federal SEOG
Other Title IV grants or loan assistance
Non-Title IV aid (state, institutional, private)

  • 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 percent.
  • 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 ED 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 that is allocated to a loan program is repaid under the terms and conditions of the loan as specified in the promissory note.
  • Non-Title IV (excluding alternative loans) is refunded to its source according to the institutional tuition refund schedule. State Need Grant, College Bound Scholarships, and Passport Scholarships are returned according to the State Grant Repayment Policy (see below).

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

Any 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 90 days of the date that the institution determines that the student withdrew.

Written notification is sent to the student, or parent in the case of a PLUS loan, no later than 30 calendar days after the date that the school determines the student withdrew. The notice identifies the type and amount of the Title IV funds that make up the post-withdrawal disbursement and explain that 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, he or she wishes to accept and/or decline.

In the notification, the school must advise the student or parent that 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 that if the student or parent does not respond to the notification within the time-frame, 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 90 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 time-frame the school must notify the student (or parent) that the post-withdrawal disbursement will not be made and why. This notification must be made in writing or electronically.

EWU does not currently maintain a written Leave of Absence policy. Per the U.S. Department of Education (Region 10 – Seattle), it is permissible not to have an LOA policy. Students who depart on an informal LOA are considered to have withdrawn on the date they leave the institution and are assessed according to the terms of this policy.

Institutional Rights and Responsibilities:

  • Provide each student with the information in this policy.
  • Identify students who are affected by this policy and complete the Return of Title IV Funds calculation in a timely manner according to published deadlines (see attached chart).
  • Return any Title IV fund due to the Title IV programs in a timely manner according to published
    deadlines.

Student Rights and Responsibilities:

  • Follow the policies and procedures established above.
  • Return to the Title IV programs any funds that were disbursed directly to the student and which the
    student was determined to be ineligible for via the Return of Title IV funds calculation.

General

State Grant recipients, who withdraw from the institution, are expelled, or otherwise complete zero credits in any given term must repay state grants on a prorated basis. State grants include State Need Grant, the College Bound Scholarship, and the Passport to College Scholarship.

For the purposes of this policy, “Award” is the amount of state grant for which the student was eligible during the enrollment period, after the school made any required adjustments for need and enrollment level. All monies, whether disbursed to the student account or directly to the student, shall be included in the repayment calculation.

Authority

State Need Grant (WAC 250.20.051(4))

Known Last Date of Attendance

If a student’s last date of attendance can be verified and is prior to or on 50 percent of the term, the state grant repayment will be based on the percent of the term not completed.

If the last date of attendance occurs after 50 percent of the term, the state grant award is considered 100 percent earned and no state grant repayment is due.

State grant repayment formula – Known last date of attendance, prior to or on 50 percent of the term:

  1. The percent of state grant earned is calculated by dividing days in attendance by calendar days in term. Scheduled breaks of five or more days should be excluded from the calculation.
  2. Subtract the percent of state grant earned from 100 percent; this equals the percent of unearned state grant.
  3. Multiply the percent of unearned state grant by the grant amount.
  4. Multiply the amount from step 3 by 50 percent and round to nearest dollar to determine the state grant repayment due.

Unknown Last Date Of Attendance

If a student attends a portion of a term and withdraws with no verified last date of attendance, the state grant repayment will be 50 percent of the grant amount with no additional adjustments.

No-Show Repayments

If a state grant recipient never attends courses in the term for which they received a state grant award, the state grant repayment is 100 percent of the award. If a school is unable to distinguish between a no-show and an unofficial withdrawal, the no-show policy shall apply.

General Repayment Policies

  1. Repayments are based on the state grant award amount, including enrollment and packaging adjustments.
  2. Verified withdrawal dates after 50 percent of the term equate to 100 percent earned state grant.
  3. Unofficial withdrawals/no known last date of attendance equate to repayment of 50 percent of the state grant award.
  4. No shows are 0 percent earned and equate to repayment of 100 percent of the state grant. This applies to an Exceptional Circumstances Requests granted for non-attendance prior to the end of the award year.
  5. Official withdrawals or verified last date of attendance repayment calculation:
    State grant award amount multiplied by the percent of unearned state grant multiplied by the 50 percent reduction equals the state grant repayment due.
  6. The 50 percent reduction applied at the end of the repayment computation addresses unreimbursable start up education costs and reduces the barrier for students intending to return to school.
  7. Repayments of less than $50 should not be returned to the WSAC.
  8. Institution repayment refund policy:

Public institutions may choose from the following options:

  • Return the repayment amount directly to the Washington Student Achievement Council
    (WSAC) and collect from the students.
  • Return the repayments to their institutional State Grant fund (if the repayment is from
    within the current year) and collect from the students (EWU utilizes this option).
  • Refer students directly to WSAC.

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 part of the Title IV aid received for that term. These policies apply only to students who completely terminate their enrollment or stop attending classes before completing more than 60 percent 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, he/she may be considered to have fully withdrawn for Title IV aid only, under the federal rules for repeat coursework. This applies to courses that a student has passed (received a grade of 0.7 or higher) and has then repeated at least once before.

Regulatory Citation: 34 CFR 668.22

Prior Year Debt Policy


In general, you may not use current year financial aid to pay a prior year balance. However, federal regulations (CFR 668.164) allow payment of up to $200 of your current federal aid to prior year tuition, fees, room, and board, and other educationally‐related charges (if authorized on your Disbursement Authorization Form). This exception is available for each award year.

If your debt is more than $200 but not more than $1000, you may continue to register, but must read and affirm the following information before any aid will be released. This is a one-time exception for a student’s time at Eastern that requires financial aid counseling and the completion of the Prior Year Debt form:

  • The application of current federal aid up to $200 and the release of your financial aid is a one-time exception and you have until the end of the current quarter to pay the remainder of your prior year debt. Future term financial aid will not be released until your prior year debt is paid in full.
  • If you are receiving a financial aid refund, you may apply it to your prior year debt at your discretion. You should consider how this will impact your ability to attend, as it may leave you short of funds for the current quarter.
  • You may not borrow an exceptional Short Term Loan to cover your prior year debt.
  • You may apply for a credit‐based alternative loan to pay your prior year debt.

Any debt over $1000 will prevent registration, the release of transcripts, and the release of financial aid without exception:

FP holds are placed after summer term ends on all student accounts with a prior year balance of greater than $200. The FP hold will be released once you understand the parameters for payment and sign the Prior Year Debt form to affirm that understanding.

Note: Students already in collections stay in collections.

If you have special circumstances, you may file a written appeal for a second term exception. The appeal will be reviewed and approved/disapproved by a committee consisting of the Director of Financial Aid, Director of Student Financial Services, and Associate Director of Student Financial Services.

You may borrow up to $400 for books and supplies, even if you have a prior year balance, unless that balance is from a previous Short Term Loan. However, you should be aware of the $1000 registration limit for the next term. You are not eligible for exception Short Term Loans.