Financial Aid Withdrawal Policy
Students withdrawing or taking a leave of absence from the University of Massachusetts Dartmouth (UMass Dartmouth) are required to submit a written notification of withdrawal.
The Student Leave of Absence/Withdrawal Form may be obtained from the Student Affairs Office. The last date of attendance will be the effective date of withdrawal entered in the University administrative computer system by the Registrar’s Office.
The last date of attendance for students who complete a Student Leave of Absence/Withdrawal Form will be the date indicated on the form or the date of the last documented academically related activity, whichever is earlier. If a student leaves the University without submitting the Student Leave of Absence/Withdrawal Form, the University will use the student's last date of documented attendance at an academically related activity as the date of withdrawal.
Financial Aid Withdrawal Policy
UMass Dartmouth adheres to Federal, State and University regulations regarding financial aid funds disbursed for a student who completely withdraws from a semester. Return of funds policies are fair and equitable and applied uniformly.
Federal Aid (Title IV)
UMass Dartmouth will use the forms and software developed by the U.S. Department of Education in determining the refund due to Title IV and in determining any repayment due from the student.
State and University Aid (Non-Title IV)
UMass Dartmouth will calculate return of non-Title IV funds in accordance with the appropriate state and University refund policy.
- Massachusetts state funds are calculated based on the Massachusetts Office of Student Financial Assistance (MOSFA) Massachusetts State Financial Aid Programs Refund Policy. Categorical tuition waivers will be retained up to the amount of actual tuition charged per University refund policy.
- University funds will be returned on a case-by-case basis following financial aid administrator review.
The Return of Title IV Funds regulations require the University to determine the earned and unearned portions of Title IV aid as of the date the student ceased attendance based on the amount of time the student spent in attendance. Up through the 60% point in the semester, a pro rata schedule is used to determine the amount of Title IV funds the student has earned at the time of withdrawal. After the 60% point in the semester, a student has earned 100% of the Title IV funds he or she was scheduled to receive during the period.
The Return of Title IV funds will be calculated in the following order:
- Direct Unsubsidized Stafford Loan
- Direct Subsidized Stafford Loan
- Perkins Loan
- PLUS Loan / Federal Graduate PLUS Loan
- Pell Grant
- Supplemental Educational Opportunity Grant (SEOG)
- TEACH Grant
- Iraq and Afghanistan Service Grant
- Other Title IV assistance
The student may be entitled to a post-withdrawal disbursement of Federal financial aid if the return of funds calculation indicates that the student earned more aid than the amount that was disbursed prior to withdrawal. Post-withdrawal disbursements will be credited first toward unpaid institutional charges. Any portion of a post-withdrawal disbursement that exceeds unpaid institutional charges will be offered as a disbursement to the student. Students must accept this disbursement within 14 days of the offer. If a response is not received, or if the offer is declined, these excess funds will be returned to the appropriate Title IV program.
UMass Dartmouth will return its share of unearned Title IV funds no later than 45 days after determination of withdrawal.
A revised financial aid award letter will be mailed to the student if the award is adjusted.
Student will be responsible for any remaining balance on their student account.
Note: The information contained in this section is subject to change, without notice, in order to comply with Federal, State, or University requirement
Financial Aid Repeated Coursework Policy
Effective July 1, 2011, the Department of Education published new regulations that impact students who repeat courses. Repeated courses may impact financial aid eligibility and Federal Title IV financial aid awards. In order for a repeated course to count toward the student’s enrollment status for financial aid purposes, the student may only repeat a previously passed course once (a total of two attempts). If the student enrolls in a previously repeated course for a third time, this course will not count towards their enrollment for financial aid purposes. This rule applies whether or not the student received aid for earlier enrollments in the course.
- A student may receive aid when repeating a course for the first time.
- A student may receive aid when repeating a course that was previously failed or withdrawn from regardless of the number of times the course was attempted and failed.
- A student may receive aid to repeat a previously passed course one additional time. If a student fails the second attempt no more financial aid will be given to repeat the course a third time. If the second attempt is a withdrawal then it is allowed for a third attempt.
- Once a student has completed any course twice with a grade; he or she is no longer eligible to receive aid for that course. If a student retakes a course that is not aid eligible, the credit hours will be excluded from the financial aid enrollment for that semester. When counting credits to determine aid eligibility for that semester, repeated classes will be excluded from the financial aid eligible credit count. This may mean less Pell Grant if the eligible credits are less than 12 credit hours. No Federal Direct Subsidized or Unsubsidized loans can be awarded if the financial aid eligible credits are less than 6 credits for undergraduate students.
- Allowable: Repeated coursework may be included if the student received a failing grade or withdrew from the class. There is no limit on the number of repeats if the student does not pass the class.
- Allowable: A student takes Biology 110 and receives a grade of W or F. The student repeats the class and receives a D. For financial aid purposes, the student is considered to have now passed the class. He or she may repeat the class one additional time and receive financial aid. If on the second attempt, the student receives a W then the student can repeat the class again. If a grade is assigned (including an F) then the student cannot repeat the course again and the class cannot be counted for enrollment purposes for financial aid.
- Not Allowable: A student takes Biology 110 and receives a D. The student repeats the course and receives a B. The Biology 110 course cannot be considered for financial aid on a third repeat.
- Not Allowable: A student is enrolled in 12 credit hours, including 3 credit hours that are considered to be a third repeat; therefore only 9 credits will count toward financial aid eligibility.
- All repeated courses affect financial aid Satisfactory Academic Progress (SAP) calculations. Regardless of whether the student received financial aid or not, all repeated coursework must be counted as attempted credits in SAP calculations.
Satisfactory Academic Progress Policy
Federal regulations require that schools monitor the academic progress of each applicant for federal financial assistance. The University of Massachusetts Dartmouth has established the following policy for evaluating Satisfactory Academic Progress (SAP) of financial aid recipients. This policy also extends to state and institutional financial aid programs.
Satisfactory Academic Progress (SAP) is the measurement of a student’s academic progress toward their degree. SAP evaluates three components to determine eligibility for financial aid: qualitative measure (cumulative grade point average), quantitative measure (percentage of coursework completed) and maximum time-frame allowed for degree completion.
The review of a student’s SAP status is based on the entire academic record, even if the student did not receive financial aid for previous semesters of enrollment. In order to be eligible for financial aid, students must satisfy all components.
Undergraduate students must meet the following SAP criteria:
- Minimum cumulative grade point average (GPA) of 2.0
- Minimum completion rate of 67%
- Maximum time frame of 150% of defined academic length for bachelor’s degree and undergraduate certificate programs
Graduate students must meet the following SAP criteria:
- Minimum cumulative grade point average (GPA) of 3.0
- Minimum completion rate of 67%
- Maximum time frame of 150% of defined program length for master’s degree and graduate certificate programs
Attempted credits include successfully completed courses (i.e. grades of A+, A, A-, B+, B, B-,C+, C, C-, D+, D, P, S), non-passing grades (i.e. grade of F), Incomplete (i.e. grade of I), withdrawn courses (i.e. grade of W), transfer credits and repeated courses. Audited and remedial coursework are not included in attempted credits or GPA.
Earned credits include successfully completed courses (i.e. grades of A+, A, A-, B+, B, B-,C+, C, C-, D+, D, P, S) and transfer credits. Audited and remedial coursework not included.
Completion rate is calculated by total earned credits divided by total attempted credits.
Maximum time frame allowed is calculated by multiplying the published program length by 150 percent. Example: published program length of 120 credits X 150% = 180 credits maximum time frame allowed to complete degree requirements.
Evaluations and Notifications
Financial Aid Services evaluates SAP annually at the end of each spring term for undergraduates and graduates, or upon re-enrollment into the university. Students enrolled in a certificate program are evaluated at the end of each term. SAP is also reviewed at the end of each probationary period, if applicable to student. Students must be making satisfactory academic progress to continue to receive financial aid in a subsequent payment period, including summer term. Financial aid applicants not meeting SAP standards will be deemed ineligible to receive financial aid and will be sent written notification to their permanent address recorded in the university’s system.
Financial Aid Termination
Students who do not meet the university SAP standards are not eligible to receive financial aid. SAP status applies to financial aid eligibility and does not impact registration or academic standing.
Students who do not meet the minimum SAP requirements for continuance of financial aid have the right to appeal when special circumstances exist. Conditions when a student may appeal include death of a relative, injury or illness of the student or other extenuating circumstances.
To appeal, a student must:
- Complete SAP Appeal Form. Student statement must include why student failed to meet SAP and what has changed to allow student to meet SAP at the end of next evaluation.
- Complete SAP Academic Plan. Student must meet with Dean, Associate Dean, or Assistant Dean from their college or if enrolled in ASU, LAR, or CCB and have fewer than 45 earned credits, student should meet with the Academic Advising Center to develop an Academic Plan. Both student and Dean's Office/Academic Advising Center representative must sign the Academic Plan.
- Submit completed SAP Appeal, Academic Plan and supporting documentation to the University Enrollment Center for Financial Aid Services review.
- Forms must be submitted prior to the last day of add/drop for the semester in which aid is desired.
- Appeal forms submitted for a specific term will not be granted for that term if the student has stopped attending that term or the student withdraws from all courses or the University while waiting for an appeal decision during that term.
- An appeal submitted to Financial Aid Services does not guarantee reinstatement of financial aid eligibility.
- All appeals are reviewed by representatives of Financial Aid Services.
- Approved appeals will result in the student being placed on Financial Aid Probation (see financial aid probation section).
- SAP approval notification will be sent to the student’s UMD email account.
- Denied appeals will result in the student being ineligible for financial aid. The student may enroll in coursework but will be responsible for payment of their university bill. SAP denial notification will be sent to the student’s University email account. Students may wish to explore private education loans at www.umassd.edu/financialaid/loanopportunities/loans-private.
Financial Aid Probation
A student who fails to meet SAP but who has successfully appealed with Financial Aid Services will be placed on Financial Aid Probation for one semester. During the Financial Aid Probation period, the student is considered eligible for financial aid. At the end of the probation period, Financial Aid Services will evaluate the student’s academic record.
Re-establishing Financial Aid Eligibility
A student may regain financial aid eligibility by successfully meeting the University’s SAP policy requirements or successfully meeting the requirements of their established Academic Plan.
All information is subject to change based on changes to federal law, regulation, or University policy and procedure. If changes are made, students must abide by the new policy.
What is verification?
Each year the federal government and/or UMass Dartmouth Financial Aid Services randomly selects financial aid recipients for verification. The verification process requires that we review the information reported on the FAFSA and check for accuracy against documentation you provide to our office.
The U.S. Department of Education has moved towards a more individualized verification process where only certain elements of verification are performed on particular students. This means that UMass Dartmouth may not require the same documentation from each student selected for verification.
If you are selected for verification, you will be asked to submit a verification worksheet (available on our website under the forms section) and may also need to provide copies of Federal Return Transcripts (see the IRS Data Retrieval Tool section below) and W-2 forms. You should not submit tax return or other verification documentation unless it is requested by Financial Aid Services.
How will I be notified?
- Newly admitted students will be notified by mail via a missing information letter. In addition, required items may be viewed on your To Do list via www.umassd.edu/undergraduate/ Select Check Admissions Status from the left menu. Log in then select View Financial Aid.
- Current students will be notified through your UMD email account. In addition, you will see your required verification items under your “To Do” list in COIN.
How does using the IRS Data Retrieval Tool ease verification requirements?
In most cases, if you or your parents (if a dependent student) have utilized the IRS Data Retrieval Tool when completing your FAFSA, we will no longer require a copy of your Federal Return Transcript. The IRS Data Retrieval Tool helps streamline the FAFSA by allowing tax filers to pull specific tax return data directly from the IRS into the FAFSA. The retrieval tool saves you time and increases the accuracy of your FAFSA information.
If at the time you filed your initial FAFSA, you or your parents (if dependent student) had not yet filed a Federal Tax Return, you should update your FAFSA using the IRS Data Retrieval Tool once your tax return has been filed with the IRS.
The IRS Data Retrieval Tool cannot be used until you and/or your parents have filed taxes.
- Electronically filed tax return information will be available online from the IRS site within 2-3 weeks after the return has been filed.
- Data from paper tax returns will be available in 6-8 weeks.
You are not eligible to use the IRS Data Retrieval Tool if:
- You did not file a federal tax return .
- You filed an amended federal tax return.
- Your marital status changed after December 31st.
- Your federal tax return filing status is "married filing separately".
- You filed a Puerto Rican or foreign tax return.
- You filed a tax return using a Tax ID Number.
- You applied for a Federal IRS Tax Filing Extension.
- Your home address on the FAFSA does not match the address on the tax return.
For more information about the IRS Data Retrieval Tool, please visit www.fafsa.ed.gov
What are the deadlines?
Verification documents should be submitted as soon after notification as possible or at least 30 days prior to the beginning of the semester. In addition:
- For Pell Grant recipients, all verification documents, along with a verified SAR or ISIR must be received no later than the earlier of 120 days after the student's last day of enrollment in the award year or by September 23, 2015 (for 2014-15 award year) or September 16, 2016 (for 2015-2016 award year).
- For Direct Loan and other various financial aid program recipients, all verification documents, along with a verified SAR or ISIR must be received ten business days prior to the last day of the student’s enrollment.
There are negative consequences resulting from failure to complete verification within a timely manner including limited funding availability. Our goal is to help you to avoid these consequences. Verification regulations require the following:
- Verification may result in FAFSA corrections that change your award amounts and the amount you owe.
- Estimated financial aid awards may be removed if verification is not completed within specified deadlines.
- Financial aid funds will not be applied as payment to your student account or disbursed to you until the verification process is completed.
What happens after all verification material has been submitted?
Depending on the time of year, a financial aid award notice may be sent to prospective students pending verification. Financial Aid Services has the right after reviewing verification information to change or cancel an award based on the information provided. If verification results in changes to an applicant's financial aid eligibility, a revised award notice will be mailed to the permanent address and/or sent to the student's UMass Dartmouth email address.
Please keep in mind that due to heavy volume in the summer and early fall, there may be a delay in the review of verification materials submitted.
What happens if the school suspects fraud?
Individuals who have purposely misreported information or altered documentation to fraudulently obtain financial aid funds will be reported to the U.S. Department of Education Office of Inspector General.