Financial Policies

For a printable version view the Financial Aid Academic Requirements (PDF).

Failure to abide by these regulations will adversely affect the student's federal financial aid eligibility.

• In order to receive federal financial aid, the student must be degree-seeking (officially declare a major).
• The student cannot receive federal aid for any courses not required in their declared major. Payment for courses taken outside the major will be the responsibility of the student. The only exception to this regulation is that students may take any necessary remedial courses. Additionally, electives required by the declared major still qualify for federal aid as long as they do not exceed the number of elective hours required by that major. If you have questions about whether or not a course qualifies, it is advised that you would meet with an advisor before enrolling in the course.
• The student must stay enrolled and attending at least 60% of the term or they will be required to return the unearned portion of federal financial aid (See Return of Title IV regulations in the college Catalog).
• The student must keep the required cumulative grade point average of 1.75 as a freshman (earned 1 thru 29 semester hours) or a 2.00 as a sophomore (earned 30 or more semester hours).
• The student must have passing grades (D or above in at least 67% of attempted hours each term) (see Satisfactory Academic Progress Policy in the college Catalog).
• The student may only repeat a course for which they have received a passing grade (D or above) ONE TIME.
• The student can retake a failed or withdrawn course until a passing grade (D or above) is obtained. Once a grade of D or above is obtained, financial aid will not pay for further retakes even if their academic program requires a higher grade for admissions.
• The student must complete their degree within 150% of the required number of hours for the declared major. For example, if a program requires 60 semester hours, the student can receive financial aid for up to 90 semester hours (see Maximum Time Frame regulations in the college Catalog).
• All semester/quarter credit hours attempted, including transfer hours, count toward the number of hours that are counted toward the 150% Maximum Time Frame regulation.

Federal regulations require that all student financial aid recipients must be degree or certificate seeking and must make Satisfactory Academic Progress toward achieving a certificate or degree within the required standards as set forth by the U.S. Department of Education. The standards apply to all semesters regardless of whether or not the student received financial aid for that semester.

The Satisfactory Academic Progress of each Southern State student is measured at the end of each semester. The student SAP is measured by three components as listed below:

• Qualitative – Cumulative grade point average
  • A student with between 1 and 29 earned semester hours must maintain a cumulative grade point average of at least a 1.75 or above.
  • A student who has earned 30 and above semester hours will be considered a sophomore and must maintain a 2.0 or higher grade point average.
  • Note: Graduation in certain programs require a minimum of 2.0 or higher, see individual academic programs for the required grade point average requirements.
• Pace – Students must successfully complete a minimum of 67% of total attempted hours each term. Pace is calculated as cumulative successful hours/cumulative hours attempted. NOTE: Satisfactory grades consist of A, B, C, D, and S. Unsatisfactory grades are F, W, WI, N, U, and Y or any other grade that does not result in semester hour completion.
• Cumulative Maximum Time Frame – The maximum amount of semester hours attempted toward obtaining the student's degree is known as Maximum Time Frame. The student must complete all course requirements within 150% of the required number of semester hours for their particular degree program. For example; a student is in a degree program that requires 60 semester hours to complete the degree program. The student may take up to 90 semester hours towards completion of that degree.

Withdrawals (W and WI grades): A grade of "W" is given when a student has enrolled, stayed enrolled through the drop period and officially withdrawals from a class. A grade of "WI" is given by an instructor who has a student who is not attending their class and has not officially withdrawn from that class, and has missed too much to continue in the class. Courses with the grade of "WI" or "W" still count in the Maximum Time Frame attempted but not earned.

Incomplete grades: Courses that are assigned an "I", or incomplete grade are included in the cumulative semester hours attempted, but not hours completed until the faculty turns in a grade of completion. The faculty will give the student the semester following the grade of Incomplete to complete the coursework. If the work is not submitted, the grade will be updated to an "F" grade and count as a non-completed course. "I" and "F" grades are calculated in the grade point average with zero quality points.

Repeated Courses: Federal aid students may retake a course one time only for grades "D" or above. Grades of F, W, WI, N, or U may be repeated more than one time, or until a passing grade has been achieved. An exception to this regulation would be if the course is required for selective admission into a program. Contact the financial aid office for assistance. The repeating of courses do affect a student's financial aid Pace and Maximum Time Frame adversely because each course is counted towards the number of hours attempted and the student only receives an additional 50% more semester hours over the required semester hours. The original title and grade will remain on the student's permanent record, but only the quality points from the course with the highest grade will be computed into the grade point average.

Transfer credits: Transfer hours are reviewed by the College Registrar's Office. Transfer hours count in both the attempted and completed hours in the evaluation towards the financial aid Satisfactory Academic Progress Policy. The Transfer grade point average does not affect the SSCC grade point average. The transfer hour applicability to the student's major will be determined at the time a student is evaluated for a possible Maximum Time Frame Appeal for Federal Financial Aid purposes. The applicability is also evaluated by the College Record's Office at the time of graduation evaluation.

Additional Degree: Students who are enrolled in a second degree program who may need additional semester hours of eligibility must appeal to Financial Aid by completing the Maximum Time Frame Appeal. Documentation is required to accompany the MTF appeal as to why the student needs a second degree, i.e. cannot find a job in the area of the first degree. The approval or denial is solely the decision of the Financial Aid Office and the decision is final.

Consortium Students: Students who are taking classes at more than one institution during the same semester and who wants to have their financial aid based on the combined number of semester hours may obtain a form known as a Consortium Agreement from the DEGREE GRANTING institution. The Consortium allows the student to receive financial aid from the degree granting institution based on the combined credit hours being taken from both institutions. The degree granting or HOME school will process all financial aid, measure SAP, and all other federal requirements and the visiting institution or HOST school agrees to not disburse any financial aid to this student, but notify the HOME school of any withdrawals or academic progress issues. The HOST school will also send the grade transcript to the HOME school at the end of each grading period.

Clean Slate: Southern State Community College has a Clean Slate Policy which allows students to petition to have prior grades expunged from their academic record. Financial aid recipients who petition for a clean slate for any prior coursework as outlined in the Clean Slate Policy are still subject to meeting all requirements of the Satisfactory Academic Progress standards listed above. All attempted courses are considered in the evaluation of both qualitative (grade point average) and progress. Students may appeal their satisfactory academic progress to the financial aid office

Consequences of Not Meeting the Satisfactory Academic Progress Policies & Regaining Eligibility

Students who fail to meet any of the required three components of the SAP (GPA, PACE or Maximum Time Frame) when measured at the end of each payment period will face consequences as outlined below:

• If a student fails to meet the SAP Policy for one semester, he/she will be placed on an Academic Warning Status as outlined in the Catalog. Students who are placed on Academic Warning will be notified of their academic status and will be allowed to continue to receive federal financial aid for the next semester of enrollment.
• Students who fail to meet the SAP Policy for the second consecutive semester will be placed on an Academic Probation status. While on Academic Probation, the student is not eligible to receive any financial aid unless the student submits a Request for Academic Probation Appeal to the Office of Financial Aid.
• If the Academic Probation Appeal is accepted, the student will be required to meet with the Student Advising Center to create an academic plan. As long as the student continues to make Satisfactory Academic Progress according the financial aid policies and the approved Academic Plan, the student may continue to register, attend and receive financial aid as long as financial eligibility is determined.
• If the student fails to meet the Satisfactory Academic Progress standards as outlined in the Academic Plan, the student will be placed on suspension and the student will no longer be eligible for federal financial aid at Southern State until the student has sat out for a year and then gets re-admitted to the college. At that time the student will need to meet with an Academic Advisor to complete an updated Academic Plan.
• If the student fails to meet the Satisfactory Academic Progress standards a second time as outlined in the Academic Plan, the student will be placed on Dismissal and the student will no longer be eligible for federal financial aid at Southern State until the student has sat out for two years and then gets re-admitted to the college. At that time the student will need to meet with an Academic Advisor to complete an updated Academic Plan.
• Non-financial aid students may continue to register and attend courses during the Academic Warning and Academic Probation Status (self-pay); however, if the student continues not to meet the Standards of Satisfactory Academic Progress, they will be suspended or dismissed from the college.

Regaining Eligibility: Academic Probation

• To regain eligibility of federal financial aid while on the Academic Probation Status, the student may appeal their probation status by submitting a request to the Office of Financial Aid. If approved students will be required to create an academic plan with the Student Advising Center. The Academic Plan will create a plan for success and allow the student to regain their eligibility within the stated guidelines of the Plan. If the student is able to return to classes according to the Academic Plan, the student will regain federal financial aid on a Provisionary Status. As long as the student meets the Satisfactory Academic Progress standards, he/she will continue to receive federal financial aid. However, if the student fails to meet the standards, as defined in the Academic Plan, he/she will lose their eligibility for all federal financial aid at Southern State until the student has sat out for a year and then gets re-admitted to the college. At that time the student will need to meet with an Academic Advisor to complete an updated Academic Plan.

Regaining Eligibility: Maximum Time Frame

• Federal regulations require a student to complete their degree program within 150% of the required number of credit hours for the student's particular program, i.e. the student's major requires 60 credit hours for completion; the federal financial aid will pay for up to 90 credit hours for program completion for that major.
• There are times when a student has extenuating circumstances that will cause a student to not be able to complete their degree within the 150%, i.e. change of major, transfer hours. The Office of Financial Aid will monitor the Pace in which the student is heading towards completion. When it appears that the student cannot complete their program within the 150% time frame, the Office of Financial Aid will notify the student of the Maximum Time Frame issue.
• As with most federal financial aid regulations, the student may complete a Maximum Time Frame Appeal process giving proof of what situation caused the student to not be able to complete their program within the required time frame. Additional documentation may be required for evaluation. The Registrar and Financial Aid Office will evaluate the circumstance and determine the coursework still needed to complete the student's program. The student will be notified of the approval or denial along with a listing of remaining classes required to complete their program. At that point, the student may ONLY take the courses approved by the Registrar. Additional courses taken may void the appeal and the financial aid may be revoked.

All registered students must make payment or arrangements to pay with our Business Office or have their Financial Aid Application submitted to the Office of Financial Aid by the deadline date listed on the Academic Calendar. Arrangements to pay include financial aid, an approved third party agreement, or a completed deferred payment plan.

Students registering during the late registration period (listed on the Academic Calendar) must make payment, or arrangements to pay, at the time of registration.

Students whose financial aid application is not dated by the posted deadline cannot charge their tuition without setting up the Deferred Payment Plan. Late FAFSAs will not be processed in time for the normal financial aid disbursement to student accounts during the fifth week. FAFSAs received by the deadline will be given priority for payment.

Students that do not pay, or make arrangements to pay, by the posted deadline will be dropped from classes. Once a student is dropped from a class, any waitlisted student for that class will automatically take the place. If a student chooses to re-register, they must make payment at that time for any course that is still available.

Pell Regulations

The institution must receive an ISAR/SAR with an official SAI (2024-2025 and forward) with a processed date prior to a student's last day of enrollment.

Pell Grant Recalculation Regulations

Southern State has a policy of disbursing aid after the official college drop/add period. This is referred to as the college's census date. However, for Pell Grant purposes only, there are some regulations that require the recalculation of the Pell Grant after the census date.

Required Pell Recalculations After Census Date

If the student's SAI changes due to corrections, updating or an adjustment, and the SAI change would change the amount of the Pell award, the college must recalculate the Pell award for the entire award year.

A student selected for verification cannot increase their eligibility based on a corrected output document that the student receives during the late disbursement period (definition outlined above). For example, if a student submits a reprocessed SAR during the late disbursement period (the student is not enrolled) and the SAR has a lower SAI which would increase the Pell Grant, the college cannot recalculate the Pell Grant based on higher award. The college will change the needs analysis based on the new SAI, but the Pell Award will be based on a lower amount. However, if the correction reduces the student's eligibility, we must recalculate based on the reprocessed SAI.

If the college receives the reprocessed SAR after the end of the payment period for a student who is still enrolled, the college must pay the Pell Grant retroactively for any completed payment periods within the award year (if the student was eligible for payment during the payment period). However, the college can only base a retroactive disbursement on completed hours. For example, if the student has enrolled full-time at the beginning of fall term but dropped to half-time status by the end of the term, the retroactive disbursement must be based on the completed (half-time status). For purposes of this regulation, completed hours include earned F's and incompletes. Students selected for verification have different guidelines listed below.

The college must pay a student retroactively for any completed payment periods within the award year if the student was eligible for payment in those periods. Thus, if the college does not receive a valid ISAR/SAR for a student until the spring term, but the student was also enrolled and eligible for a disbursement in the previous fall term, that student must be paid retroactively for the previous term if the student is currently still enrolled.

Pell Recipients Selected for Verification

If a student is selected for verification and submits all documentation and the funds are disbursed during the semester, the student's Pell Grant will be based on hours locked in at the college's census date and the valid SAI.

If the student selected for verification submits verification documentation after the term has ended and is still enrolled, the amount of disbursement will be based on the valid SAI and the hours attempted at the college' census date.

If the student is no longer enrolled or ceases to be eligible, the student can submit verification documentation and receive a late disbursement (120 days after the last date of enrollment). However, the amount of disbursement will be based on the highest SAI and hours completed, regardless.

When withdrawal procedures are followed, Southern State will refund fees within a reasonable period of time according to the following schedule.

Withdrawal completed:

• Before the start of the semester — 100% Refund
• By the last day of the second week of the semester — 100% Refund
• After the second week of the semester — No Refund

Any flexibly scheduled course (course beginning with an "F" prefix) receives a 100% refund during the first 20% of the course only.

For a printable version view the Return of Title IV Funds Policy (PDF).

Federal financial aid (Title IV funds) is awarded under the assumption that a student will attend SSCC for the entire payment period. In the event that a student totally withdraws from or ceases attendance in Title IV eligible courses, SSCC is required to determine the portion of federal financial aid the student earned for that payment period. The process to review and calculate the earned amount of federal aid is called "Return of Title IV Funds." If a student has not earned all of the awarded federal aid they may be responsible to return unearned aid to SSCC or the US Department of Education (ED). Failure to return unearned aid will result in loss of future eligibility for any Title IV financial aid.

Title IV funds include:

• Federal Pell Grant
• Federal Supplemental Educational Opportunity Grant (FSEOG)
• Federal Iraq and Afghanistan Service Grants
• Federal Direct Loans (student and parent PLUS)

SSCC's payment period is a semester. Courses that are scheduled for a period of weeks less than a full semester are considered modules.

Determination of Attendance:

Definition of attendance: A student is considered to have established attendance with at least one of the following academically related activities:

• Physical class attendance where there is the direct interaction between instructor and student
• Submission of an academic assignment
• Examination, interactive tutorial, or computer-assisted instruction
• Study group assigned by the school
• Participation in an online discussion about academic matters (excludes introductory posts)
• Initiation of contact with the instructor to ask questions about an academic subject

Logging into Canvas is NOT considered academic in nature and therefore should not be used to report attendance.

Student Never Established Eligibility for Federal Financial Aid – Title IV Aid

The R2T4 requirements do not apply to a student who never establishes eligibility for Federal Financial Aid. A student who never attends any classes, or for whom Southern State Community College cannot document attendance in at least one Title IV eligible class, is not eligible for federal financial aid. Any aid disbursed based on anticipated enrollment must be returned to the applicable Title IV programs (this includes anticipated aid used to purchase books and/or supplies from the campus bookstore).

Determination of Withdrawal Date

Students may withdraw from classes up to and including the week before final exams by giving written notice of their intent to the Department of Student Affairs. Courses withdrawn after the drop/add period will be assigned a grade of "W".

Faculty may request to withdraw students who have missed more than 20% of the total scheduled classes by completing the Faculty Initiated Withdrawal Form. A faculty-initiated withdrawal will result in a final grade of 'WI'.

The withdrawal date for R2T4 calculation review is the later of one of the following:

• The date the student began the institution's withdrawal process or officially notifies the college's Records Office of their intent to withdraw: or
• The last known attendance at a documented academically-related activity (i.e. exam, a tutorial, computer-assisted instruction, academic counseling, academic advisement, turning in a class assignment, or attending a study group that is assigned by the institution); or
• The midpoint of the period for a student who leaves without notifying the institution.

The student may rescind his or her withdrawal if the student declares in writing his or her intent to complete the period of enrollment and continues attendance. However, if the student does then withdraw before completing the period, the withdrawal date is the later of:

• The date the student first (originally) notified the institution; or
• The last date of attendance at a documented "academically related activity".

Determination of Earned Aid

Determination of earned aid for students enrolled in all full-semester courses

During the first 60% of the payment period (semester), a student earns Title IV funds in direct proportion to the length of time they remain enrolled. To determine how much aid was earned, the number of days completed, the total number of days in the semester, and the total federal aid award is taken into consideration. A student who remains enrolled beyond the 60% point earns all aid for the period.

Determination of earned aid for students enrolled in at least one course offered as a module **Effective July 1, 2021,**

To determine if a student is considered withdrawn and subject to the R2T4 calculation, the following have to be considered:

• Is the student still enrolled in an active, Title IV eligible course for the payment period?
• Did the student complete all graduation requirements for their program of study?
• Did the student successfully complete, with passing grades, Title IV eligible coursework in a module or combination of modules that consist of 49% or more of the countable days in the semester?
• Did the student successfully complete, with passing grades, Title IV eligible coursework equal to or greater than what the school considers to be half-time enrollment (6 credit hours) for the semester?
• Did the student confirm attendance in writing for a Title IV eligible course(s) for a later module in the semester?

If the answer is "yes" to any of these questions, a student is not considered to be withdrawn and no R2T4 calculation is required.

R2T4 Calculation

The Financial Aid and Business Offices are responsible for the Return of Title IV Funds process.

Step One: Determine the number of days attended, and divide by the number of days in the period. The result is the percentage of days completed by the student.

NOTE: Enrollment percentage will be determined by the number of days in the semester (including weekends) divided by the number of days enrolled (including weekends). However, scheduled breaks five days long would be excluded from the calculation.

Step Two: Multiply the total accepted and eligible federal aid award by the percentage of days completed by the student. The result is "earned aid".

NOTE: Enrollment in modules will affect this step of the calculation. In addition, federal loans cannot be included in total aid if they are not accepted or if Entrance Counseling and/or the Master Promissory Note are incomplete or expired. First-time student loan borrowers who do not complete the first 30 days of the term will not be eligible to have loans included in the calculation of earned aid.

Step Three: Subtract earned aid from disbursed aid. The result is unearned aid.

If earned aid exceeds disbursed aid, additional funds may be disbursed (Late Disbursement). Additional disbursements are not allowed if the amount of earned aid is LESS than the total Title IV aid disbursed before the institution's determination that the student withdrew.

The responsibility to repay unearned aid is shared by the institution and the student in proportion to the aid each is assumed to possess. The institution's share is the lesser of:

• The total amount of unearned aid; or
• Institutional charges multiplied by the percentage of aid that was unearned.

Institutional charges are tuition, course fees, and required books/supplies purchased with federal student aid from the campus bookstore. The calculation assumes that Title IV funds are directly disbursed to a student only after all institutional charges have been covered and that Title IV funds are the first resource applied to institutional charges. Institutional charges are those assessed prior to the student's withdrawal, not a reduced amount that might result from any institutional refund policy.

The student's share is the difference between the total unearned amount and the institution's share. The institution's share is allocated among the Title IV programs, in an order specified by statute before the student's share:

• Unsubsidized Stafford Loan
• Subsidized Stafford Loan
• Parent Plus Loan
• Federal Pell Grant
• Federal Supplemental Educational Opportunity Grant

After the student's share is fully allocated among the Title IV programs, the amount owed to a grant program is reduced by 50%.

The unearned Title IV funds must be returned to ED no later than 45 calendar days after the institution determines that the student withdrew. At SSCC, the institution returns all shares of unearned aid to the Department of Education. Any subsequent balance created due to this return of unearned aid is the responsibility of the student to make payment arrangements with SSCC's Business Office within 45 days of notification. Any remaining, earned loan funding still functions under the terms and conditions of the master promissory note.

Post Withdrawal Disbursements (PWD)

If a student completely withdraws from classes prior to their federal financial aid being fully disbursed, a calculation is completed to determine the amount of financial aid earned and is subsequently owed to the student in the form of a Post-Withdrawal Disbursement (PWD). If the student is due a portion of their grant funding in the PWD, SSCC will apply the earned funds to the student's account up to the outstanding balance. Written notification will be sent to the student regarding their PWD if:

• There is no outstanding balance owed to the institution
• The PWD of grant funding exceeds the outstanding balance
• A PWD of direct loans is owed

The PWD of grants exceeds the outstanding balance, or if a PWD of loans is owed. The student must respond to the Financial Aid Office within 14 days, in writing, to accept these earned funds. If the student does not authorize within 14 days the grant and/or loan will be canceled on the student's behalf.

Examples:

Example One:

Sarah enrolls as a first-year, first-time undergraduate for the 2021 Fall semester, which begins on August 23, 2021. On September 13, the Records Office confirmed that Sarah had established attendance in all of her Fall classes. On September 15, Sarah begins the school's official withdrawal process. The school determines Sarah completed 20 percent of the payment period and has, therefore, earned 20 percent of her Title IV aid.

Sarah withdrew before completing the first 30 days of her program of study, and the first disbursement of her loan was scheduled for September 25. Because the school does not originate first-time borrower Direct Loans until the 31st day (September 24 for the Fall semester), the loan is not considered aid that could have been disbursed when Sarah withdrew from classes.

Aid Offered for Period:

• $3,248.00 Federal Pell Grant
• $150.00 SEOG
• $1,732.00 Direct Subsidized Loan (net proceeds)

Anticipated Aid (August 23, 2021):

• $3,248.00 Federal Pell Grant
• + $150.00 SEOG l
• $3,398.00

Ineligible Aid:

• $1,732.00 Direct Subsidized Loan subject to 30-day delayed disbursement

Earned Aid:

$ 3,398	x 20 %	= $ 679.60
Disbursed Aid	Percentage Completed	Earned Aid

Example Two:

Chrystal, a federal aid recipient, enrolls for 15 credit hours Spring semester. The dates of the Spring semester are January 10, 2022 through May 7, 2022. The semester includes a Spring Break that begins March 6 and ends March 13; classes resume March 14. In January, Chrystal missed two weeks of classes due to illness. Feeling overwhelmed by all the coursework she must make up; she officially withdraws on January 28. What percentage of Chrystal's Title IV aid for the semester did she earn?

Number of calendar days in the semester = 110 (excluding the 9-day scheduled break)

Number of calendar days attended = 19

19 days attended
110 days in semester	= 0.1727	= 17.3%

Southern State participates in the William D. Ford Federal Direct Student Loan Program. The Office of Financial Aid will process loans at the students request if eligible through the federal financial aid programs.

• Southern State does not have revenue-sharing arrangements with any lender. Advisory boards will not receive compensation from a lender.
• Employees in the Office of Financial Aid are prohibited from receiving gifts from lenders, guaranty agencies or loan servicers.
• The Office of Financial Aid does not contract with any lender and does not receive any staffing assistance from lenders.
• The Office of Financial Aid at Southern State will process loans in a timely manner.
• Students will be advised to borrow loans through the federal student loans programs. Private loans will not be packaged or offered from any specific private lender.

For a printable version view the Conflicting Information Policy (PDF).

Conflicting information occurs when information reported, either verbally or on any documentation submitted to any office at Southern State Community College, does not match the information being reported on the FAFSA or supplemental forms/documents and the discrepancy affects eligibility or is of sufficient magnitude to materially affect the amount and types of aid a student is eligible to receive.

Federal regulations mandate that a school must have a system of identifying and resolving discrepancies in all FSA-related information received by any school office. A school must resolve discrepancies for all students, not just those selected for verification. Resolution includes determining what information is correct and documenting the school's finding. Conflicting information must be resolved before awarding/disbursing aid or making a professional judgment adjustment. If conflicting information arises after a student's aid was originally disbursed, the school may remove any disbursements of aid from a student's account and require resolution of any conflicting information before disbursing any further aid. If this occurs, the student may be liable to the College for any balance owed as a result of receiving aid that he/she wasn't eligible for based on the conflicting information.

Common sources of conflicting information and possible resolutions can be, but are not limited to:

• Social Security number possible resolution: social security card
• Date of Birth possible resolution: official birth certificate
• Name change possible resolution: court documentation showing name was legally changed and/or social security card
• Dependency status possible resolutions: official birth certificate, court documentation showing orphan/ward of the court status, legal guardianship or legal emancipation, proof of income or support, proof of homelessness, DD-214, etc.
• Marital status (student and/or parent) possible resolutions: marriage certificate, divorce decree, proof of separation, proof of maintenance of separate residences for more than 6 months of the tax year in question (copy of lease, mortgage statement, etc.), and/or utility bills for more than 6 months of the tax year in question showing separate residences for the tax filer and/or the spouse.
  
  Note: If marital and/or tax filing status was correctly filed for the tax year on the FAFSA, but the marital status is different as of the date the FAFSA was completed, then marriage certificate, divorce decree, proof of separation, and/or proof of maintenance of separate residences from the date of separation on the FAFSA or for 6 months, whichever is greater.
• Admissions status (and High School Completion) possible resolutions: proof of high school graduation, GED, proof of completion of a Bachelor's degree, etc.
• Income and taxes paid possible resolutions: IRS tax transcript, IRS Wage and Income Statement, W-2 Form, Schedule C tax form, 1099-C form, Amended tax return, paystub, etc.
• Tax filing status possible resolutions: marriage certificate, divorce decree, proof of separation, proof of maintenance of separate residences for more than 6 months of the tax year in question (copy of lease, mortgage statement, etc.), utility bills for more than 6 months of the tax year in question showing separate residences for the tax filer and/or the spouse, IRS 1040X form and IRS Tax Account Transcript showing amendment to filing status was made.
  
  Note: If marital and/or tax filing status was correctly filed for the tax year on the FAFSA, but the marital status is different as of the date the FAFSA was completed, then marriage certificate, divorce decree, proof of separation, and/or proof of maintenance of separate residences from the date of separation on the FAFSA or for 6 months, whichever is greater.
• Number in household possible resolutions: proof of support and/or income for household member(s), OH Dept. of Social Services (DPSS) statement of benefits, proof of residence, etc.
• NSLDS data possible resolutions: birth certificate, social security card, marriage certificate, legal court documentation of name change, letter from loan guarantor, etc.
• The student and/or parent transferred their IRS tax information into the FAFSA, however they also stated that they did not file taxes.

A student may be asked to submit written documentation and/or additional information to clarify or correct information. This action may be in conjunction with the Verification process or a separate request. Financial aid administrators have the authority to request any documentation they need in order to resolve discrepancies, per section 479A of the Higher Education Act of 1965 and the regulations at 34 CFR 668.51(b), 34 CFR 668.54(a)(3), 34 CFR 668.54(a)(5), 34 CFR 668.60(a), 34 CFR 668.60(b)(1), 34 CFR 668.60(c)(2) and 34 CFR 668.60(d).

It is at the discretion of the Office of Financial Aid as to which documentation is necessary to reasonably resolve the conflicting information. If there is reason to believe a student has intentionally submitted incorrect data or withheld information to gain access to federal, state, or institutional student aid, their student financial aid package may be cancelled and/or additional administrative action taken. Additionally, other offices must notify the Financial Aid office or the individual responsible for administering Title IV program of all the information received that may impact a student's financial aid status, such as but not limited to the following:

• Admissions & Records Office- Residency Status, college transcripts, change of enrollment status
• Fiscal/Foundation Office- any outside assistance received toward educational expenses

If the Office of Financial Aid has reason to believe that a student may have engaged in fraud, including false statements of income, when that information is credible and affects eligibility for financial aid or the amount of financial aid, SSCC must report this to the Office of the Inspector General in accordance with 34 CFR 668.16(g). Fraud involves false information with intent to deceive

For a printable version view the Financial Value Transparency and Gainful Employment (FVT/GE) Policy (PDF).

What is the Financial Value Transparency and Gainful Employment (FVT/GE) Act?

It is new legislation enacted to create a transparency and accountability framework by which the Department of Education (ED) can assess "whether career programs meet the statutory requirement of preparing students for gainful employment in a recognized occupation." Per ED's fact sheet:

"Under the GE program accountability framework, the Department of Education assesses whether career programs meet the statutory requirement of preparing students for gainful employment in a recognized occupation using two separate and independent metrics…a debt-to-earnings rate and a new earnings premium test."

The Financial Value Transparency (FVT) scope expands reporting requirements well beyond those programs identified as Gainful Employment (GE) programs. Under the July 1, 2024, regulation, institutions will be required to report all programs that share the same four-digit CIP code and have had 30 or more completers in total over the four most recent award years for both GE and non-GE programs. This includes the total number of recipients and non-recipients of Title IV and HEA funds enrolled in the program as well as student-level data for all recipients of Title IV and HEA funds. These reporting requirements are a significant expansion over the 2014 GE regulations that were rescinded July 1, 2019.

What is the difference between the FVT and GE regulations?

Per Federal Student Aid (FSA) in its FSA Dear Colleague Letter (GEN-24-04):

"The FVT regulations are designed to improve the quality and availability of information provided directly to students about the costs, sources of financial aid, and outcomes of students enrolled in all title IV, HEA (Title IV) eligible programs. These regulations establish two measures: the debt-to-earnings measure and the earnings premium measure. The regulations also establish performance benchmarks for each measure to determine whether the program may have adverse financial consequences to students. These requirements apply to both Gainful Employment Programs (GE Programs) and Eligible Non-GE Programs, but do not affect program eligibility for Non-GE programs.

The GE regulations establish an accountability framework for GE Programs that uses the same earnings premium and debt-to-earnings measures to determine whether a GE program remains eligible for Title IV funds. These requirements can affect program eligibility and apply only to GE Programs. The GE regulations do not apply to Eligible Non-GE Programs."

How does FVT/GE impact my institution?

Even if your institution does not offer ANY programs classified as GE-eligible under the new regulations, you must report any non-GE programs and the students attending those programs, including all recipients of Title IV and HEA funds. Essentially, this means that nearly EVERY participating institution will be impacted by the FVT/GE legislation reporting requirements and should anticipate having to meet the reporting requirements by the October 1, 2024, deadline.

For a printable version view the Financial Aid Fraud Policy (PDF).

Southern State Community College (SSCC) follows established guidelines for the prevention, identification of, and response to indications of identity theft and financial aid fraud. This notice provides a summary of student rights, responsibilities, and preventative measures regarding financial aid fraud.

What are Identity Theft and Financial Aid Fraud?

• The first is when unscrupulous individuals use personally identifying information of other people (identity theft) to apply for admission to college and to receive financial aid, and then enroll in classes. Often, the victimized “student” is not aware that they have been enrolled in classes, and the financial aid refunds in their name are sent to the individual who is perpetrating the fraud. This frequently results in the victimized student being left with unpaid debt at the institution and with the U.S. Department of Education due to student loans that were obtained in their name. These students must then go through the difficult and often expensive process of establishing that those debts are not legitimately theirs.
• The second is when individuals use their own personal information to apply for admission to a college, apply for financial aid, and enroll in college courses with no intention of completing those courses. The student's tuition and fees are usually paid by financial aid funds, and the student receives refunds of financial aid funds in excess of those costs. Perspective and current students should be aware that enrolling in classes and accepting financial aid with no intent to complete classes may be considered financial aid fraud. When you complete the Free Application for Federal Student Aid (FAFSA), your signature certifies that financial aid funds will be used for educational purposes. This includes attending your registered classes, actively participating in those classes, and completing registered classes. Often these students continue to receive financial aid funds until they are no longer eligible due to their failure to meet Satisfactory Academic Progress Standards (SAP). Based on guidance issued by the Office of the Inspector General at the U.S Department of Education, SSCC has instituted procedures designed to identify those students who may be committing financial aid fraud, as well as those at risk of being a victim of this crime.

What Happens When Identity Theft or Financial Aid Fraud is Suspected on My Account?

When a SSCC student is identified as being a potential victim or perpetrator of financial aid fraud, their account at the college is placed on a restriction. This restriction prevents the student from accessing their college records and prevents the disbursement of any pending financial aid funds. To have that restriction lifted, the student is required to meet in person with an official of the college. Initial documentation required during this meeting:

• A state issued photo ID
• Your Social Security Card
• Proof of High School Graduation (Official High School Diploma or GED)

The student may be asked questions particular to their status to positively determine their identity and intent as a student at SSCC. As a result of the meeting, the student may be asked to submit additional documentation to confirm their status as a student. This documentation may include, but not be limited to:

• Official transcripts from any other institution of higher education the student previously attended
• Proof of residency at address listed on the student's college records
• Utility bill or other documentation to confirm your status

Please note that SSCC reserves the right to leave the restriction in place until requested documentation has been submitted or otherwise confirmed the student's status. In recent years, Financial Aid Fraud has increased dramatically. This crime has the potential to cause extensive economic loss for students, the institutions, and the taxpaying public. In cases where SSCC finds that there is significant reason to be concerned that financial aid fraud is occurring, the institution has an obligation to refer that information to the Office of The Inspector General of the United States Department of Education. In these instances, the college will leave the restriction in place until instructed by the Department of Education that it is appropriate to lift the restriction. Students who are victims of identity theft and/or financial aid fraud are urged to file a police report and seek assistance from appropriate authorities outside of the college. This may include contacting credit bureaus and your banking institution. For more information, please copy/paste this link in your browser to learn more about how to protect yourself from identity theft.

For a printable version view the Validity of High School Diploma Policy (PDF).

New Regulations effective July 1, 2024, under administrative capability § 668.16(p), states we have to develop and follow procedures to evaluate the validity of a student's high school completion if the institution has reason to believe that the high school diploma is not valid or was not obtained from an entity that provides secondary school education. Below is the written policy that describes the procedures Southern State Community College will follow to confirm validity of any questionable documents received related to high school completion.

Southern State Community College validates high school completion by receipt of a final high school transcript that includes the high school graduation date. If there is reason to believe a final high school transcript received is inauthentic or was granted by an ineligible post-secondary institution, SSCC will request a written statement from the entity to verify the authenticity. SSCC may also request a written description of course requirement or a written statement from the high school attesting to the rigor and quality of its coursework if needed.