Financial Aid

Financial Aid Office
113E East Hall
651-523-3000
finaid@hamline.edu
www.hamline.edu/fa  
FAFSA school code: 002354

• Financial Aid and Scholarships
• Satisfactory Academic Progress Policy
• Maximum Time Frames
• Return of Financial Aid for Leaves or Withdrawals

Financial Aid and Scholarships

Hamline University graduate programs have a handful of institutional grants. The majority of graduate student aid is in the form of Federal Direct Loans to help defray their education costs. To be eligible for Federal Direct Loans, graduate students must complete the Free Application for Federal Student Aid (FAFSA), maintain at least half-time status (four credits per semester), and be enrolled in required courses for the degree or eligible certificate program. Students may complete the FAFSA form online at www.studentaid.gov/sa/fafsa.

In addition to Federal Direct Loans, some graduate students are eligible to borrow Federal Graduate PLUS Loans and/or private alternative educational loans up to the cost of their education. Both Graduate PLUS and private alternative educational loans are dependent on passing credit checks. Students may find instructions on how to apply for loans online at www.hamline.edu/loans.

Hamline University’s graduate programs offer several scholarships and discount opportunities to help with the costs of tuition; scholarships and discounts cannot be combined. 

Another important source of financial aid for Hamline University graduate students comes from outside scholarships. These are scholarships that students procure on their own from resources outside of Hamline. Graduate students are encouraged to register at www.fastweb.com, a major national scholarship database/resource. In addition, graduate students should also regularly check the Hamline University scholarship list that is maintained by the Financial Aid Office. This list is available in electronic format on Hamline’s Financial Aid website at www.hamline.edu/outsidescholarships.

Satisfactory Academic Progress Policy for Financial Aid

Financial aid eligibility is based on Satisfactory Academic Progress (SAP) standards that Hamline University Office of Financial Aid is required by the U. S. Department of Education to establish, publish, and apply. The Financial Aid Office measures academic performance and enforces SAP standards to ensure that financial aid recipients progress toward completion of their degree or certificate program. Students who fail to meet these standards become ineligible to receive financial aid until compliant with all of the requirements detailed in this policy.

To demonstrate Satisfactory Academic Progress, a student’s academic performance must meet two main SAP components. The first is a qualitative component, represented by grade point average (GPA). The second is a quantitative component measured by credit completion (the ratio between attempted and completed credits) and the maximum time frame to complete the degree or certificate program.

Section 1. Standards of Satisfactory Academic Progress

• Grade Point Average – All graduate and professional students must maintain a cumulative GPA that is equivalent to the graduation standards published by their program.
   
• Credit Completion – Students must complete 67% of all credits attempted. A completed credit has a grade of A, B, C, D, LP, P, or HP. Withdrawals, incompletes and repeated courses are included in attempted credits.
   
• Maximum Time Frame – Students are expected to finish their degree or certificate within an acceptable period of time. Acceptable period of time for financial aid recipients is defined as the earliest of either the 150% of the required number of credits needed to complete their program or completion of all required courses for the program or eligible certificate.  This includes transfer credits from another college that apply to the Hamline program. For example, for a program that requires 48 credits, students must finish their program before they reach 72 attempted credits.  Hamline is required to suspend aid eligibility after any review which shows that the student cannot possibly complete the program within the 150% program length. Review the graduate bulletin to view the number of required credits for your program. Students who require developmental coursework may appeal to have the 150% limit extended.

Section 2. Definitions/Conditions

• Credit – A credit is the unit by which academic work is measured.
   
• Attempted credit – An attempted credit includes all credits for which you are registered at the end of the add/drop period each term.
   
• Cumulative credits – Cumulative credits represent the total number of credits evaluated (attempted and earned) for all periods of enrollment at the University, including summer and J-terms or terms for which the student did not receive aid.
   
• Earned credits – Earned credits are those that are successfully completed with a grade of A, B, C, D, HP, LP, and P and all plus and minus variations. Grades of I, W, N, NG, F, and EX, or drops are not counted as earned credits. Audit credits are not counted as attempted or earned credits.
   
• Grade Point Average (GPA) – The GPA is calculated using a grade point value outlined in the bulletin for grades A, B, C, D, and F and all plus or minus variations. Although a grade of LP, P, or HP will count as credit earned, it carries no grade point value. The grade of N will not count as credit earned and it carries no grade point value.
   
• Incompletes and Missing Grades – An “I”, “NG” or “EX” are included in the cumulative credits attempted. These credits cannot be used as earned credits or GPA during the review during a review period with these grades. Once the incomplete or missing grade is finalized, it will be factored in during the next review period.
   
• Repeat Credits – Repeats may be allowed in order to improve a grade or meet program requirements. They are included in credits attempted and maximum time frame standards. The most recent grade will become the grade calculated for GPA.
   
• Transfer Credits – Grades associated with transfer credits are not included in the cumulative GPA calculation. Transfer credits accepted by Hamline University that are applicable to the current degree program apply toward the number of attempted and earned credits as well as the maximum time frame calculation for that program.
   
• Change of Grade – Upon request, recalculation of SAP standing can be done to account for subsequent grade changes, if the grade change occurs within the limited timeframe allowed within federal regulations.
   
• Change of Program of Study – Should a student change programs, only attempted credits from courses eligible for application toward the new primary program of study will count toward the maximum time frame of that program. All attempted and earned credits in the new primary program of study are included in the GPA and completion rate calculation.

Section 3. Implementation

Academic progress for every financial aid applicant will be monitored after each semester, including summer term. If the program is less than one year in length the review will take place at the midpoint. All of a student’s academic coursework is considered in the review process, whether the student received aid that term or not. The assessment will be based on the student’s entire academic record, including all transfer credit hours accepted. Because grades may not be available before the next scheduled term begins, it is possible that financial aid may be disbursed before the review is conducted.  In the event that a student is found to be ineligible for the financial aid that has been disbursed due to failure to meet one of the standards, the aid that was disbursed will be canceled and returned to the appropriate program(s). If the student successfully appeals and is granted a probationary term, the aid can be reinstated for that term.

• Financial Aid Warning Status – If the student does not meet either the GPA or credit completion standard, the student will be placed on financial aid warning for the next registered term. If on this status, students will be notified within two weeks after the end of the term grading deadline.  While on warning status, students are eligible to receive financial aid. Students on warning status are encouraged to use the many academic support services on campus to improve their academic standing. 

  To be removed from financial aid warning status the student must meet GPA and credit completion standards. 

  A student who has reached the maximum time frame prior to completing the program will no longer be eligible for financial aid, but may appeal if there was a change in program or major.
   

• Financial aid ineligibility/suspension – Students, who do not meet the minimum GPA and/or credit completion ratio after completing a term while on financial aid warning, will no longer be eligible for federal, state, or institutional aid. Students on warning status will be notified within two weeks after the end of the term grading deadline.  Students may be eligible for private loan programs and outside assistance that does not require SAP.
  
  Provided the student’s academic status allows for registration, they may attend the University at his or her own expense until the minimum cumulative GPA and credit completion requirement has been met.
  
  Hamline University may immediately deem a student ineligible for financial aid in the event of extraordinary circumstances, such as a student who registers for but does not earn any credits for two consecutive terms, or a student who demonstrates an attendance pattern that abuses the receipt of financial aid.
  
  Students who failed to meet these standards due to unusual circumstances may appeal the financial aid SAP suspension status.

• Financial Aid Suspension – Students who have been dismissed by the University are no longer eligible for financial aid. If a student is re-admitted, they may need to complete the financial aid suspension appeal process. Eligibility for financial aid will be determined based on financial aid SAP standards through a review of the academic record during the readmit review. The student will be notified at the time of readmission if ineligible for aid and will be offered the option to submit an appeal based on extenuating circumstances. Instructions on the appeal process will be included with the readmit notification.

Section 4. Right to Appeal

A student who is unable to achieve SAP and is suspended from receiving financial aid has the right to appeal. The student may appeal the financial aid suspension status within 14 days of the date of suspension notification or prior to the start of the term.  If appeals are received after the start of the term, they will be considered, provided there is an acceptable reason for the delay.  Students are encouraged to submit appeals if:

• The record shows that the student has now earned the required cumulative minimum GPA and credit completion ratio to meet SAP standards.
• The student is readmitted after suspension by the University.
• Unusual circumstances interfered with the student’s ability to meet SAP standards, including but not limited to:
  • Illness, accident, or injury experienced by the student or a significant person in the student’s life.
  • Death of a family member or significant person in the student’s life.
  • Divorce experienced by the student or parent.
  • Reinstatement after an academic dismissal or extended break in the student’s enrollment.
  • Personal problems or issues with spouse, family, roommate, or other significant person.
  • Exceeding time frame while in a second undergraduate or dual degree program or as a result of changing major.

To appeal, students must submit to the Financial Aid Office the following:

1. A statement from the student explaining the nature of the extenuating circumstances that contributed to the SAP deficiency with an explanation of how the barriers/circumstances to academic success have been removed.
2. Third party documentation to support the circumstances, if applicable.
3. Approved academic plan developed by the student and their Program Advisor.

Financial Aid Probation

If the student successfully appeals the financial aid ineligibility/suspension status, the student will be placed on financial aid probation for their next registered term. While on probation, students are eligible to receive financial aid. Students on financial aid probation status are encouraged to use the many academic support services on campus to improve their academic standing. 

To remain eligible for financial aid, the student must meet the general SAP GPA and credit completion standards or meet the terms listed in their specific approved academic plan.  If after any review period the student is no longer meeting the terms of the academic plan or the general SAP standards, Hamline will suspend federal, state and institutional aid.

Maximum Time Frames for Financial Aid 

Return of Financial Aid for Leaves or Withdrawals

Change in Enrollment Status

A student who withdraws or decreases enrollment status may receive a decrease in the institutional charges. See withdraw charges policy from Student Accounts Office: http://www.hamline.edu/offices/student-accounts/forms-publications.html.

Return of Financial Aid

The policies for return of financial aid differ depending on if the funding is federal, state or institutional.  See the federal (Title IV) refund policy below for the process of determining the withdrawal date. Students taking an institutional leave of absence will be processed as a withdraw for federal and state aid purposes. The withdrawal date which also pertains to the State and Institutional refund policies.

At any point that a student receives a 100% refund of tuition; all state, institutional and private sources of aid will be returned.

If a student changes enrollment status after the add/drop period is over, the financial aid package may be adjusted to reflect the eligible available aid at the new enrollment level.

All calculations for federal, state, or institutional return of aid or post withdrawal disbursements will be done within 30 days of the notice to financial aid of the official or unofficial withdrawal date.

Federal (Title IV) Refund Policy

When a student officially withdraws or goes on an institutional leave (processed as a withdraw for aid purposes), the date on record is calculated based on when the student notifies Hamline of their intent to withdraw or take a leave.  Alternatively, their last day of attendance may be used if documented.  If the withdrawal from all your classes is prior to the end of the add/drop period of the term, it will necessitate the return of all of your financial aid.  However, if a student is able to document class attendance for each course prior to end of the add/drop period, the last date of attendance may be used.  

To officially withdraw or take an institutional leave of absence, undergraduate students need to contact the Center of Academic Success and Achievement (CASA). Graduate students need to contact their program advisor. 

An unofficial withdrawal is determined if a student stops attending without officially notifying the University. This is often determined when a student does not receive any passing grades for a term.  The unofficial withdrawal date will be the latest known date of academic related activity from all courses in the term, reported by each professor, if known.  If there is no known last date of attendance in each course, the University will use the midpoint of the term as the unofficial withdrawal date.

Students that receive federal aid who cease enrollment (officially or unofficially) after a term starts and before completing 60% of the term will need to have a return of federal aid calculation performed. The calculation considers the amount of aid a student has earned throughout the term compared to the amount of federal aid disbursed to the student.  

The percentage of federal aid earned is determined from a calculation using the effective withdrawal or leave date on record and number of days in the period of enrollment.

If the student has earned less aid than was disbursed, based on a federal proration formula, a portion of the federal aid will be required to be returned to the federal programs. In most cases the return is done by the school. If at any time a return of aid is required by the student, the University will contact the student with details on the required return.  The federal rules mandate the amount being returned to federal programs following the program order of: Direct Unsubsidized Loan, Direct Subsidized Loan, Direct PLUS/Graduate PLUS, Pell Grant, SEOG, and Teach Grant. Federal rules further mandate that the federal funds be returned within 45 days of the date the school determined the student withdrew.

If the student has earned more aid than was disbursed, the student may be eligible for a post withdrawal disbursement. If the post withdrawal disbursement is in a form of a federal grant, the University will automatically disburse the funds to the student’s account. If the disbursement is in the form of a loan, the student will be contacted within 30 days. The student will be allowed at least 14 days to respond to the Financial Aid Office of their desire to accept or decline the post withdrawal loan disbursement.

If after the student’s account has a credit balance after the federal return calculation or post withdrawal disbursement is applied, the credit balance will be processed for the student or parent, in cases of PLUS loan, within 14 days. 

The federal refund calculation and return of federal aid may also need to be completed for any withdrawn or dropped courses within the term, if the student is enrolled in a term which has at least one class that is offered in modules or short classes that do not extend the entire term.

State Refund Policy

Students who receive state aid who cease enrollment prior to the first 10 days of the term will have all their state aid returned. If a student ceases attendance after the add/drop period of the term and before completing 60% of the term they will need to return a portion of their state aid. The percentage of state aid returned is determined from a calculation using the effective withdrawal or leave date along with other considerations such as percentage of award funded by state funds, payment on accounts, and amount refunded to federal programs.

Institutional Refund Policy

Students who receive merit and/or need based institutional grants and scholarships who cease enrollment prior to the add/drop period of the term will have all of their institutional aid returned. If they cease attendance after the add/drop period, the aid is reduced by the same percent as the student’s tuition is reduced.