Financial Aid Policies

When you receive financial aid at St. Edward's University, there are important conditions for you to understand before you accept your aid offer. Carefully review these terms and conditions to have a better understanding of the financial aid policies as a financial aid recipient. Students should read and understand all policies.

Financial aid is offered with the following conditions:

• Financial Aid offer packages offered to students are individualized and reflect the student’s eligibility based on the information provided by the student and their parents on the Free Application for Federal Student Aid (FAFSA). Each financial aid offer package also factors in the student’s grade level, program of study, individual program, eligibility requirements, and funding levels. Federal financial aid awards are contingent on federal funding levels and are, therefore, subject to change based on Congressional action.
• Your financial assistance is awarded based on merit and/or calculated need as determined from the information provided on your FAFSA. Financial aid offers are subject to adjustments or cancelations due to changes in laws, regulations, appropriations, changes in your financial situation, verification, discovery of data errors, changes in your enrollment status or changes in your residency status amongst others.
• Students must notify Student Financial Services of any external funds they will receive in a given year, regardless of the amount, as these funds must be counted as a resource in meeting your educational costs and coordinated with your other sources of financial aid. Please submit information via the myHilltop task, Reporting External Funding (Student).
• You must be enrolled at least half-time (six credit hours minimum for undergraduate students for all semesters; four-half credit hours minimum for graduate students) to be eligible for Federal Direct Loan(s) in any single semester. See Academic Load.
• Registering in courses is not enough to secure your financial aid. You must also attend the courses in which you enroll. Student Financial Aid is required to verify that students who receive a non-passing grade in any class actually began attending the class. For example, if you receive an F in a course, no grade is reported, or you withdraw from a course, we will follow up to determine whether or not you attended the class. Failure to attend can be expensive: your aid could be reduced retroactively and you may be required to repay aid you have received. If you have any questions about your enrollment and eligibility for financial aid, please contact the Student Financial Services Office.
• If your enrollment plans change after you have been awarded your initial federal financial aid, you will need to notify the Student Financial Services Office. Your financial aid awards will be adjusted accordingly.
• You must only be enrolled in classes required to complete your declared degree requirements, as specified in the St. Edward's University Student Bulletin. You should refer to Degree Works to confirm that the coursework you are enrolled in is required to meet graduation requirements for your program.  See Course Program of Study (CPoS)
• Classes taken for audit are not eligible for financial assistance and do not count toward enrollment for purposes of financial assistance.
• If requested, you must provide documents to verify the accuracy of information reported on the FAFSA before financial aid can be awarded or disbursed.
• You must not be in default on any federal educational loans nor owe any refunds on federal grants you have received at any post-secondary institution.
• You may use financial aid funds only for education-related expenses incurred at St Edward’s University for the respective academic year. Check your account balance at least once a month to be sure you do not have unpaid charges.
• St. Edward's University applies your financial aid directly to charges on your Student Account (including tuition, fees, housing, and other charges). Funds in excess of these charges will be released to you in a financial aid refund. Some institutional charges cannot be paid with Title IV (federal aid), thus you may still owe the University even if you receive a refund. If subsequent charges are made to your university account, it is your responsibility to pay them.
• To remain eligible for financial aid, students must make "satisfactory academic progress" toward completion of a degree. Federal regulations require Student Financial Services to monitor the progress of each student toward their degree completion. Students who fail to achieve minimum standards for grade point average and completion of classes may lose their eligibility for all types of federal, state, and institutional aid.
• University and state grants along with university scholarships are offered for a maximum of four years (8 semesters) of full-time enrollment to eligible students who enter as a freshman and up to a maximum of three years (6 semesters) of full-time enrollment to eligible students who enter as a transfer. Exceptions: graduating seniors in a final semester of a program and students with approved modified status through the Office of Student Disability Services.
• Certain aid programs have higher academic requirements. You are also responsible for reviewing the additional eligibility requirements on the policy website.
• If offered Federal Work-Study (FWS), you must work in a Federal Work-Study (FWS) position to earn the FWS amount shown on your award letter. FWS funds are not disbursed to your Student Account and do not reduce the amount you owe the University. You receive a pay based on your student payment cycle.
• If you are working toward a second bachelor's degree, you may be only eligible for Federal Direct Loan(s), if eligible.
• You are not eligible for aid restricted to undergraduate students, such as the Federal Pell Grant or Federal SEOG, if you already earned a bachelor's degree or you are a graduate/professional student.
• Financial aid offers are based on information provided by the student and are subject to revisions and/or cancellation at any time if: federal or state regulations change; federal, state, or institutional fund allocations change; estimated family contribution changes; the student receives a scholarship, award, benefits, waiver, etc.; or an error is made in the calculation of your eligibility or award, whether by the federal aid servicer, private loan servicer, or St. Edward's University.
• Students who accept a Direct Loan and parents who are approved for a PLUS loan are required to complete a Promissory Note for each loan type to receive the loan disbursement. Promissory notes must be completed during the term of enrollment in which the student would like to receive the loan disbursement.
• The institution, state, and federal government are absolved of any and all responsibility for funding in the event that a grant and/or a loan or any other financial assistance is based upon fraudulent, inaccurate, or misleading information.
• Ability to Benefit- you must show that you have qualified to obtain a college education by having a high school diploma or a recognized equivalent such as a General Educational Development (GED) certificate or completing a high school education in a homeschool setting approved under state law.
• Financial aid deadlines are published online. 
• The acceptance of aid and/or the receipt of an electronic refund or check indicate my agreement to the terms and conditions of my awards.
• If you purposely give false or misleading information, you may be fined up to $20,000, sent to prison, or both.  The Office of Student Financial Services has an obligation to refer to the Office of Inspector General (OIG) any credible information indicating that an applicant for federal student aid may have engaged in fraud or other criminal misconduct in connection with his or her application. Common misconduct includes false claims of Independent student status, false claims of citizenship, use of false identities, forgery of signatures and certifications, and false statements of income.
• A list of all University Polices, including University Financial Aid can be located Consumer Disclosures.  
• I have read and understand my Rights and Responsibilities as a student.

Student Financial Services at St. Edward's University, in partnership with students (and students' parents) provides federal, state, and institutional funds to help defray the cost of education. Student financial aid recipients have a number of responsibilities and rights.

As a student financial aid recipient, it is your responsibility to:

• reapply for financial aid each year by filing the Free Application for Federal Student Aid (FAFSA) and submitting all required documents to Student Financial Services.
• Financial aid is not automatically renewed each year.
• Financial aid deadlines are published online. 
• complete and submit application materials within required or preferred timeframes and check myHilltop to ensure all required forms have been submitted.
• provide additional documentation or information as requested by Student Financial Services.
• read and understand all materials sent to you from Student Financial Services and keep copies of all forms you sign.
• comply with the provisions of any promissory note and all other agreements you sign.
• know and comply with the federal, state, and institutional rules governing the financial aid you receive. This information is on the FAFSA, on the materials sent with your award notification, and on the Student Financial Services website. These rules include, but are not limited to, not being in default on any prior educational loan and not owing a refund on a federal grant due to repayment.
• report other sources of student financial aid outside source (e.g., a private scholarship). Students must notify Student Financial Services of any external funds they will receive in a given year, regardless of the amount, as these funds must be counted as a resource in meeting your educational costs and coordinated with your other sources of financial aid. Please submit information via the myHilltop task, Reporting External Funding (Student).
• use student financial aid proceeds solely for direct educational costs and related living expenses.
• complete the class registration process each semester by the end of the official last day to late register or add courses in order to ensure availability of all student financial aid funds you have been offered.  Some aid programs may be subject to cancelation or reduction if your registration process is not completed by the official last day to late register or add courses.
• know the implications that dropping a course or withdrawing from the University will have on your student financial aid.
• maintain satisfactory academic progress (SAP).
• keep your residing and permanent addresses current with the University by updating them on myHilltop.
• check your university-assigned email account often since some information and requests are sent via email.
• pay all previous semester charges appearing on your University bill before financial aid is disbursed for the current semester.
• complete direct deposit information on myHilltop for any refunds.

As a student financial aid recipient, you have the right to:

• know the correct procedures for applying for student financial aid, your cost of attendance, and the types of aid available.
• know how financial need is determined, what the criteria are for awarding financial aid, how reasonable academic progress is determined, and what you have to do to continue receiving aid.
• know the type and amount of assistance you will receive, how much of your financial need has been met, and how and when you will receive your financial aid funds.
• view the contents of your student financial aid file, in accordance with the Family Education Rights and Privacy Act (FERPA).
• know the conditions of any loan you accept.
• know the terms, conditions, and pay rate for any student job you accept.
• Office of the Ombudsman- SFS is always ready to assist with any questions or concerns.  If loan issues cannot be resolved by the institution, the Ombudsman Office is the final resource after individuals needing assistance go through other customer service avenues with the Customer Service Centers of Federal Student Aid Offices. The Ombudsman Office is for borrowers with concerns about their student loans. Student borrowers can contact the Ombudsman.   
• Toll-free telephone: 1-877-557-2575
  Fax: 1-606-396-4821
  Mail: U.S. Department of Education
  FSA Ombudsman Group
  P.O. Box 1854, Monticello, KY 42633                     

All financial aid awards (excluding work-study) are credited to your St. Edward’s student billing account each semester. Work-study funds are earned over the course of the academic year and are paid to you according to the University's payroll schedule.

In order for your aid to disburse:

• You must have reviewed and accepted your financial aid offer
• You must have resolved outstanding financial aid requirements
• Please review all financial aid policies including terms and conditions and rights and responsibilities
• You must maintain Satisfactory Academic Progress (SAP)
• You must be enrolled in classes*

*Your initial award letter reflects full-time enrollment. If you will be enrolled less than full-time for your program of study, your awards may be reduced.

*Aid funds will only be disbursed to student accounts once the student has started enough courses in the term to reach the minimum enrollment requirements.

Transfer Monitoring

The U.S. Department of Education requires all schools to initiate a Transfer Monitoring process for any student who begins studies mid-year or in the summer to verify remaining Title IV financial aid eligibility for the award year. A Transfer Monitoring Hold must be placed on your federal financial aid at St. Edward’s for ten (10) days until this process has been completed.

There is no action needed by you during this process. However, if you did receive financial aid at another school during this award year, you must have any pending financial aid disbursements at that school canceled.

Work Study Funds

Work-study funds are earned by working at special on-campus and off-campus jobs. You will not receive work-study funds until you have been hired in a designated position and worked the appropriate amount of hours. Work-study jobs are paid based on an hourly rate and are not disbursed to your student account like other financial aid awards. For more information, consult the Student Employment website.

Refunds

If your financial aid funds are greater than your St. Edward’s bill, you will receive a refund. You may receive your refund by the first day of class, assuming that you have met the disbursement requirements. We encourage you to submit a direct deposit authorization in the billing center. 

In accordance with the Campus Security Act and the Higher Education Act of 2008, St. Edward's University provides information about its policies, procedures, operations, and costs directly on our Consumer Disclosures homepage.

The U.S. Department of Education requires colleges and universities to disclose certain information for any financial aid eligible program that, “prepares students for gainful employment in a recognized occupation”. This information includes program costs; occupations that the program prepares students to enter; occupational profiles; on time completion rate; and for the most recent award year: the number of students who have completed the program, the number of students who complete the program within the estimated duration, the job placement rate, and the median Title IV and private loan debt incurred by those who complete the program.

Gainful Employment Program Disclosure Forms

• Certificate in Applied Behavioral Analysis
• Certificate in Business Finance Fundamentals
• Certificate in Management
• Certificate in Operations & Logistics

University and state grants along with university scholarships are offered for a maximum of four years (8 semesters) of full-time enrollment to eligible students who enter as a freshman and up to a maximum of three years (6 semesters) of full-time enrollment to eligible students who enter as a transfer.  Exceptions: graduating seniors in a final semester of a program and students with approved modified status through the Office of Student Disability Services. 

Federal direct student loans require the student enroll at least half-time in a degree seeking program. 

 Enrollment and Degree Verification, including Academic load details provided by the Registrar's office.

To be included in determining the student’s enrollment status for financial aid eligibility, the course must be required within the student’s degree requirements. When a student repeats for the second time a previously passed course, the credits for this course are not included in the student’s enrollment status. 

Federal Regulation limits the number of times a student may repeat a course and receive financial aid for that course.

Section 668.2(b) specifies that in a term-based program a student may repeat any coursework previously taken in the program but the coursework may not include more than one repetition of a previously passed course. This provision applies to graduate and professional as well as undergraduate students.

Undergraduate

A student is allowed to repeat a previously failed course and receive federal financial aid until a passing grade of “D” or higher is earned for that class. Once a student achieves a grade of “D” or higher, a student may repeat the same course one time and still receive federal financial aid. If a student chooses to repeat a previously passed course more than once, this course’s enrollment hours will not be counted in the full-time/half-time financial aid requirement and the tuition/fees will not be paid with federal aid for this course. This rule applies whether or not a student received federal financial aid in either of their earlier enrollments for the course.

Graduate

A student is allowed to repeat a previously failed course and receive federal financial aid until a passing grade of “C” or higher is earned for that class. Once a student achieves a grade of “C” or higher, a student may repeat the same course only one time and still receive federal financial aid. If a student chooses to repeat a previously passed course more than once, this course’s enrollment hours will not be counted in the full-time/half-time financial aid requirement and the tuition/fees will not be paid with federal aid for this course. This rule applies whether or not a student received federal financial aid in either of their earlier enrollments for the course.

Repeated Coursework and Satisfactory Academic Progress Policy (SAP):  St. Edward's coursework is counted toward attempted hours–including coursework taken when the student didn't receive financial aid when the student was in a different major, degree, or program, whether the coursework represents remedial (basic skills), incomplete coursework, or repeated coursework.  See Satisfactory Academic Progress Policy (SAP).  

Examples:

Undergraduate student passes a course with a grade of “D” but needs a grade of “C”. The student retakes this course but receives a “D”.  Student enrolls for the course for a third time.  If the student has received federal aid in a prior term the course, then the course will not count towards financial aid enrollment requirements and will not receive federal financial aid for this course.

Undergraduate student passes a course with a grade of “D” but needs a grade of “C”. The student retakes this course but receives a “D”.   Student enrolled for the course for a third time.  If the student has not received federal aid in a prior term for the course, then the course will count towards financial aid enrollment requirements and the student will receive federal financial aid for this course.

Undergraduate student passes a course with a grade of “C” but needs a grade of “B”. The student retakes this course but receives a “W” or “I”. The student can retake the course again until they receive any grade of “F” or higher. After this, any future retakes of this course will not count towards financial aid enrollment requirements and will not receive federal financial aid for this course.

Graduate student passes a course with a grade of “C” but needs a grade of “B”. The student retakes this course but receives a “C”.  Student enrolls for the course for a third time.  If the student has received federal aid in a prior term for the course, then the course will not count towards financial aid enrollment requirements and will not receive federal financial aid for this course.

Graduate student passes a course with a grade of “C” but needs a grade of “B”. The student retakes this course but receives a “C”.   Student enrolled for the course for a third time.  If the student has not received federal aid in a prior term for the course, then the course will count towards financial aid enrollment requirements and the student will receive federal financial aid for this course.

Courses that are given a “W” or “I” are not considered completed therefore are not counted as a repeated course.

Exemptions: Courses that are intended to be repeated multiple times such as Independent Studies, Special Topics, Thesis, and Dissertations do not fall under the “Repeating Coursework” regulations.

The U.S. Department of Education (ED) regulations require that a student must be enrolled in a degree-seeking program to receive federal financial aid (Grants, Loans, Work-Study). Funds will only be disbursed for the courses needed to fulfill the program of study requirements.

Students enrolling in courses that are not required to complete their officially declared major and/or minor could see their financial aid prorated and/or canceled as required by the Department of Education. See Declaring a Major in the bulletin.  Students who have selected the academic exploration option must declare which official major and corresponding set of major requirements will be followed prior to earning 60 credit hours.

Please be aware this regulation is separate from the Policy on Maximum Years of Eligibility and Maximum Timeframe for Program Completion. See all Financial Aid Policies.

• What is CPoS?

Course Program of Study (CPoS) is the process that identifies courses within a student’s program of study. This university will compare the courses a student registers for each term with the degree requirements listed on their Degree Works worksheet. Courses that do not apply towards a student’s officially declared program of study will be ineligible for federal financial aid.

• How it Works?

CPoS will check each student’s schedule to identify courses that are not required for the student degree plan. Students will be notified via their St. Edwards’s email if their aid may be impacted. Students will be directed to check their Degree Works worksheet and consult with their success coach and/or academic advisor.

• What Does This Mean?

Aid could be adjusted if a student is not registered in courses that apply to their officially declared program of study. See Declaring a Major in the bulletin.  Students who have selected the academic exploration option must declare which official major and corresponding set of major requirements will be followed prior to earning 60 credit hours. Students should plan carefully and ensure that their registration aligns with their degree program requirements. Students are encouraged to develop their course schedules early with their success coach and/or advisor prior to registration to ensure compliance.

• What courses count in CPoS?

>Courses that apply to General Education, General Education Modern Language, Mission Markers, and Culminating Experience.

>Courses that apply to a major or major concentration.

>Courses that are needed beyond the General Education and Major requirements to reach 120 total degree hours

• What course DO NOT count in CPoS and aid may be adjusted?

>Courses that apply only to a minor and no general electives are needed to reach 120 degree hours.

>Courses that apply only to a certificate and no general electives are needed to reach 120 degree hours.

>Courses that apply only to the Honors Program and no general electives needed to reach 120-degree hours.

• I don't know what I want to major in yet. Can I qualify for federal financial aid?

Yes. Students with an undeclared major of Academic Exploration are eligible for aid. Students are advised to take General Education and Mission Marker courses along with the exploratory course(s). These course(s) count towards their major or electives. Degree Works will then say you are enrolled in Academic Focus Area-General Education, an official program of study for students who are deciding what to major in.

• What types of financial aid are affected by CPOS rules?

CPoS only applies to federal financial aid. However, Institutional funding is limited to maximum years of eligibility. See Financial Aid Policies.

• What does federal financial aid include?

Federal financial aid includes Federal Pell grant, Federal Supplemental Educational Opportunity Grant (FSEOG), Federal Direct Student Loan, Federal Plus loan, and Federal Work Study.

• Who do CPoS rules apply to?

CPoS rules apply to any undergraduate or graduate student who is receiving federal financial aid.

• What is my enrollment status or academic load?

Your enrollment status or academic load refers to whether you’re going to college full-time or less than that. The federal government considers undergraduates to be full-time if they're taking at least 12 credits in their programs of study in the fall and spring terms. Graduates are full-time if they're taking at least 9 credits in their programs of study.

• How can I see the courses in my program of study?

View your degree audit inDegree Works and talk with your success coach and/or academic advisor.

• Can I take courses not required for my degree and still receive federal financial aid?

Yes. If you are an undergraduate student, as long as you take 12 credits in your program of study, you will receive all the federal aid for which you're eligible, and you can enroll in additional courses you'd like to take without affecting your aid. If you are a graduate student, if you take at least 4.5 credits in your program of study, you will be eligible for federal student loans and can take additional courses without affecting your aid. Please be aware this regulation is separate from the Policy on Maximum Years of Eligibility and Maximum Timeframe for Program Completion. See Financial Aid Policies.

• Do electives count toward CPoS?

Possibly. Electives must satisfy a requirement of your declared major. Each degree program has variable numbers of electives. Some programs have very few, if any, electives, while others have a significant number of electives available.

• How can I calculate elective hours needed/required?

Degree Works Audit is the best tool for determining electives.  We encourage you to meet with your academic advisor to review. 

• Do courses I take to complete a minor or certificate count in my program of study?

It is possible to complete minors and certificates and remain in compliance with CPoS regulations. The easiest way to do this is to add the minor/certificate as early as possible and use required elective hours to complete the minor.

A course taken to count towards a minor or certificate must also count towards a degree requirement--counting either towards a General Education or major requirement or as an elective to reach the 120 total hours required for degree completion

Your undergraduate minor must be officially declared and reflected in Degree Works by the census date (12th class day of a full term for fall or spring semester).

• How will courses needed for double majors be treated?

Undergraduate double majors must be officially declared and reflected in Degree Works by the census date (12th class day of a full term for fall or spring semester) to be included as eligible coursework. 

You must complete both the degree requirements of both programs at the same time.  If you complete the first baccalaureate degree/major program before completing the other degree/major program, then you are no longer eligible for Federal Aid. 

• If I change majors (or minors), will courses I take in my new major (or minor) count in my program of study?

Yes, but only if you submit a Curriculum Change Request via myHilltop no later than the 12th day of the term in which you'll start taking courses in it.

• When is the last day to make major/minor changes or modify my enrollment to potentially impact CPoS?

The federal financial aid census (a snapshot of your account) happens on the 12th day of classes after the start of a term. Your federal financial aid eligibility will be based on this snapshot. Do not wait until the last minute to submit updates as major/minor program changes are not immediate. It is the student’s responsibility to ensure their major/minor accurately reflects their current enrollment and any updates are submitted within sufficient time to allow for processing.

• How will this affect study abroad?

Study abroad courses may count for federal financial aid if they apply towards outstanding coursework in your officially declared program of study.

• If I drop a course in my program of study, will my federal aid go down? Will I have to repay money I received?

It depends; you should always check with your student financial services counselor before dropping a course. The CPOS rule is that if you've enrolled in 12 or fewer credits in your program of study, then drop one of those courses and don’t add another course in your program before the enrollment census, your federal aid will go down. Dropping a course in your program of study after the enrollment census generally won't affect your federal aid, with two exceptions: If you drop a late-start course before it begins or you drop all your courses. These actions will affect your aid.

• How do CPOS rules affect scholarships?

Scholarships require you to take at least 12 credits in a term, whether or not they're in your program of study. See Financial Aid Policies.

• Do substituted courses count in my program of study?

It depends. For a course substitution to apply to a course that will be taken in a given term the substitution must be submitted for processing no later than the 12th class day of that term. Substitutions recorded after this date may apply toward degree requirements, but won't contribute to a student’s CPOS eligibility.

• Do repeated courses count in my program of study?

If you previously passed a course in your program of study and want to repeat it to earn a higher grade, you may do so once and the repeated course will count in the program of study. This rule applies even if you are required to earn a minimum grade in a course. If you didn’t pass a course, you may repeat it until you do, and each repetition will count in your program of study. See Repeating Coursework under Financial Aid Policies.

• How do CPOS rules affect graduate and professional students?

As a graduate or professional student, you must be enrolled in 4.5 credits in your program of study to be eligible for federal direct student loans. You can take other courses not in your program of study in addition to these 4.5 credits.

• Can I appeal a decision that a course isn't in my program of study?

There is no appeal process to request that a course not in your program of study be allowed to count in it.

• Who should I contact if I have a question about my courses and how they may impact the Course Program of Study?

Please contact your student success coach and/or academic advisor to discuss degree plans. Student Financial Services Counselors would be glad to discuss financing options.

Federal, state, and university regulations require that St. Edward's University review the academic progress of students who apply for and/or receive grants, university scholarships, loans, or work-study. Student Financial Services determines if a student is making Satisfactory Academic Progress toward earning their degree by reviewing grades and pace of completion at the close of each academic year (defined as summer, fall, and spring). Students who fail to meet one or more of the requirements are provided an opportunity to appeal.

Cumulative GPA Requirements (Qualitative Measure)

Remedial Courses

The credits and grades earned when taking a remedial course do not count toward the student’s degree requirements nor are they included in the cumulative GPA. However, remedial coursework must be included in the qualitative assessment of Satisfactory Academic Progress. These credits are also counted when calculating whether or not the student completed at least 75% of his/her attempted hours.

Completion Rate Percentage (Quantitative Measure)

As part of Satisfactory Academic Progress requirements, students must also successfully complete 75% of their St. Edward's cumulative attempted coursework. This is calculated by dividing the total number of credit hours that a student has successfully completed by the total number of credit hours the student has attempted.

All St. Edward's coursework is counted toward attempted hours–including coursework taken when the student didn't receive financial aid when the student was in a different major, degree, or program, whether the coursework represents remedial (basic skills), incomplete coursework, or repeated coursework.

Incomplete, Fail, Withdrawal (Drop) or Withdrawal due to Absences is not considered successful completion.

Pass / No Pass

Courses graded solely on a Pass/No Pass basis are included when measuring academic progress. A Pass is considered meeting Satisfactory Academic Progress requirements.

Students on an Academic Plan as part of financial aid probation, changing a course from a grade to Pass/No Pass does not change your cumulative GPA calculation.  However, it does impact your pace calculation.  A Pass is considered meeting Satisfactory Academic Progress requirements.

Annual Earned Credit Hours

Full-time undergraduates receiving funding through university aid programs must earn at least 24 credit hours per academic year.   Full-time undergraduates at the end of their second year receiving funding through the state must earn at least 24 credit hours per academic year.

Maximum Timeframe for Program Completion

As part of the Satisfactory Academic Progress requirements, financial aid recipients must complete their degree program within a specific time frame. The maximum timeframe for completing a degree program is 150% of the published program length. For undergraduate degree programs, the maximum timeframe is 180 hours* (120-hour degree plan x 150% = 180 hours). Graduate programs vary based on the individual program credit hour requirements. Refer to the bulletin which corresponds to your year of entry for your specific degree requirements. Enrolled students can also look up their degree requirements on Degree Works.

*180 attempted credit hours is the maximum time frame for undergraduate degree programs that require 120 credit hours for graduation. Certain degree programs require over 120 credit hours for completion so the Maximum Time Frame for these students is adjusted accordingly.

Maximum Timeframe and Students seeking Double Majors

Attempting a double major does not exempt students from the Maximum Time Frame component of SAP. When considering additional programs students are advised to determine whether they will be able to complete all programs prior to reaching Maximum Time Frame.

Academic Amnesty

There is no provision for the concept of academic amnesty in the federal student aid regulations.  St. Edward’s includes ALL previous coursework completed at St. Edward’s University in the review of Satisfactory Academic Progress. 

Students who have not met the academic requirements for continuation may appeal the loss of their Merit scholarship, Institutional Grant, and/or Federal aid to the Student Financial Services Office.  Students wishing to appeal the loss of their aid will be notified via their St. Edward’s email account with appeal instructions and deadline dates.  The appeal must be submitted to the Student Financial Service office no later than July 1 of the prior academic period.  Under unusual circumstances, a late appeal will be considered.  Students will receive a response within two weeks from the date the appeal is reviewed.  Please note that merely filing a SAP appeal does NOT guarantee continued eligibility for aid, as an appeal may be denied.  Students can access the Satisfactory Progress Appeal online form via MyHilltop.

Acceptable conditions to file an appeal include: injury or illness, the death of a relative, or other special circumstances.

The Satisfactory Progress Appeals Committee will review the information submitted and make a decision regarding continued eligibility for financial assistance. Submission of an appeal form does not guarantee approval by the committee. The decision of the Satisfactory Progress Appeals Committee is final.

Academic Plan

Students with approved appeals are placed on Financial Aid Probation. They receive financial aid one semester at a time until he/she meets SAP standards. Students are provided an Academic Plan which is a framework that would allow a student to meet SAP standards by a particular point in time. Students must meet the conditions of an Academic Plan during the first probationary semester in order to receive financial aid for the subsequent semester.

Merit Scholar Adjustments

If a student is offered tuition assistance from multiple sources such as a St. Edward’s merit scholarship, veteran’s tuition assistance program, ROTC, Outside Private Scholarship, Tuition Remission, Tuition Exchange, etc., the combined total will not exceed the student’s tuition.  St. Edward’s merit scholarships may be reduced or canceled by other funding provided to the student that is designated as tuition assistance.    

Annual Eligibility Renewal Requirements

To maintain eligibility for your university scholarship offered through St. Edward's Office of Admission,  you must meet specific requirements annually as part of the Satisfactory Academic Progress guidelines for financial aid recipients.

Maximum Years of Eligibility

Students entering as freshmen are eligible to receive their university scholar award for up to 4 years (8 semesters) of consecutive, full-time enrollment, as long as they meet the Satisfactory Academic Progress requirement described above.

Students entering as transfers are eligible to receive their university scholar award for up to 3 years (6 semesters) of consecutive, full-time enrollment, as long as they meet the Satisfactory Academic Progress requirement described above.

Merit scholarships are restricted to tuition expenses. Outside scholarships that are also restricted to tuition may reduce the amount of merit scholarship should the combined total exceed the cost of tuition. 

Scholarships and grants from all sources, except Pell Grant, should not exceed the total of tuition, comprehensive fee + $4,000 in the academic year.  Scholarships and grants from all University sources should not exceed tuition + fees. 

Exception:  A student that receives an outside scholarship that covers up to the total cost of education.  

Students must notify Student Financial Services Office of any external funds they will receive in a given year, regardless of the amount, as these funds must be counted as a resource in meeting your educational costs and coordinated with your other sources of financial aid.

Veteran & ROTC Tuition Assistance

Post 911 tuition assistance and yellow ribbon assistance are not included in the student’s financial aid package when determining eligibility for federal loans.  Post 911, Veteran Readiness and Employment, and ROTC tuition assistance are included in the student’s financial aid package for university and state scholarship & grant determination.

Athletes 

• Hard Exemption - Student aid, excluding Pell Grant, cannot exceed tuition, comprehensive fee, Hunt Suite, and highest meal plan (without Topper Tender). 
• Soft Exemption - Student aid cannot exceed tuition, comprehensive fee + $4,000 for the academic year.   

Cost of Attendance Limit
Under no circumstances can the combined total of all financial assistance awarded, including outside scholarships, exceed the full cost of attendance (tuition, fees, books, housing, food, travel, personal expenses, indirect costs) established for each student.

St. Edward's University Return of Title IV Policy  

 View the Return of Title IV Federal Student Financial Aid Funds Policy here.

Dropping Coursework

Students who receive financial assistance and do not register for the number of hours their aid is based upon or drop below that number before the end of the semester may have their assistance offer revised. This revision may include the revocation of any and all grant funds and the return of student loan funds to the lender. Additionally, such students may lose future eligibility for financial assistance depending upon the number of classes they drop.

Completely Withdrawing

According to institutional policy as well as state and federal regulations, if a student who receives financial assistance completely withdraws from the university:

1. Student Financial Services will calculate the amount of that student’s assistance which must be returned to the original funding sources by comparing the amount of the assistance “earned” through attending classes with the amount “unearned” because the student withdrew from school before the end of the term. Depending upon the withdrawal date, a student may lose all (or a significant portion) of his /her financial assistance.
2. If a student withdraws outside of a tuition refund period, that student may also end up owing the institution a significant amount of money, especially if the financial assistance, which was paid toward the tuition costs, is returned back to the original funding sources. If or when such a balance occurs, payment in full for the debt will be due to the university immediately. Additionally, St. Edward’s University will withhold that student’s academic transcript until the debt has been paid. If the university is not paid, the debt will be turned over to a collection agency which will add additional fees to the already existing debt.
3. Finally, if a student completely withdraws during a semester, he/she will lose future eligibility for financial assistance through St. Edward’s University (with the possible exception of withdrawal due to extreme mitigating circumstances).

Your student account may become eligible for a credit balance refund if financial aid received exceeds charges or after application of a tuition or fee credit. Refunds are not granted for expected future payments, such as financial aid not yet disbursed. The university will begin processing refunds approximately 10 days prior to the start of each term. Refunds are processed on Mondays, Wednesdays and Fridays each week. Refunds as a result of financial aid funds must be used to cover education-related expenses such as off-campus housing expense, transportation, books, or supplies.
 
The university requires all students to set up a direct deposit account in the Billing Center for delivery of refunds electronically (also called an eRefund). You may designate a bank account through the Billing Center in myHilltop. Under "My Profile Setup" to the right of the screen, click Electronic Refunds and complete your "Payment Profile."  Most banks will process your direct deposit refund within 3 – 4 business days.
 
Note: Federal law requires that when a credit balance on a student’s account is the result of a Federal Direct PLUS Loan disbursement, the balance must be sent to the parent borrower, not the student, unless the parent borrower has submitted written authorization allowing the balance to either be held on the student account or released to the student.

Students who participate in a St. Edward's University approved study abroad program or faculty-led program for a fall/spring semester can be considered for Institutional, Federal, and State aid. 

Summer programs vary in the ways financial aid can be applied.   Please contact your Student Financial Aid Counselor to discuss.  Students are highly encouraged to plan summer expenses prior to the end of the spring semester each year. Some students may have remaining unused loan funds available at that time, but no longer have that eligibility once the semester has ended. Once the spring semester has ended the university can no longer certify Federal Direct Loans for the fall/spring term.  Enrollment requirements apply.  Please see Summer Aid Policy.  

Federal Work-Study is not available while abroad. 

Your financial aid package will be reviewed by Student Financial Services for the semester/year abroad. Please contact your Student Financial Aid Counselor to discuss all financing options. 

Veterans interested in an abroad program must first meet with the Military and Veterans Affairs Coordinator to determine program eligibility and funding.

Students can learn more about abroad programs, including information regarding scholarships and fellowships, through the Study Abroad office.

If you are planning on attending summer term, financial aid may be available. Please contact your Student Financial Aid Counselor to discuss all financing options. 

The summer term at St. Edward's is a header to the upcoming academic year.  St. Edward's University offers aid in the form of a Federal Pell Grant or student/parent loans only for summer. Undergraduates who plan to graduate in summer or fall term may be eligible for Institutional aid. Students must continue to apply, meet all eligibility requirements and policies.  

Students are highly encouraged to plan summer expenses prior to the end of the spring semester each year. Some students may have remaining unused loan funds available at that time, but no longer have that eligibility once the semester has ended. Once the spring semester has ended the university can no longer certify Federal Direct Loans for the fall/spring term.  Enrollment requirements apply. 

Visiting students are not eligible for financial aid through St. Edward's University.

Awards may be taxable income to students. However, based on IRS rules, the University does not withhold tax on Awards for domestic students or provide students with tax Form 1099. Students are responsible for reporting taxable award payments along with any other payments they receive, and for remitting any tax due with their personal income tax return. (Foreign students who are non-resident aliens will receive a Form 1042-S reporting taxable stipends. U.S. withholding tax may apply.) Students should maintain a record of the award payments received during the calendar year (January 1 to December 31). The total annual payments received can also be obtained from their student account. Please note: University staff cannot advise students in tax matters. If students need tax guidance, they should consult with a qualified tax specialist or a CPA firm.  

Learn more on FINAID.org.

Foundation Communities does offer free tax assistance for those that qualify.

Hours Monday - Friday:  9 a.m. - 5 p.m  

Location Main Building  Room 204 

Contact  Student Financial Services  

seu.finaid@stedwards.edu  

(800) 555-0164  

(512) 448-8523 

(local) (512) 416-5837 (fax) 

Submit Financial Aid Paperwork Please submit documents through our secure portal. 

Mailing Address Student Financial Services St. Edward's University 3001 S Congress Ave Austin, Texas 78704