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.
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” (R2T4) 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 R2T4 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. When an R2T4 calculation results in a credit balance, the credit balance will be disbursed as soon as possible and no later than 14 days after the R2T4 calculation. If it is determined through a R2T4 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. Students who are eligible for a direct loan post-withdrawal disbursement will be notified, within 30 days of their R2T4 calculation, of their eligibility. Students will be given 14 days to respond whether they will accept or decline the funds.
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)
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.
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.
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.
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.
Moraine Valley Community College Satisfactory Academic Progress Policy
All students at Moraine Valley Community College who receive federal financial aid must make satisfactory academic progress (SAP) toward completion of their degrees/certificates at the end of each period of enrollment.
This policy applies to the Federal Pell Grant, Supplemental Educational Opportunity Grant (SEOG), Work Study, Direct Loans, Stafford Loan, Parent Plus Loans, Illinois Monetary Award Program (MAP), and military Veterans’ benefits. The U.S. Department of Education requires a policy to use both the qualitative (GPA) and quantitative (Completion Percentage) criteria when measuring SAP.
MVCC reviews SAP at the end of each payment period and has approved the following standards defining SAP in accordance with regulations issued by the U.S. Department of Education.
- Cumulative GPA is a minimum 2.00 or higher and;
- Cumulative completion rate is a minimum 67% or higher and;
- Completion of program within 150 percent maximum timeframe allowed.
The following are various types of SAP statuses assigned to students applying and receiving Title IV funding. All courses earned at MVCC and transferred into a student’s program are used when determining SAP statuses, including credits earned while not receiving Title IV funding.
Eligible SAP Statuses:
- Satisfactory is assigned to students who are meeting the following criteria:
- Cumulative GPA is a minimum 2.00 or higher and;
- Cumulative completion rate is a minimum of 67% or higher and;
- Completion of program within 150 percent maximum timeframe allowed.
- Warning - When students do not meet the cumulative GPA and/or completion percentage requirement(s) portions of SAP standards, they are placed on warning and notified accordingly. Students remain on warning until the next time SAP is reviewed, which is the next payment period. During the warning period, students remain eligible for federal financial aid for one payment period only.
Eligible SAP Statuses with Conditions:
- Probation - Assigned to whom have appealed and approved, placed on probation, and are eligible for Title IV funds, must meet SAP standards at the end of the subsequent payment period.
- Academic Plans - Plans are created to address students who are affected by GPA, rate of completion, or both. Students who agree and continue to meet plan requirements are eligible for Title IV funds. If at any time while on the plan, the students do not meet the conditions at the end of a payment period, they return to the suspension/termination status thus making them ineligible to receive Title IV funds for the upcoming payment period.
- GPA Plans - To qualify, students must have a completion rate of 67% and a cumulative GPA less than a 2.00. This plan is structured to assist students with raising their cumulative GPA to a minimum 2.00 while maintaining their completion rate of 67%.
- Pace Plans - To qualify, students must have a minimum cumulative GPA of 2.00 and have a completion rate less than 67%. This plan is structured to assist students with raising their completion rate while maintaining a cumulative GPA of 2.00.
- Pace/GPA Plans - To qualify, students must have a completion rate less than 67% and a cumulative GPA less than 2.00. This plan is structured to assist students with raising their completion rate and cumulative GPA of 2.00 to meet SAP standards.
Please Note: Course withdrawals directly affect the quantitative progress (pace) of a student’s satisfactory academic progress as it lowers a student’s completion rate; yet a course withdrawal will not affect the qualitative progress (GPA) of a student’s satisfactory academic progress.
Ineligible SAP Statuses
- Suspension/Termination – The second term following Warning status when students do not meet one/all the criteria below; are ineligible for federal financial aid and are notified accordingly. Students have the option to appeal their termination.
- Cumulative GPA is less than 2.00 and/or;
- Cumulative completion rate is less than 67%
- Maximum Timeframe Completion - Each payment period SAP will be calculated to see if it is mathematically possible for students to complete their program and graduate within the maximum timeframe allowed. If at any point it is determined that the students cannot complete their program (i.e. graduate) within the maximum timeframe, that students become ineligible for Title IV funds. No warning or probation period is allowed.
The maximum timeframe for the completion of a degree/certificate program is defined as no more than 150 percent of the normal timeframe required to complete the degree program. For an undergraduate program, this is measured in credit hours. For example, a normal two-year degree program requires 62 credits to complete (graduate). Students must complete the degree within 93 hours in order to remain eligible for Title IV funding.
Please Note: Coursework that transfers into an eligible program will be included in a student’s credit hours attempted and completed.
Students can appeal maximum timeframe if they are (12) twelve credit hours or less from completing their degree and (6) six credit hours or less from completing their certificate. Students must have an academic plan proving the number credit hours needed. Students who are approved for an extension will be placed on the following internal statuses:
- Students who are in need of one additional term
- Students who are in need of a second additional term.
Students who previously were on Warning, Probation, Suspension/Termination, or an Academic Plan status will return to a SATISFACTORY status if the following conditions are met:
- Cumulative GPA equals 2.00 or higher and;
- Cumulative Completion Rate equals 67% or higher and;
- Completion of program within 150 percent maximum timeframe allowed.
If the above conditions are not met, students will be TERMINATED and no longer eligible to receive Title IV funds for the upcoming payment period. Students may resubmit an appeal or pay for courses out of pocket until they have met SAP requirements.
The Following Categories Will Be Calculated as Follows:
- Students are only allowed to repeat courses to replace previously passed courses one (1) time and receive Title IV funds. When evaluating SAP, both attempts will be calculated in the student’s GPA, attempted and completed (if applicable) credits. This repeat policy applies to all courses whether or not financial aid was utilized.
- Students may be paid for repeatedly failing the same course (normal SAP policy still applies to such cases). If students withdraw before completing the course that they are being paid Title IV funds for retaking, the course is not counted as their one allowed retake for that course. However, if students passed a class once and are repaid for retaking it but fail the second time, the failure counts as their paid retake and they may not be paid for retaking the class a third time.
Courses That Were Academically Forgiven
Schools are not allowed to ignore hours attempted, hours completed or earned grades on coursework applicable to the student’s program of study from previously enrolled periods. All courses will be included in the GPA, attempted, and completed SAP calculations.
When students do not complete all course requirements by the end of their enrollment payment periods, some instructors may assign a temporary grade of (I) for incomplete. In these cases, instructors assign traditional grades after the students complete the course requirements. Incomplete grades may inaccurately reflect a students’ GPA and/or pace. Incomplete grades are not considered passing grades and will be counted in SAP calculations for attempted credits as unsuccessful completion; however, these grades will not affect students’ GPA until the final grade is recorded. The students’ SAP will be updated and recalculated to include the new grade. Should the new calculation make the students ineligible for Title IV funds and aid has been disbursed; the students will be responsible for all aid and balances incurred. All future disbursements will be cancelled.
Transfer credits accepted toward the students’ program from another institution will be counted in both attempted and completed in a student's SAP evaluation.
When a grade change occurs, the Registrar will notify the Financial Aid office of such change. The students’ SAP will be updated and recalculated to reflect the changed grade for that term. Should the new calculation make the students ineligible for financial aid and aid has been disbursed; the students will be responsible for all aid and balances incurred. All future disbursements will be cancelled.
Audit and Remedial Courses
Audit - Audited classes are not considered "financial aid eligible"; therefore, they count neither as hours attempted or completed.
Remedial coursework are considered "financial aid eligible"; therefore, they are counted as attempted and completed hours, and included in the students’ GPA whether they are completed successfully or unsuccessfully.
*Students are limited to 30 credit hours attempted for remedial courses.
Students coursework earned at MVCC on a Consortium agreement will be evaluated using this SAP policy.
Second Degrees/Certificates (SAP Reset)
Students seeking consecutive degrees/certificates are monitored like any other students under this policy. A new SAP calculation is performed for the new program of study to determine eligibility. Any credits earned at MVCC from prior program that meet requirements in the new program will be counted in the students’ GPA, attempted and completed credit hours. Any transfer hours that meet requirements in the new program will be treated as transfer credits.
Students not meeting SAP requirements have the option to appeal their suspension/termination of financial aid. It is the responsibility of the students to initiate any appeal. Students must submit their appeal between the dates noted on the appeal form to be considered for the appropriate term. Removal of an academic restriction by Admissions, Registration, Counseling & Career Development, or another
MVCC office does not constitute reinstatement of federal aid eligibility. All appeal decisions are final. If students choose not to submit an appeal or the appeal is denied, they can reestablish eligibility for Title IV funds by paying for courses out of pocket until they are in compliance with SAP requirements.
Please note: Sitting out for an enrollment period(s) is not sufficient to re-establish eligibility for Title IV aid.
Appeals are based on a documentable extenuating circumstances impacting academic performance. Extenuating circumstances are considered to be past events that are no longer barriers to prevent academic progress. The appeal application must support how the students are now in a position to be academically successful.
Appeals will not be granted for the repeated circumstances. For example, an appeal can be granted due to a medical issue (back surgery in 2010) placing the students on probation or an academic plan. If students are placed on termination again, the same medical issue (back surgery in 2010) cannot be used as the basis for the appeal. The latter appeal must be based on a reason different from the first appeal.
Note: Circumstances related to the typical adjustment to college life such as working while attending school, financial issues related to paying bills and car maintenance/travel to campus are not considered as extenuating for purposes of appealing suspension/termination of financial aid.
Examples of extenuating circumstances to be considered for appeal:
- Serious illness or injury to students or immediate family member that required extended recovery time
- Death of an immediate family member
- Significant trauma in students’ life that impaired the students’ emotional and/or physical health
- Withdrawal due to military service
- Second degree or certificate
- Change of major
- Other unexpected circumstances beyond the control of the student
For this purpose, immediate family member is defined as (parent, spouse, sibling, and child, grandparent (step or in-law respectively).
Notifications to Students
Students receive the following notifications:
Warning letters alert students that although they remain eligible for Title IV funding, they
must return back to a satisfactory status at the end of the next payment period enrolled.
Suspension/Termination letters notify students that they are no longer eligible for Title IV funding as well as offer guidelines how to regain Title IV funding.
Warning Maximum Time
Warning maximum timeframe letters warn students who are at or reaching 120 percent maximum timeframe to meet with an academic advisor to determine how many credits remain to complete their program. This notice also alerts students that they must complete their program within 150 percent maximum timeframe.
Maximum timeframe letters notify students that they are no longer eligible to receive Title IV funding because they weren’t able to complete their program within 150 percent timeframe allowed.
Updated July 2022