Dropping and Withdrawing From Classes
Through the 3rd day of the term students may drop their courses they registered to take. Dropping a course is done through BannerWeb, the student database system. If you drop your course(s) by the 3rd day you have:
- No academic penalty
- No tuition or fee charges
- No Financial Aid awarded
After the 3rd day of the term students not able to complete a course(s) must complete a Withdrawal Form online through Registrar’s office. If you withdraw, be aware:
- You are assigned a W for each course you withdraw.
- Full Tuition and fees based on hours enrolled are charged – you are not given a refund for any tuition & fees according to state policy.
- Title IV Financial Aid (Pell Grant, SEOG, etc.) will be prorated based on the amount of aid the student earned for the period the student was enrolled. Unearned Title IV aid will be returned to the Department of Education as required by Return to Title IV regulations.
- The student will be responsible for paying the balance of tuition, fees and book charges not covered by the prorated Title IV and other aid received.
The above withdrawal process will also apply to those students who are dropped from all classes by the institution (administratively withdrawn) due to non-attendance based on the date the institution determines that the student stopped attending classes.
Federal regulations require all institutions to confirm the accuracy of information submitted on the FAFSA. This process is called verification. The U.S. Department of Education selects applicants for the verification process. The Financial Aid Office at Central Georgia Technical College reserves the right to select additional applicants for the process of verification at its discretion. This discretionary selection may be generated due to conflicting information or due to concerns that data may not be accurate or complete.
NOTIFICATION AND COMMUNICATION
Students selected for verification must submit documentation to the CGTC Financial Aid office in order for financial aid eligibility to be determined. Students are notified of their selection for the process as follows:
- The Student Aid Report (SAR) from the Department of Education after submission of the FAFSA.
- Central Georgia Technical College will provide written notification to the student identifying the documents required for the verification process. These notifications will be sent to the student periodically until the documents are received. The student can also check their BANNERWeb account for this information.
- As a courtesy, CGTC’s Financial Aid office may contact students by phone to encourage them to submit documents to complete the verification process.
- Signed Verification Worksheet
- Federal Tax Return Transcript *
- – Dependent student; student and parents tax transcript
- – Independent: student, and spouse if applicable.
- It may be necessary for the student to submit additional documentation in order for the verification process to be completed. The Financial Aid Office will notify the student if this additional documentation is needed.
*If you do not have a copy of your tax return transcript, you can request a tax return transcript by accessing the IRS website (https://www.irs.gov/individuals/get-transcript ) and following the instructions shown, or complete Form 4506-T and fax to the appropriate IRS tax location for the state in which you filed your federal tax return. For Georgia, the fax number is 859-669-3592. This make take several weeks for processing. The documents will be mailed to you, or you may request the documents to be mailed to the College (item #5). If you choose to have them mailed to the College, please enter the College’s mailing address and to the attention of the Financial Aid Office.
For tax filer, make sure you choose “Return Transcript.”
For non-tax filers, you must request a Verification of Nonfiling letter and a W2 transcript, even if you did not work or have any type of income. If you did not work or have any income, you will receive a letter(s) from the IRS stating that the documents were not available. You will need to submit the letter(s) to the Financial Aid office along with your verification worksheet.
- If the student, parent, or both used the IRS Data Retrieval Tool to transfer tax information to the FAFSA, the tax return transcript is not required for verification; just the applicable signed verification worksheet.
DEADLINES FOR SUBMISSION OF DOCUMENTATION
Verification documents should be submitted by the document deadline as posted in the Important Dates section of the CGTC Financial Aid website. Submitting the required documents by the due date, as posted, facilitates the College’s ability to verify all information in a timely manner, ensure that financial aid packages and reconciliation of funds are accurate, and that financial aid is posted to the student’s account in a timely manner.
Failure to submit the required documentation will eliminate the disbursement of financial aid and failure to submit required documentation by the posted deadline will delay the disbursement of financial aid.
EXTINUATING TAX CIRCUMSTANCES
Tax documentation cannot be obtained – An individual who did not retain a copy of his or her tax information for the year to be verified and for whom the information cannot be located by the IRS (or other relevant taxing authority) must submit to the institution:
- Copies of all of their IRS Form W-2s, a wage and income transcript, or an equivalent document; and
- Documentation from the IRS or other relevant taxing authority that indicates the individual’s tax information for the year to be verified cannot be located; and
- A signed statement that indicates that the individual did not retain a copy of his or her tax information for the year to be verified.
Extensions – Families who file a federal tax extension must submit to the CGTC Financial Aid office a copy of IRS Form 4868, Application for Automatic Extension of time to File U.S. Individual Income Tax Return along with a copy of all W2 forms. If self-employed, a signed statement with the amount of their AGI and U.S. taxes paid must be submitted. If documentation submitted is deemed sufficient, the verification will be processed. Financial Aid awarded to the student will be temporarily disbursed to the student and will not be finalized until the actual completed tax transcripts are submitted to the Financial Aid office as soon as the documents are available from the IRS.
Identity Theft – Individuals who are victims of IRS tax-related identity theft must submit to the institution:
- A Tax Return DataBase View (TRDBV) transcript obtained from the IRS; AND
- A statement signed an dated by the ta filer indicating that they were victims of IRS tax-related identity theft and that the IRS has been made award of the tax-related identity theft.
Tax filers may obtain a TRDBV transcript and inform the IRS of the tax-related identity theft by calling the IRS’s Identity Protection Specialized Unit (IPSU) at 1-800-908-4490. The IPSU will first authenticate the identity of the tax filer, who can then ask the IRS to mail them a TRDBV transcript. The TRDBV transcript will look different than a regular IRS tax return transcript, but it is official and can be used for verification. Tax filers who cannot obtain a TRDBV transcript may instead submit another official IRS transcript or equivalent document provided by the IRS if it includes all of the income and tax information required to be verified.
Tax filers who file an amended return – Individuals who filed an amended tax return must submit the following documents to the institution:
- A copy of the original income tax return that was filed with the IRS for the tax year required to be verified; and
- A transcript obtained from the IRS that lists tax account information of the tax filer for the tax year required to be verified; and
- A signed copy of the IRS Form 1040X that was filed with the IRS.
VERIFICATION SUBMISSION/AWARD CHANGE/NOTIFICATION TO STUDENT
Financial aid cannot be disbursed to a student’s account if the student is selected for verification and the verification process is not complete. In the event financial aid funds have already been disbursed to the student’s account and the student has been subsequently selected for verification, further disbursements will be delayed until required documents are submitted and the verification process is completed.
Changes in the student’s eligibility and aid awarded may occur if any discrepancies are found between the initial FAFSA and verification documents. If a change in a student’s eligibility does occur due to verification, the student will be notified by the receipt a new Student Aid Report (SAR) from the Department of Education. The College will also send the student a revised Award Letter notifying the student of the award change. The student can also access their BANNERWeb account to see these changes.
Verification Document Links
Each verification group below is different based on verification items chosen by the Department of Education for individual students. Please make sure you are choosing the correct worksheet by referring to your Need Requirements Letter you received, your BannerWeb Account or by contacting the Financial Aid office.
2018 – 2019
|Dependent Students||Independent Students|
|Tracking Group V1 – Standard||Tracking Group V1 – Standard|
|Tracking Group V4 – Custom||Tracking Group V4 – Custom|
|Tracking Group V5 – Aggregate||Tracking Group V5 – Aggregate|
2017 – 2018
|Dependent Students||Independent Students|
|Tracking Group V1 – Standard||Tracking Group V1 – Standard|
|Tracking Group V4 – Custom||Tracking Group V4 – Custom|
|Tracking Group V5 – Aggregate||Tracking Group V5 – Aggregate|
Satisfactory Academic Progress (SAP)
Federal regulations require institutions participating in Title IV financial aid programs to have a Satisfactory Academic Progress policy. Central Georgia Technical College’s policy applies to all students regardless of whether they are Title IV eligible or not. SAP is checked at the completion of each term.
Quantitative and Qualitative Requirements
Quantitative – The maximum time frame (pace) for a student to complete a program cannot exceed 150% of the published length of the program for which the student is enrolled. In order to meet this standard, a student must complete and pass at least 67% of all credit hours attempted. Courses earned include grades of A, B, C, D or F. Courses attempted include grades of A, B, C, D, F, W, I, or IP. Attempted learning support courses are not included in this measurement.
Qualitative – The student must maintain a cumulative GPA of 2.0 or above in order to remain eligible for financial aid. Grades of A, B, C, D, or F are included in the calculation of the cumulative GPA. Grades of I, W, or IP do not affect the GPA. Although not included in the actual GPA calculation, attempted remedial courses are reviewed to ensure students are successfully completing the courses as part of the qualitative assessment.
Maximum Time Frame (150% standard)
Students must complete their program of study within one and one-half (150%) times the normal length of the program of study. This includes all credit hours attempted whether they are completed or passed. For example, if a program of study is 80 credit hours, the maximum timeframe to complete the program and receive financial aid is 120 attempted credit hours. The maximum timeframe will vary depending upon the length of the program of study. Changing majors may result in a student exceeding the maximum timeframe for completion.
A student that does not maintain a 2.0 GPA and/or does not complete at least 67% of all attempted hours at the time SAP is checked, will be placed on Financial Aid Warning Status and will continue to receive financial aid for one term only. Students will be notified of their SAP Status by email.
If at the completion of the Financial Aid Warning term:
- the student has met the quantitative and/or qualitative SAP standards, the student will be placed in Good Standing Status and will continue to receive financial aid.
- the student has not met the quantitative and/or qualitative SAP standard, the student will be placed on Financial Aid Unsatisfactory Status and will not be eligible to receive financial aid for any terms after the completion of the Financial Aid Warning term. (Note: If the student is enrolled while on Financial Aid Unsatisfactory Status, the student will be required to pay tuition, fees, books and other related charges out of pocket.)
Once a student has been placed on Financial Aid Unsatisfactory Suspension and has lost eligibility to receive financial aid, eligibility may be regained in one of two ways:
- The student must attend classes as a cash paying student (receiving no aid) until the cumulative GPA and the cumulative completion rate has reached or exceeded the minimum requirement. At the next term of enrollment the student may be eligible to begin receiving financial aid if all other financial aid eligibility requirements are met, OR
- The student may file an appeal. The appeal must be approved before financial aid eligibility can be regained. The student must also meet all other financial aid eligibility requirements.
Any student placed on Financial Aid Unsatisfactory Status may submit an appeal. The student must submit a Request for Financial Aid Appeal form within 10 days from the date the student is notified of the Unsatisfactory Status.
Acceptable conditions to file an appeal include:
- Death of a relative, or
- Injury or illness of the student, or
- Other extenuating circumstance.
The student must submit an appeal form along with documentation to support the acceptable conditions for the appeal to be considered. The student must submit an explanation of what has changed in his/her situation that will allow the student to demonstrate satisfactory academic progress at the next evaluation.
Once appeal documentation has been received and reviewed for completeness, the college has 30 days from the date the appeal is submitted to review, render a decision and notify the student of the results. The student will be notified by email of the appeal decision.
- If appeal is granted, the student will be placed on Financial Aid Academic Plan status beginning the next term of enrollment (after appeal is granted) and will be eligible to receive financial aid. The Appeal Advisor must go over the Academic Plan with the student and the student must sign the Academic Plan before aid will be disbursed to student’s Banner account. The student may remain on the Academic Plan and eligible for aid as long as the student meets the minimum GPA and completion rate requirements per term until the student has reached a minimum cumulative GPA and completion rate and can be removed from the Academic Plan. If the student fails to maintain SAP requirements while on the Academic Plan status, the student will be placed again on Financial Aid Unsatisfactory Status and will not be eligible for financial aid. The student has the right to file a new appeal or attend classes and pay out of pocket in an effort to regain financial aid eligibility completing the necessary hours and earning the minimum cumulative GPA and completion rate to meet SAP requirements.
- If appeal is denied, the student will not be eligible for financial aid. The student has the right to file a new appeal; otherwise the student may regain financial aid eligibility once the student completes the necessary hours and earns the minimum required GPA to meet SAP requirements.
- Incomplete courses are included in attempted hours.
- Withdrawals are allowed within reason, but all grades earned in courses in which a student is enrolled beyond the drop/add period are included in hours attempted.
- Repeated coursework – All grades earned for repeated courses are included in the calculation of the GPA and included in hours attempted.
- Transfer credits will be awarded for courses applicable to student’s chosen program of study and count in both hours attempted and earned.
- Study abroad – not applicable
- Audited courses are not considered credit courses and are not included in the SAP process.
- Consortium agreements – not applicable
- Program changes may impact the length of time required to meet new program requirements. Program changes are allowed only once per semester.
Student Loan Status
The Department of Education and its student loan servicers offer students the services listed below FREE OF CHARGE.
- Consolidating federal student loans;
- Changing repayment plan;
- Resolving defaults;
- Filing requests for borrower defense loan cancellation; and
- Other benefits and services that students are entitled to receive at no charge.
There are debt relief companies that charge up-front or monthly fees for the same services. Some of these companies may tell students that they are working with a postsecondary institution to provide these services, when actually they are not.
A student in default on a Federal Student Loan or Direct Loan is not eligible to receive Title IV aid until the default status is resolved by:
- Repayment in full, or
- Has made at least 6 consecutive, full, voluntary payments on time to the loan holder, or
- Loan rehabilitation
State Aid – for the student to be eligible for state aid, the defaulted loan(s) must be paid in full.
The student should contact the loan holder for more information on resolving loan defaults.
It is the student’s responsibility to submit loan status resolution documents to the Financial Aid Office. Aid will not be disbursed to the student unless this documentation has been received and reviewed in order for Federal and state aid eligibility to be determined.
Click on the link below for more information on assistance with defaulted loan status.
Overpayment/Exceed Loan Limits
Students who have obtained Title IV program loan funds in an amount that exceeds the annual or aggregate loan limits are ineligible for any further Title IV program (Pell, SEOG, Federal Work Study) assistance until the student:
- Repays in full the excess amount; or
- Makes satisfactory repayment arrangements with the loan holder to repay the excess loan amount. The satisfactory repayment arrangements are determined by the loan holder.
- It is the student’s responsibility to submit loan status resolution documents to the Financial Aid Office. Aid will not be disbursed to the student unless this documentation has been received and reviewed in order for Federal and state aid eligibility to be determined.
Students with a student loan or grant overpayment that has been discharged in bankruptcy remains eligible for Title IV aid (Pell, SEOG, Federal Work Study).
- Borrowers who list a non-defaulted student loan or grant in an active bankruptcy claim is eligible for Title IV funds as long as there are no loans in default.
- Borrowers who list a defaulted student loan or grant in an active bankruptcy claim is eligible for further Title IV funds if the borrower provides documentation from the loan holder stating the loan is dischargeable.
Unusual Enrollment History
The Department of Education is making efforts to prevent fraud and abuse in the Federal Pell Grant Program by identifying students with unusual enrollment histories (UEH). The UEH is a specific enrollment pattern in which students attend an institution long enough to receive Title IV credit balance funds, leave without completing the enrollment period, enrolls at another institution, and repeats the pattern of enrollment just long enough to collect another Title IV balance without having earned any academic credit. There may be cases where students have a legitimate reason for enrollment at multiple institutions. However, such an enrollment history requires a review to determine whether there are valid reasons for the UEH.
The Department will assign a UEH flag of ‘N’, ‘2’, or ‘3’ to the student’s Student Aid Report (SAR).
- UEH flag value of ‘N’ – there is no unusual enrollment history; no action is required by student or institution.
- UEH flag value of ‘2’ – indicates an unusual enrollment history that requires review by the institution of the student’s enrollment records to determine if the institution must collect additional information about the student’s prior enrollment.
- UEH flag value of ‘3’ – indicates that the institution must review academic records for the student and, in some instances, must collect additional documentation from the student.
Beginning with the 2015-2016 year, the Department of Education expanded the selection criteria to applicants that had prior receipt of, in addition to the Pell Grant, Federal Direct Loans and increased prior awards years to four instead of three.
If the institution approves the student’s continued eligibility, the Financial Aid administrator may choose to require the student to establish an academic plan similar to the type of plan used to resolve Satisfactory Academic Progress appeals.
If a student did not earn academic credit at one or more of the relevant institutions and does not provide, to the Financial Aid administrator’s satisfaction, an acceptable explanation and documentation for each of those failures, the institution must deny the student any further Title IV assistance. The authority for an institution to deny Title IV, HEA program assistance under UEH circumstances is section 484(a)(4)(A) of the Higher Education Act of 1965, as amended, which requires the student to sign a Statement of Educational Purpose. By signing the Statement of Educational Purpose as part of the student’s submission of the FAFSA, the student certified that he or she would use Title IV, HEA program assistance received only to meet educational costs. The student can regain Title IV eligibility by completing one semester of successful academic performance as a cash paying student or by filing an appeal and appeal is approved
Time Limitation on Direct Subsidized Loan Eligibility for First-Time Borrowers on or after July 1, 2013
On July 6, 2012, the Moving Ahead for Progress in the 21st Century Act (MAP-21) added a new provision to the Direct Loan statutory requirements that limits a first-time borrower’s eligibility for Direct Subsidized Loans to a period not to exceed 150 percent of the length of the borrower’s educational program. Under certain conditions, the provision also causes first –time borrowers who have exceeded the 150 percent limit to lose the interest subsidy on the Direct Subsidized Loans. Only first-time borrowers on or after July 1, 2013 are subject to the new provision.