Policy No. 3:04:01:00


SUBJECT:  Student Scholarships, Grants, Loans, and Financial Aid Programs

Purpose:  Cleveland State Community College participates in a variety of student financial aid programs.  The purpose of this policy is to formally address the specific requirements of different federal, state, and local aid programs.

  1. Administrative Capability
    To participate in the Federal Student Aid (FSA) programs, a school must demonstrate that it is administratively capable of providing the education it promises and of properly managing FSA programs. Cleveland State Community College (CSCC) administers federal, state, and institutional programs in accordance with the Federal Student handbook (FSA), Code of Federal Regulations (CFR), Tennessee Student Assistance Corporation (TSAC) and other statutory and regulatory guidelines. CSCC demonstrates administrative capability standards in the following manner:
    1. The Code of Federal Regulations (CFR 668.16(b) (1)) designates a Director and Assistant Director to be responsible for administering and coordinating the institution’s financial aid programs
    2. The Code of Federal Regulations (CFR 668.16(b) (2)) uses an adequate number of qualified staff to administer the Title IV and state programs. Refer to the Financial Aid organizational chart.
    3. The Code of Federal Regulations (CFR 668.16(b)(3)) Communicates to the individual designated to be responsible for administering Title IV and state programs, information that impacts a student’s eligibility.
    4. The Code of Federal Regulations (CFR 668.16(b)(4) and 668.16(c)(1) & (2)) Refer to paragraph 2.3 of this handbook for separation of duties and the responsibilities of various offices with respect to the approval, disbursement, and delivery of Title IV and state funds.
    5. The Code of Federal Regulations (CFR 668.16(d)) The Financial Aid office maintains records as required in accordance with the Federal Student Aid Handbook (FSA) Vol 2 Ch 9
    6. The Code of Federal Regulations (CFR 668.16(o)) CSCC participates in the electronic processes identified by ED.
    7. The Code of Federal Regulations (CFR 668.16(f)) CSCC identifies and resolves discrepancies in the information it receives from different sources with respect to a student’s application for Title IV aid.
    8. The Code of Federal Regulations (CFR 668.16(j) (k))CSCC participates in program reviews and audits. The institution is not debarred, suspended, or engaging in any activity that is a cause for debarment or suspension.
    9. The Code of Federal Regulations (CFR 668.16(m)) CSCC monitors and participates in a default reduction plan for the FFEL cohort default rate
    10. The Code of Federal Regulations (CFR 668.16(i)) CSCC reconciles  Title IV programs as required by federal and institutional policies.
  2. Eligibility Requirements – Federal Student Aid Handbook (FSA Vol 1)
    • General student eligibility criteria for federal, state, and institutional aid:
      1. Enrolled as a regular student in an eligible program (CFR 668.32(a) (1))
      2. Enrolled as a special student in an eligible certificate program (federal and institutional only)
      3. Not be enrolled in a secondary institution (CFR 668.32(b))
      4. Meet on of the following criteria (CFR 668.32(e))
      5. Valid social security number (CFR 668.32(i))
      6. Be a U.S. citizen or eligible noncitizen (CFR 668.32(d))
      7. Be registered with Selective Service if required (CFR 668.32(j))
      8. Not be in default on a Title IV loan, or if in default, have made satisfactory repayment arrangements (CFR 668.32(g))
      9. Have not obtained loan amounts that exceed annual or aggregate loan limits made under any Title IV loan program. (CFR 668.32(g) (2))
      10. Not be liable for an overpayment of Title IV grant or Federal Perkins Loan or, if liable have made satisfactory repayment arrangements (CFR 668.32(g) (4))
      11. Be making satisfactory academic progress (SAP) (CFR 668.32(f))
      12. Not have property which is subject to a judgment lien for a debt owed to the U.S. or if subject to a judgment lien, have made satisfactory repayment arrangements (CFR 668.32(g) (f))
      13. Has not been convicted of an offense involving the possession or sale of illegal drugs (CFR 668.40)
      14. Institutional specific policies:
        • Special admitted/early admitted or transfer students must turn in all required documents prior to receiving federal, state or institutional aid
        • Students must begin attendance before federal, state or institutional aid is disbursed.
    • State Aid Programs
      1. Cleveland State Community College administers the programs in accordance with state guidelines (Promulgated Rules of Tennessee Student Assistance Corporation (TSAC)). The Tennessee Student Assistance Grant is awarded to Tennessee residents enrolled in an eligible institution that demonstrates financial need on a first-come, first-serve basis.
      2. The Tennessee Education Lottery Scholarships (TELS) are awarded to Tennessee residents enrolled in an eligible institution per Chapter 1640-1-19 TELS Program.
    • Institutional Scholarships
      1. Academic Service Scholarships -
        The scholarship is awarded in accordance with Tennessee Board of Regents (TBR) Policy 3:04:01:00. The award is a service award that requires the student to work for the institution a designated number of hours based on the amount of the award. The award is for eligible graduating high school seniors. Award amounts vary.
      2. TN Scholars Scholarships -
        The scholarship is awarded to eligible graduating high school seniors. A minimum 2.5 GPA and 19 ACT score is required.
      3. Foundation Scholarships -
        Scholarships are awarded in accordance with Foundation Board rules and regulations.
      4. Access & Diversity Scholarships -
        Open to incoming and currently enrolled students. A minimum 2.5 GPA is required. Students must meet at least one of the following criteria in order to be considered for the Access & Diversity scholarship:
        • Adult student (Defined as Students age 25 and over)
        • Low income student (Defined as eligible for Pell Grant)
        • Student majoring in either Web Design or Industrial Technology
  3. Satisfactory Academic Progress Standards
    A student must maintain satisfactory academic progress to receive financial aid.  CSCC Guidance Letter G-140, Financial Aid Satisfactory Academic Progress Standards, gives specific details regarding the college’s satisfactory academic progress requirements for financial aid.
    1. Purpose.
      To satisfy the federal requirement that an institution must develop and apply a consistent and reasonable standard of academic progress.
    2. Policy.
      It is the policy of Cleveland State Community College to develop standards of Satisfactory Academic Progress (SAP) in accordance with federal requirements. The institution’s Satisfactory Academic Progress Policy (SAP) measures quantity (number of credits completed), quality (grade point average), maximum time frames for completion, and measures progress incrementally. Financial Aid Applicants must comply with the Satisfactory Academic Progress (SAP) Policy as a condition of initial and continued eligibility. Please note that a student’s prior academic progress will be measured to determine eligibility. The Financial Aid Office will review SAP at the end of the Fall, Spring, and Summer semester for credit course. Financial aid programs affected by the SAP Policy include Federal Loans, Federal Grants, Institutional, Foundation, and State grants/scholarships, and all other programs which require the monitoring of satisfactory academic progress.
    3. Procedure.
      The federal government requires a student to obtain his/her degree within a given time frame to remain eligible to receive financial aid. A student is allowed to have attempted up to 150% of the required credits for a degree and still receive financial aid.
      1. What Counts as Attempted Credits
        An attempted credit includes graded courses (A, B, C, D, F), non-graded courses (I, AU, W), and all transfer credits accepted by Cleveland State. ALL incompletes, withdrawals, failures, and repeats are included as attempts when determining SAP for financial aid.
      2. Failure to meet minimum SAP requirements
        Any student who fails to meet minimum SAP requirements will be placed on warning. If a student is placed on warning, he or she does not need to appeal, financial aid eligibility has not been revoked. If, at the end of the probationary period the student does not meet the minimum requirements for SAP, all aid will be suspended. Students who are placed on financial aid warning are encouraged to seek academic and/or personal counseling. Counseling services can provide the student with additional support which may help alleviate obstacles that hinder satisfactory academic progress. Students who are on financial aid warning are further encouraged to consult with a financial aid counselor prior to withdrawing from any classes or if midterm grades are failures.
      3. Reinstatement of Financial Aid
        Financial Aid may be reinstated while a student is in a suspended status by meeting the minimum requirements for SAP or by an approved appeal. A student who has had his/her financial aid eligibility suspended has the right to make a written appeal if extenuating circumstances exist and can be documented. If financial aid is not reinstated, suspension will remain in effect. Non-enrollment at Cleveland State does not restore eligibility (i.e. – enrollment at another institution or “sitting out” a semester).
  4. Appeals.
    Students who wish to appeal satisfactory academic progress suspension may do so by completing a satisfactory academic appeal and all supporting documentation to the Financial Aid Office. If a student submits an appeal after the deadline date, he/she will need to pay tuition/fees.
    • All financial aid appeals should be submitted to the Financial Aid Office. Identify the circumstances which lead to the failure to maintain minimum satisfactory academic progress. Provide supporting documentation, (i.e. medical documentation, death notice, etc.). Include an educational plan completed by an academic counselor and a detailed plan to correct academic deficiencies. Special circumstances will be considered when processing an appeal. If the appeal is for disability reasons, the student will need to see a counselor in the ACCESS Center.
    • The Satisfactory Academic Progress Appeals Committee will post the results of the student’s appeal request and any special conditions and/or stipulations on the student’s CougarNet self-service account (Financial Aid). If the conditions are not met, financial aid will be cancelled. All decisions at this point are final.
    • Additional Information - Academic dismissal or disciplinary suspension from Cleveland State will result in the automatic cancellation of financial aid eligibility. Only matriculating students (formally admitted) can receive financial aid. Students ceasing attendance at Cleveland State, either officially by withdrawing through the Registrar's Office or unofficially by dropping out, will have their financial aid adjusted in accordance with the Federal Return of Title IV Funds Refund Policy.


Source:  TBR Policy 3:04:01:00

Approved by President’s Cabinet January 8, 2013