Terms & Conditions of Financial Aid Award
- General Information and Conditions of Award
- Financial Aid Notification Letter
- Financial Aid Disbursement Process
- 2013-2014 Disbursement Schedule
- Have You Moved or Changed Your Mail or Email Address?
- Treatment of Federal Student Aid When a Student Withdraws
- Student Guide to Federal Work-Study
- Financial Aid Satisfactory Academic Progress Standards
General Information and Conditions of Award
The Office of Scholarships & Financial Aid is providing you with these terms and conditions that will assist you in the review of your financial aid at Pasadena City College. You do not need to accept or decline your award on the Financial Aid student portal.
Financial Aid Notification
An e-mail will request that you log into your self-service LancerPoint account. For this reason you must be sure that your e-mail address is current by, again, logging into your self-service LancerPoint account. You will be asked to do an electronic "sign-off" on Terms & Conditions after which you will have access to your financial award amounts. You can find the Terms & Conditions as follows:
- Start at www.pasadena.edu
- Click on the large LancerPoint login logo
- Now click on LancerPoint login on the right
- Click the Tuition & Aid tab
- Click Award Overview on the right (this opens a new tab)
The financial aid awards are subject to the availability of federal and state funds, your enrollment status at Pasadena City College (PCC) and your meeting all financial aid eligibility criteria. It is very important to report any changes in your status such as a name or address change. Also, you are required to notify the Office of Scholarships and Financial Aid if you have a change in your state residency status. If you change your status from "non-resident" to "California resident" or receive other types of financial assistance such as Veteran's Benefits, Vocational Rehabilitation Program Assistance or scholarships, you must notify the Office of Scholarships & Financial Aid immediately. If you received a Federal Work Study offer, contact the Office of Scholarships & Financial Aid to request job placement. Funds are limited! You should notify the financial aid office as soon as possible, within two (2) weeks of receiving this notification. To accept a Nursing Loan offer (not offered for 2013-14), you must complete Nursing Entrance Counseling and sign a promissory note.
If your award notice includes an "Estimated" federal student loan, this is only an offer. If you do not want a student loan, don't apply. If you change your mind, go to the Federal Direct Loan application at http://www.pasadena.edu/studentservices/financialaid/pdf/forms13-14/fed-direct-loan2013-14.pdf.
An estimated award is description of additional funds you may want to consider. Estimated awards will not be paid and the amount is subject to change.
Board of Governors Fee Waiver (BOGW)
The Board of Governors Grant (BOGW) is a fee waiver program used to waive registration fees only. The BOGW is not disbursed to you.
Enrollment and Disbursement
An award assumes you enroll as a full-time student (12 units or more) in a degree, certificate or transfer educational goal at PCC. If you enroll or complete less than full-time, some of your awards will be adjusted (prorated) accordingly. That is, the amount you receive depends upon your enrollment (the number of units you are enrolled in) at the time of disbursement. Grades that will affect completed units are: F, NC, NP, W and I. If you add or drop units, your award/disbursement will be adjusted accordingly. The information below indicates how the payment is adjusted:
100%: enrollment in 12 or more units — 75%: 9-11.8 units — 50%: 6-8.8 units
Financial Aid Disbursement
"Disbursement" is the process used to make funds available to you. A disbursement schedule has been provided to help you determine when funds will be available. The disbursement date only reflects the approximate week a check will be sent to you. Your financial aid funds, except for the Nursing loans, will be disbursed to you by mail. The Office of Scholarships & Financial Aid does not process or issue checks; all financial aid checks are handled by Fiscal Services (located at C-203). Disbursement will occur more than once per semester. Typically, students receive two (2) disbursements each term, one at the beginning of the term and the second at midpoint or later. If your award includes a Cal Grant and/or a Federal Direct Student Loan, disbursement could occur 30 days after the start of the term. The Nursing loan checks are disbursed at Student Business Services (B-203). Awards are divided into equal payments per semester and generally, students receive a percentage at the beginning of the semester and the balance before the end of the semester.
Financial Aid Satisfactory Academic Progress Policy
Cites: HEA Sec. 484(c), 34 CFR 668.16(e), 34 CFR 668.32(f), 34 CFR 668.34
Financial Aid Disbursement Process
- Disbursement is the process used to make funds available to you.
- A disbursement schedule is provided below to help you determine when funds will be available. At PCC we use a disbursement dates for the approximate week a check will be sent. The Office of Scholarships & Financial Aid does not process or issue checks. All financial aid checks are handled by Student Business Services (B-203).
- Typically, students receive two (2) disbursements each term; one at the beginning of the term and the second at midpoint or later. If your award includes Cal Grant and/or Direct Loan, disbursement could occur 30 days after the start of the term.
- The amount you receive depends upon your enrollment (the number of units you are carrying) at the time of disbursement. If you add or drop units, your award/disbursement will be adjusted accordingly.
- What is a financial aid overpayment? An overpayment occurs when a student receives more financial aid than he/she was eligible for. Generally, overpayments are the result of changes in enrollment; e.g., full-time to half-time status or a complete withdraw from all classes. Overpayments can also occur when a student’s financial information changes or additional information such as academic transcripts are submitted after a grant or loan payment is made. For more information regarding financial aid overpayments, please see a Pasadena City College, Financial Aid Advisor.
- If you stop attending or withdraw from all of your classes before you complete 9 weeks or 60% of a term, you may be required to repay all or a portion of your federal aid. To avoid repayment, return or decline all funds received to Fiscal Services, C203 immediately. Dropping units can affect your future aid eligibility. For information about Satisfactory Academic Progress see the Financial Aid Satisfactory Academic Progress Standards section below.
- Checks returned undeliverable will be cancelled. Cancelled checks will NOT be reissued automatically! To have your check reissued, submit a written request to the Office of Scholarships and Financial Aid. If you do not receive your check within three weeks of the anticipated disbursement date, notify the Office of Scholarships and Financial Aid. If you have an outstanding debt with PCC, your check may be held at Student Business Services.
2013-2014 Disbursement Schedule
|Fall Semester 2013||Spring Semester 2014|
|August 26||January 13|
|September 9||January 20|
|September 16||January 27|
|September 23||February 3|
|September 30||February 10|
|October 7||February 24|
|October 14||March 3|
|October 21||March 10|
|October 28||March 17|
|November 4||March 24|
|November 11||March 31|
|November 18||April 7|
|November 25||April 14|
|December 2||April 21|
|December 9||April 28|
Have You Moved or Changed Your Mail or Email Address?
- Submit a change of e-mail address or mailing address on the web at: LancerPoint.pasadena.edu
Treatment of Federal Student Aid When a Student Withdraws
The law specifies how Pasadena City College (PCC) must determine the amount of Federal Student Aid (FSA) assistance you earn if you withdraw from school. The federal student aid programs that are covered by this law are: Federal Pell Grant, Federal Subsidized Loans, PLUS Loan, and Federal Supplemental Educational Opportunity Grant (FSEOG)
When you withdraw during your payment/enrollment period, PCC must determine the amount of federal student aid program assistance you earned up to that point. PCC uses a formula to figure the specific amount of FSA you have earned to that point.
If you (or your parent [PLUS loan]) received less assistance than the amount that you earned (by time spent in school), you may be able to receive those additional funds. If you received more assistance than you earned, the excess funds must be returned by you.
The amount of assistance that you have earned is determined on a prorated basis.
For example, if you completed 30% (fifth week) of your payment/enrollment period, you earn 30% of the assistance you were originally scheduled to receive. Once you have completed more than 60% of the payment period or period of enrollment, you earn all the assistance that you were scheduled to receive for that period.
If you did not receive all of the funds that you earned, you may be due a post-withdrawal disbursement. If the post-withdrawal disbursement includes loan funds, you may choose to decline the loan funds so that you don't incur additional debt.
PCC may use all or a portion of your post withdrawal disbursement (including loan funds, if you accept them) for tuition and fees. For all other school charges, such as short-term loans, PCC has received your permission on the Short-Term Loan promissory note to use the post-withdrawal disbursement to repay all or a portion of the loan.
For example: If you are a first-time, first-year undergraduate student and you have not completed the first 30 days of your program before withdrawing, you will not have earned any Federal Direct Student Loan funds that you would have received had you remained enrolled past the 30th day.
If you (or PCC or your parent [PLUS loan]) receive excess federal student aid program funds that must be returned, PCC must return a portion of the excess equal to the lesser of:
- your institutional (tuition and/or enrollment fees) charges multiplied by the unearned percentage of your funds, or
- the entire amount of excess funds.
PCC must return this amount even if it didn't keep this amount of your federal student aid program funds.
If PCC is not required to return all of the excess funds, you must return the remaining amount. Any loan funds that you must return, you (or your parent for a PLUS Loan) repay in accordance with the terms of the promissory note. That is, you make scheduled payments to the holder of the loan over a period of time.
Any amount of unearned grant funds that you must return is called an overpayment. The amount of a grant overpayment that you must repay is half of the unearned amount. You must make arrangements with the PCC, Office of Fiscal Services or the Department of Education to return the unearned grant funds.
The requirements for federal student aid program funds when you withdraw are separate from any refund policy that PCC may have. Therefore, you may still owe funds to PCC to cover unpaid institutional charges. PCC will also charge you for any federal student aid program funds that PCC is required to return. If you don't already know what PCC's refund policy is, please inquire at the Cashier's Office, L-113. Please see the PCC, Schedule of Classes for requirements and procedures to officially withdraw.
Student Guide to Federal Work-Study
The information below is an answer guide for students who received a Federal Work-Study award from Pasadena City College.
- How do I apply for the Work-Study Program?
PCC participates in the Federal and state work-study programs. To apply you must complete the FAFSA form. Because these funds are limited, we recommend interested students apply for financial aid no later than March 2. If funds are available, you will receive a work-study offer up to the amount of your eligibility. Some jobs require a background check.
- What is Federal Work-Study?
- The Federal Work-Study Program provides jobs for PCC students with financial need, allowing them to earn money while they are in school. The program encourages community service and work related to your course of study.
- How much will I make?
- Your Federal Work-Study wages will be at least the current federal minimum wage, but it may be higher, depending on the type of work you do and the skills required. At PCC, the minimum Federal Work-Study hourly wage is $9.00 per hour. The maximum hourly wage is $11.00 per hour. (off campus) Your total Federal Work-Study award depends on when you apply your level of need, and the funds available at PCC.
- How will I be paid?
As a Federal Work-Study employee, you'll be paid by the hour. At PCC you are paid twice a month according to the Payroll Schedule. Students are paid directly by mail. Work-Study funds must be used to pay for your educational expenses; i.e., tuition, fees, room and board, transportation and other school-related expenses.
- Are Federal Work-Study jobs on campus or off campus?
- Yes, the work-study jobs may be on or off-campus. If you work on campus, you can choose to work for a variety of PCC offices, departments or organizations. On-campus employment includes but is not limited to the Shatford Library, Engineering and Technology Department or the Office of Admissions and Records. If you work off-campus, your employer will usually be a private nonprofit organization or a public agency, and the work performed must be in the public interest. Each employer has a job description that explains the duties and the work schedule.
- Can I work as many hours as I want?
- No. Federal law says student workers are limited to 20 hours per week. However, the amount you earn can't exceed your total Federal Work-Study award. When determining work hours, you and your supervisor should create a work schedule based on your class schedule, total Work-Study Award and hourly pay rate.
- How do I qualify for Federal Work-Study at PCC?
It's simple! All you do to apply for Federal Work-Study is complete the Free Application for Federal Student Aid (FAFSA). If you apply by March 2nd you may be considered for Federal Work-Study funds. Additional qualifications include: financial need, US Citizenship or eligible non-citizen (permanent resident), half-time; enrollment (6 units) satisfactory academic progress and you may not be in default on a student loan or owe a grant repayment. Funds are subject to availabiliity.
- How do I obtain a Work-Study job?
You can view on and off campus Work-Study job opportunities at the website below. After you find a job you are interested in, speak to the Work-Study coordinator at the Office of Scholarships & Financial Aid (L-114). At this meeting, you will be given information to refer you to the employer. You cannot start work until you receive a signed referral from the work-study coordinator. Student employment is at the discretion of the work program supervisor.
Financial Aid Satisfactory Academic Progress Standards
Financial aid is designed to help students reach their educational goal in a timely manner. Eligibility for federal or state financial aid requires students to maintain Satisfactory Academic Progress regardless of academic major, or receipt of financial aid funds. Pasadena City College (PCC) students should read the rules and know what it takes to maintain eligibility for financial aid. Note that the financial aid Satisfactory Academic Progress standards are stricter than the college's progress rules. There are three standards that the Office of Scholarships & Financial Aid will use. These standards are explained below.
Cites: HEA Sec. 484(c), 34 CFR 668.16(e), 34 CFR 668.32(f), 34 CFR 668.34
Quantitative Completing units attempted with accepted grades (A, B, C, D, CR, P, and RD).
In the first academic year, finish at least 51% of units attempted and in the second academic year, earn 75% with acceptable grades. Regardless of the number of units attempted and whether you did or did not receive financial aid, you are expected to complete your educational goal in a timely manner and at a satisfactory pace (at least 67% regardless of enrollment status). All terms you have ever enrolled in will be considered in the calculation for Satisfactory Academic Progress. Repeating a course for a better grade will not satisfy academic progress requirements.
An attempted unit starts counting on the first day of instruction. Unacceptable grades are counted for: W, F, I, NC and NP.Example: a new student takes one class fall 2013 and receives a "W" grade. That student is not making Satisfactory Academic Progress (failed 51% completion).
To complete an educational goal in a timely manner, you must achieve a minimum 2.0 grade point average (gpa). Financial aid students must have a 2.0 gpa when they finish a second academic year at PCC.
Example: a new student takes one class fall 2013 and one class spring 2014. That student is making progress if he/she has a 2.0 GPA at the end of spring 2012.
Financial aid is not infinite. This standard looks at how long it will take you to complete your educational goal. The law says that you can receive financial aid for no more than 150% of units attempted in a program (e.g., 60 units at 150% is equivalent to 90 units). This includes all attempted/completed transfer units. Students with a BA/BS or higher degree will automatically exceed the time frame. Up to 30 units of basic skills (400-level) courses are excluded from the 150%; however, students are expected to matriculate from basic skills to a regular program after one (equivalent) year.
The Office of Scholarships & Financial Aid will determine how long you have been in an undergraduate program as well as the time to complete your goal. Each time a course is repeated it will count in the time frame calculation.
Example: At PCC, students will be notified that they have exceeded the time frame at 78 attempted units because normal matriculation time to complete an AA/AS degree goal is two years. However, if there are exceptional circumstances presented in a petition or appeal, PCC could allow up to three years (90 attempted units).
Satisfactory Academic Progress Scale
Where are you on this scale?
Year 1 Attempted Units* Year 2 Attempted Units Year 3 Attempted Units 0 29 Units 30 Units 60 Units 78 Units 90 Units Freshman
PCC units needed to complete AA/AS Transfer or Certificate PCC SAP check for program completion Maximum PCC time frame equal to 3 years of enrollment**
*Includes all transfer units
** Attempted units are enrolled units on the first day of the term
Financial Aid Satisfactory Academic Progress Notifications
Students that did not meet one or more satisfactory academic progress standard will be disqualified. Disqualified students cannot receive federal or state aid (including student loans) at PCC. Causes for financial aid disqualification: High percentage of unacceptable grades, less than 2.0 gpa, excess number of units attempted or completed at PCC and other schools; an AA-BA degree or higher; Return to Title IV, withdrawal, and failure to meet terms of probation.
Disqualified students can submit one petition to clarify the circumstances that created their academic situation. Petitions can only receive funding consideration in the term they are reviewed and the last day to submit a petition is June 30 of the academic year.
The Satisfactory Academic Progress Petition must be completed and submitted to the Office of Scholarships & Financial Aid along with documentation to support unusual circumstances. The Petition should also include a copy of your most recent Student Educational Plan. The Petitions committee will review the circumstances you present in the petition and what has changed to enable you to complete your goal in a timely manner. Repeating or dropping classes is not academic progress. Working by itself is not an exceptional circumstance.
If your petition is denied or you disagree with the terms of reinstatement, you may appeal.
Appeal If you do not agree with the Petition Committee's decision, you have one opportunity to ask for reconsideration by submitting a Satisfactory Academic Progress Appeal to the Assistant Dean. Follow the appeal instructions. Your appeal should be a strong case and you must include supporting documents (obituary, medical documents, letters from instructors, etc.). Once an appeal decision is made, no further appeals will be accepted.
Probation will occur if a petition/appeal is approved. Financial aid probation is a Satisfactory Academic Progress trial period because academic performance was below the required unit completion and/or GPA standards, financial aid awards are only determined on a term-to-term basis (subject to the availability of funds). Also, PCC will not certify a student loan for a student on financial aid probation. To establish eligibility for the next term, probation students must complete 100% of all attempted units (including labs) that they are registered for on the first day of instruction. If a student fails to meet the terms of probation, their financial aid will be terminated.Appeal
The appeal is a request for reconsideration of a petition decision that you disagree with and you want to provide more information to support your case. The appeal is a typed statement and must include supporting documents (obituary notices, medical documents, letters from instructors, etc.). Students are allowed one chance to appeal. Please take time to submit the appeal and to provide supporting documents.