Financial Aid Office

I've Applied; Now What?

Student Aid Report
Verification
Financial Need
Missing Information Letter
Award Letter and Messages
Disbursement of Funds
Satisfactory Academic Progress
Withdrawing from Chabot College/R2T4
Special Circumstances

Student Aid Report

What is the SAR?

The SAR, or Student Aid Report, contains a summary of the information you provided on your FAFSA.
It also lists your Expected Family Contribution, or EFC, which is the number used to determine your eligibility for financial aid. Your EFC will appear in the upper right-hand portion of your SAR.
If the DAR does not provide an EFC, you application is missing key data needed to calculate the EFC, such as tax information or student/parent's signature. Read your SAR carefully or see CLASS-Web for required documents.
The U.S. Department of Education sends this report to all the schools you list on your FAFSA. Make sure you list the Chabot College Federal School Code of 001162.
You can search for Financial Aid Federal School Codes for other colleges and universities at http://www.fafsa.ed.gov/fotw0405/fslookup.htm.

When will I receive the SAR?

You should receive your SAR from the U.S. Department of Education within two weeks of electronically filing your FAFSA, or four weeks if you mail it.
If you file online and provide your e-mail address, you will usually receive your e-SAR within 72 hours, provided you and your parent(s) have electronically signed (with a PIN) the application at the time you applied.
If you have not received the SAR within four weeks after applying, you can check on the status of your application by calling the Federal Student Aid Information Center (1-800-4FEDAID) or checking CLASS-Web Financial Aid.
(include in new page instructions on what to look for on class web.)

What should I do with it?

You must review your Student Aid Report carefully to make sure all information is correct and complete.
Be sure to carefully read Section XX of the SAR for guidance on what you may have to do for follow up on your financial aid application, or to resolve any identified problems.
If it is correct, you can keep your SAR.
If your SAR is incorrect, obtain, complete and submit all requested follow-up documents to the Financial Aid Office within two (2) weeks of the school receiving your electronic application.
The student is ultimately responsible that all information is correct. Remember, you and your parents signed the certification statement on your original application stating that all information is true and correct! Any error you made must be corrected, even if the Financial Aid Office does not request documentation.

How do I make corrections?

If you need to make corrections, you may do so through the FAFSA on the Web site, even if you did not apply online. It is fast, easy and free!
By law, estimated tax info must be corrected to match IRS data: If you estimated your income tax, and your spouse’s or parent(s), make sure your numbers match those on your final IRS tax forms. (See Important Information Regarding IRS Tax Comparison for more details.)
Submit corrections to incorrect SAR information with any other requested documents to the Financial Aid Office, so we can review other data and submit all corrections at one time.
If the information on the SAR is correct, but no longer reflects your current family situation, contact the Financial Aid Office to discuss your special circumstances. We may be able to adjust the data elements on your application and re-assess your eligibility through a process called Special Circumstances.

When should I submit my corrected SAR?

Submit all your corrections as soon as possible. The financial aid process takes eight to twelve weeks depending on the time of year, type of aid desired, and your promptness to requests by our office.
You may turn in your corrected, signed SAR to our Financial Aid Office. The experience of the Financial Aid Office staff may result in more accurate review and corrections submitted. However, submitting your corrections online yourself may speed up the financial aid process, especially during very busy times in the office.

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Verification

What is Verification?

Verification is a process, initiated by the U.S. Department of Education or by the Financial Aid office, requiring you to verify the information that you provided on the FAFSA. You are required to submit signed copies of income tax returns and other documents to the Financial Aid Office.
If your application is selected for verification, you will not be eligible to receive federal or state aid until this process is completed.
Financial aid applicants at Chabot College are selected for verification for a number of reasons:

Random 30% selection identified by the Department of Education.

Discrepancies on application, as determined by the Department of Education and/or the Financial Aid Office.

Substantial differences in data submitted from prior years.

What do I need to submit if my application is selected?

A signed copy of your (and your spouse's, if married) prior year federal income tax return, and schedules.
A copy of all W-2's associated with your income tax form.
A signed copy of your parents' prior year federal income tax return, schedules, and W2s, if you are a dependent student.
A completed Verification Worksheet (Independent or Dependent, as the case may be).
Other supporting documents may be requested, and may require students obtaining documentation from local, state, or federal agencies. Examples of data which may require verification are:

Child support

AFDC/ADC/TANF

Immigration

Birth Certificate(s)

Divorce/Separation

Social Security Card (must have correct, current name)

Veteran's benefits

When do I need to submit the documents requested?

To avoid unnecessary delays, please submit all required documents as soon as possible. Files are reviewed and processed in the order received, and during times of heavy student traffic, processing may be greatly delayed due to increased workload.
Be sure that you have filled out the Verification Worksheet completely, and that all documents are signed by the appropriate parties.
Documents with blanks and missing signatures will not be reviewed and may be returned!

What happens next?

When the Financial Aid Office receives your completed Verification Worksheet and tax returns, we compare the information on these documents to the information you provided on your original FAFSA.
If information from documents you submit conflicts with your FAFSA, we may require additional information to clear up the discrepancy.
The Financial Aid Office will contact you by mail to request additional information. However, you may always check your financial aid file status on CLASS-Web! This method allows you to respond faster, if needed.
Responding quickly to any requests for additional information will help avoid further delays.
In some cases, the changes made during verification require resubmission of data to the U.S. Department of Education. If these changes affect your eligibility for assistance, you will receive a revised Student Aid Report.
Note: After verification is completed, household size and number in college cannot be adjusted.
Verification is required at Chabot when reviewing "Unusual Circumstances" petitions.

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Financial Need

Aid from most financial aid programs is awarded on the basis of financial need (except for unsubsidized Stafford Loans).

How is my financial need determined?

When you apply for federal student aid, the information you report on the FAFSA is used to calculate your Expected Family Contribution (EFC).
Your EFC number can be found on your Student Aid Report (SAR).
The formula used to calculate your EFC is established by federal law and is used to measure your family’s financial strength based on their income and assets.
The EFC is used to determine your eligibility for federal and state aid.
Your financial need is determined using this formula:

Cost of Attendance – EFC = Financial Need

Can my financial need be adjusted?

The Financial Aid Office may adjust data used to calculate your EFC or adjust your cost of attendance if your family’s financial circumstances warrant it based on the documentation you provide.
Special circumstances

When am I eligible for need-based financial aid?

You may be eligible for need-based financial aid when your EFC is less than the costs of attending Chabot College. The lower your EFC, the greater your eligibility for financial aid, or the greater your “need”. However, types of available aid vary depending on time of year you apply.
As state and federal funds are limited, the total amount awarded to you might fall short of the amount you’re eligible for.
To insure maximum reward, make sure you apply early: no sooner than January 1 but before the March 2nd deadline. If you miss March 2, Chabot Financial Aid Office will reconsider next those students who met the second priority deadline of April 2nd each year.

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Missing Information Letter

Within a few weeks after submitting your FAFSA, you will receive a Missing Information Letter from the Financial Aid Office; you can proactively obtain the same information by accessing CLASS-Web.

Note: The Financial Aid Office will mail the Missing Information Letter to the address on file. It is your responsibility to update your file, if needed. Make any address corrections directly on CLASS-Web.

What is a Missing Information Letter?

This letter indicates that we have received your electronic application data and have identified some supporting documents that are needed to continue processing your application. (This same information is always available to you on CLASS-Web!)
If you need to provide supplemental forms, you must download them from this web site. Forms will not be mailed to you.

When should I provide the missing documents?

Deliver all completed supporting documents in one packet to the Financial Aid Office as soon as possible. We cannot complete your file review with only some of your documents; therefore, your file will not be reviewed until we receive all required documents.
After reviewing these supporting documents, other essential documents or information may be requested in order to obtain a complete view of the student's circumstances. (Thus, new information may be requested after initial review.)
The verification review will not be finished until essential documents or information is provided by the student (and parent, if applicable), and the Financial Aid Office has completed the review process.
Check the CLASS-Web Financial Aid site regularly for an update on your application process and need for submitting additional information.
Note: Because the application process may take weeks, it is important to apply as soon as possible. Some grant funds are limited and disbursed on a first-come, first-served basis. The earlier your application is complete, the more financial awards you can be eligible for.

What happens next?

Once the verification review is finished, you will receive an Award Letter from our Financial Aid Office. (This same information is always available to you on CLASS-Web!)

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Award Letter and Messages

A few weeks after your file is complete, you will receive an Award Letter from the Financial Aid Office.

What is the Award Letter?

The Award Letter details all types of financial aid and amounts for which you are eligible, for the entire school year. The amounts for cost of attendance and awards are always shown based on full-time enrollment status. The amount you may receive will depend on your enrollment status, and therefore will be prorated if your enrollment is less than full-time.
You may not receive aid in excess of your cost of attendance (including both need-based and non need-based).
Cost of attendance and financial aid awards are always presented assuming student will be enrolled full time (12 units during the Fall / Spring semesters, 6 during the Summer term). If a student is enrolled less than half time all terms enrolled at Chabot, his/her budget will be adjusted to reflect this based on Federal law.
The information found on your Award Letter is also available at Chabot’s CLASS-Web Financial Aid site. Use your Chabot PIN to access it.

How do I accept my award?

You do not have to return the Award Letter to the Financial Aid Office.
If you do not want to accept a certain award, or wish to reduce a dollar amount, you must submit the cancellation or reduction in writing (include your name, social security number, date and signature).

Do I need to remain a full-time student to accept my award?

No! If you are enrolled less than full-time (i.e. less than 12 units per semester), you will receive a prorated grant that is proportionately less than the amount that would be received as a full-time student.
If your plans have changed and you no longer plan on attending Chabot during a semester or academic year, contact our office in writing to cancel aid. This step is especially important if you are attempting to obtain financial aid from another school.

Do I need to maintain a certain G.P.A. to keep receiving my award funds?

Yes! You must meet academic eligibility requirements in order to qualify and receive financial aid. You are responsible for making sure that you are aware of the academic requirements to maintain eligibility for financial aid.
Minimum Satisfactory Academic Progress, or SAP, includes three things:

Successfully complete at least 67% of the units attempted each term.

Maintain a minimum 2.0 semester and cumulative Grade Point Average.

Complete program of study within 150% of published program length, measured in attempted units. (Example: a maximum of 90 attempted semester units are allowed to complete an Associate or Transfer program of 60 required units. Beyond the 90 units, a student becomes ineligible for further financial aid.)

If you fail to meet minimum SAP standards, you may be funded for one probationary term (on warning status), or suspended from receiving financial aid. If funded while on warning status, you must meet SAP for continued funding consideration.

What do the Award/Fund Messages mean?

There are many different financial aid awards available to eligible students. Depending on your situation, your award letter may list one or more types of aid offered. Please read the following definitions for those awards that are found on your letter.

BOG Fee Waiver

If you qualify for this award, your enrollment fees and your health fees will be waived. Our current practice is that only students who are eligible for state or Title IV aid receive an award letter. If students are also eligible for a BOG, this resource is included on their award letter. If students are only eligible for the BOG, they do not receive a paper award letter, but may verify their BOG on Class Web.
If eligible for a BOG Fee Waiver, you will be able to purchase a Chabot College parking permit for only $20. However, you must obtain a receipt for enrollment from Admissions & Records before you go to the Bookstore to purchase your parking permit.
You may be enrolled in 1 or more units to be eligible for this award.

Cal Grant B

This is your Cal Grant B award from the State of California.
The amount assumes full-time enrollment. If you are not enrolled in 12 or more units during any semester, your award will be adjusted to reflect the number of units in which you are enrolled (75% for 3/4-time, and 50% for half-time).
Students enrolled less than half-time are ineligible for Cal Grant awards.
Note: If you receive Cal Grant B funds for more than 2 full-time equivalent academic years at Chabot College, you will reduce the amount of tuition grant funds available to you if you plan to transfer.

Cal Grant C

This is your Cal Grant C award from the State of California.
The amount assumes full-time enrollment. If you are not enrolled in 12 or more units during any semester, your award will be adjusted to reflect the number of units in which you are enrolled (75% for 3/4-time, and 50% for half-time).
Students enrolled less than half-time are ineligible for Cal Grant awards.
You must provide the Financial Aid Office with your Institutional Student Information Record and supporting documents before any Cal Grant C funds can be credited to your account. Please bring these forms immediately.

Care Grant

This is a grant which has been awarded to you because of your participation in the CARE Program.
Awards are contingent on funding and determined by the CalWorks/EOPS Office.

EOPS Grant

This is a grant which has been awarded to you because of your participation in the EOPS Program.
Awards are contingent on funding and determined by the EOPS Office.

Federal Pell Grant

Your qualification for a Federal Pell Grant award is based on your Expected Family Contribution (EFC) and assumes full-time enrollment.
If you are not enrolled in 12 or more units during any semester, your award will be adjusted to reflect the number of units in which you are enrolled (75% for 3/4-time, 50% for half-time, and some eligibility for less than half-time).
You must not be suspended from financial aid based on Chabot's Satisfactory Academic Progress policy.

Federal Work Study

Federal Work-Study (FWS) is a financial assistance program that enables you to work part-time (up to 20 hours per week) on campus (or in rare cases, off campus).
The amount shown is the maximum amount you can earn during the academic year; it does not guarantee you a job placement.
You must be enrolled in at least half time (6 units) during the Fall or Spring Semester (and at least 3 units in Summer) to work as a FWS. If you drop below 6 units or withdraw from school, you must stop working immediately.
You also must maintain Satisfactory Academic Progress to be eligible.
Contact the Employment & Career Services Center to initiate the process.
The first day you can work is the first day of the semester, or the date the Financial Aid Office completes the hiring process and assigns an authorized start date.
If you wish to decline this award, you may do so at anytime with the Financial Aid Office. Otherwise, awards will be cancelled within 30 days of this notification, or the first day of the semester, whichever occurs first to make the funds available to other eligible students.
Original awarded amount may be reduced upon notification of subsequent awards or resources, or if financial or academic eligibility changes.
FWS is not typically available in Summer, with the exception of some positions, including NYSP.

SEOG

You qualify for the federal SEOG (Supplemental Educational Opportunity Grant).
To remain eligible, you must be enrolled at least half-time (6 or more semester units), and meet Satisfactory Academic Progress.
Awarded amount assumes full-time enrollment and will be prorated if less than full-time enrollment.
Original awarded amount may be reduced upon notification of subsequent awards or resources, or if financial or academic eligibility changes.
SEOG is not typically available in Summer, unless there are available unspent funds from the Fall/Spring terms available to the campus.

Stafford Subsidized or Unsubsidized Student Loans

A subsidized Stafford Loan is awarded based on financial need/eligibility.
You will not be charged any interest while enrolled at least half time in an approved academic program, or during authorized periods of deferment and before you begin repayment. The federal government “subsidizes” (pays) the interest during these periods.
An unsubsidized Stafford Loan is not awarded on the basis of need, but may not exceed the cost of attendance minus any other aid received. You are responsible for all interest from the time the loan is disbursed until it is paid in full.
See Edfund web site for more information.
(more in depth loan page)

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Disbursement of Funds

Regular disbursements for financial aid vary depending on the type of aid listed on your award letter, and procedures or timing of things occurring during start/end of terms.

Satisfactory Academic Progress must be determined after prior term's grades are posted and evaluated, and before subsequent term begins. Disbursements may be delayed until process is complete.

Typically half of a semester award is disbursed the first week of school. The second half is disbursed at 60% of the semester, and is adjusted if needed to reflect changes in a student’s enrollment.

Do I need to be a full-time student to receive my funds?

No. The actual amount of your check is based on your official enrollment 7-10 days prior to each scheduled mailing date.
If your enrollment is less than full-time (less than 12 units), your award will be prorated based on your enrollment and Estimated Family Contribution (EFC).
Some forms of aid (such as SEOG, Federal Work-Study and student loans) require at least half-time enrollment.
Scholarships and funding from outside agencies determine their own eligible criteria. It is your responsibility to know these requirements.

Will the amount of my funds change if my enrollment changes?

Yes. If your enrollment increases, you will receive any additional amounts for which you are entitled on subsequent disbursements.
If your enrollment is reduced after the first disbursement, your total semester award and payment will be adjusted on the second disbursement. In the event that you received more than your semester eligibility, you may have to return some of the funds.

Will my financial aid checks be mailed?

Financial aid checks will be mailed to the address currently on file with the Admissions and Records Office, except for Stafford Loan checks, which will continue to be picked up in the Admissions and Records Office as they are ready. Please check your address for accuracy.
Please verify that your mailing address is correct. Complete a “Request to Change Personal Data” form and submit it to the Admission & Records Office.
The Financial Aid Office will not be responsible for delays in receiving financial aid checks due to incorrect address information on file with the Admissions and Records Office.
Stop payments will not be processed before 30 calendar days after mailing.
Contact the Financial Aid Office if you do not receive your check within 30 days of the mailing date. A stop payment fee of up to $30 may be assessed, and will take at least 7-10 days to process.

Will I receive my financial aid checks if I have financial holds at Chabot?

No. If you have outstanding debts to the college, other than enrollment-related fees, and you have not authorized deductions from your financial aid funds, you will not receive your checks in the mail.
Your checks will be held by the Chabot-Las Positas Community College District until you pay your debts in full.
Your disbursement will occur on the next schedlued disbursement after your hold is removed.
If you have Bookstore obligations, you must pay the Bookstore directly.
If you have Childcare obligations, you must pay them at the Business Office before you can receive your financial aid checks.
Check the CLASS-Web Financial Aid site for information regarding any academic or financial holds.

When will my funds be disbursed?

The mailing dates for your scheduled payments depend on the type of aid you were awarded.

BOG Fee Waiver

The BOG Fee Waiver is not aid awarded to you, but is rather a waiving of the enrollment and/or health center fees.
The BOG waives the fees at the time you register for classes, or at the point the Financial Aid Office applies the waiver to your account.
You are responsible for all fees unless and until the BOG Fee Waiver is applied.

Cal Grants B and C

If you are awarded one of these grants, you will receive 2 payments per semester.
The first disbursement of this grant is typically scheduled for mid-Fall each year, depending on budget approvals by the State of California and authorized funds received.
Cal Grants cannot be disbursed until an annual State Budget is approved, the California Student Aid Commission (CSAC) has released authorization of funds, and the Financial Aid Office has processed students awards.

Care Grant

EOPS Grants

Federal Pell Grant

You will receive 50% of your Pell award the first week of the semester, prorated based on your enrollment status. When the semester starts, you must begin to attend all classes for which you received the payment.

Federal Work Study (FWS)

Paychecks are issued on the last business day of the month and can be picked up at the Payroll Office, or deposited directly into your bank account.
You must keep a record of your earnings.
You may not be paid more than what your FWS award authorizes.

SEOG

You will receive 50% of your Pell award the first week of the semester, prorated based on your enrollment status. When the semester starts, you must begin to attend all classes for which you received the payment.

Stafford Loan

First-time borrowers at Chabot College must attend a Pre-Loan Entrance Counseling session before the Financial Aid Office will review and certify student loan eligibility.
Returning Chabot borrowers must successfully complete Entrance Counseling online at EdTe$t. The completed certification of Entrance Counseling must be submitted with the loan application. Returning students also may attend in person counseling sessions to fulfill the entrance counseling requirement.
Details of disbursement will be discussed at the interview. Be sure to ask questions and to understand your rights and responsibilities.
Prior to receiving your second loan check each year, you must attend a scheduled Exit Counseling Session, conducted by a lender or a school representative, but more frequently you must successfully complete Exit Counseling online at EdTe$t.
You are also required to attend an exit counseling session upon graduation or completion of Chabot academic program, when transferring, withdrawing from school, or when you enroll for less than half-time (less than 6 units).
Our rigorous counseling requirements are intended to remind students of their responsibilities as a borrower, to ensure that they are fully informed at time of loan borrowing, and to deter them from defaulting in their loan.

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Satisfactory Academic Progress

The Higher Education Act of 1965, as amended by Congress, mandates institutions of higher education to establish minimum standards of “Satisfactory Academic Progress” (SAP) for students receiving financial assistance.

You must comply with the Chabot’s Satisfactory Academic Progress policy at all times to receive your financial aid. This policy applies to all forms of federal Title IV student aid and the Cal Grant Program, and typically are required for funding from the EOPS office. However, these standards do not apply to the California Board of Governor’s (BOG) Fee Waiver Program.

What are the minimum standards of Satisfactory Academic Progress?

Minimum Satisfactory Academic Progress, or SAP, includes three things:

Maintain a minimum 2.0 semester and cumulative Grade Point Average.

Successfully complete at least 67% of the units attempted each semester.

Complete program of study within 150% of published program length, measured in attempted units (for example, a maximum of 90 attempted semester units are allowed to complete an Associate or Transfer program of 60 required units. Beyond the 90 units, a student becomes ineligible for further financial aid).

When is Satisfactory Academic Progress assessed?

Your SAP will be assessed prior to the first disbursement of your financial award at the beginning of the school year and again at the end of each semester, after grades are available.
The Financial Aid Office reviews and evaluates your GPA, the number of units completed vs. attempted, and total attempted units, to determine your eligibility for financial assistance.

What happens if my GPA falls below 2.0?

GPA Warning Status

If you have completed less than 2 years (4 semesters) at Chabot College and have a cumulative GPA of less than 2.0, you will be placed on a GPA Warning Status.

You may still receive financial aid while on warning. However, you must meet satisfactory academic progress requirements in order to regain eligibility.

In the Fall Semester you will be paid with grant funds on the first scheduled disbursement date. In the Spring Semester, you will not receive your funds until all fall grades have been entered into the computer system, and evaluated by the Financial Aid Office. This may delay payment to the first or second week of the Spring Semester.

You will remain on Warning Status until your cumulative GPA is brought above 2.0, provided you successfully complete each semester with a 2.0 GPA.

If after 4 semesters of enrollment your cumulative GPA remains below 2.0, you will be suspended from financial aid until your cumulative GPA is brought above 2.0.

GPA Suspended Status

If you are on a GPA Warning Status and fail to meet satisfactory academic progress after another term, you will be placed on a GPA Suspended Status.

You cannot receive financial aid while suspended.

You will be suspended if you fail to meet the financial aid progress standard a total of any three semesters. However, you may request summer grades and progress in classes to be reviewed for the purpose of reinstating financial aid eligibility.

If you have a cumulative GPA less than 2.0 after 2 or more years (4 or more semesters) at Chabot College, or you are dismissed from Chabot College, or you withdraw from all of your classes, you will automatically be placed on a GPA Suspended Status.

If you withdraw or receive an “F”, “I”, “IP”, “NC”, or “NGR” in all your classes, you will automatically be suspended from further financial aid eligibility.

You will remain on Suspended Status until your cumulative GPA is brought above 2.0.

Is there a minimum number of units I must complete to meet SAP each term?

The number of units you must complete to meet satisfactory academic progress depends on the number of units you are enrolled each semester.
You must complete a minimum of 67% of units for which you are enrolled each semester.

Note: You must meet the 2.0 GPA requirement for all completed units.
You will only be given credit for units completed with a grade of “A”, “B”, “C”, “D” or “CR”. The number of units you complete with a grade of “I”, “W”, “F”, “WF”, “WP”, “NC” and for audited classes will not count toward your minimum requirement of 67% of units completed.

Which units are included in the maximum time frame allowed to receive aid?

Your satisfactory academic progress at Chabot College is measured in attempted semester units. An attempted unit is defined as any unit you remain enrolled in after the add/drop period.
If you are enrolled in an A.A./A.S. or Transfer Program with 60 required units, you may be eligible for financial aid for a maximum of 90 attempted units to complete your program (a maximum of 150% of the published program length).
If you are enrolled in a Certificate Program, you may be eligible for financial aid for a maximum of 150% of the published length of that program (measured in units), as described in the Chabot College Catalog.
ESL (English as a Second Language) courses and up to 30 units of remedial or basic skills courses may be excluded from the 150% limit. However, completion of these courses are still required for financial aid consideration.
All units you may have attempted within the Chabot-Las Positas Community College District during all periods of enrollment will be included in the 150% limit, regardless of whether you applied for or received financial aid during those periods.
You must submit official transcripts from all institutions where you have attempted units. After being evaluated, your units may be included in the maximum time frame of 150%.

What happens when I reach the maximum time frame of 150%?

When your total attempted units equals or exceeds the 150% limit, you will no longer be eligible for financial aid.
You may still qualify, however, for the BOG Fee Waiver.

Can I petition to extend my eligibility for financial aid beyond the time limit, or in the event my GPA or completion rate are below minimums?

Once you have attempted 90 units, or the maximum of 150% of the published length of a program, or you are suspended due to lack of academic progress, your continued eligibility for financial aid may be granted only in extraordinary circumstances.
To request continued eligibility you may submit a Petition for Continuation of Financial Aid to the Financial Aid Office, explaining what circumstances resulted in your failure to complete your program within the maximum time frame allowed, or to maintain minimum Satisfactory Academic Progress standards.
Note: Your change in degree objective without extraordinary circumstances does not constitute sufficient reason for exceeding the 150% limit.
You must submit an updated and current Student Education Plan (SEP) or Official Course Evaluation with any such appeal. The purpose of the SEP or Course Evaluation is to assure that you are fully aware of which remaining courses you are required to take to meet your graduation or transfer requirements. The SEP will also assist you in planning your coursework so you can complete your program within the time limits allowed for receiving financial aid.

What happens if a loan borrower drops below the required half-time status?

If you are a loan borrower and you drop below 6 units at any time, you will be placed on financial aid Warning Status.
You will not be eligible for any further loan funds until such time as the warning is cleared.
All future previously approved loan disbursements for that year will be cancelled.
Your reduced enrollment status will be reported to your Guarantor, and your grace period for repayment will begin effective the last day you were enrolled in at least 6 units.

How can I reinstate my financial aid eligibility after suspension?

To have your financial aid eligibility reinstated after suspension, you must successfully complete 6 units of academically or vocationally relevant coursework with a 2.0 GPA during a single semester without financial aid (Summer Session will be considered a semester for these purposes), and/or raise your cumulative GPA to 2.0.
If you are on Suspended Status and you make progress, you will be returned to a Progress Status the following term. You then may be eligible for financial aid, providing you have not exceeded the maximum time frame.
If you do not make progress for a second semester, you may return to Suspended Status if this results in a total of three terms not meeting the financial aid progress standard.

Can I appeal a decision for suspension of financial aid?

If you have extenuating reasons for why you failed to meet satisfactory academic progress standards, you may complete and submit to the Financial Aid Office a Petition for Reinstatement or Continuation of Financial Aid.
You must include a written explanation of reason(s) for petition along with corrective action to be taken as applicable. You must attach documentation to support your case.
You must submit a completed and current Student Evaluation Plan (SEP).
Examples of extenuating circumstances are: death of an immediate family member, serious injury or illness that occurred to you the student, or other special circumstances as appropriate. You must provide documentation.
The Financial Aid Office will based its decision upon federal and state regulations, your academic and financial aid history, and your clearly stated and documented extenuating circumstances.
The Financial Aid Office will advise you, in writing, of the decision.
If you are dissatisfied of the decision, you may request a meeting with the Financial Aid Director to review the decision in more detail.
You will be notified, in writing, of the final decision regarding this meeting.

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Withdrawing from Chabot College/R2T4

What happens to my awarded grant funds if I withdraw from all my classes?

The amount of assistance you have earned is determined up to the point of withdrawal. That is, if you completed 30 percent of the semester, you earned 30 percent of the assistance you were originally scheduled to receive. If you received more assistance than you earned, you must repay the excess funds.
If you withdraw from school before 60% of the semester is over, you may have to return a portion of the funds received, even if your withdrawal is not determined until after the end of the term.
The Financial Aid Office will calculate how much you owe, and inform you in writing of the amount.
Note: If you withdraw from school after 60% of the semester is over, you may not need to pay back the financial assistance you received.

Do I need to notify the Financial Aid Office if I withdraw from school?

Yes! Inform the Financial Aid Office immediately. Discuss your academic or personal reasons for leaving. Perhaps you can stay enrolled but take fewer courses, or use services (such as tutoring or personal support) that will help you stay enrolled.
If you must withdraw, begin the withdrawal process at the Office of Admissions and Records, Building 100.
The Financial Aid Office will notify you of how much you will owe and how you will have to repay it.
Note: If you leave without following proper procedures and you owe a R2T4 (Return to Title IV) funds, the Financial Aid Office will put an institutional hold on your future Chabot registration and transcripts. Also, a NATIONAL HOLD will be placed on your future aid eligibility at any institution through NSLDS (National Student Loan Data System).
After the hold is placed, you will be required to contact the Federal Government and arrange for re-payment. Your financial aid eligibility will be reinstated when you have arranged your repayment.

How does the Financial Aid Office calculate how much I owe back?

The Financial Aid Office determines how much you owe back using a specific formula set by the Federal Government.
EXAMPLE: Let’s say you were awarded a $1000 Grant and there are 100 days in the term. If you drop out on the 26th day, then you earned 26% of your grant.
The Financial Aid Office will calculate what you earned, and did not earn:

You earned: $1000 Grant x 26%= $260

You did not earn: $1000 x 74% = $740

Chabot College will owe some of the money back to the federal program. That College share will depend on the number of units you took:

If you took 12 units at $18 each, your total enrollment fee is $216

The College share will be: $216 x 74% (unearned) = $160

You will owe Chabot College $160

You will have to pay back to the federal funding program the unearned amount minus the College share times 50%:

Unearned amount minus the College share: $740 - $160 = $580

The amount you have to pay back the federal program: $580 x 50% = $290

You will have to repay $290 to the Department of Education. You may work with Chabot to return the funds through the college

Do I still need to repay my loan if I withdraw from Chabot College?

Yes. If you receive loan money and withdraw from all of your classes, you will still need to pay back the money.
Refer to the rules of the loan program. EdFund, your guarantee agency, has all the information you need. You may also refer to the Entrance Counseling packet you received at the time you applied for the loan.

Can I keep my work-study job if I withdraw from the College?

No. You must inform your employer and the Financial Aid Office, and stop working immediately.
You will not have to return the money you earned while working under the federal work-study program. Any amount of money you received while enrolled at least half-time is all yours to keep.

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Special Circumstances

The Financial Aid Office understands that your (or your family’s if you are dependent) financial situation may change due to unpredictable circumstances, and that your ability to pay for your education may be affected. Please contact Chabot College Financial Aid Office to discuss any special circumstances you may have.

Based on the information you provide (along with supporting documentation), your financial aid eligibility may be recalculated.

What are examples of special circumstances?

Income reduction or nonrecurring income (loss or reduction of employment or benefits: disability, unemployment, or social security).
Changes in family circumstances (divorce/separation/death of spouse).
Unusual debts.
Special medical or dental expenses not covered by insurance, in excess of the 11% of the family's income which is already taken into account by the federal needs analysis formula when determining your financial aid eligibility.
Tuition/fees expenses at a private elementary or secondary school for dependent(s).
Adult care costs.

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