FAFSA Code & School Location

Code: 038193-00
Location: West Virginia

 

Financial Aid Policies

 
Withdrawals

Withdrawals

Withdrawal from course(s)
Effective July 1, 2011, federal regulations pertaining to when a student has withdrawn from a module based semester states that if the student does not complete all courses they were scheduled to attend, the Return of Title IV (R2T4) Fund rules will determine how much financial aid the student can keep (earned).
For example, if the student withdraws from a course and is not currently attending or has a future registration within the semester, the student will be considered withdrawn from the semester and subject to an R2T4.

Withdrawal from the University
Students who elect to withdraw (disenroll) from the university during a semester must do so by dropping or withdrawing from all of their courses in the semester and then completing the Disenrollment Request Form. If a student withdraws or is administratively withdrawn from the university, financial aid may be adjusted based on the percentage of the semester they completed. A portion of the funds may be returned to the Department of Education.

  • Up through the 60% point in each payment period or period of enrollment, a pro rata schedule is used to determine how much FSA program funds the student has earned at the time of withdrawal
  • After the 60% point in the payment period or period of enrollment, a student has earned 100% of the FSA program funds
  • The percentage of the payment period or period of enrollment completed is determined by the total number of calendar days in the payment period or period of enrollment for which the assistance is awarded divided into the number of calendar days completed in that period as of the day the student withdrew
  • Scheduled breaks of at least five consecutive days are excluded from the total number of calendar days in a payment period or period of enrollment (denominator) and the number of calendar days completed in that period (numerator)

Title IV (Federal Financial Aid) funds credited to outstanding loan balances for the payment period or period of enrollment for which a return of funds is required must be returned in the following order:

  • Unsubsidized Direct Stafford loans (other than PLUS loans)
  • Subsidized Direct Stafford loans
  • Graduate PLUS loans
  • Federal Direct PLUS loans (dependent students)

If funds remain after repaying all loan amounts, those remaining funds must be credited in the following order:

  1. Federal Pell Grants for the payment period for which a return of funds is required
  2. Academic Competitiveness Grant & National SMART Grant
  3. Federal Supplemental Educational Opportunity Grant (FSEOG) for which a return of funds is required
  4. Other assistance under this Title for which a return of funds is required

Students will be notified of any refunds due to the Department of Education. Refunds to any of the Title IV or State programs will be paid within 45 days from the date of determination.

Return of Unearned FSA Funds

  • The school must return the lesser of the following:
    • The amount of unearned FSA Program funds; OR
    • The amount of unearned institutional charges
  • The student (or parent, if a Federal PLUS loan) must return or repay, as appropriate:
    • Any FSA loan funds in accordance with the terms of the loan
    • The remaining unearned FSA Program grant (not to exceed 50% of the grant) as an overpayment of the grant
  • If a student earned more aid than was disbursed to him/her, the institution would owe the student a post-withdrawal disbursement which must be paid within 120 days of the student's withdrawal
  • The university is required to return the amount of Title IV funds for which it is responsible no later than 45 days after the date of the determination of the date of the student's withdrawal
  • Students who have FSA funds returned as a result of a withdrawal and now owe money to the institution are notified by e-mail and a ‘Balance Due Hold’ is placed on the account
Satisfactory Academic Progress

Satisfactory Academic Progress (SAP)

  • According to federal regulations, students who fail to make satisfactory academic progress towards their degree or certificate will lose their ability to receive Federal Student Aid (FSA)
  • This regulation applies to all students, including those that have not previously received financial aid
  • Students who lose their aid may appeal the loss provided there are mitigating circumstances that inhibited their academic progress
  • If mitigating circumstances do not exist, you may take classes at your own expense to demonstrate improvement for a future appeal
  • To otherwise restore eligibility students must achieve the GPA and hours target as defined in the policy

We evaluate SAP at the beginning of each semester (defined as a 16-week period of academic study), and prior to the student receiving FSA for the first time at our university.

  • The university may grant administrative waivers or probationary terms (i.e., grades are not posted before the start of the next term in consecutive terms)
  • There are three criteria used to measure Satisfactory Academic Progress:
     
    • Cumulative grade point average (qualitative)
    • Credit hour completion (quantitative)
    • Program deadline
  • The requirements of each criterion must be met and are described in detail below:

Cumulative Grade Point Average (CGPA)

  • Cumulative GPA is the qualitative measure of SAP, meaning that it looks at the quality of the grades that each student earns in their courses
  • Cumulative GPA is calculated after 6 undergraduate credits or 6 graduate credits are completed at APUS.
  • Evaluation thereafter occurs in the segments listed in the table below; only credits completed at APUS with a final grade of A through F are included in the Cumulative GPA calculation
  • To meet SAP requirements, students must maintain a Cumulative GPA that meets or exceeds our minimum as shown in the chart below
  • Students who fail to meet CGPA requirements also fail to meet SAP requirements and will be denied FSA (information on Loss of FSA Eligibility is located under Policies and Procedures for Award of FSA)

SAP Criteria Based on Cumulative GPA and Credits Completed

  Total Credits Completed
(including transferred credits*)
Minimum CGPA Required
for Financial Aid
Undergraduate Students   6-12   1.000  
13-24   1.250  
25-36 1.500
37-96 1.750
97+ 2.000
Graduate Students 6-9 2.000
10-18 2.500
19-27 2.750
28+ 3.000
  • *Credits transferred in from another college or university via an official Transfer Credit Evaluation are factored into the calculation of how many credits a student has completed in determining the minimum Cumulative GPA threshold from the chart

    • For example, an undergraduate student with no transfer credits must have a minimum Cumulative GPA of 1.000 once they have completed (with a passing grade) their first 6 credits at APUS
    • However, a student who transferred in 15 credits and then earned his/her first 6 credits at APUS must have a minimum Cumulative GPA of 1.250 (15 transfer credits plus 6 credits completed equals 21 completed credits which falls into the 13-24 total credits completed range in the chart above)

Credit Hour Completion

  • Credit hour completion is the quantitative measure of SAP, meaning that you must complete a certain percentage of your courses to maintain eligibility for Federal Student Aid
  • Each academic program within our university system has a defined number of credit hours required for completion
  • A student must complete his/her program within 150% of the published credits

    • For example, if your program requirements are 120 credits, you must satisfy all requirements of your program without having to attempt more than 180 credits
    • For example, if your program requirements are 18 credits, you must satisfy all requirements of your program without having to attempt more than 27 credits
  • Courses with a final undergraduate grade of A through D- or a final graduate grade of A through C will be counted towards credits completed
  • Final grades that fall below the minimums (D- for undergraduates, C for graduates) are not counted as credits completed but will be used to determine credits attempted
  • Students who withdraw from a course are considered as having attempted the course. Students who drop a course are considered as having not attempted the course
  • Courses with grades of incomplete (“I”) will not be counted as attempted until a final grade is earned by the student or the Registrar or instructor converts the “I” grade to an “F.”
  • Courses that are dropped prior to the course start date or during the add/drop period in Week One will not count towards attempted credits. Please note:  All students are required to log into each of their courses during Week One and to submit a class discussion board post of at least 250 words. Students who do not submit this assignment during the first week of class will be automatically dropped from any courses in which this assignment has not been completed.  Detailed information on classroom attendance can be located in the Student Handbook
  • Remedial courses do not count towards attempted credits
  • Any course in which the student remains beyond Week One will count towards attempted courses regardless of the grade received
  • Repeated courses will count as attempted courses
  • To maintain SAP, students must achieve a minimum percentage of credits earned versus credits attempted

SAP Criteria Based on Credits Attempted versus Credits Completed

  Credits Attempted Credits Completed %
Undergraduate Students 6-12 50%
13-24 60%
25-36 65%
37+ 67%
Graduate Students 6-9 50%
10-18 60%
19+ 67%
  • Credits transferred from another college or university are included in determining the credits completed percentage for the quantitative measure - completed hours divided by attempted hours. Likewise, the total of APUS and transfer credits that a student has from another college or university will be added to determine where they fall on the chart above.

Example 1: A student registers for 12 credits as an undergraduate student at APUS. The student also has 12 transfer credits from College A. At the end of the semester, here are the grades for the student:

Courses Attempted   

Course 1 (3 credits)
Course 2 (3 credits) 
Course 3 (3 credits)  
Course 4 (3 credits)  

Grades

W
F
B
C

  • This student has attempted 12 credits at APUS, but has only successfully completed 6 of those credits (Course 3 and Course 4)
  • The credits completed at APUS would be added to the credits transferred (6 credits plus 12 credits), and the credits attempted at APUS would be added to the credits transferred (12 credits plus 12 credits)
  • The credits completed percentage would be 75% (18 completed hours divided by 24 attempted hours)
  • The next step is to look at the chart above and determine what percentage is needed to make SAP
  • You then find where 24 credits attempted falls on the chart above, and you will see that the student needs to have completed 60% of their courses to make SAP
  • In this example, the student is making SAP and will be eligible for their Federal Student Aid

Example 2: A student registers for 15 credits as a graduate student at APUS and has 3 transfer credits. The student drops 3 credits during add/drop week of the semester. Here are the grades for the student at the end of the semester:

Courses Attempted   

Course 1 (3 credits)
Course 2 (3 credits) 
Course 3 (3 credits)  
Course 4 (3 credits)  
Course 5 (3 credits)

Grades

W
DP
B
F
F

  • This student has attempted 12 credits at APUS, but has only successfully completed 3 of those credits (Course 3)
  • Dropped courses do not count toward attempted courses
  • The credits completed at APUS would be added to the credits transferred (3 credits plus 3 credits), and the credits attempted at APUS would be added to the credits transferred (12 credits plus 3 credits)
  • The credits completed percentage would be 40% (6 completed hours divided by 15 attempted hours)
  • Again, look at the chart above and determine what percentage is needed to make SAP
  • You then find where 15 credits falls on the chart, and you will see that the graduate student needs to have completed 60% of their APUS courses to make SAP
  • So this student is not making SAP, and will no longer be eligible for their Federal Student Aid

Program Deadline

  • Program deadline start dates are determined when the student completes Week One of their initial course(s). Students must complete their program within the time frame allowed as follows:

    • Associate Degree: 7 years from start date
    • Bachelor’s Degree: 10 years from start date
    • Master’s Degree: 7 years from start date
    • Certificate Program: 3 years from start date
Failed to Complete Any Courses in a Semester

Failed to Complete Any Courses in a Semester

Federal guidelines require the university to review the grades for all students who complete their semester. The university must not only check students for Satisfactory Academic Progress (SAP) in their program of study, but must also have a mechanism in place to determine if a student failed to complete any courses in a semester.

  • A student is considered an ‘unofficial withdrawal’ from the semester when the student has failed to earn a grade in any of his or her courses at the end of the semester
  • The univrsity differentiates between an earned F and an unearned F grade based on the fulfillment of course requirements — an earned F grade is not considered a withdrawal
  • Students determined to be an unofficial withdrawal are no longer considered enrolled for the semester and are therefore subject to Federal Return of Federal Financial Aid Funds rules
  • As of July 1, 2011, registrations in a future semester do not exempt a student from being considered an unofficial withdrawal from a semester

The following procedures are followed:

  • When a student unofficially withdraws and he or she received Federal Student Aid for the semester, the university is required by law to perform a Return of Federal Financial Aid calculation to determine the percentage and amount of aid that the student earned
  • The amount of aid earned is based on a determination of the withdrawal date, which is either the midpoint of the semester or the last documented date of attendance at an academically-related activity, whichever is later
  • The institution will determine the last date that the student participated in an academically-related activity such as participating in a discussion group, taking a quiz or exam, turning in homework, etc.
  • Simply logging into a course without active participation does not constitute an academically-related activity
Code of Conduct

Code of Conduct

  • American Public University System subscribes to the code of conduct set forth in the Higher Education Opportunity Act of 2008
  • As APUS currently participates in Direct Loans, the APUS Financial Aid Office has not and will not participate in revenue sharing with Lenders, Guarantors or Servicers of these loans
  • Staff is banned from receiving gifts from any of the above agencies other than those considered of minimal value by the federal regulations
  • The Financial Aid/Financial Services Offices will in no way influence the choice of lender for federal and/or private loans
  • Although APUS has posted a lender list based on common student choice, benefits to borrowers, and service
  • No student is denied access to a federal loan from any lender
  • Processing will not be affected by the student's choice of lender
  • Some lenders may require a paper rather than an electronic process, but these loans will be processed as quickly and efficiently as possible
  • Any lender list used prior to participation in Direct Lending will be disclosed to potential borrowers
  • Any affiliation of these lenders to each other will also be disclosed
  • APUS will provide information on why a particular lender is on the list and the benefits of each
  • Students are made aware that they are not required to choose one of the lenders on the preferred list
  • Caveat: on or about July 1, 2009, APUS will be participating in the Federal Direct Loan Program
  • At this point, students who have already begun the lending process with a Federal Family Educational Loan Lender will have the loan processed through that lender until Direct Loans are fully phased in
  • APUS does not have and will not have any contractual agreement with any lender to provide private loans to our students
  • APUS may make available information on lenders who participate in these programs and the rates and benefits that apply to each
  • APUS and APUS employees will not encourage the use of any particular lender for private or alternative loans
  • APUS will supply the student seeking a private loan with the required Truth In Lending information
    APUS employees requested to serve on advisory boards for lenders, guarantors, servicers, or state agencies will not accept any compensation for service other than direct expenses such as travel, lodging, and food related to such service
  • All APUS Financial Aid/Financial Services employees are required to sign that they have read and understand the Code of Conduct
  • Knowingly violating this Code of Conduct may result in termination of employment
Program Completion Rates

APUS completion rates are the percentage of students who graduated from the university in the standard number of years for their program length. The calculation for each program level is determined by the following:

  • For Master’s programs, students who initially enrolled seven or more years ago are included. Master’s students have seven years to complete their program of study
  • For Bachelor’s programs, students who initially enrolled 10 or more years ago. Bachelor’s students have 10 years to complete their degree
  • For Associate programs, students who initially enrolled seven or more years ago. Associate students have seven years to complete their program of study
  • Students seeking only certificate programs are not calculated
  • Students who have not completed a semester with the university are not calculated.
  • Completion of a semester is defined for Master’s and Associate students as having completed two courses (six credits); Bachelor’s students who have completed three courses (nine credits)
  • The year the degree level was first offered is not calculated in the completion rates for the university
  • Completion rates for degree levels are calculated beginning the first month of the year following when they were open for enrollment
  • APUS began offering Master’s degrees in 1993, Bachelor’s degrees in 1996, and Associate degrees in 1999

To calculate completion rates per program level, the number of students who have graduated within the program length is divided by the number of students who enrolled by year. For example, of the 276 students who enrolled in a Master’s program in 2000, 133 have graduated within the program length resulting in a 48% completion rate. Cumulative totals for completion rates are updated annually for each program level.

Completion Rates are calculated in percentages from 1994 to 2004

Academic Level

1994

1995

1996

1997

1998

1999

2000

2001

2002

2003

2004

Average

Master's

59%

59%

52%

53%

48%

43%

48%

47%

49%

48%

52%

51%

Bachelor's

60%

47%

45%

39%

38%

37%

37%

43%

Associate

42%

43%

36%

37%

37%

39%

Book Grant

Through our university book grant, textbooks and/or e-books are provided at no charge to students who are earning undergraduate academic credit. However, there are some exceptions in terms of software requirements for courses in our Information Technology program and our Business Essentials for the Security Executive program.

These undergraduate software materails are not provided through the undergraduate book grant and need to be purchased by the student. There are some federal regulations that define certain conditions in which Pell Grant eligible students with loan credit balances can obtain these required course materials with upfront financial assistance from APUS. We will notify qualified students and provide them with the resources to obtan their required course materials, prior to the seventh day of their course.

 

American Public University System, American Public University, and American Military University are not affiliated with American University or the U.S. Military. American Public University System (APUS) is accredited by the Higher Learning Commission (HLC) and a member of the North Central Association. © 2013 American Public University System | 111 W. Congress Street, Charles Town, WV 25414 | Toll Free: 1-877-755-2787 | Privacy Policy | Terms