Policies

Important Policies, Rules, and Regulations


Budget Forecast or Need Sheet

The "Budget Forecast or Need Sheet" is a document indicating the estimated cost of attendance for a student to attend the university during a specific award year. The Budget Forecast is used to indicate to private scholarship organizations the student's anticipated cost as well as what funds have been awarded. Forecasts are processed in the order that they are received and will be emailed directly to the student's preferred email address on file with UAA. In the absence of a preferred email address, the form will be sent to the university-sponsored email address for delivery to the scholarship provider. * The U.S. Department of Education no longer permits colleges/universities to release information from a student's FAFSA to a third party, for purposes other than scholarship awarding, even with a signed release of information. To request a Budget Forecast or Need Sheet to be completed and sent on your behalf, please visit our UAA Financial Aid Forms page.

Scholarship organization's deadlines are not necessarily the same as UAA deadlines. Processing Budget Forecast forms take between 5-8 business days to process.


Change of Dependency Status

Conditions for Requesting a Change of Dependency Status

The Federal Department of Education has defined a list of requirements to answer the question "Will I need my parents' information?" when filling out the FAFSA.

If you have a special circumstance that prevents you from providing parental information, you may still be able to submit your FAFSA. However, your FAFSA will be considered incomplete. You must contact the financial office at your college and provide them with documentation to verify your situation. For more information, visit https://studentaid.ed.gov/fafsa/filling-out#are-your-parents-unwilling.

Process for Requesting a Dependency Override

Students with unusual circumstances that may qualify them to become independent of their parents for financial aid purposes must submit the following documentation:

  1. "Request for Dependency Override Form"
  2. A letter from you describing the circumstance in detail and
  3. A signed statement from two professionals, on letterhead, (counselor, MD, clergy, caseworker, etc) who know your circumstances

(Note: income does not constitute an unusual circumstance, and a parent's unwillingness to pay is not a reason to apply for a dependency override, as stated in DCL GEN-93-11, May 1993)

The Office of Financial Aid takes up to 30 days to review an appeal. After the request is reviewed, a written decision will be emailed to the student. The request for dependency override comes under the regulations dealing with Professional Judgment (Higher Education Act, sec. 479A(a)); the decision is therefore final, and cannot be appealed. You must reapply each year if your request is approved. To access this and other financial aid forms, please visit the UAA Financial Aid Forms page.


Consortium Agreements

A Consortium Agreement is an official agreement between two higher education institutions (a primary/"home" institution, and a secondary/"host" institution) to grant financial aid to a student concurrently attending both schools. The Office of Financial Aid will not enter into consortium agreements on behalf of admitted UAA students with institutions outside the University of Alaska system. Therefore, students needing to take courses outside of UA will need to budget private funds to do so.

The Office of Financial Aid will enter into consortium agreements on behalf of students attending UAA as their host campus.


Disbursements

  • All federal financial aid and most scholarships awarded by university departments are applied directly to students' billing account at the beginning of each term, or once students have fulfilled all requirements to receive their funds.

  • Final grant and scholarship calculations for each term are made at the end of the add/drop period. Payment will be based on your credit load at that time.

  • After current charges on the student's billing account have been paid, any excess financial aid is disbursed to students in the form of refund checks, or deposited to their personal bank accounts via direct deposit*. This process can take between 7-10 business days for UAA Accounting Services to complete. 

  • All refund checks will be mailed to the student's mailing address. Students can verify and list alternate addresses on UAOnline.

  • When required by the donor, scholarship checks from external agencies that require recipient endorsement are available in the Accounting Services Disbursements Office  for students to sign once the checks have been received and processed.

  • Students can check to see if money has been applied to their student accounts in UAOnline under the "Student Account" tab

*If the student has set up a direct deposit within UAOnline on the "Finance Information" tab.


Loan Disbursement

If a student's payment period includes two terms, all disbursements must be split into two equal installments — one for each term, with neither installment exceeding more than half of the loan. A payment period is traditionally the same length as the academic year. There are exceptions to this, however.

Students may request all of their loans within one term as an exception to policy. Such requests will be considered on a case by case basis, and based on the following conditions:

  • The student is not graduating*
  • The student is not on a study abroad or international studies program
  • The student’s one semester budget will accommodate the full loan amount requested, and the student submits written explanation of extenuating circumstances necessitating their request

Students must be aware that if they request all loan awards in the Fall, they may have far less financial assistance in the Spring. All Fall scholarships will be compared against the Fall budget; subsequent loan returns might occur if further aid creates an overaward situation for that term.

Students in the Fall/Spring academic year may request Fall and/or Spring loans independent of each other. For example, a student who wishes to borrow $1000.00 in Subsidized loan money for Fall, and $2000.00 in Spring cannot accept their loans through UAOnline, and must instead submit a "Revision Request Form". To access this and other financial aid forms, please visit the UAA Financial Aid Forms page.

* Undergraduate students are subject to specific proration requirements when graduating from a payment period less than a full academic year (end of Fall). Proration of loans is calculated based on credit load and loan eligibility aggregates. Students must notify the Office of Financial Aid of intent to graduate via a Revision Request Form so this proration can be processed.


Eligibility for Federal Aid

For all Federal Programs, a student must:

  1. Be a U.S. citizen, a national, or other eligible non-citizen
  2. Not be in default on any Federal Student Loan or owe a a refund or repayment on a Federal Pell Grant, State Student Incentive Grant (SSIG) or Federal Supplemental Educational Opportunity Grant (FSEOG). This also applies to parents applying for Federal PLUS loans
  3. Have a valid Social Security number
  4. Be enrolled or accepted for enrollment in an eligible degree or certificate program at UAA
  5. Comply with U.S. Selective Service registration requirements, if a male over the age of 18
  6. Have a high school diploma from an accredited high school, or a GED
  7. Meet Satisfactory Academic Progress (SAP) requirements as outlined in UAA's SAP policy.

The deadline for all Financial Aid eligibility in a specific academic year is the last day of August.


Emergency Loan Fund

The "Emergency Loan Fund (ELF)" is designed primarily to assist students with funds for books or other school-related costs during the first three weeks of the semester. The maximum loan amount for full-time students is $600; for three quarter-time students, $400; for half-time students, $200. The ELF application may not be faxed or e-mailed. To access this and other financial aid forms, please visit the UAA Financial Aid Forms page.


Federal Work Study (FWS)

If Federal Work Study is included in a student's award offer, he/she may apply for an open position on one of the UAA campuses. Having an award does not guarantee the student a position. The amount of a student's award is the maximum he/she is eligible to earn. Please note that FWS funds are paid to students via a paycheck they earn from working when they get a qualifying position. Earned money will not be credited toward paying the student's school bill.


Financial Aid Code of Conduct

Financial Aid Code of Conduct


Financial Aid Revisions

Under certain circumstances, revisions can be made to a student's financial aid awards during the academic semester/year.

For example, if a student has been offered a Student Loan or Work Study and initially turned it down, but has a change of mind, the student must turn in a "Revision Request Form" stating requested changes and the total amounts requested per fund type. There is a separate Summer Revision Request Form for the summer semester. UAA cannot process summer revision requests until the student is registered for summer classes. To access this and other financial aid forms, please visit the UAA Financial Aid Forms page.

Important Note: Students who have requested a grade level change in order to receive an increase in their federal loans are at risk of being selected for FAFSA verification. If selected, the verification process must then be completed before any future disbursements can occur. If corrections are required this may result in a decrease of Financial Aid for the entire academic year, including aid that you already received.


Financial Aid Authorization

The Financial Aid Authorization form allows the use of Title IV funds* to pay non-institutional charges such as:

  • Library fines
  • Parking permits
  • Parking fines
  • Health Center charges
  • Housing fees
  • Lost keys
  • Damage charges
  • Childcare
  • Accounting fees.

Without this authorization, Title IV funds* can only be used to pay for tuition and fees at the university.  This form is also used to allot funds for deposit to your Wolfbucks accountTo access this and other financial aid forms, please visit our UAA Accounting Services - Student Account Forms page.

*(includes Pell, SEOG, and Stafford Subsidized, Unsubsidized, and PLUS Loans)


Gainful Employment Disclosures

The U.S. Education Department's gainful employment regulations require the university to disclose certain program information to current and prospective students. Gainful employment programs are those "that prepare students for gainful employment in a recognized occupation." Public institutions are required to disclose required information on all undergraduate and graduate non-degree programs that are federal financial aid eligible. 

Disclosures for each of the "gainful employment" programs offered at University of Alaska Anchorage can be found on UAA's Gainful Employment Website.


Overaward

Students may not be awarded financial aid over their estimated Cost of Attendance (COA). If additional resources become available to a student, the Office of Financial Aid may reduce previously paid or anticipated awards to keep the student's financial aid within the estimated cost of attendance. Every effort will be made to make the smallest reduction possible. Students with documented additional incurred costs not included in the estimated COA should refer to the UAA Financial Aid Forms page, Cost of Attendance/Budget Adjustment Form.

All or part of alternative loans, along with federal, state, and institutional aid awards may be reduced if additional resources become available to a student that were not originally considered when eligibility was determined. Note: Student loan reductions or returns reduce the student's total loan debt. 

We recommend students notify the Office of Financial Aid of anticipated financial aid resources (ex: private scholarships) if they're not received by UAA prior to the scheduled student financial aid disbursement date (typically 10 days prior to the first day of the semester). 


Release of Information

In accordance with The Family Educational Rights and Privacy Act (FERPA), the Office of Financial Aid will not release information about a student to anyone, (including to parents and spouses), without the specific written consent of that student. If students wish to share this information with someone, they must complete a "Authorization to Release of Educational Information Form" stating the particular individuals they wish to authorize. No information may be released until the student signs and dates the form. To access this and other financial aid forms, please visit the  UAA Office of the Registrar Forms page.


Repeat Coursework

Federal Regulations specify that students may receive federal financial aid funding for one repetition of a previously-passed course.

Repeated coursework may be included if:

  • The student received an "unsatisfactory" or failing grade. Students may repeat a failed course until it is passed.

  • Determining enrollment status in a term-based program if a student needs to meet an academic standard for a previously-passed course, such as a minimum grade.

    • e.g. A student received a 'D' in a course which requires a minimum of 'C' for his/her major. Please note that this is limited to one repetition of a passed course.

  • If a student passed a class once, is then repaid for retaking it, and withdraws the second time, that withdrawal does not count as their paid retake, and the student may receive financial aid for another attempt.

Repeated coursework that may not count towards a student's enrollment status for the purpose of financial aid eligibility include:

  • Retaking a passed course more than once. If a student receives a 'D' in a course and decides to repeat the course, he/she may repeat this passed course one time. If this student wishes to repeat it a second time, the course would not count toward the student's enrollment status.

  • If a student passed a class once, then retakes it and fails the second time, that failure counts as their second retake and the student may not be repaid for retaking the class a third time.

Additional Notes

  • All repeated courses affect financial aid Satisfactory Academic Progress calculations. Regardless of whether the student received financial aid or not, all repeated coursework must be counted as attempted credits.

  • Certain course descriptions listed in the UAA Catalog may state that a specific course "must be repeated for degree" or "may be repeated for credit if content differs." A student may receive financial aid for these courses as long as the course content differs, regardless of receipt of a passing grade.


Satisfactory Academic Progress (SAP)

Satisfactory Academic Progress (SAP) is the federal requirement that students make real and measurable progress toward their degree in order to be eligible to receive federal aid. SAP was created due to increasing accountability for the use of federal, state, and institutional student financial aid funds. Universities and students are required to demonstrate that financial aid funds are being used to assist students in efficiently completing their academic goals. In order to remain eligible for federal, state, and most institutional financial aid, students must comply with the SAP standards represented in the University of Alaska SAP Policy.

For the full University of Alaska SAP Policy, go to: Satisfactory Academic Progress (SAP) Policy

For more information about SAP, go to: Satisfactory Academic Progress

The "Satisfactory Academic Progress Appeal Form" can be found on the UAA Financial Aid Forms website


Scholarship Policy

Scholarships might affect the level of other financial aid that students are eligible to receive. Students should notify the Office of Financial Aid once they are aware that they will be receiving a private scholarship. 


Total Withdrawal (Return of Title IV Funds Policy)

In a given semester (period of enrollment), students earn a portion of their awarded Federal Title IV financial aid for every day of attendance or active participation in academically-related activity. Eligibility for aid must be recalculated for a student who withdraws from all classes prior to completing 60% of the period of enrollment. If, due to the withdrawal calculation, the student owes the federal government a portion of the loans or grants received at the beginning of the semester, the university will automatically pay this to the government on the student's behalf. This may result in a debt placed on the student account and an institutional hold, preventing registration or release of official transcripts until resolved. Students will be subject to any collection costs incurred according to UAA Accounting Services policies.

There are three types of student behaviors that will result in a recalculation review:

  • Total Drop Prior to the Add/Drop Deadline: Eligibility for federal financial aid "locks" at the end of the add/drop period, also known as the financial aid census date. Students who drop all courses before the census date are not eligible for any financial aid, therefore 100% of federal aid received will be returned to the government on the student's behalf. Note: A student may submit instructor-certified documentation of attendance within five (5) business days in order to keep a prorated portion of Title IV funds.
  • Official Total Withdrawal: Students who withdraw from all courses after the census date are eligible for a percentage of financial aid based on the percent of the semester completed. For example: a student who totally withdraws after completing only 30% of the term will have “earned” only 30% of any federal financial aid received. The school and/or the student must return the remaining 70% to the government.
  • Unofficial Total Withdrawal: Failure to successfully complete coursework after receiving Title IV financial aid for them may also result in a recalculation of earned aid based on faculty-reported last date of attendance submitted for students who earn an "F", "NB", or "NG" during grade submission. If faculty report that a student did not attend/participate in any portion of a course, the student has earned zero (0%) percent of financial aid and all aid will be returned to the government. Note: A student may submit instructor-certified documentation of attendance within five (5) business days in order to keep a prorated portion of Title IV funds. Until the calculation is completed, affected students will be subject to an "Unofficial Withdrawal Hold", preventing future financial aid disbursements. Additional details provided below in the "Types of Financial Aid Holds" section.

The Return of Title IV Funds Calculation is based on the number of calendar days a student attended*, divided by the number of days within the enrollment term. * For distance education courses, "attendance" is based on "participation in academically-related activity" under the direction of the instructor. Please note: Logging into the UAA BlackBoard portal does not indicate active participation.

A student thinking about withdrawing from classes should contact the Office of Financial Aid to see how the withdrawal will affect their current and future aid eligibility.


Tuition Awards

Tuition Awards may affect the level of other financial aid you receive, and may not be combined with other types of tuition-only awards (employee/spouse/dependent tuition waiver, Chapter 33 GI Bill payments, Chapter 31 VA Education tuition payments, Seawolf Opportunity Scholarship, etc.) Please notify the Office of Financial Aid once you are aware you will be receiving a tuition award. Students with tuition awards must still pay their student and course fees by the applicable payment deadline. Many academic departments, along with the Office of Financial Aid offer institutional scholarships, called UAA Administration Scholarships. For additional information, refer to the scholarship section of our Types of Aid webpage.


Types of Financial Aid Holds

"Unofficial Withdrawal" Hold: A hold will be placed on the UAOnline account, preventing future financial aid disbursements, for a student who fails to earn a passing grade in at least one course in a given term. This hold will remain in place until the recalculation of federal financial aid eligibility has been completed, typically within 30 days of the term end.

"Transfer Monitoring" Hold: The Transfer Student Monitoring Process is for students who transfer from one school to another during the same award year or for students who start at UAA in the Spring or Summer terms. Under the Transfer Student Monitoring Process, UAA notifies NSLDS of its transfer or non-Fall header starting students, NSLDS Monitors the financial aid history of those students, and sends an alert to the school of any relevant changes. This process is to help define those students who may have used federal aid elsewhere during the current aid year to avoid overpayments and aggregate limit and SULA/LEU violations.  It is still the responsibility of all transfer students to notify the financial aid office of current year aid used at another institution.


Unusual Enrollment History

Some Free Applications for Federal Student Aid (FAFSAs) are flagged for "Unusual Enrollment History" by the U. S. Department of Education if the student has received federal Pell Grants at multiple institutions in recent years. The Office of Financial Aid is required to review the student's enrollment history and determine whether the student is enrolling only long enough to receive cash refunds of federal student aid.

 

How to resolve:

All students with whose FAFSAs are flagged are required to provide an "Unusual Enrollment History Verification Form" and academic transcripts or grade reports from all colleges and universities attended during the review period. If the student received Pell Grants and did not earn credit hours with passing grades (A - D) at each institution attended during these award years, the student may be determined ineligible for further federal financial aid. To access this form, please visit our UAA Financial Aid Forms page.

Appealing the ineligibility determination:

Students who have been determined ineligible for federal student aid on the basis or lack of documentation, may appeal their determination by contacting the Office of Financial Aid.

Regaining federal student aid eligibility:

Students whose aid eligibility is denied eligibility can be re-considered for federal student aid after:

  1. Meeting with an academic adviser
  2. Enrolling for one academic term only in courses that are required by their degree program
  3. Not dropping or withdrawing from (officially or unofficially) any courses after the term begins
  4. Meeting the University's standards of Satisfactory Academic Progress.

Verification

Verification is the process used to confirm the accuracy of the information reported on the Free Application for Federal Student aid (FAFSA).

If a student is selected for verification, he/she must submit certain information. This may include:

  • Household size
  • Number of household members in college
  • Taxable and non-taxable income
  • Asset information
  • Other data elements reported on the FAFSA

Students whose FAFSA is selected for verification are required to submit a Verification Worksheet and federal tax transcripts — if they did not use the IRS data retrieval tool when completing their FAFSA. Depending on the verification group they are assigned and other information reported on their FAFSA, we may require students to submit additional documentation. Students selected for verification will be notified through email and UAOnline as to what documentation is required. Financial Aid awards cannot be generated or disbursed until verification is complete. Students that are not initially selected for verification may be selected after they make changes to their FAFSA. If this happens, any financial aid previously awarded will be canceled until the verification process is complete. There is no guarantee that the equivalent types and amount of financial aid will be available when you are repackaged.

Deadline:

*You may still turn in documents after July 1st, but we cannot guarantee they will be processed before the payment deadline*

For priority processing and to ensure awards will be packaged before the payment deadline, students must submit all pertinent verification documents prior to July 1 of the academic year in which they are applying. The deadline to submit completed verification documents is 30 days from the last date of enrollment, or the last business day in August — whichever comes first. The deadline for all Financial Aid eligibility for a specific academic year is also the last day of August.

Failure to submit all required documents will cause processing delays. Not only will it delay all disbursements of federal aid but it will also prevent disbursement of several types of state and institutional aid. Lastly, Students are required to put their UAA ID number on each page of all documents submitted to the Office of Financial Aid.

Notification:

Once students submit all the required documentation, they can track the status of their verification through UAOnline. If a verification resulted in making changes to a student's FAFSA, the student will receive an email from the Central Processing Unit at the Department of Education with a new Student Aid Report and his/her verified EFC. Once their verification has been processed, students will receive an email within 7 business days notifying them to check UAOnline to view and accept their award offer.

 

 

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