Attendance: All instructors report attendance after the first class session each quarter. Prior to release of excess financial aid funds, attendance must be confirmed. Students unable to attend the first session of the quarter, need to contact the Financial Aid Office. All loan funds will be returned to the U.S. Department of Education if attendance cannot be confirmed.(back to top)
Change of Address: It is each student’s responsibility to make sure the Office of the Registrar, the Financial Aid Office, and the U.S. Department of Education have the most current and correct address, phone number, and e-mail information. If this information changes, the respective representatives must be notified.(back to top)
Course Registration: The student is required to register for coursework each quarter. All loan funds will be returned to the U.S. Department of Education if a student is not registered for coursework.(back to top)
Dissertation Enrollment: Students enrolled in the dissertation phase may be eligible for financial aid during the initial nine-quarter dissertation enrollment period. The dissertation fee is equal to one year’s tuition at the time the student entered the program of study. Refer to the Dissertation Financial Aid Fact Sheet for Financial Aid Recipients or contact the Financial Aid Office for complete details.(back to top)
Leave of Absence: Students must submit to the Registrar’s Office a completed Leave of Absence form. If a student finds it necessary to interrupt the program of study upon completion of a quarter, s/he may request a leave of absence from Pacifica. During this period, the student will not be considered enrolled. If the leave exceeds six months, the loan(s) received while enrolled at Pacifica will enter the repayment phase. Any prior or consolidated loans may enter repayment immediately; consult the lender and/or U.S. Department of Education for details.(back to top)
Loan Deferments: Previously borrowed and current student loans may be deferred while the student is enrolled at least half time. Pacifica has partnered with the National Student Clearinghouse to verify enrollment for loan deferment purposes. Students should contact the loan servicer to determine if a deferment form is required by the loan servicer. If required, send the deferment form to the Pacifica Office of the Registrar along with an addressed, stamped envelope.(back to top)
Satisfactory Academic Progress: Students must maintain financial aid satisfactory academic progress in order to remain eligible for federal financial aid. Please refer to the Financial Aid Satisfactory Academic Progress link for complete details.(back to top)
Student Loan Counseling: Students borrowing from the Federal Loan programs, are required to complete an Entrance Counseling session with the Financial Aid Office prior to receiving the first loan disbursement and an Exit Counseling session prior to leaving Pacifica. The loan counseling sessions are to inform the student of his/ her rights and responsibilities as a student loan borrower and about student loan indebtedness. (back to top)
Traineeship or Internship Only Status: Students who register for Traineeship or Internship Only Status are not considered to be enrolled and are not eligible for financial aid or in-school deferments on student loans.(back to top)
Verification: If a student’s FAFSA application is selected by the Department of Education for verification or if Pacifica discovers conflicting financial information on an application, Pacifica will request that the student complete, sign and return a verification worksheet and signed copies of the federal tax return.(back to top)
Withdrawing, Dropping, or Canceling Classes: It is extremely important that students speak with the Financial Aid Office before reducing or changing enrollment status. Awards may be reduced or canceled if the student fails to maintain required enrollment status. Based on the date of notification, the student may receive a pro-rated refund.(back to top)
Withdrawing from the Institute
Student Withdrawals — Students who find it necessary to withdraw or take a leave of absence from Pacifica must notify the Registrar’s Office in writing. The following policy has been set by the Department of Education for all federal financial aid recipients.
Return of Federal Funds policy — Pacifica Graduate Institute has implemented the Return of Federal Funds policy as required by federal regulations (Sect. 668.22 Higher Education Amendments of 1998). For those students who are eligible and receive federal financial aid and find it necessary to withdraw from all courses at Pacifica prior to the completion of the current quarter, the following federal policy applies. The focus of the policy is to return the unearned portion of the federal financial aid for the enrollment period. Only the amount of financial aid that has been earned (based on the number of calendar days completed in the period of enrollment) will be retained on the student’s behalf. Any aid unearned will be returned to the U.S. Department of Education. The Return of Federal Funds will be calculated based on the date the student begins the official withdrawal process (by notifying the Registrar’s Office), the last date of documented attendance or for an unofficial withdrawal, the mid-point of the term or the last documented date of attendance. If a student withdraws from school on or before the 60% point in the term, then the school and possibly the student shall return the percentage of unearned Title IV federal financial aid. The distribution of returned funds is as follows: 1. Federal Unsubsidized Stafford Loan 2. Federal Subsidized Stafford Loan 3. Grad PLUS Loan 4. State, Private, or Institutional Aid 5. The Student (back to top)
Refundable Tuition Policy:
Refunds — refers to the calculation of institutional charges and is a separate calculation from the Return of Federal Funds calculation. The amount of refundable institutional charges (tuition and residential/non-residential fees) will be prorated based on school policy (see below). If there is a balance due by the student as a result of the unearned financial aid being returned, the student will be responsible for payment of the difference.
Students dropping or withdrawing from a course:
To be eligible for a refund, a completed Request to Drop a Class Form must be received by the Office of the Registrar. The date
of withdrawal will be determined by the date written notification is received. Students dropping or withdrawing from a course will
receive a pro-rated refund based on a “per unit tuition calculation”* as specified below.
Refundable Residential/Non-Residential Fee Policy:
To be eligible for a full refund, written notification must be submitted to the Guest Services Department at least five (5) days prior to the beginning of on-site instruction. For those students who attend a portion of their on-site instruction or do not provide sufficient notice, the refund will be prorated based upon the number of days of on-site instruction in the quarter, up to and including the date written notification is received. If the school cancels or discontinues an on-site course, students will receive a prorated refund of the fee.(back to top)
Satisfactory Academic Progress (SAP)
All students who apply for and receive financial aid must be making FSAP toward completion of degree requirements. For all students enrolled in coursework. Annual evaluation of FSAP will occur after spring grades are posted each year (in July or August depending on the spring track end dates).A cumulative grade point average of 3.0 must be maintained AND a minimum of 67% of attempted units must be successfully completed with a grade of “C” or better (grade of “B” or better required for Clinical students). Transfer credit (“TR”) will be considered as both attempted and completed units. Incomplete grades (“I”), failing grades (“F”, “NP”), withdrawn grades (“W”), repeated courses (“R”) and courses in progress with grades pending (“J”) will be counted as attempted units and excluded from completed units until successful grades are posted to the transcript. It is the student’s responsibility to ensure FSAP is maintained. Dissertation students completing dissertation coursework are considered to be in progress and will be counted as attempted credits and will not receive a grade until the student is able to complete his/her dissertation. Students who are completing their dissertation demonstrate FSAP by having a committee formed and submitting acceptable written work to their dissertation committee chair/advisor by the end of the first year. The committee chair/advisor must confirm that such progress has occurred. At the end of the second year of dissertation, in order to be making FSAP, a student must have a committee approved proposal to receive aid during a third year of dissertation work. Federal financial aid is not available beyond the third year of dissertation work. Students will not receive prior FSAP warnings. Students who fail to maintain a minimum cumulative grade point of average of 3.0 and/or fail to successfully complete a minimum of 67% of attempted units each year will lose eligibility for Federal Stafford and Grad Plus Loans. These students will be notified in writing if/when their eligibility for federal aid is suspended. Students, for whom federal aid has been suspended, may appeal if extenuating circumstances (such as a death in the family, injury, illness, or other special circumstances) has hindered academic performance. Students are strongly encouraged to submit a written appeal immediately after receiving notification that financial aid has been suspended. Appeals must be in writing, include an explanation of why FSAP was not maintained and what has changed that would allow them to demonstrate FSAP at the next evaluation. In addition, a Corrective Action Plan (CAP) is a requirement of the appeal process. The corrective action plan should include a detailed explanation of how and when deficiencies will be resolved and may include a proposed academic plan for completion of the degree requirements. The appeal and the CAP must be submitted in writing to the Director of Financial Aid. Refer to the FSAP flyer from the Financial Aid Office for complete details along with breakdown of the maximum number of units a student may attempt to complete their program listed by program.
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Dissertation Students SAP: PhD program students are eligible for financial aid during the nine-quarter dissertation phase of the program. During the first year students must be actively engaged in the dissertation process by submitting written material and have on-going communication with the committee. If a student does not meet this requirement, any further aid will be suspended until progress is made & confirmed by the committee. Students whose financial aid is suspended will be notified in writing. Following the completion of the remaining five quarters, students must have an approved proposal on file to remain eligible for financial aid during an extended one-year period. Contact the Financial Aid Office for complete details. Please note that once the final dissertation draft is approved by committee, all pending financial aid will be canceled.(back to top)
Financial Aid Policy Links:
Satisfactory Academic Progress (SAP)
Institutional Refunds -- Withdrawing From a Program
Refunds - "Dropping a Class"
Financial Aid Recipients Withdrawing From a Program
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