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Policies

To be eligible for Federal Student Aid (financial aid), applicants must meet Satisfactory Academic Progress (SAP) standards and be enrolled in a qualifying certificate or degree program. Our policy is designed to encourage students to improve their academic performance and to meet graduation requirements. 

As per federal regulations, all official, academic transcripts, including credits transferred from a different school, will be reviewed to determine SAP standards whether or not financial aid was received. 

All grades (A, B, C, D, P, CR, XF, F, I, IP, W, WN) will be included in the review, excluding, non-accepted credits and lowest grades on a repeated course. Courses approved for academic amnesty or renewal will be included in SAP calculations. All grades will calculate as attempted financial aid hours. Developmental (remedial) courses will be counted in 67% completion rate and in career cumulative Grade Point Average (GPA). Audit and non-credit classes are not considered for financial aid and not included in GPA or completion rate calculations.

Evaluation of SAP

  • To ensure students are meeting SAP, a student’s progress will be evaluated at the end of each semester (fall, spring & summer).
  • A student’s current status will be evaluated only after completion of a student’s financial aid record (complete FAFSA, verification, authorized and accepted aid).

Results of SAP

A student not meeting SAP may be placed on Financial Aid Warning or Financial Aid Denial.

Students who are not meeting financial aid SAP standards are notified of their ineligibility for Title IV aid first by e-mail to their personal and ICC email address. Students who do not respond to the email within 48 hours are sent notice by certified mail and will receive a $20 certified mail charge. Notifications of Title IV ineligibility include information on the SAP appeal process and how the student may re-establish his or her eligibility to receive Title IV aid and information, what the student must submit regarding why he or she did not meet SAP, and what has changed in the student’s situation that will allow her to meet SAP during the next evaluation.

Student may (and are encouraged to) appeal a Financial Aid Denial status.

Financial Aid Warning

Under any of the following conditions students are placed on financial aid warning:

  • Failure to maintain a career cumulative GPA of 2.0 or greater
  • Failure to maintain a 67% completion rate.

Students placed on financial aid warning will remain eligible for all federal aid during the next semester of enrollment. Students on warning may lose their ICC Scholarship during the next semester if the student does not meet the minimum GPA requirement.
Students on financial aid warning will be evaluated at the end of the warning semester. At that time one of the following will occur:

  • If the student has achieved a career cumulative GPA of 2.0 or greater and 67% completion rate will be regain financial aid eligibility for the next semester of enrollment.
  • If the above conditions have not been met the student will be placed on financial aid denial.

Notice of financial aid warning may be retroactively incurred due to an evaluation of the students’ previous academic record.

Financial Aid Denial

Under any of the following conditions students are placed on financial aid denial:

  • Receiving unsuccessful grades in all courses, required for degree, in one term
  • Failing to pass a least one, three credit hour course required for degree, in one term
  • Having one semester of financial aid warning, and failing to maintain a career cumulative minimum GPA of 2.0 or 67% completion rate for a second consecutive semester
  • Currently on financial aid probation and did not meet probation requirements
  • Attempting 96 or more credit hours without an academic plan

A student on financial aid denial is not eligible to receive Federal Title IV. Students on financial aid denial may have transcripts evaluated at the end of the denial semester upon request.


Notice of financial aid denial may be retroactively issued based on an evaluation of the student’s previous academic record.

Student may (and are encouraged to) appeal a Financial Aid Denial status. Appeals are due to the Office of Student Financial Aid by the first day of each term/session. Please see the Appeals section for more information about submitting an appeal online.

Regaining Eligibility

A student not making SAP may re-establish eligibility on his or her own. Other than when an appeal is granted, a student can regain eligibility only by taking action that brings her into compliance with components of the SAP standards.  

The student is responsible for contacting the financial aid office to request an evaluation of the transcript to determine eligibility status.

Students placed on Financial Aid denial may—and are encouraged to—submit an appeal to be considered for financial aid probation.

Submitting an Appeal:

  • Complete the online appeal form
    • Address your appeal to the Financial Aid Appeal Committee.
    • Explain in detail the reason(s) you did not meet satisfactory academic progress.
    • Give a detailed explanation for how you plan to correct your academic progress deficiencies and prevent this from happening again.
    • List the details of any extenuating circumstance(s) the Committee should be aware and attach supporting documents.
    • This is also an opportunity for you to include letters of support from professors, physicians, etc., if appropriate.
    • All official college transcripts must be on file with the Registrar by the appeal deadline for the semester the appeal is being submitted.
  • Submit by the appropriate deadline. Appeals are due by the first day of courses for each term/session.

Academic Plans

Students who have attempted 72 – 95 hours will be placed on an academic plan warning. Students will receive a letter recommending meeting with an advisor to develop an academic plan (also referred to as academic plan) to prevent being placed on financial aid denial.

Students who have attempted 96 or more credit hours or who have received an Associates Degree must be on an academic plan. Students taking courses after meeting either of these two criteria without an Academic Plan will be placed on Financial Aid denial.

Academic plans outline a course-by-course plan for degree completion and a timeframe in which the academic plan will be completed. Academic plans must be completed with your advisor. For financial aid to be reinstated, the Office of Student Financial Aid must approve your Academic Plan.

Federal Student Aid will only pay for those courses outlined in the academic plan and subject to your financial aid enrollment stats (full-time, three-quarter time, half time, less-than-half time).

Submitting an Academic Plan:

  • Meet with your Academic Advisor/Navigator to create your academic plan
  • Complete the online appeal form
    • Address your letter to the financial Aid Appeal Committee.
    • Your letter of appeal should state your degree intentions, projected graduation time frame and how you plan to meet satisfactory academic progress.
    • Your letter of appeal should also state your educational goals and professional intentions.
    • If you are appealing to change an academic plan, explain why this change is being requested.
    • All official college transcripts must be on file with the Registrar by the appeal deadline for the semester the appeal is being submitted.
  • Follow your Academic Plan
    • Taking courses not approved on your Academic Plan will invalidate your plan and make you ineligible for any Federal Student Aid.
    • If you need to change your academic plan, you must resubmit the appeal form.
  • Submit the Academic Plan by the appropriate deadline. Academic Plan appeals are due the first day of courses for each term/session.

Probation

A student whose financial aid denial is overturned by the appeal process will be placed on financial aid probation for next semester. Students placed on financial aid probation will regain eligibility of federal aid for the next semester of enrollment. At the end of each semester that the student is on probation academic performance will be evaluated. At that time, one of the following actions will occur:

  • If the student has achieved a career cumulative GPA of 2.0 or greater and 67% completion rate and not attempted 96 or more credit hours will be reinstated to good academic standing.
  • If the student has successfully followed the terms of her academic plan and appeal but cannot yet be returned to good academic standing, the student will remain on financial aid probation.
  • If the student earns a semester GPA of 2.0 but cannot yet be returned to good academic standing based on not meeting a 2.0 or greater, will remain on financial aid probation.

If neither of the above conditions have been met, the student will be placed back on financial aid denial.

The Office of Student Financial Aid is a member of the National Association for Student Financial Aid Administrators (NASFAA).  Our office upholds the NASFAA Ethical Principles.

NASFAA members are required to adhere to the following Statement of Ethical Principals as a condition of membership.

The primary goal of the financial aid professional is to help students achieve their educational potential by providing appropriate financial resources.  Our members are required to exemplify the highest level of ethical behavior in helping students and families find the best ways to pay for college and demonstrate the highest level of professionalism.  We take great pride in our essential task of helping our students and families determine the best ways to meet their educational expenses.

The Financial Aid Professional shall:

  • Be committed to removing financial barriers for those who wish to pursue postsecondary learning.
  • Make every effort to assist students with financial need.
  • Be aware of the issues affecting students and advocate their interests at the institutional, state and federal levels.
  • Support efforts to encourage students, as early as the elementary grades to aspire to and plan for education beyond high school.
  • Educate students and families through daily consumer information.
  • Respect the dignity and protect the privacy of students, and ensure the confidentiality of student records and personal circumstances.
  • Ensure equity by applying all need analysis formulas consistently across the institution’s full population of student financial aid applicants.
  • Provide services that do not discriminate on the basis of race, gender, ethnicity, sexual orientation, religion, disability, age, or economic status.
  • Recognize the need for professional development and continuing education opportunities.
  • Promote the free expression of ideas, opinions, and foster respect for diverse viewpoints within the profession.
  • Commit to the highest level of ethical behavior and refrain from conflict of interest or the perception thereof.
  • Maintain the highest level of professionalism, reflecting a commitment to the goals of the National Association of Student Financial Aid Administrators.

Students are expected to be familiar with and comply with all policies and procedures surrounding Federal Student Aid, institutional aid and outside aid. Including, but not limited to the following basic information.

  • The Office of Student Financial Aid office will communicate primarily using the student’s ICC email address and secondly to the email address listed on the FAFSA. **It is the student’s responsibility to establish and check their ICC email for IMPORTANT information about their financial aid. Not checking your ICC email is not an excuse.
  • The student is responsible for checking their Online Financial Aid System and Pirate Portal about detailed information on my financial aid and bill. Any discrepancy must be reported to the Office of Student Financial Aid for resolution.
  • The student must update their address information in the Pirate Portal. All returned mail due to an outdated address will result in a $10 bad address return fee on the student’s account.
  • A copy of the student’s final high school transcript/GED, with a graduation date prior to the first day of classes, must be on file with Admissions in order to be eligible for any federal or institutional aid.
  • Official copies of college transcripts, for any college I have ever enrolled in or attended, must be on file with the Registrar’s office. By failing to inform Financial Aid of prior college attendance/enrollment will be treated as a form of academic dishonesty and may result in denial of financial aid or enrollment.
  • Academic Plan and Financial Aid Denial notices will be sent via certified mail. This will result in a $20 certified mail fee being charged to my student account. These notices are first sent by email with a deadline for response. If no response is received by email the certified letter will be mailed.
  • The Satisfactory Academic Progress (SAP) policy is available online and a paper copy is available upon request. The student is responsible for reading and understanding the SAP policy.
  • For financial aid purposes, academic majors may be changed a maximum of three times during a student’s academic career.
  • Students must be ENROLLED and ATTENDING classes in order to receive Financial Aid disbursement(s) from the Business Office.  I am aware that if I cease to attend all my classes during a fall, spring, or summer term that I must make an official notice of withdrawal in the Office of the Registrar. Failure to do so may result in me receiving less refund, if any is due, or repaying disbursed financial aid.
  • Federal Grant and Loan funds will be disbursed approximately two and three weeks after certification day each semester.  If you are enrolled in late starting (or mid-semester) classes, you may receive multiple disbursements.
  • Federal Grant and Loan funds that are disbursed to students via paper check or EFT and are returned to ICC, due to bad address, closed checking/savings accounts, or other reasons, may be forfeited and returned to the Department of Education after multiple attempts to deliver.
  • Withdrawing, dropping, or failing classes may result in partial or full repayment of my financial aid awards to Independence Community College and/or the Department of Education.

Students certify that all signatures were provided by the designated individual on all forms submitted to ICC’s Office of Student Financial Aid on paper and by electronic means. I understand that forgery is a form of academic dishonesty which can result in DENIAL of financial aid and DENIAL of enrollment at ICC.