The Higher Education Act of 1965, as amended, mandates institutions of higher education to establish a standard of satisfactory academic progress for students who receive financial aid. This standard must apply to the student’s entire academic history, whether Title IV financial aid was received or not. In order to remain eligible to receive aid students must meet the standard specified for acceptable academic performance and for satisfactory progress toward completion of their eligible program of study. This standard should not be confused with Probation or Good Standing as defined by academic regulations, nor is satisfactory progress affected by “academic fresh start”.

COMPONENTS

The Galveston College definition of satisfactory academic progress for receiving financial aid includes the following components:

GRADE POINT AVERAGE (GPA)

Galveston College uses the 4.0 grade point average system and numerical code: 4.0=A 3.0=B 2.0=C 1.0=D
Students are expected to maintain an overall cumulative grade point average (GPA) of 2.0 for all hours attempted at Galveston College.

MAXIMUM TIME FRAME 

Complete a degree program (certificate, associates, or bachelors) in a maximum time frame of no more than 150% of the average length of the program. The maximum number of attempted hours for the bachelors program is 180 hours. The maximum number of attempted hours for an associates program varies depending on the length of the program (90-98 hours). The maximum number of attempted hours for a certificate program varies depending on the length of the program (24-68 hours).

RATE OF COMPLETION

Students must successfully complete at least 75% of their overall cumulative hours attempted (incremental progress). Rate of completion is measured by dividing the cumulative number of hours successfully completed by the cumulative number of hours attempted.

CHANGE OF MAJOR

A student may change from one major to another during attendance at Galveston College. Students who change from one major to another are still expected to maintain satisfactory academic progress and complete the coursework within the time frame or hour limitation stated unless an appeal is approved. All attempted hours from a prior major(s) are included in the total maximum attempted hours.

REVIEW PROCEDURE

The Financial Aid Office staff will determine each semester whether the student has successfully completed at least the minimum expected percentage of hours with the required grade point average and shows progress toward the educational objective for all completed semesters.
The following will be considered as semester hours successfully completed:

“A” through “D” grades
“CR”, “CRA”, CRB”, and “CRC” credit

The following shall be considered as semester hours not completed:

“F” Grade
“I” Incomplete “IP” In Progress “W” Withdrawal “WX” Progress “AUDIT” No Credit
“AWN” Administrative Withdrawal-No Credit “NC”, “NCD”, “NCF” No Credit
“NR” Not Reported

REPEAT COURSES

Students may receive financial aid for repeating failed courses pending that they are meeting SAP standards. Students who receive a passing grade for a course and decides to repeat the course to receive a higher grade may only receive financial assistance for the first repeat of the passed course. Students are not eligible to receive financial aid for two or more repeats of a passed course.
For repeated courses, only the latest grade earned is included in cumulative grade point averages, but both courses will remain as a part of the aggregate hours attempted.
Financial aid will not be provided for courses taken by audit, credit hours earned by Examination/Experience, or continuing education courses.

DEVELOPMENTAL CLASSES

Federal regulation limits financial aid for developmental classes up to 30 attempted hours. Students who enroll in developmental hours in excess of 30 hours will not be considered in calculating eligibility for financial aid, which includes Pell Grant, Supplemental Educational Opportunity Grants (SEOG), and Federal Direct Loans; no exceptions may be made.

SATISFACTORY ACADEMIC PROGRESS STATUSES FINANCIAL AID “WARNING”

Students who are in violation of one or more of the above-mentioned SAP components for their first offense will be placed on a WARNING SAP status for their next term of enrollment, with the exception of time frame. While on “Warning”, students are eligible to receive financial aid and must bring themselves into SAP compliance by the end of the “Warning” term. If the student is not meeting SAP at the end of the term, the student will be placed on SAP “Suspension” in which the student is no longer eligible to receive financial aid.

FINANCIAL AID SUSPENSION

Students who fail to meet the standards of satisfactory academic progress during the semester of attendance while on “Warning” will be placed on Suspension and denied further funding. Students may appeal their suspension status to the Financial Aid Office to regain financial aid eligibility.

REESTABLISHING AID ELIGIBILITY

A student whose financial aid has been suspended may also bring themselves back into compliance with the satisfactory academic progress requirements at their own expense; with the exception of time frame. To do so, you must take at least 6 credit hours toward your eligible degree or certificate program and pass with a “C” or better (“CR” for developmental courses). If you choose to take more than the recommended 6 hours, all hours enrolled will be taken into consideration to determine your eligibility. Courses taken outside of your eligible degree or certificate program will not qualify you to regain financial aid eligibility.

APPEAL PROCESS - APPEAL HERE

A student whose financial aid has been suspended may submit the Satisfactory Academic Progress (SAP) Appeal Form to the Financial Aid Office. The appeal must include a typed statement with supporting documentation regarding extenuating circumstances. The Satisfactory Academic Appeal Team will review the appeal within 10 working days of receipt. Appeals are considered for extenuating circumstances such as injury, illness, death in the immediate family, or undue hardship that can be supported through documentation. Students who have their appeals approved by the Satisfactory Academic Appeal Team will be placed on Financial Aid Probation. To address an appeal denial decision made by the Satisfactory Academic Appeal Team, the student must respond to the decision within 10 working days of the receipt of the decision. The rebuttal appeal must be submitted to the Director of Financial Aid via the Financial Aid Office. The Director of Financial Aid will forward the appeal decision to the student within 10 working days of the receipt of the rebuttal appeal. To address an appeal denial decision made by the Director of Financial Aid, the student must respond to the decision within 10 working days of the receipt of the decision. The rebuttal appeal must be submitted to the Associate Vice President of Student Services via the Counseling Center. The Associate Vice President of Student Services will forward the appeal decision to the student within 10 working days of the receipt of the rebuttal appeal. To address an appeal denial decision made by the Associate Vice President of Student Services, the student must respond to the decision within 10 working days of the receipt of the decision. The rebuttal appeal must be submitted to the Galveston College President. Rebuttal appeals at minimum must include a written reason for the appeal or a statement of the problem and/or complaint, and the expected resolution. The President may, at his sole discretion, choose to allow oral arguments on the petition. The President may act to affirm, modify, remand, or reverse the decision. If no action is taken within sixty (60) days, the Galveston College President’s decision will be affirmed. The appeal process ends with the decision of the President.

FINANCIAL AID “PROBATION WITH ACADEMIC PLAN”

Students whose appeal was approved by the Satisfactory Academic Appeal Team, Director of Financial Aid, Associate Vice President of Student Services, or Galveston College President will be placed on Financial Aid “Probation with an Academic Plan” for the duration of the approved appeal. Students will be required to adhere to an academic plan set forth by the student and their academic advisor in an effort to bring them into SAP compliance. Students who fail to meet the terms of their Financial Aid “Probation with an Academic Plan” by bringing themselves into SAP compliance will be placed on Financial Aid “Suspension”.

Your Rights To:

• Have confidential protection of your financial aid records as mandated by the Family Educational Rights and Privacy Act (FERPA);
• Know what financial aid programs that are available at Galveston College;
• Know the deadlines for submitting the appropriate applications or documents to the financial aid office;
• Request an explanation of the offered funds in your financial aid offer package;
• Be informed of financial aid policies and procedures;
• Decline your financial aid offer(s) in writing.

Your Responsibilities Are To:

• Maintain Satisfactory Academic Progress (SAP);
• Access your GC Whitecaps email account and Portal on a regular basis to receive communication from the Financial Aid Office in a timely manner;
• Read, understand, and keep copies of all forms submitted or provided either from the Galveston College Financial Aid Office or other financial aid agencies;
• Request an explanation of the offered funds in your financial aid offer package;
• Re-apply for financial aid each year;
• Provide additional documentation, verification, information, or corrections as requested by the Financial Aid Office;
• Complete all forms accurately, and submit them on time;
• Provide correct information as wrongful reporting can be a violation of federal law;
• Accept responsibility for all agreements that you sign;
• Repay any over awards of financial aid;
• Understand the sources of financial aid you receive and whether the aid is a loan, grant, or scholarship. If the aid is a loan, you must know to whom repayment is to be made and terms of repayment;
• Keep the Galveston Colleges’ Admissions Office informed of your correct address and phone number at all times, during school, and after graduation until all loans are repaid;
• Keep your lender or servicer informed of your correct information including your name, address, and enrollment status;
• Complete exit counseling if you received a loan from the Financial Aid Office prior to your separation from Galveston College, either by withdrawal, dropping below six (6) credits, or graduation;
• Perform the work that is agreed upon in accepting a Federal Work-Study offer in a satisfactory manner;
• Request assistance if you have questions or do not understand the information provided to you.

Cost of Attendance (COA)

The cost of attendance (COA) is an estimate of what it costs the typical student to attend Galveston College. 

Individual expenses will vary based on student-specific majors, courses, residency, number of credit hours registered,  living arrangements, and personal spending decisions.  These values are used in offering Financial Aid for students.

1. Cost of Attendance (Budget)
   This is a typical budget (2 semesters at 15 credit hours each semester) for a student attending Galveston College for the academic year. *Estimated charges paid to school. All other budget items are living costs and are not paid to the school.
2. EFC (Estimated Family Contribution) or SAI (Student Aid Index)
   The amount listed on the Offer Letter is what the family is expected to contribute financially to the student’s cost of attendance (including living expenses) during the budget duration. If you are considered an independent student (parents’ information is not required on the FAFSA®), the family contribution is only from the student’s resources.
3. Aid Offered
   This is the total estimated aid you are scheduled to receive based on full-time enrollment.
4. Remaining Need
   This is your remaining financial need after subtracting the estimated financial aid.

In certain cases, the Financial Aid Office may be able to adjust your cost of attendance to accommodate additional expenses. These expenses may include childcare expenses, additional allowances for supplies that are higher than the included amount in the current cost of attendance, one-time computer purchase, professional licensing expenses, etc.  These adjustments are considered on a case-by- case basis and will require appropriate documentation to justify the change. Complete the Request for Change to Cost of Attendance online. 

HOW YOUR EXPECTED NEED IS DETERMINED

Your expected financial need is the difference between the Cost of Attendance (COA) at Galveston College and the Expected Family Contribution (EFC) or Student Aid Index (SAI). The COA is determined by Galveston College and includes tuition, fees, books, supplies, housing, food, transportation and miscellaneous expenses. Your EFC or SAI is determined by a government formula that is applied against your family’s income and assets as reported on the FAFSA. By subtracting the EFC or SAI from the COA, estimated financial need is determined.

DEFINITIONS

Tuition and Fees — For purposes of financial aid, tuition is based on full-time (15 hours) enrollment. The actual costs that a student incurs will vary depending on the student’s degree or certificate program and residency.

Books and Supplies - Books and Supply costs are estimated based on average expenses.

Housing and Food — A reasonable estimate of what it would cost to live in the Galveston area while attending school. Actual costs may vary by individual choices related to location and circumstances.

Transportation — The transportation allowance is based on an average 

Personal and Misc. — A reasonable estimate of personal living expenses during the enrollment period. Actual expenses will vary.

All financial aid awards are subject to adjustment based upon the availability of funds, enrollment status or intensity, any Other Financial Assistance that one might receive, changes in information, and being in compliance with the Galveston College Satisfactory Academic Progress (SAP) requirements for receiving Financial Aid. Offers are automatically canceled if any false representation has been made. Estimated funds that are scheduled to be disbursed are listed by type, amount, and semester.

CHANGE IN YOUR INFORMATION

Awards are based on the information provided on your application for aid, the FAFSA. You must promptly report, in writing, any change to that information to the Financial Aid Office.

ENROLLMENT STATUS/CLASS ATTENDANCE

Federal regulations require that your enrollment status and class attendance be verified prior to your receipt of aid.

REFUND DISBURSEMENT OPTIONS

Galveston College offers students two options for receiving tuition refunds or financial aid refunds:  Checks – Checks are mailed if the student does not sign up for direct deposits (ACH). A check will be mailed to the name and address on file on the student myGC account 10-14 business days after the refund is posted to the student.   Direct Deposit (ACH) E-Check to a bank account – funds are available 5-7 business days after the disbursement date posted in the student myGC account. A change in Banking Information or closed banking accounts could delay the direct deposit refund and could result in a paper check to be mailed.

REFUND AND REPAYMENT

Students who register, then withdraw, drop-out, expelled or receive the grade of AWN for non-attendance are subject to Federal Refund and Repayment Policy, as well as Galveston College policies found in the college catalog.

ENROLLMENT STATUS (2023-2024 and Prior Years)

Enrollment Status is determined on the 12th class day (census date or the date funds are applied to student accounts) and is defined as follows:

• Full-time 12 or more hours
• Three-quarter time 11-9 semester hours
• Half-time- 8-6 semester hours
• Less that half-time- 5-1 semester hours

ENROLLMENT INTENSITY (2024-2025 and Beyond) 

FINANCIAL AID DISCLAIMER

Students must be enrolled as a regular student in courses that count towards their active eligible degree or certificate program. Pre-plans are not considered eligible programs. Other courses, including prerequisites, cannot be used to determine enrollment status or intensity unless they are required remedial courses.

DISBURSEMENT OF FUNDS

• (A) Charging Your Expenses
  If awarded, you may charge tuition and fees to your Pell Grant, Direct Federal
  Loans, other grants and certain scholarships at the time of registration. You may also charge books and supplies during the period of time designated by the College- usually for one week before the 1st day of class through the 1st 2 weeks of classes. Students wishing to charge their books/supplies must bring a student ID and current schedule.
• (B) Debts
  Any debt owed by you to Galveston College will be deducted from any Estimated Financial Assistance, except Federal Work-Study or Texas Work-Study, that you are scheduled to receive before a refund is sent.
• (C) Financial Aid Checks
  Before any refund is released, your eligibility, including enrollment status or intensity, must be verified. Work-study payments are the exception to this rule.

**Since Federal Direct loan funds are sent after the Master Promissory and Entrance Counseling are completed and sent electronically to Galveston College, the actual release dates may vary.

PLEASE UPDATE YOUR MAILING ADDRESS IN YOUR WHITECAPS PORTAL to eliminate mailing delays of your refund . 

STUDENT FINANCIAL AID PROCEDURES

• (A) Under Federal policy, only 30 hours of noncredit/ developmental course work can be taken into account when determining a student’s enrollment status and cost of attendance for financial aid eligibility.
• (B) Students who have defaulted on a federal loan or owe a refund on a federal grant may not receive official academic transcripts until they have been consulted by a Financial Aid representative on options to bring their loan(s) current
• (C) All documents submitted in support of your financial aid become the property of Galveston College and cannot be returned to you. Please make copies before you submit them.

MULTIPLE AWARDING OF FINANCIAL AID

It is against federal regulation for a student to receive federal aid at more than one institution during the same enrollment period.

DISBURSEMENT OF STUDENT LOANS

• Loans must be released in two or more disbursements.
• No check will be released prior to the census date.
• First-time borrower’s loans will not be disbursed to Galveston College until 30 days after the first day of class.
• According to Federal guidelines, Galveston College has 14 business days to distribute refund checks to the student from the disbursement date.
• Only hours competed at Galveston College will be taken in to consideration to determine grade level loan eligibility.
• The Master Promissory Note and Loan Entrance Counseling must be completed before funds are releases to Galveston College.
• The disbursement date is the date the loan is scheduled to send the funds to Galveston College. Funds are not released until eligibility is confirmed.

Special Circumstance

Students and/or their families are considered to have special circumstances when the FAFSA may not accurately reflect their current financial situation. The FAFSA requests tax information that is two years old. Financial circumstances may change from when the taxes were filed to the present day. In these cases, a request for a special circumstance review may be made. The Financial Aid Office will review special circumstances on a case-by-case basis to determine if adjustments can be made to FAFSA data elements to reflect the student and/or their family’s current financial situation.

 Special circumstances can include loss of income due to:

· Job termination or reduction in hours
· Divorce or separation after completion of the FAFSA
· Death of a parent or spouse after completion of the FAFSA
· Loss or reduction of untaxed income or benefits
· Reduced earnings due to a natural disaster or disability
· Unusual medical or dental expenses not covered by insurance
· Dependent care expenses

How to Request a Special Circumstance Review
To request a special circumstances review, the student must first complete the FAFSA for the relevant aid year. After completing the FAFSA, the Special Circumstances Form must be completed and returned to the Financial Aid Office with the appropriate documentation attached. It is recommended that requests be submitted along with all required documentation at least two weeks before the end of the term.

Adjustments to Cost of Attendance

All students are given a cost of attendance (COA) for financial aid purposes. The COA includes direct costs such as tuition and fees and indirect costs such as living expenses (housing and food) and transportation. Financial aid offers cannot exceed the student’s COA. In some situations, the Financial Aid Office can adjust the COA so the student may receive additional financial aid. Requests for COA adjustments are reviewed on a case-by-case basis. Reasons for adjustments can include:

· Childcare expenses
· Computer Purchase
· Increased costs for housing and food
· Student disability related expenses
· Additional required educational expenses

Adjustments cannot be considered for consumer debt, such as credit card debt or the purchase of a car.

Special circumstance reviews and adjustments to the cost of attendance do not guarantee that a student will be eligible for additional financial aid. If changes are made to the student’s financial aid offer, a revised notification will be sent to the student’s Whitecaps email.

Unusual Circumstance 

A set of questions on the Free Application for Federal Student Aid (FAFSA) determines whether a student is classified as dependent or independent. Students who are classified as dependent are required to report parental information. Even though a student may be classified as dependent on the FAFSA, unusual circumstances may prevent the student from including parent information.  Financial aid administrators may exercise professional judgment and classify dependent students as independent when certain conditions exist. An independent classification allows a student to be evaluated for financial aid based solely on student data elements provided on the FAFSA.

Unusual Circumstances are reviewed on a case-by-case basis. An unusual circumstance may include parental abandonment, an abusive family environment, or parent incarceration.  An unusual circumstance does not include the parents’ refusal to contribute to the student’s education, the parent’s unwillingness to provide information on the FAFSA or for verification, not claiming the student as dependent for income tax purposes, or the student demonstrating total self-sufficiency. 

1. Complete the FAFSA, and if you cannot answer “yes” to any of the dependency questions, select the “I am unable to provide information about my parent(s)” option.  Next, choose the option that says you have an unusual circumstance.

2. Complete the Dependency  Form online and attach the required supporting documentation.  Documentation is critical to the process.

Along with the form, the student must submit the following:

· A personal statement that is signed and dated by the student that addresses the following: a detailed explanation of your current relationship with each of your parents, what led to the relationship status, the date on which you last spoke to your parents, how you are supporting yourself, and information about where you are living now; AND

· Supporting documentation (examples: death certificate, a medical statement indicating parent is institutionalized, legal paperwork of incarceration, protection/restraining order); OR

· If you do not have supporting documentation, submit two signed and dated letters written on official letterhead from two different professionals (such as a counselor, minister, attorney, social worker, etc.) that verify the family circumstances you described in your statement.  The letters must address your relationship with both parents.  

Once the Financial Aid Office receives the Unusual Circumstance Form and required documentation, it will be reviewed.  A final determination of dependency status will be made as soon as practicable but no later than 10 days after the form is received. The final decision will be emailed to the student’s Whitecaps email. Any student who receives an approved Unusual Circumstance appeal will be classified as independent for each subsequent award year at Galveston College unless the student informs the Financial Aid Office of a change in circumstances or conflicting information regarding dependency is found.

Unaccompanied Homeless Youth 

Unaccompanied youths who are homeless or at risk of homelessness are not required to provide parental information on the FAFSA. Students who do not already have a homeless determination may request one be made by the Financial Aid Office. All requests will be viewed on a case-by-case basis. Upon request, students may be required to provide the Financial Aid Office with documentation to verify their status.

1. The student must complete the FAFSA and, on the application, select “yes” on the “Student Homelessness Filter Question.” If a student already has a determination, the student would choose by whom the decision was made.  If the student does not have a determination, the student will select “None of the above.”  Students who choose “None of the above” indicate that a homeless determination is needed.

2. After completing the FAFSA, if requested, the student must complete the Homeless Independent Request  online. If a student cannot obtain documentation, the student should contact the Financial Aid Office for further guidance.

Once the Financial Aid Office receives the form and required documentation, it will be reviewed.  A final determination on homelessness will be made within 10 business days.  The final decision will be emailed to the student’s Whitecaps email.  Any student who receives a homeless determination will be considered independent for each subsequent award year at Galveston College unless the student informs the Financial Aid Office of a change in circumstances or conflicting information regarding the homeless determination is found.

Galveston College, in partnership with the Texas Book Company, has launched a program designed to lower cost and increase access to required digital course materials for participating classes before the first day of class. This program is an institution-wide response to the increasing number of students who lack access to required course material due to cost. This program makes getting digital textbooks easier on students, which will ultimately improve their success at Galveston College. Inclusive Access is estimated to reduce the cost of traditional textbook purchases by an average of 10 to 50% and provide them by the first day of class.

The cost of the required digital course materials will be charged at the time of course registration. If the student does not wish to participate in Inclusive Access for any or all courses, they have up to the census day to opt out of Inclusive Access. If the student opts out, the online content will be turned off and the course fee amount will be removed from the account. Instructions to opt out will be sent via email to the students Whitecaps email or contact the Texas Book Company directly at (409) 944-1259.

What is Galveston College School Code?

The school code is 004972.

Do I have to reapply for financial aid every year?

Yes. You are required to reapply for financial aid every year if you want to be considered for federal or state aid which includes grants, loans, and work-study. The Free Application for Federal Student Aid (FAFSA(R)) is released every October 1st for students/parents to complete.

I have received an outside scholarship. Should I report it to the Financial Aid Office?

Yes. If you are receiving any kind of outside scholarship from any agency, you must notify the Financial Aid Office. You can have the agency mail the checks to the Financial Aid Office. Please make sure that your name and GC ID Number is on the check.

NOTE: The Financial Aid Office may adjust your financial aid package as needed to prevent an over award. In most cases, outside scholarships are used to replace loans instead of grants.

Will my eligibility for financial aid change if I change my enrollment status or intenisty?

Yes. If you change the number of credit hours for which you are enrolled, your eligibility could change. You should contact the Financial Aid Office to discuss how it may affect your eligibility for financial aid.

What is the difference between disbursement date and refund date?

Disbursement date is the date when funds are expected to be posted to a student’s account to cover tuition, fees, and books. The refund date is the date the refunds are sent to students.

NOTE: Please make sure that your address is up to date with the Admissions Office.

Does Galveston College offer direct deposit?

Yes, Galveston College offers students two options for receiving tuition refunds or financial aid refunds:  Checks – Checks are mailed if the student does not sign up for direct deposits (ACH). A check will be mailed to the name and address on file on the student myGC account 10-14 business days after the refund is posted to the student.   Direct Deposit (ACH) E-Check to a bank account – funds are available 5-7 business days after the disbursement date posted in the student myGC account. A change in Banking Information or closed banking accounts could delay the direct deposit refund and could result in a paper check to be mailed.

What is a “Census Date”?

The Financial Aid census date is the date that a student’s enrollment is considered “locked” by the Financial Aid Office. The census date enables the Financial Aid Office to correctly make a calculation to a student’s financial aid, especially their Pell Grant award.

What is the difference between the Financial Aid Office and the Business Office?

The two offices have separate administrative functions. The Financial Aid Office determines eligibility for grants, scholarships, loans, work-study, and other financial aid and college financing programs. The Business Office is responsible for all billing, collecting of applicable charges, issuing student refunds, and 1098-T Forms.

I am enrolled in 15 credits, of which 6 credits are not required for my degree program. Will my financial aid be disbursed?

Yes, but your financial aid will be adjusted to only pay for 9 credits for which you are eligible, and that go toward your degree program.

NOTE: If you have a financial aid refund, you can authorize this refund to pay for the 6 credits that are not required for your degree.