Refund Policy

Students receiving Title IV funds (Federal Pell Grant, Federal SEOG, and Federal Direct Loans) and who withdraw from all of their classes (officially or unofficially) will be subject to Moraine Valley’s refund policy and the federal policy regarding the possible return of Title IV funds awarded to the student.

Moraine Valley’s refund policy related to student withdrawal states that in order to receive a tuition refund, it is the student’s responsibility to officially drop courses in the Registration Office, Building S, first floor. See the Tuition Refunds information on the Tuition and Fees page.

For more information about refunds, contact the Cashier’s Office at (708) 974-5715.

The federal refund policy states that the student may retain only the amount of aid that he/she has earned (as a result of the prorated amount of time the student has been in school for the semester). Any aid that is not earned must be returned back to its source. Funds should be returned in the following order: Unsubsidized Federal Stafford Loan, Subsidized Federal Stafford Loan, Federal PLUS Loan, Federal Pell Grant, Federal Supplemental Educational Opportunity Grant, and then other assistance under Title IV for which a return of funds is required. Some federal programs, such as grants, may have smaller amounts to be refunded based on the particular aid program and the student’s date of withdrawal. The student will be responsible for any tuition balance resulting from the refund(s). Further details and examples can be obtained in the Financial Aid Office, Building S, S107.

Return of Federal Funds Policy

Students who withdraw from coursework in a semester may be required to return a portion of the federal financial aid that had been applied to their account. The final amount of financial aid earned will be based on the period of time the student participated during the semester.

Students receiving federal funds who fully withdraw, either officially or unofficially, before the conclusion of the semester, are subject to a “Return of Title IV Aid” calculation established by the federal government. This calculation determines the portion of federal funds that were earned by the student up to the time of withdrawal. The withdrawal date (last date of attendance) will be determined by official withdrawal from classes by the student, or as reported by the instructor in cases of unofficial withdrawal. If the student withdraws beyond the 60% point in the semester, they are considered to have earned 100% of the federal financial aid they were scheduled to receive.

Students enrolled in classes that do not span the entire semester are considered withdrawn if, at the time of the withdrawal, they are not actively attending another class and have not provided written confirmation of anticipated return in the semester for a late start class.

Federal financial aid disbursed in excess of the earned amount must be returned to the federal government. The college will perform the “Return of Title IV Aid” calculation within 30 days of the date of determination that a student has completely withdrawn and return any unearned federal funds it is responsible for returning within 45 days of the date the school determined the student withdrew.

If the student previously received a refund from financial aid, which was to be used for education-related personal or housing expenses, they may be required to return a portion of those funds to the college. When the college returns a student’s unearned funds to the government, they will be billed for any balance due for any unearned refunds received or institutional charges that are now unpaid as a result of the return of federal funds.

If it is determined through a “Return of Title IV Aid” calculation that the Federal financial aid already disbursed to the student is less than the earned amount, the school will generate a post-withdrawal disbursement to the student no later than 45 days after the date of the school’s determination that the student withdrew.

Funds returned to the federal government based on the “Return of Title IV” Aid calculation referenced above, reduce the outstanding balances in individual federal aid programs. Federal financial aid returned by the student, the parent, or the college, are allocated in the following order:

  • Federal Unsubsidized Direct Loan
  • Federal Subsidized Direct Loan
  • Federal Direct Parent Loan (PLUS)
  • Federal Pell Grant
  • Federal Supplemental Educational Opportunity Grant (SEOG)
  • TEACH Grant

If financial aid is awarded after the conclusion of the semester, federal aid is awarded based on the courses completed for that semester.

Students receiving Federal financial aid and considering withdrawing from registered coursework are encouraged to make an appointment with a Financial Aid Expeditor to examine the implications to their financial aid.

Student Rights and Responsibilities

Rights

You have the right to ask Moraine Valley about the following:

  • the names of its accrediting or licensing organizations;
  • academic programs, instructional laboratories, physical facilities, and faculty;
  • the cost of attending and the refund policy;
  • financial assistance available, including information on all federal, state, private, and institutional
  • financial aid programs;
  • procedures and deadlines for submitting applications for financial aid;
  • criteria used to select financial aid recipients;
  • the procedure for determining financial need. The process includes how costs for tuition and fees, room and board, transportation, books and supplies, and personal and miscellaneous expenses are considered in the cost of education. It also includes what resources (parent/student contribution, assets, and other aid) are considered in calculating need;
  • how much financial need, as determined by the institution, has been met;
  • each type and amount of award in the financial aid package;
  • a reconsideration of the aid package if you believe an error has been made;
  • academic standards of progress—what they are and what happens when you are not in compliance;
    special facilities and services to persons with disabilities;
  • the interest rate on student loans, the total amount which must be repaid, the length of time required for repayment, the date of repayment, and any cancellation and deferment provisions which apply; and
  • information regarding a federal work-study job—the type of job, hours to be worked, duties, rate of pay, and when and how payment is made.

Responsibilities

You have the responsibility to do the following:

  • review and consider all information about the school’s program before enrolling;
  • pay special attention to the Free Application for Federal Student Aid, complete it accurately, and submit it on time to the correct address or via the Web. Errors can delay receipt of financial aid;
  • provide all additional documentation, verification, corrections and/or new information requested by either the Financial Aid Office or the agency to which the application has been submitted;
  • read, understand, and retain copies of all forms which have been signed;
  • comply with the provisions of any promissory note and all other agreements which have been signed;
  • notify the school of a change in name, address, or attendance status (half-time, three-quarter-time, or full-time). If you have a loan, the lender must also be notified of these changes;
  • perform the work agreed upon in a Federal Work-Study job in a satisfactory manner;
  • understand Moraine Valley’s refund policy; and know, understand, and comply with the Academic Standards of Progress for recipients of financial aid.

Student Loan Code of Conduct

All Moraine Valley Community College employees who are in any way responsible for the administration of student educational loans will adhere to the Moraine Valley Community College Student Loan Code of Conduct. This includes all Financial Aid staff, supervisors of Financial Aid Administrators, Cashier’s Office staff, and Accounting staff who deal with loans and anyone who otherwise has responsibility or authority or are involved in decision making regarding student loans.

Prohibition against remuneration to Moraine Valley

  • Moraine Valley will not solicit, accept or agree to accept anything of value from any lending institution, guarantee agency or servicer in exchange for any advantage or consideration provided by the Lending Institution related to its student loan activity. This prohibition covers, but is not limited to:
    • Revenue sharing agreements
    • Any computer hardware which Moraine Valley pays below market prices
    • Any computer software used to manage loans unless the software can manage disbursements from all lenders
  • This does not prevent Moraine Valley from soliciting, accepting or agreeing to favorable terms and conditions where the benefit is made directly to student borrowers.

Prohibition against remuneration to Moraine Valley Employees

  • Moraine Valley will require and enforce that no officer, trustee, employee or agent of the college will accept anything more than a nominal value on his or her own behalf or on behalf of another during any 12-month period from, or on behalf of any lending institution, guarantee agency or servicer.
  • This prohibition will include, but not be limited to a ban on any payment or reimbursement from any lending institution, guarantee agency or servicer to college employees for lodging, meals or travel to conferences or training seminars.
  • This does not preclude any officer, trustee, employee or agent of the college from receiving compensation for conducting non-college business with a lending institution, guarantee agency or servicer or from accepting compensation that is offered to the general public.
  • This prohibition does not prevent the college from holding membership in any non-profit professional associations.

Ban on gifts

  • No Moraine Valley employee or officer involved in the affairs of the college’s financial aid office shall solicit or accept any gift from a lender, guarantor or servicer of education loans.
  • Gifts are defined, but not limited to:
    • Any type of gratuity, favor, discount, entertainment, hospitality, loan, or other item having more than a token monetary value. The term includes a gift of services, transportation, lodging, or meals, whether provided in kind, by the purchase of a ticket, payment in advance or reimbursement after the expense has been incurred.

The following items are not to be considered to be gifts:

  • Exit counseling services provided to borrowers to meet Moraine Valley’s responsibilities for exit counseling as required by law as long as:
    • Moraine Valley staff are in control of the counseling (and)
    • Such counseling does not promote the products or services of any specific lender.
  • Philanthropic contributions that are unrelated to education loans or any contribution not made in exchange for any advantage related to education loans.
  • State education grants, scholarships, or financial aid funds administered by on behalf of a state.

Ban on gifts to family members

  • Gifts to family members of any officer, trustee, or college employee will be considered a gift to any officer, trustee, or college employee if:
    • The gift is given with the knowledge and acquiescence of the officer, trustee, or college employee (and)
    • The officer, trustee, or college employee has reason to believe the gift was given because of the official position of said officer, trustee, or college employee.

Limits of college employees participating on lender advisory boards

  • Moraine Valley will require and enforce that no officer, trustee, or employee of the college receive any remuneration for serving as a member or participant of an advisory board for any lending institution, guarantee agency or servicer nor receive any reimbursement of expenses from said participation.
  • This does not preclude any officer, trustee, or employee from participating on any lender advisory board that are unrelated to student loans.
  • This does not preclude any Moraine Valley employee not involved in the affairs of the college’s financial aid office from serving on the Board of Directors of a publicly traded or privately held company.

Contracting arrangements prohibited

  • Any officer, trustee, or employee is prohibited from accepting any payments of any kind from a lender in exchange for any type of consulting services related to educational loans.
    • This does not prevent anyone else in the college who has nothing to do with student loans from entering into these agreements.
    • This does not prevent anyone not employed in the Financial Aid Office that has some responsibility for student loans from entering into these agreements if that individual, in writing, excuses him or herself from any decision regarding educational loans.
    • This does not prevent anyone from serving on a Board of Directors or trustee of an institution if the individual excuses him or herself from any decision regarding educational loans.

Revenue sharing agreements prohibited

  • Moraine Valley will not enter into any revenue-sharing agreement where:
    • A lender provides or issues a loan that is made, insured, or guaranteed under this title to students attending the institution or to the families of such students; and
    • Where Moraine Valley recommends the lender and, in exchange the lender, pays a fee or provides other material benefits.

Prohibition on offers of funds for private loans

  • Moraine Valley will not request or accept any agreement or offer of funds for private loans in exchange for concessions or promises of:
    • A specified number of loans made, insured or guaranteed
    • A specified loan volume
    • A preferred lender arrangement

Ban on staffing assistance

  • Moraine Valley will not request or accept from any lender any assistance with Financial Aid Office staffing. This does not include:
    • Professional development training for financial aid administrators
    • Educational counseling materials, financial literacy materials, or debt management materials to borrowers, provided that such materials disclose to borrowers the identification of any lender that assisted in preparing or providing such materials.
    • Staffing services on a short-term, nonrecurring basis to assist the institution with financial aid-related functions during emergencies, including state declared or federally declared natural disasters.

Interaction with borrowers

  • Moraine Valley participation in the Federal Family Educational Loan Program and all student and parent borrowers are packaged under that program. In respect to alternative loans:
    • Moraine Valley will not, for any first-time borrower, assign through award packaging or other methods the borrower’s loan to a particular lender.
    • Moraine Valley will not refuse to certify or delay certification of any loan based on the borrower’s selection of a particular lender or guaranty agency.

Satisfactory Academic Progress

To ensure continued use of financial aid, understanding how to maintain your eligibility is a top priority. Failure to take corrective action to protect your financial aid eligibility may result in the loss of your aid for the subsequent term(s).

According to federal and state guidelines, students must maintain satisfactory academic progress at the end of each term to be eligible to receive financial aid.

Moraine Valley Community College has established the following standards of satisfactory academic progress for students receiving federal and state financial aid.

  • Grade Point Average (Qualitative) standard
    Students must maintain a 2.0 or higher cumulative GPA (When repeating a course, the first course taken and courses in which students receive W (withdrawal) or I (incomplete) are not included in the GPA calculation.) To estimate your GPA, use the GPA Calculator.
  • Completion Rate (Quantitative) standard
    Students must earn credit for at least 67 percent of the cumulative credit hours enrolled (Completion rate is calculated by dividing credit hours successfully completed by credit hours attempted at Moraine Valley. For repeated courses, the first course taken is not added into hours completed. Successfully completed courses are courses where a student earns a grade of A, B, C, or D; grades of I, W or F are not considered successful completion.)To estimate your Completion Rate, use the Completion Rate Calculator.
  • Maximum Time Frame standard
    Eligibility for financial aid is suspended once the student attempts over 150 percent of the credit hours required to complete the student’s program. For example, if a student is enrolled in a 62-credit-hour degree program, financial aid will be suspended once the student has attempted more than 93 credit hours. (See below for a definition of credit hours attempted.)

Credit hours attempted include developmental and remedial courses and transfer credit from another institution. “F” grades can be forgiven for the student’s transferrable GPA. However, the “F” forgiveness policy does not pertain to financial aid. Therefore, ALL credit hours resulting in an “F” grade are included as credit hours attempted and are included in the financial aid GPA. “F” grades do not result in the awarding of college credit and credit hours that result in an “F” grade are not included in credit hours successfully completed.

Federal regulations require that the standards of satisfactory academic progress for recipients of financial aid be applied to a student’s entire academic performance at Moraine Valley regardless of whether or not financial aid has previously been received.

Student records will be reviewed at the end of each semester, including the summer session. If a student fails to meet the standards of academic progress he/she will be placed in one of the following categories:

  • Warning: The first time a student fails to maintain a minimum cumulative GPA of 2.0 and/or has earned less than 67 percent of the hours attempted. (Students placed on warning are still eligible to receive financial aid for the following semester and remain on warning permanently unless the student’s status changes to suspension).
  • Suspension: The second time a student fails to achieve a cumulative GPA of 2.0 and/or has earned less than 67 percent of the hours attempted. (Students placed on suspension are ineligible for any federal or state aid.)
  • Probation: A student will be placed on probation if their financial aid appeal is approved by the Financial Aid Appeals Committee.

Students applying for a Direct Loan (subsidized or unsubsidized) must have at least a cumulative 2.0 GPA for the loan to be disbursed. There is no probationary period or appeal procedure for student borrowers.

Academic Progress Procedure For Appeal And Reinstatement

  • Reinstatement of financial aid eligibility can occur after classes have been taken at the student’s own expense, a minimum 2.0 GPA has been achieved, and the required 67 percent completion rate has been attained.
  • If a student’s lack of achievement was caused by extenuating circumstances, students may submit an appeal with proper documentation to the Financial Aid Office. Please contact the Financial Aid Office at (708) 974-5726 to schedule an appointment to begin the appeal process. (Extenuating circumstances may include an illness, accident, death of a family member, or an unavoidable circumstance. Appropriate documentation must be included with the appeal otherwise it will be denied.)