FINANCIAL AID POLICIES AND PROCEDURES
MANUAL FOR STUDENTS AND STAFF
LANEYCOLLEGE
The Financial Aid Policies and Procedures Manual is intended to act as a guide for the Financial Aid Office, the staff of LaneyCollege, as well as new employees entering the Financial Aid Office. This manual will acquaint students and staff with the policies and procedures required by LaneyCollege in regard to aid awarded under Title IV of the Higher Education Act of 1965.
Revised January 2010
Names of Staff and Positions
President:Frank Chong
Vice President of Instruction: Elnora Webb
Vice President, Services: James Bracy
Business Officer:MaryBeth Benvenutti
Bursar:Kinh Tran
Dean of Student Support Services: Edward Wright
Financial Aid Supervisor Judith Cohen
Financial Aid Staff:
Lawrence Chan, Financial Aid Specialist
Robert Fleming, Student Employment Specialist
Nghi Dong, Financial Aid Specialist
Debra Payton, Loan Specialist & Outreach
Kent Nguyen, Financial Aid Specialist
Thao Hoang, Financial Aid Specialist
Dave Nguyen, Financial Aid Specialist
Henry Pereira, Financial Aid Assistant
Gwen Stallings, Financial Aid Assistant
Chapter I
PRINCIPLES OF FINANCIAL AID ADMINISTRATION
The statements below were developed by the College Scholarship Service and apply to LaneyCollege:
1. The purpose of the financial aid program is to provide financial assistance to students
who could otherwise not afford to attend an educational institution of higher learning.
2. Each college has an obligation to realize the material goal of higher educational
opportunity.
3. LaneyCollegewill publish budgets for students that are fair and equitable.
4. Parents are expected to contribute a fair share of the students expenses based on their
ability to do so. Students should not receive more than the difference of the family
contribution and their need.
5. Students with the greatest need should receive awards first, the amount of self-help
expected from students should be related to each individual circumstance. Priority
date of application and completeness of documentation are further consideration.
6. LaneyCollegewill review budgets regularly to reflect current cost of living
standards.
7. All information received from students and their families is completely confidential.
8. Concern for each individual student is the most important function for each member
of the financial aid staff.
9. Professional Judgment should be used when warranted by the Financial Aid
Administrator to change a student’s dependency status or financial aid need, but each
case must be documented on an individual basis.
FINANCIAL AIDPOLICYFORLANEYCOLLEGE
The function of Laney College Financial Aid Office is to provide financial assistance to the maximum number of eligible students in accordance with Federal, State and Peralta College District regulations. Financial Aid, including Campus Based funds will be first awarded to those students who have applied before the First Priority deadline and who demonstrate the highest need. Those who apply late, will be awarded funds according to need and as are available.
ADMINISTRATION OF FINANCIAL AID PROGRAMS
Responsibilities for the administration of Financial Aid Programs are divided between the Financial Aid Office, the Business Office and the Cashier’s Office. The Financial Aid Office and Business Office cooperate in the submission of requests for federal funds and the Federal Fiscal Operations Report. The three offices cooperate in the development of inter-related policies and procedures.
THE FINANCIAL AID OFFICE (FAO) is responsible for determining Student Cost of Attendance and establishing Student Need according to data supplied on the Student Aid Report (SAR). The FAO is responsible for justifying funding requests, interpretation and administration of official policies as they relate to determination of each student’s financial need, eligibility for specific programs, and the amount of aid to be awarded from each program. Based on these determinations, the FAO shall authorize the Business Office to disburse specified funds in the form of checks issued by the Peralta Community College District. No funds shall be disbursed by the FAO. Monitoring regulatory changes as well as responding to all reports, surveys and questionnaires is sthe responsibility of the FAO.
THE BUSINESS OFFICE (BUSOFF) is responsible for disbursement of funds; maintenance of permanent cumulative records of each student’s signature for all checks disbursed, including Stafford Loan and Cal-Grant checks. The BUSOFF also handles all check cancellations. Notice is sent from the FAO to the BUSOFF for release, cancellations and holds for all checks. The BUSOFF communicates monthly with the Peralta District Business Office on all matters of reconciliation. The Peralta District
Business Office is responsible for drawing down funds from the Department of Education and GAPS reporting.
PHILOSOPHY OF FINANCIAL AID DELIVERY
Notwithstanding the constraints of limited funding, which proves insufficient to meet the full need of most of its student aid applicants, Laney College is committed to using financial aid to remove financial barriers, thereby maximizing access to post-secondary educational opportunities for low-income and disadvantaged students.
The goal of the Financial Aid Office is to deliver student assistance in a timely manner and to ensure availability of financial aid for students who, without such assistance, would be unable to pursue their educational goals at LaneyCollege.
ACCREDITATION
LaneyCollege is accredited by The Western Association of Schools and Colleges. A copy of the most recent accreditation is available for review in the College Library and the President’s Office.
AUDITS
The Financial Aid Programs are audited annually by an independent firm in compliance with the U.S. Department of Education requirements. Copies of all audit findings and responses are kept in the Financial Aid Office. A complete District-Wide Audit Report is available in the Business Office as well as at District Business Services.
FINANCIAL AID PETITION COMMITTEE
The Financial Aid Petition Committee offers assistance to the Financial Aid Office in reviewing the petitions of those students who have been disqualified from receiving aid for failure to make Satisfactory Academic Progress. Students who already have a graduate degree are also required to petition for aid at the Community College level.
The disqualified student must submit a petition with written explanation of reason for petition along with any documentation to support his/her case. A completed Educational Plan must accompany the petition.
The Petition committee will review petitions and appeals for reinstatement of student financial aid and submit written recommendations to the Financial Aid Office for each petitioner. The FAO will advise students in writing of the decision of the Petition Committee. If the petition is granted, aid will be reinstated for the recommended period of enrollment. Petitioners who are denied will not receive financial aid.
The Committee meets approximately every two weeks, depending on volume of petitions submitted and the panel generally consists of an Administrator, a Financial Aid staff member, a Counselor, and a student.
A student wishing to challenge the decision of the Petitions Committee must fill out an appeal form and submit this to the Financial Aid Supervisor along with supporting documentation of extenuating circumstances for review. The Appeal decision is final.
This Policy and Procedural Manual reflects LaneyCollege’s institutional
adaptation to the regulations and guidelines governing the student aid programs.
The publication and documents routinely referenced by the financial aid office to
establish institutional policies and procedures include:
- The NASFAA Encyclopedia of Student Financial Aid
- The Congressional Federal Registers
- The Financial Aid Handbook published by the Department of Education
- Dear Colleague Letters, Action Letters and Q&As distributed by the Department
of Education.
- The Federal Audit Guide
- The Verification Guide and NASFAA Self Evaluation Guide
- Other Resources provided by:
The California Student Aid Commission (CSAC)
EdFund Publications
The Common Loan Manual
The California Community Colleges Chancellor’s Office
The California Educational Loan Programs (CELP)
The College Board
The National Association of Student Financial Aid Administrators (NASFAA)
The Western Association of Student Financial Aid Administrators (WASFAA)
The California Association of Student Financial Aid Administrators (CASFAA)
The California Community Colleges Student Financial Aid Administrators
Association (CCCSFAAA)
Policy set forth by the Peralta Community College District
Chapter 2
APPLICATION POLICIES AND PROCEDURES
Pre-requisites for Eligibility:
All applicants must:
- Be a high school graduate or eighteen years of age. High school equivalency is acceptable, with ability to benefit. If an applicant does not have a high school diploma or GED, he/she must pass a federally approved test prior to receiving financial aid.
2. Be a citizen or national of the United States; the term “national” includes
U.S. citizens, as well as citizens of American Samoa or Swain’s Island; or
Be a permanent resident of the U.S. with proper documentation from the Department of Homeland Security (DHS) (formerly Immigration and Naturalization Service (INS); or
A citizen of the Marshall Islands or the Federated States of Micronesia, or
permanent resident of Palau, which is the only remaining TrustTerritory; or
Other eligible non-citizen who can provide documentation from DHS that residence in the United Statesis approved for other than temporary purposes, with the intention of becoming a citizen or permanent resident. This category includes refugees, persons granted asylum, Parolees, Cuban-Haitian entrants and temporary residents under the Immigration Reform and Control Act of 1986.
3. Be enrolled in a program leading to a Certificate, Degree, or Transfer and achieving
Satisfactory Academic Progress.
4. Be able to demonstrate financial need.
5. Be a legal resident of the State of California. Those students who have notresided in
California for one year will be subject to non-resident Tuition and Enrollment fees, established annually.
.
Pre-requisites for receiving Title IV funds:
All applicants must:
1. Complete the Free Application for Federal Student Aid (FAFSA) and submit the
application for processing. The First Priority deadline is April 1 (FAFSA must be
received by the Central Processing Service).
2. Sign all required documents (samples in Exhibit section of Manual). Students
should be advised to keep copies of documents submitted to the financial aid
office. Required documentation may include:
a. Signed SAR/ISIR with Student Certification. SAR should indicate FAFSA was
signed by student giving Statement of Educational Purpose and Certification on
Overpayments and Defaults. Married students must have spouse signature on
FAFSA. Dependent students must have at least one parent signature on FAFSA.
b. Income verification such as signed copy of IRS 1040/1040A/1040EZ, W-2 Wage Statment,1099, Untaxed Income Verification or statement from Social Security Administration, Employment Development Department (EDD), Department Social Services, Veteran’s Administration, Workmen’s Compensation, or other organization responsible for income and benefits indicated on Student Aid Report.
c Parents of dependent students will be required to submit verification documents
upon request. If copies of 1040 forms are not available, student/parent may
submit official IRS Letter 1722. If the is not enough data on Letter 1722,
additional information may be requested by the FAO.
c. Verification of Citizenship, when applicable. For those students who have applied as Eligible Non-Citizens with a comment on the SAR indicating citizenship status has been confirmed, no further documentation is required. For students who have an unconfirmed DHS comment on the SAR, secondary confirmation will be required by submitting form G845S to the Department of Homeland Security, along with copies of both sides of original I-551, I-94, I-797, or I-688B. G845S must indicate DHS documents are valid before student file is processed.
d. Original Social Security Card and valid California ID or drivers license, or valid
passport. If ISIR shows unconfirmed match comment for social security identification, document must be examined to show why match was unsuccessful. Student may be required to submit further verification from the Social Security Administration.
e. Request for Dependency Override Form for those students whorequested a professional judgment on dependency status.
f. Upon request, verification of Orphan/Ward of Court status.
g. PriorCollege academic (unofficial) transcripts
h. Upon request, high school transcripts to resolve conflicting high school data.
- NSLDS will be used to match for prior loans received. A financial aid transcript will not be requested for the file. For mid-term entrants,
spring only) FAO Specialist will record student in NSLDS Transfer tracking.
j. Student Supplemental Financial Aid Information Form.
k. Signed Student Agreement outlining basic student responsibilities, a copy of which is returned to the student.
l. Those students selected for verification will also submit Student/Parent Income
Certification of taxed and/or untaxed income; IRS Form 4506T; Verification
Worksheet.
m. Signed copy of student and/or parent 1040, including W-2 forms and tax schedules..
n. Any other documentation deemed necessary by the FAA.
3. Maintain Satisfactory Academic Progress in a course of study as set forth by LaneyCollege.
4. Not be in default (or owe a refund on a Federal debt) on a Federal Perkins Loan,
FFELP, or William D. Ford Federal Direct Student Loan/or owe a refund on a
5. Not owe a Federal overpayment of funds, or any other debts. Students
may receive funds if satisfactory repayment arrangements are approved.
CLARIFICATION OF INDEPENDENT AND DEPENDENT STUDENT
1. An Independent Student must fall in one of the following categories:
a. Born prior to January 1st of their 24th birth year.
b. Veteran of U.S. Armed Forces
c. Enrolled in Graduate Program
d. Married
e. Orphan or Ward of Court
f. Has legal dependents
2. A Dependent student is defined as:
a. A student who has not reached age 24 during the prescribed cut-off year on the FAFSA.
3. If there are mitigating circumstances which separate the student from parent(s) , the Financial Aid Officer may exercise professional judgment, using proper documentation in the form of a Request For Dependency Override application, to declare a student independent. When the student status is changed by the Financial Aid Administrator, a dependency override is entered either electronically or to the paper SAR and returned to the Central Processing Service (CPS) for a new SAR/ISIR indicating Dependency Adjustment.
The student’s file must contain complete documentation of why the status was
changed by professional judgment. Each request is handled on a case-by-case basis.
4. Other unusual circumstances may also warrant the use of professional judgment.
For example, decrease in family income, medical expenses not covered by insurance, or parent attending college, may be used to adjust a student’s Effective Family Contribution (EFC). Professional Judgment decisions must be fully documented.
REQUIRED POLICIES AND PROCEDURES
1. LaneyCollege is committed to a policy on non-discrimination on the basis of ethnic
origin, sex, age, religion, marital status or physical disability.
2. A student is not eligible for the Federal Pell Grant or Federal SEOG if he/she has
a Bachelor’s Degree.
3. A student who has more than ninety semester units and applies for FWS or FSEOG
will receive a lower priority for funds, but after filing a petition and being approved,
may be eligible for these funds.
Packaging Policy:
Financial Aid Coordinator will set up packaging parameters in SAFE System to calculate Cost of Attendance minusEFC, awarding Federal Pell Grant to eligible students in pay status (see Pell Payment Chart and 9-Month Student Budget determining Cost of Attendance). BOGG-C is packaged after Pell, FSEOG and FWS are packaged according to parameters set up to reflect highest need and remaining funds available.
a. Every student will receive a financial aid package based
on his/her eligibility, funds available, financial need, and student’s family
contribution.
b. Federal SEOG aid is awarded to students with the greatest financial need, with first priority students (applications at CPS prior to April 1st,)highest need, receiving packaging preference. FSEOG will package $400 for Dependent Students and $700 for Independent Students. Every student will receive a financial aid package based on his/her eligibility, funds available, financial need, and student’s family contribution.
c. Federal Work Study will package at $1800 for Dependent Students and $2800 for Independent Students. FWS Students enrolled in Cooperative Education coursework will package at $2200 Dependent students and $3000 for Independent Students. Cost of attendance will increase by $1500 annually for Cooperative Education related expenses.
d. Every student must apply for aid by completing the FAFSA or FAFSA Renewal
application. A SAR or ISIR must be on file to determine student eligibility for
aid.
e. Eligible students are encouraged to apply for Cal Grants. GPA Verification forms are available in the Financial Aid Office beginning in November with a March 1st deadline. Forms are available April through September 2nd for the September 2nd cycle. The Financial Aid Office transmits a GPA verification file through WEBGRANTS prior to the March 1st and September 2nd Cal Grant awarding cycle.
f. Student budget is determined each academic year by comparison of CSAC
Recommended Student Expense Budget based on SEARS study to local cost of living. Student Budget is based on components of Cost of Attendance, Food &
Housing, Transportation, Books and Miscellaneous other expenses. A Student budget is computed for Independent Students and for Dependent Students Living at Home. Dependent Students away from home are allowed the same Budget as an Independent Student. Non-resident Tuition, enrollment in Cooperative Education course, documented child care, documented purchase of a computer, expenses relating to a disability, and other mitigating expenses are included in the Student Budget on a case-by case basis.
g. Amendment: for 2007-08 LaneyCollege will use Formula three. Summer session will include a three week intersession (in consortium with BerkeleyCity and MerrittColleges). Summer will calculate as a nine week session. Full time enrollment will be six units.
Beginning 2006/07 Laney College will use Formula One for packaging summer Pell Grants. With the addition of spring/summer mini-sessions that occur after the regular semester, students who add classes for a spring late mini-session will have this calculated toward units in that semester. If the mini-session is a summer term, all mini-sessions will be calculated together as one summer term, using Formula One.