.01
Statement of Philosophy
American
University is committed to the support of a comprehensive program of
financial assistance to undergraduate students and their families. This
program encompasses two major principles:
First,
the provision of renewable assistance to accepted and enrolled students
who, without such aid, would be unable to attend the university.
Second,
the provision of renewable honor scholarships to accepted students who,
through both prior achievement and future potential, demonstrate academic
excellence and/or specific talents.
In
the implementation of these principles, the university will employ a
consistent and equitable approach designed to achieve university and
academic unit enrollment goals. This includes development of annual
selection criteria for the honor scholarship program, such as grade
point average, rank in class, accomplishment on standard achievement
tests, and other specialized criteria as may be appropriate (e.g., outstanding
promise in artistic or creative areas); and development of annual criteria
for both the establishment of financial need and the deployment of resources
to meet such need. Such information on criteria and awards will be provided
annually to the Committee on Undergraduate Studies. Priority consideration
for financial assistance will be given to applicants who meet the established
deadlines.
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.02
Types of Awards
Specific
award descriptions are listed in the AU Financial Plan and the University Catalog. Major categories of
assistance are:
A.
Honor Scholarships
Freshman
students with outstanding academic credentials are selected for Honor
Scholarships of varying amounts by the Admissions Office. The primary
factors considered are secondary school cumulative grade point average
in college preparatory courses and composite scores on standardized
tests.
Selection
is based on merit, although additional aid based on financial need may
be offered. Students who are selected for Honor Scholarships will be
notified with or shortly after their admission offer. These are awarded
for a total of eight semesters and are to be used within four years,
provided the student makes satisfactory progress toward the degree (See
45.00.03.D., below). The selection process is the following:
1.
Presidential Scholars: In March, admitted freshmen who meet that year's
selection criteria will be rank‑ordered and selection will proceed
downward among the rankings until funds are exhausted.
2.
Dean's Scholars: In March, admitted freshmen who meet that year's selection
criteria will be rank‑ordered and selection will proceed downward
among the rankings until funds are exhausted.
3.
University‑sponsored National Merit Scholars: All finalists in
the National Merit Scholarship Program competition who indicate that
American University is their first choice college by the established
deadline will be considered for a scholarship of up to full tuition.
4.
University‑sponsored National Achievement Scholars: All finalists
in the National Achievement Program competition for Outstanding African-American
Students who indicate that American University is their first choice
college by the established deadline will be considered for a scholarship
of up to full tuition.
B.
Need‑based Scholarships
Undergraduate
students whose families demonstrate a need for financial assistance
in order to meet the cost‑of‑attendance at the university
and who show evidence of academic achievement are considered for the
following scholarship programs funded by the university:
1.
Frederick Douglass Scholarships: These awards require the submission
of a Free Application for Federal Student Aid (FAFSA) each year. Awards
are made as long as funds are available. Priority consideration is given
to admitted students in the metropolitan area of the District of Columbia,
secondary consideration is given to admitted students in Maryland and
Virginia, and finally nationwide, and within these categories to students
who meet the financial aid application deadlines. Upon occasion, a Frederick
Douglass Scholarship may be awarded to a student who does not demonstrate
financial need but who presents extraordinary academic credentials.
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2.
Restricted Scholarships
A
limited number of scholarships are awarded to undergraduates who exhibit
academic achievement and who meet unique selection criteria established
by donors. These awards are normally made for one academic year.
C.
Need‑based Grants
1.
Undergraduate students whose families demonstrate a need for financial
assistance in order to meet the cost‑of‑attendance at the
university are considered for the following grant program funded by
the university:
American
University Grants are awarded to students who demonstrate financial
need and meet eligibility criteria established by Financial Aid. The
submission of a Free Application for Federal Student Aid (FAFSA) is
required. Awards are made as long as funds are available and are renewable
provided the student and family meet all required deadlines for filing
for financial aid and continue to demonstrate financial need.
2.
These same students may apply for the following grant programs funded
by the federal government:
Federal
Pell Grants are available to students who demonstrate exceptional financial
need. The submission of a Free Application for Federal Student Aid (FAFSA)
is required. Students who meet federally established criteria are entitled
to the receipt of this grant and may use the funds at the university.
Federal
Supplemental Educational Opportunity Grants (SEOG) are available to
students who demonstrate substantial financial need. The submission
of a Free Application for Federal Student Aid (FAFSA) is required. SEOG
funds are administered by Financial Aid and are made first to Federal
Pell Grant eligible students. Awards are made as long as funds are available.
D.
Special Grants/Scholarships
1.
Athletic‑Grants‑in‑Aid are awarded to students by the Department of
Athletics and Recreation and are made in compliance with all applicable
university, conference and NCAA policies, regulations, and procedures.
2.
United Methodist Grants are determined
by Campus Ministries. Half tuition
awards are made to the children of active Methodist ministers as long
as funds are available.
E.
Loan Programs
1.
Undergraduate students whose families demonstrate a need for financial
assistance in order to meet the cost‑of‑attendance at the
university are considered for the following loan programs:
Restricted
Loans are funded by donors and are awarded to students who demonstrate
substantial financial need and have special circumstances. The submission
of a Free Application for Federal Student Aid (FAFSA) is required. These
awards are normally made for one academic year.
Federal
Perkins Loans are funded by the federal government and administered
by Financial Aid. They are awarded to students who demonstrate financial
need and meet the eligibility criteria established by Financial Aid.
The submission of a Free Application for Federal Student Aid (FAFSA)
is required. Awards are made as long as funds are available.
William
D. Ford Federal Direct Subsidized Stafford Loan: Eligibility for this
low-interest federal loan is based on financial need, and carries a
full interest subsidy during enrollment.
2.
The university participates in and administers the following loan programs
which are not based on demonstrated financial need:
William
D. Ford Federal Direct Unsubsidized Stafford Loans: these loans are
low interest and federally funded. They are available to students who
do not qualify for an interest subsidized loan.
William
D. Ford Federal Direct Parent Loans for Undergraduate Students: these
federally funded loans enable parents to borrow for each student who
is a dependent and enrolled at least half-time. Application is through
the university.
Alternative
Loans: these loans are obtained through external lenders and the interest
and repayment terms vary.
F.
Employment Program
Undergraduate
students whose families demonstrate a need for financial assistance
in order to meet the cost‑of‑attendance at the university
are considered for the Federal Work Study Program.
Federal
Work Study (FWS) awards are made to students who demonstrate financial
need and meet the eligibility criteria established by Financial Aid.
The FWS Program is jointly funded by the university and the federal
government and is administered by Financial Aid. The submission of a
Free Application for Federal Student Aid (FAFSA) is required. Awards
are made as long as funds are available.
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.03 Eligibility and Requirements
A.
General Conditions
1.
Honor Scholarships
Entering
students are considered for honor scholarships on a competitive basis.
Factors to be considered include, but are not limited to, secondary
school grade point average, standardized test scores, rank in class
and outstanding talents. These standards are determined annually and
reflect of the overall quality of the applicant pool and of funds available
and are focused on achieving the university enrollment goals.
2.
Need‑based Awards
Entering
and continuing undergraduates are considered for financial assistance
based upon demonstrated financial need. The granting of any federal
aid is contingent upon the authorization of funds for each program by
the federal government under existing regulations and actual receipt
of anticipated funding levels in each program.
B.
Duration and Renewal of Awards
Renewal
of financial aid is not automatic; an annual application is required
for all need‑based assistance. Awards may not be carried forward
or credited to a student’s account if she or he does not enroll for
the semester the award was intended. In addition, recipients of need‑based
assistance or University Honor Scholarship(s) must maintain satisfactory
academic progress as defined by the university in 45.00.03D, below.
Depending
on the availability of funds, American University makes every effort
to re‑award its prior year recipients as long as they continue
to demonstrate need, and make satisfactory academic progress, meet all
application deadlines and provide any additional information requested
by Financial Aid in a timely manner.
C.
Length of Eligibility
1.
Honor Scholarships
Freshman
Honor Scholarship recipients who meet all other eligibility requirements
may receive the award for up to eight semesters of full‑time attendance
within four years.
Transfer
Honor Scholarship recipients who meet all other eligibility requirements
may receive the award for full‑time attendance in the number of
semesters necessary to complete degree requirements.
Honor
Scholarships are not available for summer session attendance, nor may
they be used for attendance at another institution, except those institutions
which are members of the Consortium of Universities of the Washington
Metropolitan Area.
2.
Need‑based Awards
These
awards are normally limited to use in the first eight semesters or equivalent
of full‑time study for students pursuing a single degree program.
Awards may be made for a ninth or tenth semester of full‑time
or part‑time study should the student be pursuing a dual bachelor's
degree program requiring a fifth year of study. Pell Grants, William
Ford Direct Loans, Parent Loans and Alternative Loans may be used for
summer session attendance.
D.
Satisfactory Academic Progress
Recipients
of both federal (Title IV) funds and institutional funds must maintain
satisfactory academic progress toward the degree in order to remain
eligible for assistance. This progress is defined below:
1.
Basis of Definition: Federal (Title IV) Aid
The
basis of the definition of satisfactory academic progress employs a
full‑time model for the following federal programs: Pell Grant,
Supplemental Educational Opportunity Grant (SEOG), Perkins Loan, Federal
Work‑Study, William D. Ford Direct Loans, and Direct Parent Loan
to Undergraduate Students (PLUS). Satisfactory progress is defined both
qualitatively (cumulative grade point average) and quantitatively (credit
hours completed).
Undergraduate
students must meet the following criteria prior to consideration for
a renewed award:
Cumulative
grade point average of 2.0;
Completion
of twenty‑four (24) credit hours per academic year, not including
summer sessions. Part-time students are expected to complete 80 percent
of the credits attempted each academic year, not including summer sessions,
in order to be viewed as progressing in a normal and satisfactory manner.
2.
Basis of Definition: Institutional Aid
The
basis of the definition of satisfactory academic progress employs a
full‑time model for all university‑funded programs for undergraduate
students. Undergraduate students must meet the following criteria prior
to consideration for a renewed award:
a.
Presidential and Dean's Scholarships: cumulative grade point average
of 3.20 at the completion of the freshman, sophomore and junior years
and completion of fifteen (15) credit hours each semester; thirty (30)
credit hours per academic year; however, a forgiveness provision of
twelve (12) credit hours may be granted under special circumstances
for one semester during the academic career. These scholarships are
neither available to nor renewable for the part‑time student.
b.
All Other Awards: cumulative grade point average of 2.0 and completion
of twenty‑four (24) credit hours per academic year.
3. Normal Time for Completing a Course of Study
a.
Undergraduate Full‑time Students: Since the financial aid full‑time
definition of satisfactory academic progress utilizes twenty‑four
(24) credit hours as its base, (excepting the Presidential and Dean's
Scholarship programs), progression at this rate will require five full
years of attendance to complete undergraduate degree requirements. Therefore,
the undergraduate full‑time student is expected to achieve these
minimum levels at the completion of the following years:
Year
one: 24 credits completed
Year
two: 48 credits completed
Year
three: 72 credits completed
Year
four: 96 credits completed
Recipients
of Presidential and Dean's Scholarships must complete fifteen (15) credit
hours each semester, thirty (30) credit hours per academic year; however,
a forgiveness provision of twelve (12) credit hours may be granted under
special circumstances for one semester during the academic career.
A
total of one hundred twenty (120) credit hours is required for the completion
of the baccalaureate degree. Should a student who is enrolled in a single
undergraduate degree program require a fifth year of attendance, he
or she may receive consideration for financial assistance on a case-by-case
basis.
b.
Part‑time Students: For the part‑time undergraduate student,
the normal time frame for completion of a course of study will vary.
A student is expected to complete four‑fifths (or 80 percent)
of the credits he or she attempts on a part‑time basis each academic
year in order to be viewed as progressing in a satisfactory manner.
4.
Frequency of Monitoring: Cumulative grade point average and credit hour
completion are measured annually, prior to a new year's awarding process.
The student will be notified in writing by Financial Aid if he or she
is not viewed as making satisfactory progress.
5. Re‑establishing of Eligibility
For
students who fail to maintain the required grade point average and complete
the required credit hours, eligibility for Title IV federal financial
assistance and/or institutional aid may be re‑established in a
number of ways. Among these are the petitioning process described in
50.00.02, along with having a grade corrected (see 25.10.10 Changes
in Grades), attending a summer session at American University or elsewhere,
or making up one or more incomplete grades.
6. Academic Appeals
All
questions regarding the factual substance of academic records, and all
requests for corrections to that record must be made to the academic
departments and teaching units. Financial Aid has no authority to update
or correct the academic record of a student. If such changes occur,
it is the responsibility of the student to notify Financial Aid and
to request reconsideration. It should be noted that funds are limited
and may no longer be available for awarding purposes at the time an
academic record may be updated or corrected.
7. Mitigating Circumstances
Upon
occasion, a student may fail to maintain satisfactory progress due to
mitigating circumstances. Mitigating circumstances are those of such
a serious nature as to have caused major disruption to that student's
ability to successfully complete his/her course work.
A
review of that individual's situation will be undertaken upon written
request to the Financial Aid Appeals Committee. This written request
should include a comprehensive and complete description of the mitigating
circumstances, supporting documentation, and, when applicable, the names
of at least two qualified persons (such as university faculty, staff,
advisor) who can verify the information therein. Requests should be
submitted no later than August 1st.
Financial
Aid will render a decision on the individual matter under review within
ten (10) working days and will communicate this decision in writing
to the student.
8.
Readmission
Students
who voluntarily leave the university while making satisfactory progress
and return after a period of time will resume that status upon readmission
to a degree program.
Students
who are dismissed for academic reasons are in two categories:
a.
Students who undertook successful intervening study: these students
are considered to have a satisfactory grade point average at readmission,
b.
Students who did not undertake successful intervening study: these students
are not considered to be making satisfactory progress until the academic
deficiencies which led to the dismissal are addressed.
9.
Leaves of Absence/Permits to Study
A
student who is on a university‑approved and recorded leave of
absence or permit to study during the spring semester of the application
year preceding the award year will be considered to have met the enrollment
condition for aid consideration and/or award. Students are responsible
for securing the necessary approval signatures from their academic department
and the University Registrar.
10.
Special Considerations
Several
important factors which affect determination of an individual's satisfactory
progress are described below:
a.
Withdrawals (W) count as credit attempted but not earned and have no
impact on the grade point average.
b.
Audits (L) count as credit attempted but not earned and have no impact
on the grade point average.
c.
Incompletes (I) count as credit attempted but not earned and are factored
as an “F.”
d.
Unreported (N) grades count as credit attempted but not earned and are
factored as an “F.”
e.
Pass (P) grades on Pass/Fail option count as credit attempted but not
earned and have no impact on the grade point average.
f.
Fail (ZF) grades on Pass/Fail option count as credit attempted but not
earned and have no impact on the grade point average.
g.
Administrative Withdrawals from audit (ZL) count as credit attempted
but not earned and have no impact on the grade point average.
h.
Administrative Failures on Pass/Fail option (ZX) count as credit attempted
but not earned and are factored as an “F.”
i.
In Progress (IP) grades are excluded from the initial academic progress
calculation. Students have one calendar year from the beginning of the
course to successfully complete the course. If not completed in that
time frame, the course counts as credits attempted but not earned, and
is factored as an “F.”
j.
Freshman Forgiveness (see 25.10.06 Freshman Forgiveness Rule): only
after actual forgiveness occurs does Financial Aid recognize the new
grade point average and credits earned.
k.
Course Repeats (see 25.10.05 Repetition of Courses): each attempt is
recorded and the grade for each attempt is computed into the cumulative
grade point average.
E.
Citizenship/Nationality Constraints
To
be considered for any of the federal financial aid programs, one must
be a United States citizen or eligible non‑citizen. Institutional
funds for international students are available but limited, as international
students must demonstrate an ability to pay the full cost of attendance
at American University in order to obtain a visa.
International
students receive full consideration for honor scholarships. Continuing
undergraduate international students who experience major changes in
their financial situations may fill out the Foreign Student Aid Application.
The application is available on or about November 1, and should be returned
to Financial Aid by March 1 for priority consideration for the next
academic year.
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.04
Application and Appeals Process
A.
Application Procedures
Financial
Aid provides application procedures to new and continuing students in
a number of publications and on its web site. The Department of Education
provides application procedures with the Free Application for Federal
Student Aid (FAFSA) form and through its web site.
B.
Review/Appeal Procedures
Students
and families may request a review of an award decision by contacting
Financial Aid in writing. Generally, only cases involving the following
special circumstances are reviewed for consideration: Loss of income
(unemployment, retirement, loss of child support), medical expenses
not covered by insurance for a situation which is critical and/or life
threatening, death of an immediate family member, unusual expenses related
to educational needs, disability, or child care. In connection with
such a review, the student and/or family may
be asked to provide written explanation and documents supporting
the financial situation they are reporting. Requests for additional
consideration based on special circumstances will be reviewed by the
student’s financial aid counselor and members of the Financial Aid Appeals
Committee as necessary. The Financial Aid Appeals Committee includes
the Director and Associate Directors of Financial Aid and faculty members.
Upon request, a report on the results of the formal appeals process
will be sent to the Senate Committee on Undergraduate Studies. Students
may further appeal a decision of the Financial Aid Appeals Committee
by making an appeal in writing to the Chair of the Committee on Undergraduate
Studies if 1) the appeal does not concern federal financial aid funds
and 2) the appeal consists of unusual or mitigating circumstances. This
appeal must be received no later than 21 days after the date of the
decision of the Financial Aid Appeals Committee. The Chair of the Committee
on Undergraduate Studies will designate within ten business days a minimum
of three members of the Committee on Undergraduate Studies to review
and decide on the student’s appeal.
The
Committee on Undergraduate Studies’ responsibility in the appeal process
is as follows: They will consult with the Director of Financial Aid
about each appeal and will render a decision in writing on the appeal
within ten (10) business days of their appointment; they will apply
generally accepted standards of professional review and judgement; and
they will communicate the decision in writing to the student applicant
and to the Director of Financial Aid. The appeal to the Committee on
Undergraduate Studies must be initiated before the beginning of the
first day of classes for the semester in question. The ability of the
committee to respond to approved appeals after the first day of classes
will necessarily be circumscribed by the availability of the funds at
any given time.
Senate
action, December 1998. Provost approval, January 1999. Effective spring
1999.
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.05
Refunds, Repayment, Withdrawal
American
University's refund policies regarding tuition, housing and board charges
are as follows:
Tuition:
All tuition charges will be refunded if a student withdraws before or
during the first two weeks of classes. Fifty percent is refundable during the third
week and 25 percent during the fourth week. Students who withdraw after
the fourth week of classes will receive no refund of tuition charges.
Housing:
During the first calendar week of classes, 75 percent of the annual
housing charge is refundable; 50 percent is refundable in the second
calendar week; and 25 percent during the third calendar week. Students
who withdraw after the third calendar week will receive no refund of
housing charges.
Board:
Students are permitted to decrease or drop their meal plans during the
first ten calendar days of each semester. Once the meal plan week begins,
the student will be charged the full amount based on the meal plan chosen,
whether it has or has not been used for that week.
The
American University refund policy does not apply to first‑time
American University students. A “first‑time student” is defined
in Federal regulations as any student who has not attended at least
one class at American University, or who received a full refund for
previous attendance at American University.
Federal
(Title IV) Financial Aid Recipients
As
federally mandated, federal (Title IV) aid recipients who withdraw from
the university are subject to one of three different refund policies
as follows:
First‑time
students who withdraw during the first eight calendar weeks of the semester
will have a portion of the university charges prorated based on the length of attendance according
to the federally mandated Pro‑Rata Refund Policy. Students who
do not officially withdraw during this period will have no portion of their university
charges refunded. Based on this proration
of charges, all or a portion of the student's aid will be returned to
the appropriate Title IV financial aid program.
Continuing
students who withdraw during the first eight calendar weeks of the semester
will have a portion of the university charges prorated based on the length of attendance. Based
on a comparison of American University's refund policy to the Federal
(Non‑ProRata) Refund Policy, the university
will grant the student the larger refund of the two policies. Based
on this proration of charges, all or a portion of the student's aid
will be returned to the appropriate Title IV financial aid program.
All
Students: If the student withdraws before the end of the semester, she
or he may need to repay funds received for noninstitutional costs under a Title IV program. In this
case, the university determines whether or not an overpayment was received.
If the monies disbursed for noninstitutional
costs are more than the amount determined to be the actual noninstitutional
costs for the period of enrollment, the student received an overpayment.
The university uses a federally mandated formula to determine the amount
to be repaid.
Questions
about how the refund and repayment regulations may affect a student's
financial aid should be referred to the student's financial aid counselor
prior to withdrawing from the university.
The
refund and repayment policy is contained in the Schedule of Classes. A copy of the Refund
Policy and specific examples may be obtained from Financial Aid.
Senate
action and Provost approval, October 1998. Effective fall 1998.
