Student Financial Services Regulations

Student Financial Services

All charges for the entire session are to be paid prior to the first-class meeting of the session unless satisfactory payment arrangements have been made. Students whose accounts are past due are subject to a late fee of $ 100.00, “holds” on registration, semester grades, transcripts and graduation and may not be able to participate in the plan for future semesters.

Expenses

https://www.belhaven.edu/financial_aid/tuition_estimator.htm

*discounts available for nursing, education, sports administration and theological programs

Special Fees (in addition to tuition)

NOTE: Belhaven University reserves the right to change the fees, rules, and calendar regulating admission and registration, instruction in, and graduation from the University, and to change any other regulations affecting the student body. Changes go into effect whenever the proper authorities so determine and apply not only to prospective students but also to those who at that time are enrolled in the University.

Institutional Refund/Withdrawal Policy

Cancellation prior to Course Start Date:

• If a student withdraws from the University, prior to beginning courses, they are entitled to cancellation of all institutional charges other than books and supplies charged to their student account.

Withdrawal after Course Start Date:

• If the student never attends the course, all tuition charges will be cancelled and credits will be returned to the source of the payment made on account.
• Tuition charges* shall be refunded as follows:
  • 3 Week courses
    • Before the 8th day:            100%
    • After the seventh day:          0%
  • 7 Week Courses
    • Before the 8^th day:             100%
    • Before the 15^th day:             50%
    • Before the 22^nd day:            25%
    • After the twenty-first day:    0%
  • 15-16 Week courses
    • Before the 8^th day:             100%
    • Before the 15^th day:             75%
    • Before the 22^nd day:            50%
    • Before the 29^th day:             25%
    • After the twenty-eighth day: 0%
• Fees will also be refunded at 100% should the student drops during the Add/Drop period.

* Some charges, such as student insurance or non-refundable deposits, may not be refunded after the student attends class.

Students receiving federal student aid (including loans): When a student withdraws from a course it may result in a portion or all of financial aid funds being returned to the Department of Education. A complete withdrawal from the semester or your program may require a portion of all federal awards to be returned. The return of these funds may result in the student owing a balance to the University and/or the federal government which must be repaid before attending future courses.

Federal student aid is returned in the following order in accordance to Higher Education Amendments of 1998:

1. Federal unsubsidized Direct Loan
2. Federal subsidized Direct Loan
3. Federal Perkins Loan
4. Federal PLUS Loan
5. Federal Pell Grant
6. Federal SEOG

If a student withdraws from all courses during a semester, regardless of the reason, federal regulations require Belhaven University to determine the amount of Title IV Federal aid the student has earned. The Title IV aid programs that are covered by this law are: Pell Grants, Federal Supplemental Educational Opportunity Grants (SEOG), all Federal Student Loans, all PLUS Loans, TEACH Grants, and Iraq and Afghanistan Service Grants. The requirements for Title IV program funds when you withdraw are separate from the Belhaven refund policy.

Though your aid is usually posted to your account early in each payment period, the funds are earned as you complete class time. If you withdraw during the semester, the amount of Title IV aid earned up to that point is determined by a specific formula. The withdraw date used in the formula is the last date of attendance for courses for which attendance taking is required. For courses for which attendance is not required, the date of official notification of intent to withdraw or, if later, the last date of academically related activity as determined by Belhaven is used as your withdrawal date. If you withdraw without utilizing the official withdrawal process, the last date of academically related activity will be used if it can be determined. If such a date cannot be established, the midpoint date of the payment period will be used in the calculation.

Students who do not begin attendance in classes are not eligible for federal financial aid and must repay all federal assistance originally received for that semester.

Federal regulations require a recalculation of financial aid eligibility if a student:

• officially withdraws from all courses for the semester;
• stops attending before the semester ends without officially withdrawing;
• does not complete all the sessions for which they were originally registered for in a period of enrollment.

The R2T4 calculation may result in the student and/or parents being responsible for directly returning previously refunded dollars to the U.S. Department of Education. Any amount of unearned grant funds that must be returned is called an overpayment. Arrangements can be made through Belhaven or the U.S. Department of Education to return the unearned grant funds. Belhaven will notify the student within 45 days of the date of the withdrawal determination, the amount being returned and options for payment reconciliation.

For Students Enrolled in Modules

A student is considered withdrawn if the student does not complete all of the days in each session that the student was originally scheduled to attend. If a student is registered for a module and fails to attend class, Belhaven must recalculate the percent of time attended and adjust aid earned accordingly.

When a student is enrolled in a series of modules, Belhaven determines if a withdrawal is subject to recalculation of federal financial aid eligibility based on the following questions:

• After beginning attendance in the semester did the student cease to attend or fail to begin attendance in a course or module he or she was scheduled to attend? If the answer is no, there is no need for aid adjustment.

If the answer is yes, then:

• Was the student still attending any other courses when the student ceased to attend or failed to begin attendance in a course? If the answer is yes, there is no need for aid adjustment.

If the answer is no, this is a withdrawal and the R2T4 calculation will be performed.

Any amount of unearned grant funds that must be returned is called an overpayment. Arrangements can be made through Belhaven or the U.S. Department of Education to return the unearned grant funds. Belhaven will notify the student within 45 days of the date of the withdrawal determination, the amount being returned and options for payment reconciliation.

Post-Withdrawal Disbursement of Title IV Funds

If a student does not receive all of the funds earned, the student may be due a post-withdrawal disbursement. Prior to disbursal of a post-withdrawal disbursement, the student must provide Belhaven with permission to do so. The student may choose to decline some or all of the loan funds so that no additional debt is incurred. Belhaven is entitled to use all or a portion of the student’s post-withdrawal disbursement of grant funds for tuition, fees, and room and board charges.

Other Financial Policies

Any account balance due for any preceding session/term must be paid before a student will be enrolled for the succeeding term unless satisfactory payment arrangements have been made. The Registrar is not permitted to release transcripts until all indebtedness to the University is paid. A student who has not made satisfactory arrangements with the student accounts office in Student Financial Services regarding his account may be administratively withdrawn from Belhaven University. Additionally, a student will not be allowed to graduate until he/she has settled with the student accounts office in Student Financial Services all his/her indebtedness to the University.

Students who withdraw voluntarily or administratively and have an unpaid balance, for which satisfactory payment arrangements have not been made, will have their account sent to an outside collection agency for collections. Should this action be taken by the University, the student will be responsible for the balance and any additional collection charges and fees related to the collection of the debt. The outstanding balance will also be reported to the credit bureau. All transcripts and diplomas will be held until the balance is paid in full.

Students who are admitted to the University accept as contractual all the terms and regulations set forth in this catalogue and are liable for the payment of all charges and fees incurred during their stay at the University.

Financial Aid

Financial aid is available for those who qualify. The following procedures must be followed in applying for financial assistance:

• Apply formally for admission through the office of admission, if not currently enrolled.
• Apply for Federal Student Financial Aid EACH YEAR by filing the Free Application for Federal Student Aid (FAFSA) on the Internet at www.fafsa.gov.

IMPORTANT: Be sure to list Belhaven University as one of the colleges to receive the results of your evaluation. Our code number is 002397.

In the event of a necessary interruption of scheduled attendance, the student should request a course withdrawal in writing from the appropriate program Student Services office. Failure to return on schedule, a second unscheduled interruption, or an absence not requested in writing may result in the adjustment or cancellation of student financial aid. This may result in beginning the grace/repayment period of a Federal Direct Loan effective the last date of attendance.

In the event a student drops from a course before the course begins may result in the adjustment or cancellation of student financial aid.

If a withdrawal occurs after the course begins, the student may find that financial aid may not cover all course work toward the end of his/her program. Each case is considered individually based on Federal regulations for Title IV funds. Students must be personally responsible for the financial ramifications of any withdrawal from the adult studies program.

It is the student’s responsibility to contact the financial aid office to reactivate his/her financial aid upon reentry into the program.

Class Participation Verification Policy

Prior to release of financial aid funds, the University must verify the student has participated in an academically related activity in each of the classes in which they are enrolled. Federal regulations define academic related activities as physically attending a class with direct interaction between the instructor and students, submitting an academic assignment, taking an exam, an interactive tutorial, participating in an online discussion about academic matters, etc. If participation cannot be verified by the last day to drop or add a course, all Title IV funds (Pell Grants, student loans, and other grants or scholarships) cannot be disbursed.

Verification of Enrollment Status Prior to the Disbursement of Aid

As part of establishing federal student aid eligibility, every institution is required by law to establish average costs associated with attending classes throughout the year, also referred to as the Cost of Attendance (COA). The Cost of Attendance is the maximum amount of financial aid from all resources that a student may receive in an academic year. The COA is not limited to only tuition and books, however. It may include on campus living costs; an average amount for travel to and from class; an average cost for classroom supplies; as well as a few incidentals. Federal law governs which expenses may be considered in the Cost of Attendance as well as how the institution may determine these averages. Two key factors in determining how the average costs are totaled each year to arrive at a student’s annual maximum aid eligibility or Cost of Attendance (COA) are:

1. actual tuition costs and
2. the number of weeks actually enrolled.

Each year, to provide notification of your maximum eligibility from all resources available, it is Belhaven’s policy to preaward every student assuming fulltime enrollment and four months of attendance each semester. However, situations can arise that prevent a student attending the full semester or meeting the fulltime definition. Therefore, as a matter of federal aid compliance, Student Financial Aid will be verifying enrollment schedules for all pre-registered students during the first month of each semester; August, January and May. Any schedule not meeting the federal student aid requirements for fulltime will require adjustments to the student’s annual cost of attendance.

Student Loan Acceptance

Belhaven University participates in an active confirmation process in regards to all student loans. This means that Belhaven University will NOT accept student loans on the behalf of the student. It is the student’s responsibility to review their loan eligibility on Blazenet and determine the amount of the offered loan to accept or decline.

Students also need to complete a Direct Loan Master Promissory Note (and PLUS loan Master Promissory Note if applicable) along with Direct Loan Entrance Counseling (and PLUS Loan Counseling if applicable) before we can disburse the loan funds.

Students will also need to read their entire Award Notification and ensure that they are aware of all the policies regarding their Financial Aid.

Student Loan Disbursement

Federal regulations require student loans to be disbursed equally throughout the student’s attendance pattern and that disbursements are made each semester. Disbursement dates are determined by the program or semester in which the student is enrolled.

• Traditional Students are assigned a Fall/Spring attendance pattern. This means the loan is split over the course of both award periods and disbursed accordingly.
• Adult and Online Students are assigned a Fall/Spring/Summer attendance pattern. This means the loan is split equally between the three award periods and disbursed accordingly.

Disbursement are transmitted after the drop/add period each semester. The student will be notified via email when their Financial Aid disburses onto their account. In accordance with the Family Education Rights and Privacy Act (FERPA), information regarding arrival of loan proceeds are not discussed over the phone.

After Financial Aid Disburses onto the student’s tuition account; the Student Financial Services office will have 14 calendar days to process any refund remaining.  Once the status on the “Account Activity” page through Blazenet shows as “In Progress” under the refund tab; the Business Office will begin their process which consists of transmitting the refund to the student’s bank account information on file. If there is no bank information on file, then they will process a check to be sent through the mail. 

Students who officially withdraw from a course or from the University may be entitled to credits/refunds of course tuition and fee charges, according to the following policies. Refunds/credits for tuition to the student’s account will be calculated based the date on that the student submits their intent to withdraw.

Course Withdrawal

Failure to return on schedule, a second unscheduled interruption, or an absence not reported, may result in financial aid being canceled. This may result in beginning the grace/repayment period of your Federal student loan effective the last date of attendance. In the event a student drops from a course before the course begins with intentions to reenter the next course in sequence, the regular financial aid disbursements will be adjusted accordingly. If a withdrawal occurs after the course begins, the student may find that financial aid will not cover all course work toward the end of his/her program. Each case is individual. Students must be personally responsible for the financial aid ramifications of any withdrawal from the program.

Satisfactory Academic Progress

The Higher Education Act of 1965 (HEA), as amended, mandates institutions of higher education to establish minimum standards of Satisfactory Academic Progress (SAP). In order to comply with these requirements [Department of Education Federal Regulations 668.16(e), 668.32(f), and 668.34], Belhaven University has established the following definition or standard of Satisfactory Academic Progress for undergraduate students. A student not making SAP, as deemed by the following conditions, will lose his or her financial aid eligibility [668.329(a)(7)].

Financial aid will be defined as Title IV HEA federal grants, loans, and work-study, and state grants.
Institutional aid will be defined as scholarships offered by Belhaven University.

Financial aid and institutional aid policies are not directly related to policies for academic admission. The Registrar’s Office sets and monitors academic admission policies such as academic suspension and academic dismissal. Reinstatement to Belhaven University after an academic suspension or dismissal does not ensure that financial aid will also be reinstated.

A student’s SAP will be evaluated at the end of each semester [668.34(a) (3)]. To maintain SAP, a student must meet the following standards.

1. A student must maintain a cumulative GPA of 2.0 or better.
   1. Transfer students - Belhaven University does not transfer grades from previous schools (credits toward a degree are accepted, but grades are not accepted). Cumulative GPA will be calculated based only on the student’s work at Belhaven.
   2. Some financial aid programs require a higher GPA than what is required to maintain SAP. A student could meet the requirements for SAP, but still lose eligibility for one or more financial aid programs. Some examples are Mississippi Tuition Assistance Grant (MTAG), Mississippi Emanate Scholars Grant (MESG), and TEACH Grant. This is not an exhaustive list. A student should be aware of the requirements necessary to maintain eligibility for all of his or her financial aid programs.
   3. A student receiving an institutional academic scholarship (Belhaven University Scholarship, Transfer Academic Scholarship, or a PTK Scholarship) from Belhaven University must maintain a cumulative GPA of 2.0 or better to keep his or her institutional scholarship.
2. A student must successfully complete at least 67% of his or her cumulative course work attempted [668.34(a)(5)]. This is calculated by the number of hours earned divided by the number of hours attempted.
   1. All courses attempted at Belhaven University and those taken elsewhere, which are recognized by the Registrar’s Office as part of the student’s current program of study, with the exception of remedial courses, are counted as hours attempted. Remedial courses are not considered part of the student’s attempted hours.
   2. Classes from which a student withdraws (W) is counted as hours attempted. Classes with a grade of W are not considered part of a student’s GPA calculation.
   3. Credit hours earned by testing or other non-standard means are counted in the SAP calculations as both hours attempted and hours earned. This includes hours earned from exams, AP courses, CLEP, PEP, DANTES, and military credits.
   4. Repeated classes are considered part of the hours attempted. A student can receive financial aid for repeating a class as long as he or she earned an “F” in the class. A student can receive financial aid once for repeating a class that he or she has passed.
   5. A course with a grade of incomplete will be counted as hours attempted [668.34(a)(6)], but not earned. A student may request his or her SAP be reevaluated once a final grade has been posted.
3. A student who exceeds 150% of the required hours for his or her program is not making SAP. Once a student, pursuing a 124-hour degree, attempts 186 hours (150% X 124 hours) he or she will no longer be making SAP. Hours used in determining whether a student has reached 150% are defined as hours attempted in #2.

* Students deemed not making SAP and taking classes during the summer can have their SAP reevaluated with their summer work included. It is the student’s responsibility to request a reevaluation.

A student’s SAP status will fall into one of four categories.

Good Standing - eligible to receive financial aid

A status assigned to a student that is meeting all the SAP requirements.

Financial Aid Warning - eligible to receive financial aid

A status assigned to a student who fails to meet standard #1 and/or #2 at the end the semester. A financial aid warning letter will be emailed to the student reminding him or her that failing to meet all the SAP standards will result in Financial Aid Suspension. A student does not lose financial aid as a result of being on financial aid warning. A student can lose financial aid because he or she was not making SAP without receiving a financial aid warning [668.32(a)(8)(i)].

Financial Aid Suspension - not eligible to receive financial aid

A status assigned to a student who following a semester on Financial Aid Warning fails to make SAP. The student’s appeal was not granted. A student will remain on Financial Aid Suspension until he or she meets all of the SAP standards or has a successful appeal.

Financial Aid Probation - eligible to receive financial aid

The status assigned to the student who successfully appeals and is eligible for financial aid on a probationary status until the student can meet all of the SAP standards. The student’s progress is evaluated at the end of the next payment period to determine if he/she is meeting the requirements of their academic plan. If the requirements are being met, the student is eligible to receive federal student aid as long as the student continues to meet the requirements and is reviewed according to the academic plan. See “Instructions for Preparing a Satisfactory Academic Progress (SAP) Appeal” for more guidance concerning an appeal.

Appeal Process - See “Instructions for Preparing a Satisfactory Academic Progress (SAP) Appeal” for more details.

Appeal - A process by which a student who is not meeting the institution’s satisfactory academic progress (SAP) standards petitions the institution for reconsideration of his or her eligibility for student financial aid.

A student placed on Financial Aid Suspension has the option to appeal. The student must submit an official appeal to the Student Financial Services - Financial Aid Office at Belhaven University explaining, in detail, any extenuating circumstances (death of a relative, an injury or illness, or other special circumstances) that led to the student’s Financial Aid Suspension [668.32(a)(9)(ii)]. Any documentation supporting the student’s case is welcomed [668.32(a)(9)(iii)]. The appeal should also consist of a comprehensive academic plan detailing how and when the student plans to able to meet all of the SAP standards. The appeal and any documentation will be presented to the Financial Aid SAP Appeal Committee. If the appeal is approved, the student will have his/her financial aid based on conditions outlined in the academic plan. The student must meet any specific requirements as determined by the committee. [668.32(a)(8)(ii)] [668.32(a)(9)].

Following an appeal, the student will be sent a letter and an email with the ruling of the Financial Aid SAP Appeal Committee. If the appeal is granted, the letter will explain any specific requirements the committee will require the student to fulfill. Failure to comply will result in the immediate suspension of financial aid. Financial aid disbursed based on the committee’s decision may have to be returned. [668.32(a)(11)].

A successful appeal to the Registrar’s Office concerning an academic suspension or dismissal does not imply a successful Financial Aid appeal. A student will have to submit a separate appeal to the Financial Aid Office to have his or her SAP status reconsidered.

Reestablishing Financial Aid

For a student to reestablish his or her financial aid, the student must bring his or her cumulative GPA to a 2.0 or better (see #1) and successfully complete at least 67% of his or her cumulative course work attempted (see #2) [668.32(a)(9)(i)] [668.32(a)(10)]. Students who have exceeded the maximum timeframe will not have their financial aid reestablished without a successful appeal.

Employer Tuition Benefits Programs

Certain employers provide various tuition benefits for their employees and dependents who meet certain criteria. Students wishing to use their employer’s education benefits must complete the Certification Request available on BlazeNet each year. Additionally, a current statement of eligibility from your employer must be submitted each year. Most employer tuition benefit plans that pay based on enrollment certification will be considered for acceptable payment agreements. Most employer benefit plans will require satisfactory completion of courses prior to tuition reimbursement. Reimbursement plans will not be considered as a satisfactory payment arrangement; therefore, the student will be responsible for all tuition and fees on the first day of the course.

Veterans’ Benefits

Certain armed service veterans and dependents who qualify under federal laws administered by the Veterans Administration are eligible to receive educational benefits. Belhaven University participates in the VA Yellow Ribbon Program. Information about these programs may be obtained by accessing the state Veterans Administration web site at www.gibill.va.gov or call 1-888-442-4551.

Title 38 USC 3679(e) Compliance 

In accordance with Title 38 US Code 3679 subsection (e) of the Veterans Benefits and Transition Act of 2018, Belhaven University will not impose a penalty on any student using veterans’ education benefits under Chapter 31 (Vocational Rehabilitation & Employment) or Chapter 33 (Post 9/11 GI Bill®) because of the individual’s inability to meet his or her financial obligations to the institution due to the delayed disbursement of funding from the Department of Veterans Affairs (VA). 

Vocational Rehabilitation Benefits

Individuals with physical disabilities classified as vocational handicaps may receive financial aid from state departments of vocational rehabilitation. Detailed information is available through the departments of vocational rehabilitation in the student’s home state.