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Federal regulations require financial aid only be awarded to an undergraduate, graduate, or a professional student once for a previously passed course (i.e. one repetition per class). The University Repeat Policy does not apply to the student when determining if the repeat coursework is eligible for financial aid.

Effective July 1, 2016, federal regulations have changed the Financial Aid Repeat Policy to include graduate or professional students.

Repeat Policy Conditions

• If a student repeats a course that is not eligible for financial aid, a recalculation of aid is completed to exclude the credits for the repeated course
• The policy applies whether or not the student received aid for earlier enrollments in the course
• All repeated courses are counted as attempted units for Satisfactory Academic Progress

What is a Passing Grade?

For financial aid, any grade higher than an “F” will be considered to have passed the course. NOTE: This is regardless of any University or major program policy requiring a higher grade or measure for academic purposes.

• Passing grades are: A, B, C, D, CR (Credit) or Pass
• Non passing grades are: NC (No Credit), I, W, WU, or F

What do I do if I am repeating a course?

• The Office of Financial Aid and Scholarships will adjust your financial aid accordingly and will send you a notification letter regarding the adjustment
• Adjustments may result in the repayment of aid. You will be notified regarding repayment of aid, if any is owed due to repeated coursework
• You have the option to change your enrollment, from late registration through Census
• A financial aid hold may be placed on your account preventing disbursement of all aid and requiring you to meet with a Financial Aid Counselor
• We will verify your financial aid eligibility after Census, based on your current enrollment. This may reinstate aid previously adjusted
   

Effective with the Fall 2013 semester, the California State University has established eligibility limitations on a student’s ability to receive a State University Grant (SUG). These limitations are designed to ensure that students receiving state funding develop and maintain a timely path toward the completion of program/degree requirements.

SUG eligibility is determined annually based upon a student’s Expected Family Contribution; completion of the FAFSA or DREAM application by the priority deadline; submission of all requested documents; and is subject to availability of funds. SUG eligible students will be subject to limitations which cover several areas, as outlined below.

Minimum Enrollment Requirement

Students must be enrolled at least half-time in order to receive a SUG payment for any semester. Final enrollment for a semester is measured at University Census, the last day of the add period, which typically occurs on the fourth Friday of the semester.

• ​Undergraduate students: enrollment in 6 or more units is required
• Credential Students: enrollment in 6 or more units is required
• Master’s Degree Students: enrollment in 4 or more units is required
• Doctoral Degree Students:  enrollment in 3 or more units is required
   

Enrollment at a level below the specified units will result in cancellation of your State University Grant for the semester.

Undergraduate Student Earned Unit Maximum

Students pursuing their initial undergraduate degree are eligible to receive a SUG award for a maximum of:

• First-time, first-year (freshmen) admits: 150 Total Earned units*
• Transfer students with less than 75 transfer units: 150 Total Earned units (������ + Transfer)*
• Transfer students with 75 or more transfer units: 75 earned ������ Units
   

* The following types of units are not considered against the Undergraduate Student Earned Unit Maximum:

•  Pre-Baccalaureate or Remedial Coursework that does not carry baccalaureate credit
• Test Credit (AP, IB, etc.) and Military Credit
   

Be aware: SUG Unit Maximum is based upon earned units while the Satisfactory Academic Progress Standards is based upon attempted units.

Credential Student Earned Unit Maximum

Students pursuing their initial Credential are eligible to receive a SUG award for a maximum of 30 total earned units while enrolled as a Post-Baccalaureate Credential student. This maximum includes all earned units from a prior credential program and any applicable transfer units.

The maximum does not include any units completed in a non-credential post-baccalaureate degree program (Master’s; Doctorate).

The following Credential Programs have an expanded Earned Unit Maximum, based upon the required units for program completion.

• Single-subject Credential student: 42 total earned units
• Multiple-Subject Credential students: 36 total earned units
• Level I: Educational Specialist students: 33 total earned units
   

Note: Students pursuing a credential that have previously completed a credential program at ������ or any other university are not eligible to receive a SUG.

Master’s and Doctorate Student Earned Unit Maximum

Students pursuing their initial Master’s or initial Doctorate degree have an earned unit maximum of 125% of the published unit requirement for their degree. To calculate 125% of your degree units, multiply the total units required for your degree by 1.25.

This maximum includes all earned units from the term of admission to a graduate degree program and any applicable transfer units. The maximum does not include units earned while classified as a Credential or Second-baccalaureate student.

Note: Students pursuing a second Master’s or second Doctorate degree are not eligible to receive a SUG award.

Students Pursuing Second Degrees and Certificate Programs

The CSU provides SUG funding only for the completion of a student’s initial degree/credential at any educational level (initial Bachelor’s; initial Credential; initial Master’s; initial Doctorate). Students pursuing a second Bachelors, second Credential, second Masters, or second Doctoral degree are not eligible to receive a SUG award.

Note: This limitation applies to the completion of a previous degree received at CSU Long Beach or any other college/university.

Additionally, students enrolled in a stand-alone Certificate Program are not eligible to receive SUG funding. 

Federal regulations require all students receiving federal, state, or need-based institutional financial aid to meet Satisfactory Academic Progress (SAP) standards. SAP is evaluated each term (Fall, Spring, and Summer) and includes the student’s complete academic history including transfer credit, repeated coursework, and consortium/study abroad coursework, regardless of whether financial aid was received.

To remain eligible for financial aid, students must meet all three SAP standards:

1. GPA Standard (Qualitative Measure)

Students must maintain a minimum cumulative GPA based on their academic program:

The cumulative GPA includes all graded coursework accepted by ������. GPA is calculated according to University academic policy.

2. Pace of Progress Standard (Quantitative Measure)

Students must successfully complete at least 67% of all cumulative attempted credit hours.

Calculation:
Pace = Total earned units ÷ Total attempted units

• Earned units include coursework completed with grades of A, B, C, D, CR, RP, or completed “I.”
• Attempted units include all earned units plus coursework graded W, WU, WE, F, NC, or unresolved “I.”
• Coursework such as audited classes, AP/IB/test credit, and military credit is excluded from both earned and attempted units.

Pace is rounded to the nearest whole percentage.

3. Maximum Time Frame Standard

Students must complete their degree program within 150% of the published program length.

• Undergraduate example: Most bachelor’s programs require 120 units → maximum timeframe = 180 attempted units.
• Post-baccalaureate and graduate programs: Maximum timeframe = 150% of required units for the specific program.
• When students pursue more than one program, only coursework applicable to the financial-aid-eligible primary program is used to determine maximum timeframe.
• Up to 70 units of transferable community college credit may count toward the maximum timeframe based on CSU policy.
• Remedial coursework, test credit, and military credit are excluded from attempted units.
• All attempted units, including repeated coursework, count toward maximum timeframe even if the student didn’t receive aid. 

Once students reach the maximum timeframe, they are no longer eligible for financial aid unless an appeal is approved.

SAP Monitoring and Statuses

SAP is reviewed at the end of each academic term.

Good Standing

Student meets all three SAP standards.

Warning

Students who fail the GPA or Pace standard for the first time are placed on Warning for one term. Students may continue to receive aid during the Warning term.

At the end of the Warning term, the student must meet all SAP standards or become ineligible for aid.

Probation (after approved appeal)

Students who become ineligible after Warning may submit an appeal. If approved, the student is placed on Probation for one term.

• If the student can meet all SAP standards within one term, they may receive aid for that term.
• If more than one term is needed, the student must follow an academic plan. Eligibility is reviewed each term to ensure the student is meeting the plan.

Failure to meet the terms of the academic plan results in loss of financial aid eligibility.

Maximum Time Frame Ineligible

Students who exceed maximum timeframe become immediately ineligible for financial aid and may appeal with an academic plan for program completion.

Appeals

Students who become ineligible may appeal by submitting:

1. A completed SAP Appeal form
2. A written statement explaining:
   • The extenuating circumstances that prevented academic progress
   • The actions taken to resolve the issue and ensure future success
3. Supporting documentation
4. An academic plan (required for Probation appeals or Maximum Time Frame appeals)

Extenuating circumstances may include personal illness or injury, illness or death of a family member, family hardship, or other significant circumstances.  Appeals cannot be approved based solely on a desire to receive aid. 

Appeals are due within four (4) weeks of the date the student was notified by email of their SAP Disqualification.  Students will be notified of the appeal decision by email within three weeks of submitting their appeal. If denied, the student may submit an updated appeal with additional documentation and explanation of circumstances.

Regaining Eligibility Without Appeal

Students who lose eligibility may regain it by enrolling without financial aid and raising their GPA and/or Pace to meet all SAP standards.

Re-evaluation of SAP

Students may contact the Financial Aid Office and request a re-review of their SAP status if changes are made to their academic record, such as:

• Posted grades or late grades
• Grade changes or resolution of Incompletes
• Newly posted transfer credit
• A change of academic program

Graduate Students Taking Undergraduate Courses

Undergraduate-level prerequisite coursework may affect SAP:

• GPA: Only 300-level or higher courses count toward the graduate GPA requirement.
• Pace: 100- and 200-level courses count as attempted units but not earned units for graduate students.
• Maximum Time Frame: Undergraduate prerequisites must be completed within the 150% limit for the graduate program.

Graduate students must be enrolled at least half-time in program-eligible coursework to receive graduate-level financial aid.

When a student withdraws from the University, the Financial Aid Office is required to calculate the amount of Title IV Financial Aid students have earned prior to withdrawing.  Any Title IV Aid received beyond the earned amount is considered unearned and must be returned to the Federal Government.  

This policy applies to students who take a leave of absence, withdraw, withdraw with intent to return, or are dismissed from the institution.   

Procedure for Withdrawing or Requesting a Leave of Absence:

To officially withdraw from the University, a student must follow the appropriate registration procedures outlined by student records: Dropping and Withdrawing from Classes. When you officially withdraw from all your classes the Financial Aid Office is notified and completes the required calculation of the amount of Title IV Financial aid you have earned prior to withdrawing.  

Definition of Title IV Aid:

“Title IV Aid” is defined as federal financial aid programs authorized under the Higher Education Act of 1965.  At ������ we offer the following Title IV Programs that are subject to Return of Title IV calculation:

                Federal Pell Grant
                Federal Supplemental Educational Opportunity Grant (FSEOG)
                Federal TEACH Grant
                Iraq and Afghanistan Service Grant (IASG)
                Direct Subsidized Loan
                Direct Unsubsidized Loan
                Direct Parent PLUS Loan
                Direct Graduate PLUS Loan
 

Determining the Amount of Title IV Aid Required to be Returned:

Student Withdrawal Date Determination:

The date the student began the official withdrawal process or officially notified the University of their intent to withdraw; or if an unofficial withdrawal:

• The student’s last date of attendance in a documented academically related activity; or
• If no documented academically related activity is available, federal regulations require the institution to use the midpoint (50% point) of the semester.

Calculating the Earned Aid Percentage:

The percentage of earned aid is calculated by counting the number of calendar days the student was enrolled prior to withdrawing, divided by the total number of days in the semester (defined as the first day of classes through the last day of final exams; scheduled breaks of five or more consecutive days are excluded).   

EXAMPLE:  Student withdraws on day 55 of an 110 day semester 
55 ÷ 110 = 50% earned aid percentage

If a student withdraws after the 60% point of the semester, the student is considered to have earned 100% of their Title IV Aid and no adjustments will be made.  

Calculating the Total Unearned Aid:

Once the earned aid percentage is determined we then calculate the amount of unearned aid.  This is done by multiplying the earned aid percentage by the total amount of aid disbursed in the semester; and then subtracting the earned aid from the total amount of aid disbursed in the semester.  

EXAMPLE:   Student earned 50% of $5,000 disbursed in the semester.
50% x $5,000 = $2,500 total earned aid
$5,000 - $2,500 = $2,500 total unearned aid
 

Calculating the School Return Amount:

The school return amount is based on the percentage of unearned aid multiplied by institutional charges (such as tuition and mandatory fees) for the term.  This is then compared to the dollar amount of the total unearned aid; and the University must return the LESSER of either the total unearned aid or total school return.  

EXAMPLE:  Student earned aid is 50%, unearned aid amount is $2,500, and Tuition and Mandatory Fees for the semester are $4,172
100% - 50% = 50% unearned aid percentage
50% x $4,172 = $2,086 school return amount
In this case, since the school return amount is LESS than the $2,500 in total unearned aid, the University is required to return $2,086 in Title IV Aid. 
 

Order of Title IV Aid Return

Title IV Financial Aid is returned to the aid program from which it was disbursed.  In accordance with federal regulations, aid is returned in the following order:

                Direct Unsubsidized Loan
                Direct Subsidized Loan
                Direct PLUS Loans (Parent PLUS or Grad PLUS)
                Federal Pell Grant
                Iraq and Afghanistan Service Grant (IASG)
                Federal Supplemental Educational Opportunity Grant (FSEOG)
                Federal TEACH Grant
                

Post Withdrawal Disbursements

In some (uncommon) cases the amount of Title IV Aid earned is greater than the total amount of Title IV Aid disbursed.  In these cases, a student is entitled to a post withdrawal disbursement. Post withdrawal disbursements of federal grant programs are automatic within 45 days unless the student declines or is ineligible due to late disbursement limitations outlined in federal regulations.  Post withdrawal disbursements of loans are not automatic and are at the option of the student.  Students would be notified in writing (via email) of their option to receive a post withdrawal loan disbursement along with instructions on how to request disbursement.  
 

Timeframe and Student Notification for the Return of Title IV Aid Process:

• Calculation of Return of Title IV Aid:  within 30 days of withdrawal
• Email notification to student of required Return of Title IV Aid or Post Withdrawal Disbursement: within 30 days of withdrawal
• Return of school return portion of Title IV Aid:  within 45 days of withdrawal
   

Procedure for returning Direct Loan funds to the US Dept. of Education:  

The following steps are taken by ������ to return Direct Loan funds that require a return:

• The Financial Aid Office reports the adjusted loan amounts to the US Dept. Education via the Federal COD system.  The student is notified via email of the school’s required return of Direct Loan funds.
• Once these adjustments reflect correctly in the Federal COD system the funds are returned to the US Department of Education through the Federal G5 system.