Open

NOTE:  This procedure is legally required.  Local practice may be inserted below. Many Districts have published extensive handbooks for financial aid.  They may, if desired, be incorporated by reference rather than reproduced.  Further information may be obtained on the U.S. Department of Education’s Federal Student Aid website.

NOTE:  Districts must provide students with the Financial Aid Shopping Sheet as developed by the U.S. Department of Education when it provides a financial aid award package to an individual who is offered admission.  Districts should ensure their locally created practice or financial aid handbooks incorporate this requirement.

Financial Aid programs offered usually include:

• California College Promise Grant (formerly known as the BOG Fee Waiver)

• CalWORKS

• Cal Grants

• Federal Pell Grants

• Federal Direct Student Loan Program

• Federal Family Education Loan Program

Regulations must address at minimum:

• Application procedures, including deadlines

• Student eligibility

• Payment procedures

• Overpayment recovery

• Accounting requirements

• Satisfactory progress

NOTE:  The procedure provision below is legally required in an effort to show good faith compliance with the applicable federal regulations.

Misrepresentation

Misrepresentation is defined as any false, erroneous, or misleading statement that the District, a representative of the District, or a service provider with which the District has contracted to provide educational programs, marketing, advertising, recruiting, or admissions services, makes directly or indirectly to a student, prospective student, a member of the public, an accrediting agency, a state agency, or the United States Department of Education.

A misleading statement includes any statement that has the likelihood or tendency to deceive or confuse.  If a person to whom the misrepresentation was made could reasonably be expected to rely, or has reasonably relied, on the misrepresentation, the misrepresentation would be substantial.

This procedure does not apply to statements by students through social media outlets or by vendors that are not providing covered services, as reflected herein.

NOTE:  The procedure provision below is legally required under California Regulations and applies to students who receive a California College Promise Grant (formerly known as a BOG Fee Waiver).

Loss of Eligibility for California College Promise Grant (formerly known as a BOG Fee Waiver)

A student shall become ineligible for a California College Promise Grant if the student is placed on academic or progress probation, or any combination thereof, for two consecutive primary terms. Loss of eligibility shall become effective at the first registration opportunity after such determination is made.

The District shall notify students of their placement on academic or progress probation no later than thirty days following the end of the term that resulted in the student’s placement on probation.  The notification must clearly state that two consecutive primary terms of probation will lead to a loss of the California College Promise Grant until the student is no longer on probation.  The notification must also advise students about the available student support services to assist them in maintaining eligibility.

The District shall adopt, prominently display, and disseminate policies ensuring that students are advised about the student support services available to assist them in maintaining and reestablishing California College Promise Grant eligibility.  Dissemination includes, but is not limited to, information provided in college catalogs and class schedules.

The District shall establish written procedures by which a student may appeal the loss of a California College Promise Grant due to extenuating circumstances, or when a student with a disability applied for, but did not receive, a reasonable accommodation in a timely manner.  Extenuating circumstances are verified cases of accidents, illnesses, or other circumstances that might include documented changes in the student’s economic situation or evidence that the student was unable to obtain essential student support services.  Extenuating circumstances also includes special consideration of the specific factors associated with Veterans, CalWORKs, EOPS, and DSPS student status.

Foster Youth shall not be subject to loss of California College Promise Grant due to placement on academic or progress probation.  This exemption for Foster Youth is effective until the date specified in Education Code Section 66025.9 subdivision (c).

Students Enrolled in a Baccalaureate Degree Program

Students enrolled in a baccalaureate degree program who wish to apply for a California College Promise Grant (CCPG) waiver must submit either a Free Application for Federal Student Aid (FAFSA) or a California Dream Act application in lieu of completing the Board of Governors Fee Waiver application.

Scholarship Displacement

The District shall not reduce the institutional gift aid offer of a student who is eligible to receive a federal Pell Grant award, a Cal Grant award, or financial assistance under the California Dream Act for an academic year as a result of private scholarship awards designated for the student unless the student’s gift aid exceeds the student’s annual cost of attendance.  The District may reduce the institutional gift aid offer of a student who is eligible to receive a federal Pell Grant award, a Cal Grant award, or financial assistance under the California Dream Act by no more than the amount of the student’s gift aid that is in excess of the student’s annual cost of attendance.  The District shall not consider receipt or anticipated receipt of private scholarships when considering a student who is eligible to receive a federal Pell Grant award, a Cal Grant award, or financial assistance under the California Dream Act for qualification for institutional gift aid.

Disclaimer:  This document is provided as a benefit to Community College League of California’s Policy & Procedure Service subscribers and cannot be shared outside of their district.  The information contained within is a sample only and is not designed to address each district’s specific and unique issues, internal rules or practices, or governing documents that might be in place at each district.  Districts should always consult with local District legal counsel prior to implementation.

Reference:         Education Code Sections 66021.3, 66021.6, 66025.9, 69432.7, 69514, 70045 et seq., 76300, 78042, and 94912.5; Title 5 Sections 55031 and 58600 et seq.; 20 U.S. Code Sections 1070 et seq.; 34 Code of Federal Regulations Part 668 (U.S. Department of Education regulations on the Integrity of Federal Student Financial Aid Programs under Title IV of the Higher Education Act of 1965, as amended); ACCJC Accreditation Standard 3 

 APPROVED:     Revised 7/11, 10/13, 4/15, 4/18, 4/19, 4/23, 4/24, 4/25

 Date Approved: November 1, 2000