Financial Policies
The following includes important information about financial deadlines, refunds, and other pertinent policies. If you have questions, please contact the Center for Adult and Professional Studies.
Refund Policy
Azusa Pacific University wishes to provide a flexible and fair refund policy while adhering to federal student financial aid regulations. When determining an individual student's aid eligibility, the offered financial aid package is based on the assumption that the student will complete the entire term for which he or she is registered (and the corresponding number of units required to complete the term). If an unexpected situation arises and the student must take an "incomplete" (I) for some units in the term, the student will be charged for the entire term, and will be given the corresponding aid eligibility for the entire term. However, the student will be put on aid probation for the next term of attendance, and if the incomplete units are not made up during the term, the student will not be eligible for further aid (aid suspension) until the units are completed.
If the student must withdraw completely at some point during the term, but wishes to receive credit for any units he or she has completed, the student must complete the withdrawal procedure in writing, and will be charged for the units completed. The student's aid package will also be adjusted to reflect the units attempted. Please note: the student's loan eligibility will be reduced if the student fails to register for all units required for completion of the term.
The institutional policy for students withdrawing is, in keeping with federal policy guidelines concerning refunds and withdrawals, as follows:
In the event a student withdraws or drops from all units within a term, institutional charges, financial aid, and refunds will be calculated on a per diem basis. If this calculates to 60 percent or greater of the term, then NO adjustments will be made.
NOTE: Tuition deposits and application fees are not refunded under any circumstances.
Financial Agreement
A student may not participate in graduation ceremonies, register for further sessions, or receive any diploma, certificate, transcripts, or Degree Verification Letter until all financial obligations (excluding NDSL/Perkins Loan) have been satisfied with a zero balance. Any diploma, certificate, transcripts, or letter of recommendation shall be retained by the university as a security interest until all such obligations are satisfied. Release of any such security interest prior, or subsequent to, any default by the debtors shall not be considered a binding precedent or modification of this policy.
The university reserves the right to make any changes in costs, payment plans, and refund policies without notice.
Satisfactory Academic Progress
Students who wish to receive financial aid must be in good academic standing and make satisfactory academic progress toward a degree or certificate program in addition to meeting other eligibility criteria.
Graduate students are evaluated at the end of each term. The following minimum academic standards must be met:
Qualitative Measure
Graduate students must maintain a minimum cumulative grade-point average (GPA) of at least 3.0 in order to be eligible for federal, state, and institutional funds.
Quantitative Measure
Graduate students must complete 67 percent (approximately two-thirds) of all units in which they originally enroll. Thus, a first-term graduate student who originally enrolls in nine units, withdraws from three units, and successfully completes the remaining six units, would meet the quantitative measure requirement since the student passed at least 67 percent of the units in which he or she originally enrolled.
- Students requesting aid must make progress toward a degree as follows:
- Full-time: 12 units per term and/or 24 units per year (complete 8 per term)
- ¾ time: 9 units per term and/or 18 units per year (complete 6 per term)
- ½ time: 6 units per term and/or 12 units per year (complete 4 per term)
- Unit completion is reviewed at the end of each term.
A student may petition for extended time by using a General Petition Form and submitting it to the CAPS Office of Student Financial Services.
Time Limit for Graduate Student Financial Aid
Graduate students must complete their educational objectives within a reasonable period of time. To accommodate all students and their schedules, this "reasonable period" is not measured chronologically, but by the number of units in which a student originally enrolls. The time limit is based on the number of units required for graduation multiplied by 150 percent. For instance, students who are required to earn 30 units for graduation can apply for financial aid for the first 45 units in which they enroll (30 x 150 percent).
This policy refers to all units in which a graduate student enrolls. Thus, a student who enrolls in nine units but withdraws from three would be considered to have utilized nine units of the maximum number allowed.
Grades
The only grades that meet satisfactory academic progress standards are grades for which credit is awarded; A, B, C, P, and CR. (Some departments and/or schools require a higher minimum GPA in order for course work to meet program requirements.) Withdrawal and incomplete grades are not passing grades. Challenge exams and audited courses are not considered.
Reinstatement
Students who fail to maintain a minimum cumulative GPA will be given one semester of "aid probation" in which they must earn a 3.0 GPA; otherwise, they will be placed on "aid suspension" and be ineligible for all financial aid (federal, state, and institutional).
Students who do not successfully complete 67 percent of all the units in which they originally enrolled will be placed on "aid suspension" for the following semester. They will have their aid reinstated when they achieve completion of at least 67 percent of all the graduate classes they have taken.
In addition, students may appeal for reinstatement of assistance if they, a spouse, or dependent children have experienced illness that prevented class attendance for an extended period of time; they have experienced a death in the immediate family (parents, siblings, spouse, or dependent children); or they have experienced some extraordinary situation that prevented them from meeting the minimum standards. Such a situation must be exceptional and nonrecurring in nature. The appeal for reinstatement must explain the cause of the academic difficulty and how the situation has been resolved.
An appeal must be made within 30 days of the date the notice of ineligibility is mailed to the student by the CAPS Office of Student Financial Services. A Financial Appeals Committee will make a ruling on the appeal. Appeals must be in writing.
Financial Aid Packaging
Azusa Pacific University offers financial aid in the form of employment, loans, grants, and scholarships. In order to serve the large number of students who need financial assistance, the university attempts to coordinate various elements of each student's financial aid program. The university's goal is to award all applicants the maximum scholarship, grant, and loan dollars for which they qualify, given restrictions on the availability of funds, institutional policies, and federal guidelines.
Equitable Treatment
Azusa Pacific University does not discriminate on the basis of race, color, national origin, gender, age, disability, or status as a veteran in any of its policies, practices, or procedures. Appeal procedures exist for anyone who feels that a violation of the above has occurred. Contact the director of student financial services for further information.
Release of Records
It is understood that by applying for financial aid, the student grants the Office of Student Financial Services the right to release the student's grades and enrollment records to scholarship, state, federal, and loan agencies as needed.
Keeping in Touch
The university will attempt to inform students about deadlines and procedures, but the final responsibility for the timely filing of the FAFSA and related documents is the student's. The student must notify the Office of Student Financial Services in the Center of Adult and Professional Studies regarding changes in financial situation, marriage, loss of a job, change in class load, withdrawal from school, or change of address. In order to contact the Office of Student Financial Services, a student may write, call, or come in person.
Outside Aid Resources
Students are required to report all resources known or expected to be available to them during the period for which they seek financial assistance. These resources include, but are not limited to: veterans' benefits, scholarships, fellowships, stipends, and unemployment earnings (including spouse's, where applicable). Failure to report these resources can result in delays in receiving aid funds for which the student may be eligible, cancellation of the award, or even the return of funds already received.
Should any new resources become available, the student is required to report this fact. Withholding or concealing information about these resources may constitute fraud, as the student would be receiving financial aid to which he or she is not entitled.
Overawards
Each year a number of financial aid recipients are distressed to learn that their aid package is being reduced because of an overaward. In many cases, the student was aware of funds from outside sources and failed to inform the Office of Student Financial Services. Reporting this information will save the frustration and inconvenience that may result from an overaward.
All institutional aid is subject to coordination with federal, state, and all other aid sources. All institutional aid is subject to the policies printed in the catalog and any other printed materials. Availability of all aid is subject to federal, state, institutional, and private funding.
International students: Please refer to the International Center website, or call (626) 812-3055 for specific details regarding international admissions requirements, financial information, and other general policies.
