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Financial Aid Office
2010-2011 Applicants
The 2010-2011 priority application deadline is March 2, 2010.
If you have not completed your 2010-2011 FAFSA, we encourage you to fill out
your FAFSA at your earliest convenience. Applying early will help us process
your file quicker and if eligible for financial aid, you will be able to receive
your financial aid award on time.
Summer 2010 Financial Aid
Applicants-Submitting your
FAFSA application during the summer may delay response regarding your financial
aid eligibility, and processing time for your file completion. Students may need
to plan to purchase books and cover educational expenses out of pocket as it may
take 7-12 weeks for your financial aid file to be completed.
I've applied; now what?
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 (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/faq014.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.
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:
- Randomly 30% of students are
selected by the Department of Education for verification.
- 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
for verification?
- 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
- Emancipation
- Ward of the Court
- Unemployment
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 or Unsatisfied
Requirements
New! Within a few weeks after submitting your FAFSA,
You may track and view any missing information or unsatisfied requirements by
login into the
Zone.
The Zone allows students to view:
-
Unsatisfied Requirements-forms and verification documents
the office needs to complete your Financial Aid.
-
Your Financial Aid Award-you may view your Financial Aid
Award.
-
Your Satisfactory Academic Progress
Students will be emailed via their
ZoneMail any important financial aid announcements or alerts.
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
be able to view your Financial Aid Award online via the
Zone.
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Emails and Messages from the Financial
Aid Office
New E-mail Communication:
Beginning Spring 2010, all students will be sent periodic e-mails from the
Financial Aid Office to their ZoneMail account. Students are encouraged to
check their ZoneMail for emails and also the
Zone
for the latest Financial Aid updates.
A few weeks after your file is complete, you will
be able to view your Financial Aid Award online via the
Zone or CLASSWeb.
Your Award Information on the Zone
- 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
and the Zone 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
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.
Disbursement of Funds
Disbursement = release of funds
from Chabot College to Higher One Bank
Financial Aid Refund = funds are released from Higher One to student's refund
preference
The release of your refund happens when:
- your financial aid file is completed
- meeting financial aid eligibility/academic eligibility
- enrolled in 6 units or more
- classes begin-at least 6 units for disbursement
- pursuing an eligible
major/program
Freeze Enrollment Date: 2nd Major Disbursement-students
enrollment will be frozen on the second scheduled disbursement and will only be
awarded for the units he/she were enrolled in prior to the date.
Dropping your classes-dropping courses may impact your financial aid
disbursement at
Gift Aid Financial Aid Refunds-Disbursements depend on the refund
preference you select when you activate your Chabot Debit Card. There are two
major disbursements per semester. The amounts are based on your financial
eligibility and on the number of attempted units you take at Chabot College.
These funds include; federal and state grants.
Click here to learn more.
Loan Disbursement-students are disbursed on an individual case, and it is
always in paper check. Students are called personally to pick up their Loan
check from window number six in the A&R lobby.
Click here
to learn more about loans.
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.
Additional Questions
Do I need to maintain a certain G.P.A. to keep receiving my award funds?
- 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.
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