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Drawer Trigger

Apply for Aid

HOW TO APPLY

The Free Application for Federal Student Aid (FAFSA) becomes available annually on October 1. Vanguard’s school code is 001293. The priority funding deadline is March 2. All new and returning students are encouraged to complete the FAFSA by March 2 each year to ensure that they are considered for all types of aid including grants and scholarships with limited award amounts.

Step 1: All students (and one parent for Dependent students) must obtain an FSA ID to sign their FAFSA electronically

Step 2: Complete the FAFSA. Be sure to add Vanguard's school code - 001293

Step 3: Keep in touch! The Financial Aid Office will communicate with via your Lion Email and myVU messaging. Continue to monitor these resources for your award notification, updates and requests for additional information.

Processes

UNDERGRADUATE FINANCIAL AID FOR NEW ADMITS

Below are the steps needed in order to qualify for financial aid assistance:

  1. Apply to Vanguard! Submit your application for admission to Vanguard and be accepted on or before March 2 nd . Students accepted after this date are still eligible for financial aid, but at reduced amounts, especially for institutional aid.
  2. File your FAFSA by March 2! Your FAFSA must be submitted by March 2 nd for you to be considered for state and federal grants, federal loans, and institutional scholarships. Students who submit their FAFSA after this date are still eligible for aid, but may not be considered for all institutional aid. Submit your FAFSA online at FAFSA.ed.gov.
    • To complete the FAFSA you will need your tax information for the prior year, including your tax return and your parent(s) tax information if you are a dependent student. For the 2016/2017 FAFSA you will need your 2015 tax information. If you have not yet filed taxes you may use estimated amounts and correct any changes after you file taxes for the year. Remember if there is a large difference between what you report on your FAFSA and your final tax information, the Financial Aid Office may have to make changes to your financial aid package.
  3. Verification: If selected for verification, provide the Financial Aid Office with all documents requested by May 1 . Failure to do this will result in a delay in awarding your financial aid, which may impact your ability to complete Financial Registration or register for classes.
  4. Accept or decline your aid: After you have been awarded your financial aid for the year, log in to your myVU and accept or decline any offered aid.
    • Only accepted aid will reflect on MyBill and any Registration Statements sent out by the Office of Accounting Operations.
    • Declining unwanted aid removes you from mailing lists for required documents.
  5. Direct Loan Master Promissory Note & Loan Entrance Counseling: These items must be completed on studentloans.gov. FAO cannot process your Direct Loans without these items. If you do not intend to borrow Direct Loans, make sure you decline your loans in your MyVU Portal. Additional guidance on completing these items is available here.
    • Perkins: If you have been awarded a Perkins Loan and wish to receive it, complete the Perkins MPN & Entrance Counseling on ECSI.net. Perkins funds cannot be processed until after these items are completed. After you accept your Perkins Loan on your Portal, ECSI will contact you with login information. If you do not receive login information or have issues with their account, please contact ECSI’s customer support.
  6. Authorization of Allowable Charges: The Authorization of Allowable Charges form is available on the Forms page. Please check either Hold or Refund, sign, and submit the form to FAO. Aid cannot be posted to your student account until this form is received.
  7. Office of Accounting Operations: After you submit your enrollment deposit and sign up for classes, you must complete Financial Registration. It is highly recommended that you also sign up for eRefund. Visit OAO’s Student Account Center online for additional information regarding your student account.

UNDERGRADUATE FINANCIAL AID FOR RETURNING STUDENTS

Below are the steps needed in order to qualify for financial aid assistance:

  1. Submit your FAFSA by March 2: As a returning student it is still important to submit your FAFSA by this date, as any need based institutional aid you qualify for will still generally be awarded on a first come first served basis.
  2. Verification: If selected for verification, provide the Financial Aid Office with all documents requested by May 1. Failure to do this will result in a delay in awarding your financial aid, which may impact your ability to complete Financial Registration or register for classes.
  3. Accept or decline your aid: After you have been awarded your financial aid for the year, log in to your myVU and accept or decline any offered aid.
    • Only accepted aid will reflect on MyBill and any Registration Statements sent out by the Office of Accounting Operations.
    • Declining unwanted aid removes you from mailing lists for required documents.
  4. First Time Direct Loan Recipients: Complete your Direct Loan Master Promissory Note and Loan Entrance Counseling. These items must be completed on studentloans.gov. This will only apply if you did not complete these your first year at Vanguard, for example if you declined any loans offered to you in your first year, and then choose to accept loans in your second year. FAO cannot process your Direct Loans without these items. If you do not intend to borrow Direct Loans, make sure you decline your loans in your MyVU Portal. Additional guidance on completing these items is available here.
  5. Office of Accounting Operations: Complete Financial Registration. It is highly recommended that you also sign up for eRefund if you haven’t. Visit OAO’s Student Account Center online for additional information regarding your student account. Failure to complete Financial Registration will result in fines, a hold on your meal plan (if applicable), and being dropped from classes.

Please note returning students selected for verification we will not be awarded any financial aid until all verification documents are submitted and processed.

GRADUATE & PROFESSIONAL STUDIES FINANCIAL AID

  1. Apply for an FSA ID at www.fsaid.ed.gov in order to sign your FAFSA
  2. Submit your FAFSA at www.fafsa.ed.gov. The FAFSA becomes available October 1 each year.
  3. Verification: If selected for verification you will be notified by email on your Student Aid Report (SAR). Provide the Financial Aid Office with all documents requested by August 1. Failure to do this will result in a delay in awarding your financial aid, which may impact your ability to complete Financial Registration or register for classes.
  4. Accept or decline your aid: After you have received your financial aid award log in to your myVU portal and accept or decline all aid offered to you.
    • Only aid that has been accepted will reflect on MyBill and any Registration Statements sent out by the Office of Accounting Operations.
  5. First-time Direct Loan Borrowers: Complete your Direct Loan Master Promissory Note and Loan Entrance Counseling online at studentloans.gov. The Financial Aid Office will not disburse your student loans until these items have been completed. If you do not intend to borrow Direct Loans, make sure you decline your loans in your MyVU Portal. Additional guidance on completing these items is available here.
  6. Office of Accounting Operations: Complete Financial Registration. It is highly recommended that you also sign up for eRefund if you haven’t. Visit OAO’s Student Account Center online for additional information regarding your student account. Failure to complete Financial Registration will result in fines, a hold on your meal plan (if applicable), and being dropped from classes.

Please note Graduate & Professional Studies students selected for Verification will not be awarded any financial aid until all Verification documents are submitted and processed.

To view the Gainful Employment Disclosure Template, click here.

Federal Verification

  • What is Federal Verification?
    Universities are required to collect supporting documentation to verify that self-reported information provided on the FAFSA is accurate.
  • Who is required to complete Federal Verification?
    The Department of Education randomly selects students for Verification who submit the FAFSA. Vanguard University may also select students to complete Verification. If you were selected for Verification by the Department of Education, you will be notified on your Student Aid Report (SAR) via email or by mail after completing the FAFSA. Any revisions made to your FAFSA can also be selected for Verification, even if a prior FAFSA was not selected.Verification must be completed in order to receive the following financial aid: Federal aid (Pell, FSEOG, Perkins Loan, Work-Study, Subsidized Loan), CA state aid (Cal Grant, Chaffee) and institutional aid (Vanguard Need Grant and any other need-based grants or scholarships). If submitting a Special Circumstance Appeal, verification will need to be completed first before the Special Circumstance Appeal is considered.
    For students who are not receiving any need-based aid (such as an academic scholarship, athletic scholarship, VA benefits, Parent PLUS loan, Graduate PLUS loan, and/or Unsubsidized Loan) verification is not required. Disbursement of non-need-based aid will be held until verification has been completed, unless the Financial Aid Office determines verification is not required.
  • What is required to complete Federal Verification?
    Log-in to your myVU Portal to review which documents have been requested by the Financial Aid Office. In general, students (and parents of Dependent students) must submit copies of their tax transcripts or VU Non-filing Form, and the appropriate VU Verification Worksheet. Independent students or parents of dependent students who indicate on the FAFSA they have little to no income may be required to submit an Income and Expense Verification worksheet. IMPORTANT: Continue to monitor your Lion Email account and myVU portal as additional information or documents may be requested while Verification is being performed.
  • How do I obtain a Tax Return Transcript?
    The Financial Aid Office can only accept a Tax Return Transcript issued by the IRS, which can be requested by visiting www.irs.gov. Ordering a Tax Return Transcript from the IRS can take 5-10 business days, and will be delivered to the address listed on your taxes. A Tax Return Transcript is not the 1040/1040EZ/1040A you submit to the IRS. It is strongly recommended that you use the Data Retrieval Tool (DRT) while completing your FAFSA to prevent errors. Unfortunately, the IRS DRT has been taken offline until the 2018/19 FAFSA becomes available.
  • How do I use the Data Retrieval Tool (DRT)?
    As of March 2017, the IRS Data Retrieval Tool, which allows students and parents to transfer tax information directly to the FAFSA, is unavailable. Until the IRS DRT service is restored, please follow these instructions to obtain a tax transcript:
    1)
    You can view and print your transcripts immediately online at IRS.gov using the Get Transcript tool.
    2)
    You can also request them by phone, by mail or by fax, which will take five to 10 days from the time the IRS receives your request:
    a.
    Download the IRS2Go mobile phone app to request your transcript using your smartphone, or
    b.
    Order by phone, call 800-908-9946 and follow the prompts, or
    c.
    To request an individual tax return transcript by mail or fax, complete Form 4506T-EZPlease ensure that any tax return transcripts submitted to the Financial Aid Office include the student's name and VU ID number.
  • What if I (or my parent if Dependent) filed a tax extension?
    An individual who is required to file an IRS income tax return and has been granted a filing extension by the IRS must provide a copy of IRS Form 4868, “Application for Automatic Extension of Time to File U.S. Individual Income Tax Return,” for the appropriate tax year along with copies of all W-2s. Once the extension expires on August 15th, the actual tax returns must be provided to the Financial Aid Office for re-Verification to be performed. Failure to provide tax transcripts to the Financial Aid Office by September 1 of that academic year will result in a loss of all need-based financial aid. If your aid is cancelled after September 1 and you later complete Verification, aid may not be reinstated if award program budgets have been exhausted and funding no longer exists. For additional information regarding IRS filing regulations, please see IRS Publication 501.
  • What if I (or my parent if Dependent) did not file taxes? In order for a student to receive need-based financial aid, income tax returns for the student (and parent if Dependent) must have been filed in accordance with IRS regulations. If you or your parent were required to file taxes by the IRS and failed to do so, you are not eligible to receive any need-based financial aid. Students and/or parents who did not file taxes and were not required to file taxes according to the IRS filing regulations, must submit Student and/or Parent Non-filer Forms in lieu of their tax transcripts.
  • What if I (or my parent if Dependent) filed an amended tax return? If an individual has filed an amended tax return, the Financial Aid office will need a copy of the tax transcripts (which will show the original tax information) along with a signed copy of the amended tax return (1040X).
  • When is the deadline to complete Verification?
    Financial Aid will not disburse to your student account if Verification has not been performed. Continuing students will not be awarded financial aid until Verification is complete. We encourage you to submit your Verification documentation as soon possible to avoid delays. If Verification has not been completed by September 1 (February 1 for spring students), your financial aid will be cancelled. If your aid is cancelled after September 1 (February 1 for spring students) and you later complete Verification, aid may not be reinstated if award program budgets have been exhausted and funding no longer exists.
  • What happens after I submit my required documentation? Once all requested documents have been submitted to the Financial Aid Office, please allow up to 15 business days for the Verification process to be completed. You can confirm that we received your documents by visiting your myVU Portal under the “Communications” tab. Please continue to monitor your Lion Email and myVU portal as we may request additional information at any time during the academic year. We will compare the information obtained during Verification to the self-reported information on your FAFSA and if discrepant information is discovered, we will update your FAFSA. This may change your Expected Family Contribution (EFC) and as a result cause a revision to your financial aid award. The Financial Aid Office will send an Award Revision Notification to your Vanguard email address if your financial aid changes. In the event your eligibility changes after aid has disbursed to your student account, you will be required to repay the ineligible funds to Vanguard University.

Financial Aid Policies

Return of Title IV Funds

The Financial Aid Office is required by federal regulations to calculate a Return of Title IV Funds for all students who withdraw, are dismissed or disqualified, take a leave of absence, or stop attending before completing the semester or module. The policy applies to all students who discontinue enrollment in all classes, on or after the first day of the semester or module.

Title IV federal financial aid funds are awarded under the assumption that a student will attend Vanguard University for the entire period for which federal assistance was awarded. When a student withdraws from all courses for any reason, including medical withdrawals, the student may no longer be eligible for the full amount of Title IV funds they were awarded. The return of funds calculations is based on the premise that students earn their financial aid in proportion to the amount of time that they are enrolled. A pro-rated schedule is used to determine the amount of federal aid a student will have earned at the time of the withdrawal. Thus, a student who withdraws in the second week of classes has earned less of their financial aid than a student who withdraws in the seventh week. Students who complete more than 60% of the semester are considered to have earned 100% of their financial aid.

Based on these federal guidelines, any student who receives federal financial aid and does not complete at least 60% of the semester could be responsible for repaying a portion of the aid they received. Students who do not begin attendance must repay all financial aid disbursed for the term. Academic policies on withdrawing from the University are available in the University Catalog.

The Return of Title IV Funds policy is separate from the University’s Office of Accounting Operations refund policy. A student who withdraws from the University may be required to return unearned federal aid and also owe for tuition, fees and fines. For more information regarding Vanguard University’s withdrawal policy, please contact the Registrar's Office.

Withdrawal Date

The withdrawal date established by Registrar's Office is the date used by the Financial Aid Office to determine the percentage of Title IV aid earned by the student. Students are responsible for notifying the Registrar's Office of their intent to take a Leave of Absence (LOA) or Withdraw (W) from courses. Please contact the Registrar's Office for more information on how to officially withdraw or take a leave of absence from Vanguard University.

Unofficial Withdrawals

When a the student withdraws, whether it is an official withdrawal or unofficial, the amount of aid earned by the student must be determined. If the amount disbursed to the student is greater than the amount earned, unearned funds must be returned. Students who fail to earn a passing grade in at least one class will be evaluated to determine if they withdrew unofficially (stopped attending classes) or they must prove they participated in an academically related activity past the 60% point of the payment period. In most cases, if a student cannot prove they were in attendance past the 60% point of the payment period, the institution can use the midpoint of the payment period (semester) as the last date of attendance for calculation purposes.

Examples of academically related activities are: exams, quizzes, tutorials, computer based instruction, academic advising or counseling, academic conferences, completing an academic assignment, paper or project, and attending a school-assigned study group.

Repayment of Unearned Aid

Once Vanguard University has determined that a student has completely withdrawn, a Return of Title IV Funds calculation will be performed within 30 days. Vanguard University will notify the student in writing of their revised eligibility after the Return of Title IV Funds calculation is completed. If the student owes unpaid tuition, fees or fines, the student will also receive an updated billing statement from the University.

The responsibility to repay unearned aid is shared by the University and the student. Students might be required to return additional funds directly to the Department of Education. If this occurs, you will be notified in writing by the Financial Aid Office.

Calculation of Amount of Title IV aid earned by student

The earned portion of federal aid is calculated on a daily basis using calendar days from the first day of instruction. Based on the date of withdrawal, drop or leave of absence, the Financial Aid Office will determine the amount, if any, of "unearned" federal financial aid received by the student. The calculation to determine the percentage of the enrollment period completed by the student is as follows:

Enrolled days / total number of days in the semester = % of Aid Earned

The result will equal the percentage of the enrollment period completed. The amount of federal financial aid that was paid or could have been paid to the student will be based on this percentage. Any aid received in excess of the earned amount is considered unearned. If a student receives more financial aid than the amount earned, the unearned portion will be returned to Department of Education and the student will be billed for the overpayment.

Post-Withdrawal Disbursement

In some cases, a student may be eligible to receive a “post-withdrawal” disbursement after the student completely withdraws from the university when the amount of aid earned is less than the amount of aid disbursed. In such cases, the Financial Aid Office will notify the student of the “post-withdrawal” disbursement in writing.

There are some Title IV funds that a student may have been scheduled to receive that cannot be disbursed to a student once they have completely withdrawn because of other eligibility requirements. For example, if a student is a first-time, first year, undergraduate student and has not completed the first 30 days of their program before they withdraw, they will not receive any Federal Direct Loan funds that they would have received, if they had remained enrolled past the 30th day.

Return of Funds

Federal Title IV financial aid is returned in the order mandated by the U.S. Department of Education. No program can receive a refund if the student did not receive aid from that program. Funds must be returned within 45 days of the established withdrawal date. Federal guidelines mandate that we return federal funds in the following order:

  • Federal Direct Unsubsidized Loan
  • Federal Direct Subsidized Loan
  • Federal Perkins Loan
  • Federal Direct PLUS loan
  • Federal Pell Grant
  • Federal Supplemental Educational Opportunity Grant (FSEOG)
  • Federal Teach Grant
  • Other Title IV aid

Other Aid

The Return of Title IV Fund Policy does not apply to state grants such as the Cal Grant, institutional loans, or university grants or scholarships. These types of aid are returned based on the Vanguard University Refund percentage calendar. The percentage calendar below provides the ‘earned’ percentages by dates. Please contact the Financial Aid Office for more information on the consequences of dropping classes if you receive these types of financial aid by email at financialaid@vanguard.edu.

Examples of Title IV Calculations

Example 1

Amy Samson is an undergraduate student. Her fall semester is 105 days long. It begins on August 27 and ends December 14. On September 30th, Amy drops all of her classes via PROWL. Amy attended 35 days of the fall semester and has earned 33 percent of her federal financial aid (35 days divided by 105 days = 33 %)

Amy's cost of attendance is as follows:

Charge

Cost

Tuition

$19,106

Fees

$463

Dormitory Fee

$4,400

Meal Plan

$2,200

Total

$26,169


Amy's financial aid package consists of:

Award

Amount

Federal Direct Subsidized Loan

$1,750

Federal Direct Unsubsidized Loan

$2,000

Pell Grant

$2,155

SEOG

$750

Federal Direct Parent PLUS Loan

$19,000

Total

$25,655


As Amy has completed only 35 days of her semester, she earned 33 percent of the $25,655. According to the federal calculation, 67 percent of her federal aid, equaling $17,189 must be returned to the Department of Education.

Vanguard University is required to return all of the following:

Award

Amount

Federal Direct Subsidized Loan

$1,750

Federal Direct Unsubsidized Loan

$2,000

Federal Direct Parent PLUS Loan

$13,439

Total Owed to VU

$17,189

Since Amy dropped during the 25 percent university withdrawal period, Jane will receive $4,777 in tuition credit. The credit will be applied to the balance owed on Amy’s account and she will be billed for any difference owed to VU.


Example 2

Daniel Heath is a Graduate student in the School of Education. His fall semester is 105 days long. It begins on August 27 and ends December 14. On October 30th, Daniel drops all of his classes via PROWL. Daniel attended 65 days of the fall semester and has earned 62 percent of his federal financial aid (65 days divided by 105 days = 62 %)

Daniel’s cost of attendance is as follows:

Charge

Cost

Tuition

$6,054

Fees

$222

Total

$6,276

His financial aid package consists of:

Award

Amount

Subsidized Federal Direct Loan

$6,000

Unsubsidized Federal Direct Loan

$4,250

Total

$10,250

Based on Daniel's attendance (63% of the term), Daniel has earned all of his federal financial aid for the term and will not have to return any funds. In addition, Daniel withdrew after VU’s withdrawal percentage period and will not receive any credit for tuition.


Example 3

Sarah Scott is an Undergraduate Liberal Arts major at VU. Her term begins on August 27 and ends December 14. On August 24, her federal direct student loans are applied to her student account to cover tuition and fees and she receives a refund for the funds in excess of the charges. Before the term begins, Sarah decides to take the semester off and she withdraws from all of her courses.

When courses are dropped before a student attends the first class, VU is required to return all federal funds that were applied to tuition and fees. Because Sarah dropped her classes prior to the first day of class, she is not subject to the Title IV calculation. A full tuition and fee reversal will be applied to Sarah’s student account creating a balance owed for the refund she received. A hold will be placed on Sarah’s account until her balance is paid in full.

Note: The procedures and polices listed above are subject to change without notice based on changes to federal laws and regulations. For further guidance on Title IV Refund‘s (R2T4) policies and procedures, please see the reference material found in Volume 5 of the Federal Student Aid Handbook under Withdrawals.

Satisfactory Academic Progress (SAP) - Academic Scholarships

Students receiving institutional financial aid (academic, merit, talent and athletic scholarships) must demonstrate satisfactory academic progress (SAP) in their degree program in order to retain their institutional aid. These standards are separate and distinct from the University's Academic Probation and Disqualification Policies as stated in the University Catalog. Each student’s academic history will be evaluated at the end of the academic year, after grades are posted in the spring in accordance with the following regulations:

Qualitative Measure: All undergraduate and graduate institutional financial aid recipients are required to maintain a minimum cumulative GPA as defined by their institutional scholarship program in order to maintain eligibility. See your program director or scholarship contract for program specific information.

Undergraduate Academic Scholarships: Students are required to maintain certain cumulative GPAs in order for their academic scholarship to be renewed each year. Cumulative GPAs are reviewed annually after the spring term. If your cumulative GPA does not meet the minimum requirements for your academic scholarship, you will be awarded an academic scholarship that matches your GPA for the subsequent academic year.

The cumulative GPA requirements for undergraduate academic scholarship renewal are as follows:

Academic Scholarship

Cumulative GPA

Admitted after 2012/13

Presidential

3.2

Provost

3.0

Dean

2.8

Director

2.6

Founders

2.5

Gold Pride

2.4

Bridge

2.0

Lion 1

3.2

Lion 2

3.0

Lion 3

2.8

Lion 4

2.6

Lion 5

2.4

Graduate

3.0

Please note that if your cumulative GPA falls below a 2.4, you will not be eligible to receive any academic scholarship while you are a student at Vanguard University. If your GPA exceeds the minimum requirement, your academic scholarship cannot be increased.

Quantitative Measure: Full-time institutional financial aid recipients must make progress toward a degree as follows:

Undergraduates = 24 units per academic year (12 units/term)

Graduates = 18 units per academic year (9 units/term)

Students who are enrolled less than full-time must complete the number of units for which financial aid was approved and funded.

Maximum Timeframe: Students entering college for the first time are eligible for a maximum of four-years (eight semesters) of institutional aid. Transfer students are eligible for a maximum of three-years (six semesters) of institutional aid before eligibility is exhausted. Graduate and credential students have shorter time limits depending on program length.

Institutional aid recipients who withdraw or take a leave of absence from the University for a maximum of one semester will have their institutional aid reinstated upon their return.

Institutional aid recipients who withdraw or take a leave of absence for more than one semester are not guaranteed any institutional aid in the event that they return to the University and will be evaluated for institutional aid opportunities as a transfer student.

Please note: In order to graduate within four-years, full-time enrollment will need to consist of a minimum of 15.5 units per semester for undergraduate students.

Eligibility

Each student’s award is based on full-time enrollment (12 units or more). Your eligibility may be affected if you change your enrollment status, and funds may be adjusted, rescinded, or returned if you do not enroll as expected. Full-time enrollment is required for aid such as Vanguard Need Grant, Academic Scholarships, and any other awards as noted.

Satisfactory Academic Progress (SAP) - Federal & State Aid

Students receiving financial aid must demonstrate satisfactory academic progress (SAP) in their degree program. These standards are separate and distinct from the University's Academic Probation and Disqualification Policies as stated in the University Catalog. Each student’s academic history will be evaluated at the end of each semester after grades are posted, in accordance with the following regulations:

Qualitative Measure: All undergraduate financial aid recipients are required to maintain a minimum 2.00 Cumulative GPA. Please note that merit scholarships may require a higher minimum GPA in order to maintain eligibility. All credential and graduate financial aid recipients are required to maintain a minimum 3.00 Cumulative GPA.

Quantitative Measure: Students must complete 67% of all units attempted each semester. Classes for which a student receives a letter grade of A, B, C, D, F, W, WF, WP, CR, I, are P are considered attempted. Classes for which a student receives a letter grade of A, B, C, D, CR and P are considered complete.

Full-time undergraduate = 16 units per academic year (8 units/term)

Full-time graduate = 12 units per academic year (6 units/term)

Students who are enrolled less than full-time must complete the number of units for which financial aid was approved and funded.

Please note: In order to graduate with a Bachelor’s degree within four-years, full-time enrollment will need to consist of a minimum of 15.5 units per semester.

Maximum Time Frame for Completion: A student may not receive federal aid for more than 150% of the normal time frame required to complete their degree program. For undergraduates that is a maximum of 186 total units (including repeated courses and units transferred into Vanguard) or 12 full-time semesters, whichever comes first. Graduate and credential students have shorter time limits depending on program length. Important: The maximum timeframe to complete degree requirements does not override institutional, federal or state financial aid programs that have a maximum period of eligibility. For example, University funded undergraduate scholarships and the Cal Grant are available for a maximum of eight semesters. Student should refer to their Academic Degree Requirements for information on the recommended course load required their degree requirements in eight semesters (four years).

The following grades meet the satisfactory academic requirements for both graduate and undergraduate students: A, B, C, D, CR and P. The following grades do not meet the academic requirements for both graduate and undergraduate students: W, WP, WF, F, I and AU.

Incompletes (I) Grades: For SAP purposes, incomplete grades count as attempted but not earned credit. Therefore, it will not be counted towards meeting the minimum GPA or credit completion and may result in Financial Aid Warning or Suspension until the grade has been posted.

Withdrawals (W, WP, WF, F): Students who withdraw entirely from a semester or withdraw from a course(s) in which financial aid was received, are counted to have used eligibility towards the maximum time frame limit for degree completion.

Transfer Course Evaluation: Transfer students are evaluated based on the number of units accepted at admission to determine their maximum timeframe to receive financial aid.

Repeated Courses: A student who receives federal financial aid (Title IV funds) must follow Repeat Coursework rules in order to be considered as meeting enrollment requirements for financial aid eligibility and satisfactory academic progress. The federal regulations are listed below:

• A student may repeat a previously passed course once.

• A student may repeat a failed course until the student passes the course.

• A student, who passes a course but does not meet the grade requirement established by the college or school, may only repeat the course one time.

• A student who earns a passing grade in a course and chooses to retake the course a second time earning a grade of "F" or "W" may not take the course a third time and that course be considered as enrollment of federal financial aid programs.

• A student may repeat a course as an independent study, special topics, film genre, etc., as long as the subject matter is different for each course

• Courses already taken and for which credit has been granted do not count towards the completion of the quantitative measure of completing 24 units for the year; however, they do count towards the qualitative measure of meeting the minimum GPA requirement of a 2.0 and count towards the maximum time limit.

Failure to meet minimum standards to maintain financial aid eligibility (SAP) will result in being placed on Financial Aid Warning for the following semester. While on Financial Aid Warning, students retain financial aid eligibility and receive normal financial aid awards. At the end of the warning semester students are expected to have brought their academic standing up to meet the minimum SAP requirements. Failure to meet the minimum standards for a second time will result in Financial Aid Disqualification, (immediate termination) of financial aid eligibility. This includes all Federal, State and Institutional financial aid. Students completing the maximum number of semesters allowed for their degree program will be terminated from future financial aid. Students may appeal Financial Aid Disqualification by completing the required appeal forms available in the Financial Aid Office.

If the Financial Aid Committee approves a SAP appeal, students will be placed on Financial Aid Probation and their financial aid will be reinstated the following semester. The Financial Aid Committee may require benchmarks that are to be met before reinstatement will be granted beyond the initial semester. In all cases, students who successfully complete a semester while on Financial Aid Warning or Disqualification AND meet both quantitative and qualitative SAP standards at the end of the semester, will regain full eligibility for financial aid beginning with the subsequent semester (maximum time limits still apply).

REPEAT COURSEWORK

A student who receives federal financial aid (Title IV funds) must follow Repeat Coursework rules in order to be considered as meeting enrollment requirements for financial aid eligibility and satisfactory academic progress. The federal regulations are listed below:

• A student may repeat a previously passed course once.

• A student may repeat a failed course until the student passes the course.

• A student, who passes a course but does not meet the grade requirement established by the college or school, may only repeat the course one time.

• A student who earns a passing grade in a course and chooses to retake the course a second time earning a grade of "F" or "W" may not take the course a third time and that course be considered as enrollment for federal financial aid programs.

• A student may repeat a course as an independent study, special topics, film genre, etc., as long as the subject matter is different for each course

• Courses already taken and for which credit has been granted do not count towards the completion of the quantitative measure of completing 24 units for the year; however, they do count towards the qualitative measure of meeting the minimum GPA requirement of a 2.0 and count towards the maximum time limit.


APPEALS

Students have to right appeal their financial aid award at any time while they attend Vanguard University. If you choose to appeal, please make sure that you have clearly documented your family's extenuating circumstance(s). The following are examples of appeals that may warrant special consideration from the Financial Aid Office:

Dependency Status

Satisfactory Academic Progress Appeal

Special Circumstance or Appeal for Additional Federal Aid

General Petition

Maximum Timeframe Appeal

Private school tuition for siblings of Dependent students - limited to $3,000 per sibling

Medical or Dental Expenses paid out of pocket that exceed 11% of FAFSA Income Protection Allowance

Cost of Attendance

You can begin the appeal process by returning an appeal form to the Financial Aid Office. Please contact a finanicial aid counselor with any questions at financialaid@vanguard.edu.


Withdrawals and Leave of Absence

Procedure

Students who stop attending and/or leave the institution without notice will be evaluated as a withdrawal student from the university. Due to this, the Financial Aid Office is required to return a portion of the financial aid awarded (R2T4) to the Department of Education. This calculation is determined based on the number of days the student attended the term. This is considered the amount of financial aid you have “earned” during your stay at Vanguard. The University desires to establish a clear process for students who choose to withdraw from the University. In order to do so, the student must complete the following steps:

  1. Schedule an exit interview with the Office of Student Success and Retention.
  2. Upon completion of the exit interview, the student must complete an Notice of Intent to Withdraw from Vanguard University form (provided at exit interview) which includes obtaining signatures from the following departments:
    • Office of Student Success & Retention
    • Office of the Registrar
    • Student Life
    • Financial Aid Office
    • Office of Accounting Operations
  3. Once all signatures have been obtained and the Notice of Intent to Withdraw from Vanguard University form is complete, the student must return the application to the Office of the Registrar in order for it to be processed and the withdrawal process to be completed. Upon complying with this procedure, the student is then entitled to a refund in keeping with the refund policy found in the Financial Aid Office.
  4. Contact your loan servicer if you do not plan on attending another institution.
  5. Tuition refunds will be made for withdrawal from the University or course load reduction when an official withdrawal form or an official add/drop form is filed with the Registrar’s Office. Refunds will be based on the date of receipt of the official forms by the Registrar’s Office according to the tuition refund schedule.

Refund Schedule

  • Prior to the First Class Session 100%
  • Through the Second Week of the Semester* 100%
  • Through the Fourth Week of the Semester 50%
  • Through the Eighth Week of the Semester 25%
  • After the Eighth Week of the Semester -0-

*Refund schedule applies to tuition, room, board and residence life, student services, and unused course fees. Students who withdraw or are expelled from the institution may be required to have some or all of their financial aid returned to the various aid programs. Any student who wishes to withdraw from the University must notify the Registrar’s Office of their “intent to withdraw.” The amount of financial aid to be returned for the student will be calculated based on this date. Federal aid will be returned based on the amount of the semester the student has completed. State and institutional aid will be returned based on the refund percentage applied to the student’s institutional charges. See the Financial Aid Office for calculation.

Types of Refunds

Tuition Refunds

The first week of the semester ends at close of business on the third day of classes for the Fall semester and the fifth day of classes for the Spring semester. Weeks following are regular five-day business weeks. Other class schedule formats are prorated accordingly.

Room & Board Refunds

Room and board refunds will be made to students who have withdrawn from the University or have received an on-campus exemption. The refund is based on the tuition refund schedule listed above and is calculated from the established University occupancy date and the actual date of vacancy.

Orientation Fee

This fee is non-refundable

Other Fees

All other fees, including all unused course fees, are refundable based on the tuition refund schedule listed above.

Email Security Disclaimer

Email is not a secure form of communication. Though your email and any files transmitted with it are treated as confidential and intended solely for the use of the Financial Aid Office, email can conceivably be intercepted at numerous points along its route of transmission, and it is stored briefly at several different servers along the way before it is delivered. For your security, the Vanguard University Financial Aid Office asks that you DO NOT send any document with a social security number via email. Either mask any social security numbers before sending the email or use an alternate method to submit the forms: mail, fax, in-person.