Applying for Financial Aid
Financial aid consists of federal grants and loans that provide funds for students to assist them in paying for educational expenses. The financial aid award year begins the autumn term and ends after the summer term (August - July).
A new student applying for financial aid should
- Complete the Doane University application for admission and submit it along with the non-refundable enrollment fee.
- Complete the Free Application for Federal Student Aid (FAFSA) online at www.fafsa.gov. Doane’s Title IV code is 002544. The application is used to determine eligibility for all federal aid. This application must be completed each school year.
- Complete the Doane University Financial Aid Questionnaire. The site is www.doane.edu/forms-worksheets.
- Be admitted into the graduate program.
- Register for classes.
A continuing student applying for financial aid should
- Complete the Renewal Free Application for Federal Student Aid (FAFSA) online at www.fafsa.gov. Doane’s Title IV code is 002544. This application must be completed annually.
- Complete the Doane University Financial Aid Questionnaire. This can be found at www.doane.edu/forms-worksheets.
- Register for classes.
Requirements and Availability of Financial Aid
All types of financial aid are normally awarded for an academic year and credited equally to each term’s charges. After each term, the Financial Aid Office examines the records of students receiving financial aid to determine if they are fulfilling the necessary requirements to continue to receive federal aid.
Students receiving any additional scholarships or tuition assistance from any outside source or employer must report this resource to the Financial Aid Office or on the Financial Aid Questionnaire. All resources available must be included in the financial aid award. In some instances, it may be necessary to adjust other financial aid.
More information on financial aid can be located on the Doane University website or at www.doane.edu/financial-aid-newsletter.
Satisfactory Academic Progress for Title IV Federal Financial Aid - Graduate Students
Doane University is required by federal regulations to define and monitor standards of satisfactory academic progress for students who are receiving or wish to receive Title IV Federal Financial Aid from one or more of the following programs:
- Federal Stafford Loan
- Federal TEACH Grant
- Federal Graduate PLUS loans
Standards of Satisfactory Academic progress consist of two measurements:
- Qualitative or Cumulative GPA (CGPA)- ensures the student is able to meet the minimum academic grade point average (GPA) to complete a Master’s degree at Doane University and
- Quantitative or PACE - measures the student’s progress toward a degree by completing a certain percentage of attempted hours.
Each term the financial aid office reviews the academic records of all students to determine if a student is maintaining the required minimum grade point average to be eligible to receive Title IV Federal Financial Aid. For federal financial aid purposes, a student must have a CGPA of 3.0 in their program to be considered making satisfactory progress based on the number of attempted credits.
In addition to the qualitative standard, a student must also meet the pace standard. This means a student must receive credit for a minimum of 75 percent of the total number of credits he/she has attempted as registered for at the end of census day (last day to drop).
| Total Credit Hours Completed |
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PACE |
| Total Credit Hours Attempted |
Note: Transfer credits are not calculated in a student’s cumulative GPA. However, transfer credits are considered as completed and attempted credits and are included in the PACE calculation.
Only credit hours passed (grades A through D and P) are considered completed credits. Grades of I and /or IP are not counted as credits earned until they are replaced by a satisfactory letter grade. Grades of I, IP, W, F, and NP are included as attempted credits in the calculation. A student should notify the financial aid office when I and IP’s grades are replaced with a satisfactory letter grade so that their financial aid status can be recalculated.
Maximum Time Frame
Depending on the graduate program of study, the student can receive federal financial aid for up to the following amount of attempted credit hours:
Master of Arts in Management - 48 credits
Master of Business Administration - 44 credits
Master of Art in Counseling - 80 credits
Master of Instructional Design Technology - 40 credits
Master of Education in Educational Leadership - 48 credits
Master of Education in School Counseling - 64 credits
Educational Specialist - 48 credits
Doctorate of Education - 76 credits
Master of Education in Curriculum and Instruction - 48 credits
Master of Education in Curriculum & Instruction with Initial certification - 63 credits
Master of Education in Curriculum & Instruction with Special Education Initial certification - 92 credits
If it is determined by the university that the student is not able to complete his/her Master’s degree without surpassing the time frame indicated above, the student would be placed on Financial Aid Suspension. Students have the ability to appeal this and should contact the Financial Aid office for instructions if this happens.
Financial Aid Warning
Students who are not meeting either the cumulative GPA and/or the Pace requirements measurements at the end of a term are placed on Financial Aid Warning the ensuing term of enrollment. Students are eligible to receive financial aid during the Financial Aid Warning period. A graduate student receives only one Financial Aid Warning term while at Doane University. Notification is sent to the student’s Doane email account of their Financial Aid Warning Status.
Financial Aid Suspension
Financial Aid Suspension occurs following the term of Warning or any subsequent term after the Warning term if the student fails to achieve the minimum CGPA for their program and/or the 75 percent completion rate. Students are not eligible to receive Title IV federal financial aid if on suspension. Notification is sent to the student’s Doane email account of their Financial Aid Suspension status. Students may be able to continue taking coursework, but they are not able to receive Title IV federal aid funds and will need to pay at their own expense.
Appeals
If the student has experienced extenuating circumstances which have impeded his/her ability to make satisfactory academic progress, the student may appeal his/her suspension. The contents of the academic program are determined on a case-by-case basis dependent on the circumstances. Examples of extenuating circumstances include, but are not limited to, death of a relative, personal injury or illness of the student, family medical emergency, etc.
A student must submit their circumstances in writing by the date notated in their suspension letter. The appeal must include the following information:
- explanation of the circumstance that prevented him/her from making satisfactory progress,
- explanation of what has changed or been resolved for him/her to make satisfactory progress in the ensuing term and going forward, and
- supporting documentation of the extenuating circumstance.
The appeal is considered incomplete if any of the three requirements are missing, and it will not be sent to the Financial Aid Appeal Committee for review. If the Financial Aid Appeal Committee agrees to let the student continue to receive financial aid for an additional term due to extenuating circumstances, the student will be placed on Financial Aid Probation or Financial Aid Academic Monitoring.
Financial Aid Probation/Academic Monitoring Plan
Students who are granted an appeal and placed on Financial Aid Probation can receive federal financial aid for the term for which they next enroll. However, after final grades are posted for that term of enrollment, the student must have returned to Satisfactory status. If the student fails to return to Satisfactory status, he/she is placed on Financial Aid Suspension.
Students whose appeal is granted, but it is not mathematically possible for him/her to able to return to Satisfactory status after a term of enrollment, are placed on Financial Aid Academic Monitoring Plan. The student can continue to receive federal financial aid as long as he/she is meeting terms outlined in his/her academic plan. Each term the student’s academic records and file will be reviewed to determine if the conditions of the academic plan have been met. If the student completes the conditions of the academic plan, he/she can continue to receive federal financial aid for another term. The student must meet the conditions of his/her appeal until they return to Satisfactory status. A student that does not meet the conditions of their academic plan will be placed on Financial Aid Suspension.
Reinstatement
Reinstatement of Title IV federal financial aid occurs at the end of any term in which the student reaches the 75% percent completion rate and has met the required minimum GPA requirement consistent with graduation requirements. At his/her own expense, a student may take courses to attempt to regain their Title IV federal financial aid eligibility. A student who has regained their eligibility should contact the financial aid office if they wish to begin receiving Title IV federal financial aid.
Notice of Federal Student Financial Aid Penalties for Drug Violations is located on-line at www.doane.edu/federal-drug-conviction.
Repeat Coursework
A student may receive financial aid for a course taken previously. The student may only receive financial aid twice for the repeated coursework.
In addition to the Title IV federal aid rules, a student is subject to Doane University’s Institutional Academic Policies. A student not maintaining the minimum grade point average based on credits attempted (as referenced above) may be subject to Academic Probation and/or Academic Suspension at the end of any term if the student is not meeting the above referenced cumulative GPA requirements. The Vice President of Academic Affairs may place a student on Academic probation or Academic suspension if a student is not making satisfactory progress or is in danger of not meeting all university graduation requirements. If a student is on Academic Suspension, he/she is not allowed to enroll in classes at Doane University. Specific conditions of Academic Probation and Academic Suspension are communicated in writing to the student by the Academic Affairs office.
Note: This policy is separate from the Federal Financial Aid Satisfactory Academic Progress Policy.
Returning Title IV Federal Aid Upon Student Withdrawal
Federal regulations require a specific calculation be used for those students who are Federal Title IV Aid recipients and withdraw from the institution prior to completing the enrollment period (term) for which they received or were eligible to receive federal aid. Federal financial aid funds are awarded to a student with the assumption that the student will complete the term for which the aid was awarded. When a student withdraws, he/she may no longer be eligible for the full amount of federal Title IV aid he/she was originally eligible to have received.
A student is considered to have withdrawn when one of the following conditions occurs:
- completely and officially withdraws from the institution before the end of the term,
- stops participating in academic related and/or attending classes before completing the term, or
- receives all failing grades for all coursed registered for at the end of the term.
The withdrawal date is considered the date the student officially notifies the school of his/her intent to withdraw. If the student did not begin the official withdrawal process, then the university uses the Last Day of participating in an Academic related activity. In the event an LDA cannot be determined, the school will use the mid-point (50%) of the term. A student who completes more than 60% of the term is considered to have earned the full amount of their scheduled financial aid award and is not subject to the calculation.
Financial aid is disbursed to the student’s account after census day (last day to drop) for the term for which he/she is enrolled. Funds are earned as the term is completed. If the student withdraws or does not complete more than 60% of the term, a calculation as defined by federal regulations is used to determine the amount of aid earned versus received. If the student received less aid than he/she was eligible to receive, he/she may be eligible for additional funds. If more federal aid was received than earned, the excess amount must be returned by the school and/or student to the U.S. Department of Education.
Procedure for the Return of Title IV Funds Calculation
When a student either officially or unofficially withdraws and has not completed more than 60% of the enrollment period and has received or was eligible to receive Federal Title IV financial aid, the Financial Aid Office is required to use these steps in determining how much aid needs returned (if received too much) or offered to the student (if earned more than received):
- Determine How Much Title IV Aid the Student Earned. This is calculated by dividing the number of days a student attended during the term by the number of days in the enrollment period or term. (Note: Weekends are included in the number of days; scheduled breaks of 5 days or more are excluded from the calculation.) This percentage is then multiplied by the amount of aid disbursed or that could have been disbursed to the student.
For example, if 30% of the term was completed, the student earned 30% of the assistance he/she was scheduled to receive.
- Determine the amount of Title IV aid to be disbursed to the student. If the student received less Title IV aid than earned as determined from Step One, a Post Withdrawal Disbursement (PWD) will be made. (This instance happens infrequently and is more likely that excess funds will have to be returned.)
- Determine the amount of Title IV aid to be returned by Doane. Doane must return the lesser amount of the unearned Title IV aid received or the amount of the institutional charges the student incurred for the term multiplied by the percentage of aid not earned. Doane returns this money to the U.S. Department of Education and results in a repayment obligation to the student.
Note: Institutional charges consist of tuition, fees, room and board (if contracted with with Doane), and books and supplies.
- Determine the amount of Unearned Title IV aid to be returned by the student. Any federal grant aid funds that are calculated to be returned by the student will be returned by Doane in order to prevent an overpayment situation for the student. (Any amount of unearned grant aid that a student is required to return is called an overpayment.) This amount will be included in the amount billed to the student along with the amount determined in Step 3. Loan funds the student is required to return would be returned by the student in accordance with the terms of the Loan Agreement (Master Promissory Note) completed with the U.S. Department of Education.
When a Post Withdrawal Disbursement is Determined in Step 2
If the student did not receive all of the aid he/she earned, a student may be entitled to a Post-Withdrawal Disbursement (PWD). If the PWD includes loan funds, the financial aid office must obtain the student’s permission to disburse the loans. A student may choose to decline some or all of the loan funds. If the PWD includes grant aid, the school can automatically use all or a portion of the grant funds for institutional charges incurred. Institutional charges consist of tuition, fees, room and board (if contracted with the university), and books and supplies. For other non-institutional charges, the university must obtain the student’s permission to use the PWD grant disbursement to apply toward the student’s account. If the student does not authorize the use of grant funds toward the non-institutional charges, the PWD grant aid is offered to the student. However, it may be in the student’s best interest to allow the school to retain the funds to reduce the amount owed to the university. In some instances, some Title IV funds that a student was scheduled to receive my not be able to be given to the student due to other eligibility requirements.
When Unearned Aid Must be Returned as Determined in Steps 2 and/or 3
When it is determined that the school is required to return unearned funds, they are restored to the federal aid programs based on the type of aid the student received and the order in which federal regulations indicate the funds should be returned. The order in which to return is as follows:
- Federal Direct Unsubsidized Loan
- Federal Direct Subsidized Loan
- Federal Direct PLUS (Parent or Graduate)
- Federal TEACH Grant
Doane is required to return any unearned Title IV funds it is responsible for returning as soon as possible but no later than 45 days of the date the school determined the student withdrew. Doane will offer any post-withdrawal disbursement of loan funds within 30 days of that date.
Once the calculation has been completed, Doane University will notify the student in writing if the student is eligible for a Post Withdrawal disbursement or whether or not excess funds were returned to the U.S. Department of Education and instructions on how to proceed. A current Statement of Account will be included in the notification so the student is aware of his/her student account balance.
Students considering withdrawing from the institution are encouraged to contact the Financial Aid Office prior to withdrawing. Upon request, examples of calculations are available to review.
Financial Aid Office, Padour Walker Building Second Floor, FAOffice@doane.edu, 402-826-8260
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