Financial Aid Policies and Procedures

 

01 - Introduction

 

The American University for Science and Technology is a (501)(C)(3) Public Charity Organization that does not receive Title IV aid funding or MGI Bill benefits while applies  Self-Funded Financial Aid programs stem from a belief that student aid services should facilitate and foster the successful academic participation of financially needy students

 

As part of its commitment to help students have a positive university experience, the university provides this information to help students better understand their relationship with AUSTC self-funded financial aid.

 

It is the goal of the Financial Aid Office to provide students with the most current policy information affecting their financial aid while at The American University for Science and Technology. Accordingly, as regulations change or university practices evolve, this policy will be updated.

 

 

02 - Minimum Academic Year Definition

 

Academic programs offered at The American University for Science and Technology are calculated in units and measured by semesters, even though students may speed up through early completion and continue with additional subjects either to catch previously missed or cut future requirements towards graduation.

 

03 – Financial Aid Programs Offered

 

In addition to AUSTC’s commitment to apply low cost tuition which is usually about 50% of regularly applied at for profit post-secondary facilities, AUSTC develops customized financial-aid packages based on student’s qualifications, financial need, and the availability of allocated funds. Every student package may include any or a combination of the following major financial aid programs:

  • Gift aid does not require repayment and is divided into three categories:

     

    • Grants (which recognize financial need)

     

    • Scholarship and Awards (which recognize academic merit, special talents, or other achievements)

     

    • Interest free payment plan

     

  • Loans must be repaid (usually after graduation) and may be from private lenders or university allocated funds when available.

 

  • Work-study allows students to earn money for college expenses while gaining valuable skills - often in their intended field.

 

 

04 - Ability to Benefit (ATB)

 

Any student who has not graduated from high school or received a GED and would like to join AUSTC undergraduate degree programs must demonstrate an ability to benefit from university enrolment. The American University for Science and Technology’s Assessment Center will guide students through the process which must be completed before the student can be admitted.

 

05 - Packaging Policy

 

When a student applies for financial aid, the funds will usually come from more than one account allocation in AUSTC budget where some of them are donations and controlled funds and others are planned financial aid policy self-funded allocations. This combination of allocation resources is referred to as packaging. All financial aid attempts are always subject to availability of budget allocated funds.

 

06 - Available Financial Aid Sources

 

Every institution has the option of which kind of financial aid programs to offer to its students. The American University for Science and Technology is currently follows self- funded allocations.

  • Unrestricted Community Charitable Donations’ Fund (UCCDF) which is a community donation without donors’ conditions to be spent in a specific activity, and are allocated to support students’ financial aid.

  • Restricted Community Charitable Donations’ Fund (RCCDF) which is a community donation restricted by donors to be spent for students’ financial aid.

  • AUSTC Charitable Commitment, which is a case by case award of budget funded scholarships, awards or waiver.  

  • Work-Study Program (WS)

  • Private Lenders’ Loans

 

07 - Definition of Financial Need

 

Student financial aid is packaged (given financial aid from several of the programs for which a student is eligible) based on the student’s financial need. Financial need is determined by a student’s Expected Family Contribution (EFC) as compared to The American University for Science and Technology’s Cost of Attendance (COA).

AUSTC defines the neediest students as those whose EFC = $0.

 

08.01 - Resources Included in Award Packaging

 

Financial aid packages are awarded as 25% up to 75% of tuition after deduction of credit transfer if any, and are funded from the following resources:

  1. Restricted Community Charitable Donations’ Fund (RCCDF) while allocated funds are available and are granted on first come first served.

 

  1. Unrestricted Community Charitable Donations’ Fund (UCCDF) while allocated funds are available and are granted on first come first served.

  2. AUSTC Self-Funded Institutional Aid which is awarded to those students who qualify for the financial assistance while allocated RCCDF and UCCDF allocations are given away to other qualified students as described above.

 

The above listed resources may be utilized together as an award packing to serve the largest possible number of qualified students.

 

08.02 - Resources Not Included in Award Packaging

 

The American University for Science and Technology’s financial aid packaging does not include loans (student, parent, or alternative). Information about our loan program is provided upon request.


The American University for Science and Technology is a 4-year or more postsecondary facility; students should note that loans are limited to lenders’ conditions and amounts. Cost of attendance as shown on student’s enrollment agreement is the only considered value for loan amount purposes.


The American University for Science and Technology does not include Work-Study Program (WS) in the initial financial aid package. Eligible students are awarded WS funds on a first come, first served basis. The American University for Science and Technology allocates a limited amount of this type of fund.


The American University for Science and Technology does not include the Academic Competitiveness Grant (ACG) in the student's initial financial aid package. This is awarded to students on an individual basis after reviewing their eligibility.

 

09 - Verification Policy

 

09.09.01 - Verification Process

 

Each year AUSTC financial aid office designates financial aid recipients whose documentation will be verified. The American University for Science and Technology financial aid verification committee verifies every identified file as part of its own verification process. Financial aid recipients' files are verified all year using the same format of verification worksheet designed by The Department of Education.

 

09.02 - Verification Documentation

 

A dependent student is required to provide copies of the student’s signed Federal parent’s tax return as well as the student’s signed Federal personal tax return. An independent student is required to provide the student’s signed Federal personal tax return and that of the student’s spouse, if the student is married. If prepared by a tax preparer the student and/or parents must sign the tax document.


The American University for Science and Technology, when possible, will attempt to gather income information from the parents of dependent students who reside out-of-the-country.

 

09.03 - Secondary Verification

 

The American University for Science and Technology uses a secondary verification process specific to the campus. For example, the University verifies all students who answer yes to the question “Are you a ward of the court?” If a student is independent only because they answered yes to this question, then the University will require documentation to support this.

 

09.04 - Eligibility Changes Resulting from Verification

 

If the verification process results in a change of a student’s financial aid eligibility, The American University for Science and Technology repackages the student for financial aid based on their new eligibility status and notifies the student with a new award letter.


Corrections are made in the Local Financial Aid System and sent a hard copy to Registrar’s office and Central Records Area for processing and documentation. Students are notified of corrections through receipt of an acknowledgement form from student’s financial aid office.

 

10 - Eligibility Issues

 

 

10.01 - Citizenship Documentation

 

The American University for Science and Technology uses any acceptable documentation in the Federal and/or state laws for US citizens or residents.

 

10.02 - Conflicting Data

 

 

If in the process of reviewing a student’s financial aid file, The American University for Science and Technology’s Financial Aid Office notices conflicting data, the conflict must be resolved before awarding can take place.

 

10.03 - Resolving Conflicting Data

 

 

The process of resolving the conflicting data is for the Financial Aid Office to:

  1. Send notification to students

  2. Have a phone conversation with the student.

  3. Request agency certification

 

10.04 - Time lines

 

The American University for Science and Technology will not award a student financial- aid (including the Institutional Fee Waiver) until the student replies and the conflicting data is resolved. Additionally, if conflicting data turns up even after the first disbursement to a student, the conflicting data must be resolved before additional disbursements can be made.

 

11 - Deadlines

 

 

11.01 - Financial Aid Deadlines and Priority Dates

 

The American University for Science and Technology publishes deadlines and priority dates for various programs in the Financial Aid Handbook, on the Web, and other public postings.

 

11.02 - Late Documents

 

The American University for Science and Technology does not accept documents that have passed a hard deadline. If there are extenuating circumstances, the student should talk to a Financial Aid officer and the decision is made on a case by case basis by the Financial Aid Program Manager.

 

12 – Student’s Rights and Responsibilities

 

12.01 - Rights

 

Students at The American University for Science and Technology applying for, and receiving financial aid, have a right to the following:

  1. Information on all financial assistance available.

  2. Disclosure of application deadlines for each financial aid program, and for any supporting documentation.

  3. Specific information regarding fees, tuition, and the refund policy for those who drop out of school (withdraw).

  4. An explanation of how students are selected for receipt of financial aid, and how financial need is determined. This process includes a consideration of costs of tuition and fees, books and supplies, personal and miscellaneous expenses, etc., plus the student’s income and assets, parental contribution, other financial aid (such as scholarships) and so on.

  5. Knowledge of what resources are considered in the calculation of student need.

  6. Knowledge of how a financial aid package is determined.

  7. An explanation of various programs awarded in the student’s financial aid package. If a student feels unfairly treated, a reconsideration of the award may be requested.

  8. Knowledge of how The American University for Science and Technology determines whether students are making “satisfactory academic progress” and the consequences of not meeting this requirement.

 

12.02 - Responsibilities

 

Students at The American University for Science and Technology applying for and receiving financial aid are responsible for the following:

  1. Reviewing and considering all information about The American University for Science and Technology’s academic programs before enrolling.

  2. Completing all the application forms accurately and completely and submitting them to the right place on time. If this is not done, financial aid could be delayed. Since errors may cause misunderstanding and misrepresentation of information provided, errors must be corrected before any financial aid can be received. Intentional misreporting of information on application forms for federal financial aid is a violation of the law and is considered a criminal offense subject to penalties under the U.S. Criminal Code, and subjects the student’s application to denial. Additionally, regulations require that all cases of suspected fraud emanating from misrepresentation, be reported to the Office of the Inspector General.

  3. Promptly returning all additional documentation, verification, corrections and/or new information requested by either the Financial Aid Office or the agency or agencies to which an application was submitted.

  4. Reading and understanding all forms that the student is asked to sign.

  5. Notifying the loan holder (if the student has a loan) of changes in the name, address or school enrollment status.

  6. Performing the work that is agreed upon in accepting a university work-study award.

  7. Knowing and complying with the deadlines for application or reapplication for aid.

  8. Repaying financial aid funds if it is determined that the student was ineligible to receive the funds.

  9. Knowing that if a student obtains a loan to pay for an educational program, the student will be responsible to repay the full amount of the loan plus interest, less the amount of any refund to the lender, and if the student has received federal student financial aid funds, the student is entitled to a refund of the money not paid from federal student financial aid program funds.    

 

 

13 – Self-Funded Institutional Fee Waiver

 

The self-funded Institutional Fee Waiver Program is available to any California resident who meets the financial eligibility requirements or qualifies through another program. California state law pertaining to the Institutional fee waiver allows universities discretion in certain areas. These are The American University for Science and Technology’s practices with regards to the Institutional fee waiver policies.

  1. The university’s Financial Aid Office considers the summer session a “trailer” for the academic year. If a student applies for Institutional fee waiver for the summer session of 2011, the student is in effect applying for financial aid for the 2010-2011 academic year, not the 2011-2012 academic year.

  2. If a student wants to qualify for the Institutional fee waiver, the student must submit the institutional fee waiver application with the appropriate supporting documentation.

  3. If The American University for Science and Technology Admissions enrolls a student without a social security number, the student may receive Institutional fee waiver as long as they are a California resident and otherwise qualify for the program.

  4. If a student signs the Institutional fee waiver application and reports a registered domestic partnership, The American University for Science and Technology does not require additional documentation to verify the student’s status.

  5. If a student is independent only under the Institutional fee waiver application criteria, The American University for Science and Technology accepts the information on the signed application without requiring any additional documentation.

  6. In order to qualify under for the Institutional fee waiver, The American University for Science and Technology accepts the following documentation:

    1. TANF cash assistance – the student must provide a current or previous month copy of their benefits and a letter from the county confirming that the student receives assistance during the time of application.

    2. SSI/SSP – the student must provide a current or previous month printout clearly stating their monthly benefits.

    3. General Assistance – the student must provide a current or previous month printout from the county confirming that the student will receive assistance during the period of time for which the student is requesting financial aid. Evidence of the student receiving food stamps or Medi-Cal is not enough.

  7. If a student requests an adjustment be made to the student’s/family’s income for the Institutional fee waiver then the student must request special condition consideration. Professional judgment is not used by The American University for Science and Technology for the Institutional fee waiver application alone. Any consideration will be in the context of a broader determination of a student's eligibility for all types of financial assistance.

  8. If after verification is completed, it is discovered that the student is not eligible, then the Institutional fee waiver will be removed and the student will be responsible for all fees.

  9. The American University for Science and Technology requires all eligible students to self-certify their information and does not collect any additional documents unless conflicting information presents itself upon receipt of a FAFSA.

  10. The Institutional fee waiver is considered an award in the package of financial aid to cover the enrollment fees.

  11. Students must provide documentation demonstrating eligibility for the Dependents of Law Enforcement or Fire Suppression Personnel Fee Waiver. The American University for Science and Technology requires a letter from the appropriate public agency indicating that the student is the surviving spouse, registered domestic partner or the child, natural or adopted, of a deceased person who met all of the requirements of Education Code Section 68120 (5.6.1).

The letter must be on agency letterhead and indicate for the deceased person, that:

a.    He or she was a resident of California;

b.    He or she was employed by a public agency;

c.    His or her principal duties consisted of active law enforcement service or active fire suppression and prevention;

d.    He or she was killed in the performance of active law enforcement or active fire suppression and prevention duties.

  1. The American University for Science and Technology establishes all students’ eligibility for the Institutional fee waiver program the same day the student’s application is complete unless conflicting or incomplete information is provided. The last day to establish eligibility for the Institutional fee waiver for the fall, spring, and summer semesters is the last day of the summer semester.

  2. The American University for Science and Technology will reimburse students for fees if the student establishes Institutional fee waiver eligibility after having paid the fees. Students have until the last day of the summer semester to request reimbursement for fall, spring and summer fees.

 

If The American University for Science and Technology determines that a student is eligible for the Institutional fee waiver program at the time of application, and later discovers that they are ineligible, AUSTC will pursue the repayment of fees.

 

14 - Satisfactory Academic Progress

 

Regulations require that all financial aid recipients make satisfactory academic progress and remain in good academic standing. Academic progress is reviewed each semester, prior to the student’s first disbursement for the following academic year. In addition, students who do not complete any units in the semester will be terminated from financial aid as soon as grades or withdrawals are available.

 

14.01 - Determining Enrollment Status:

 

Prior to each disbursement, the Financial Aid Office will verify the number of units a student is enrolled in. Based on the verified unit enrollment, a determination is made as to whether the student is eligible for additional funds. For purposes of the satisfactory academic progress, units attempted mean the number of units the student is enrolled in at the time of the final disbursement for the semester.

 

In determining whether or not a student is making satisfactory academic progress, the student’s enrollment status is defined as the number of units the student was enrolled in at the time of the final disbursement for the semester.

 

If the student is enrolled in 12 or more units when his or her final disbursement for the semester is made, the student is considered to be full-time.


If the student is enrolled in 9 to 11.5 units when his or her final disbursement for the semester is made, the student is considered to be 3/4 time.


If the student is enrolled in 6 to 8.5 units when his or her final disbursement for the semester is made, the student is considered to be ½ time.


If the student is enrolled in .5 to 5.5 units when his or her final disbursement for the semester is made, the cost of attendance will be adjusted and the student is responsible to complete all units enrolled.


 

Completed units means that credit was received for the units enrolled. Classes in which a student receives a grade of “U”, “CX”, “DR”, “W”, “I” or “R” will not be counted as completed classes for satisfactory academic progress, but will be counted as units attempted.

 

In all enrollment categories, the student is expected to maintain a 2.0 (C average) cumulative grade point average (GPA).


By the end of each semester, to be considered in making satisfactory progress toward the educational goal, students must complete the minimum number of units required for their enrollment status with a 2.0 GPA at the conclusion of each term, as indicated below:

 

ENROLLMENT STATUS

UNIT COMPLETION REQUIREMENT

Full-time (12 + units/semester)

9 units

¾ time (9 to 11.5/semester)

8 units

½ time (6 to 8.5 units/semester)

6 units

< ½ time (0.5 to 5.5 units/semester)

all units enrolled

 

Units earned from credit transfer are not counted for financial aid purposes.

 

14.02 - Maximum Time Length and 180 Unit Limitations:

 

Regulations allow students to receive aid for 150% of the published length of an undergraduate program. The American University for Science and Technology publishes in its catalog that students can earn their Degree by completing the required credits in full. Students at The American University for Science and Technology, therefore, may receive aid for a maximum of 120 semester units (120 X 150%= 180 semester nits). Once a student has attempted 120 semester units at The American University for Science and Technology (including accepted transfer credits), he/she is no longer eligible to receive financial aid.


A student may receive financial aid until a total of 180 semester units have been attempted, regardless of how much aid has been received. Up to 30 units of remedial coursework and all ESL courses will be deducted. A student who has been terminated from financial aid due to attempting over 180 units may appeal to the Financial Aid Advisory Committee, provided the student is eligible to enroll at The American University for Science and Technology.


A student is allowed to transfer up to 88 semester units to another postsecondary education if he decides to continue his degree program in a facility other than The American University for Science and Technology. It is the student’s responsibility to monitor the number of units they take so that they do not make him/her-self ineligible for transfer to his/her preferred university.

 

14.03 - Repeated Course Work:

 

Credits for repeated courses count only once as credits earned and only once in a student’s GPA; however, these credits are counted as attempted credits for each repeated course and also counts towards maximum time length limitations (120 semester units). The most recent grade for any repeated course is used in calculating GPA.