Financial Aid Policies

It’s common for students to drop and add courses during the first few weeks of the semester. However, sometimes students are surprised to find that changes to their schedule can result in a new balance due, even if they initially had enough financial aid to cover their costs. Here are some helpful tips to understand how schedule changes can affect your financial aid:

• You may still owe a balance even if your total number of credits doesn’t change. This can happen if the new course has different fees than the one you dropped.

• Always review your updated bill in your Workday account after making any final changes to your class schedule.

• If your enrollment level changes (for example, dropping from full-time to half-time), your cost of attendance and financial aid will be adjusted. This may reduce your aid, and you may have to repay the difference.

Change in Residency

Non-resident students who successfully petition for in-state residency will have their financial aid adjusted, since the cost of attendance for Colorado residents is significantly lower than for non-residents.

If we receive information that doesn’t match what was reported on your FAFSA, we’re required to make corrections. Sometimes, students or parents notice an error or need to update their FAFSA information themselves. If this happens, please contact our office for help.

If we receive information that doesn’t match what was reported on your FAFSA, we’re required to make corrections. Sometimes, students or parents notice an error or need to update their FAFSA information themselves. If this happens, please contact our office for help.

Undergraduate Students Who Are Graduating

If you plan to graduate in December, your Federal Direct Loans must be prorated based on your fall enrollment.

Non-resident students who successfully petition for in-state residency will have their financial aid adjusted, since the cost of attendance for Colorado residents is significantly lower than for non-residents.

Financial aid is generally awarded for both the fall and spring semesters. If you graduate early or choose not to attend in the spring, your aid will be adjusted to cover only the fall semester. This may require you to repay some funds to the university. To avoid this, please contact our office before the fall semester starts.

• SAP is reviewed each term, including summer, whether or not a student receives financial aid.

• All terms attended count toward the maximum time frame, even if no aid was received.

• Students must notify Student Financial Services (SFS) of any grade changes (including incompletes) that may affect SAP.

• Transfer credits count toward maximum time frame but are excluded from GPA and pace calculations.

• Repeat, incomplete, and withdrawn courses count as attempted credits for the maximum time frame.

• Repeat courses count in both GPA and pace; incompletes and withdrawals count in pace but not GPA.

• Courses dropped before census do not affect pace; courses dropped after census do.

• Western does not offer non-credit remedial courses.

• Changing majors does not reset SAP status.

• Second bachelor’s degree students follow the undergraduate SAP policy.

• Graduate students starting after completing an undergraduate degree begin with a new SAP status.

To maintain financial aid eligibility, undergraduates must:

• Maintain at least a 2.0 cumulative GPA.

• Complete at least 75% of attempted credit hours (pace).

• Complete degree requirements within 180 attempted credits (150% of the minimum 120 credits required).

To remain eligible for aid, graduate students must:

• Maintain at least a 3.0 cumulative GPA.

• Complete at least 75% of attempted credit hours (pace).

• Finish degree requirements within 150% of their program’s minimum credits.

• Pass all registered credits each semester (if enrolled in fewer than nine credits, all must be passed).

• Warning: If you don’t meet GPA or pace for one term, you’ll be placed on warning and have one term to meet requirements again.

• Suspension: If you don’t meet requirements for two consecutive terms, or if you fail all courses, withdraw from all courses, or exceed the maximum timeframe, you will be suspended from aid eligibility.

• You may appeal a suspension by submitting a written appeal with supporting documents before the census date. Valid reasons include serious illness, injury, or family crisis.

• If approved, you’ll be placed on probation and must meet all conditions in your appeal approval.

• You can appeal up to twice during your time at Western.

• Grade Changes: Students must notify SFS to review SAP status if a grade changes. It won’t be reviewed automatically.

• Study Abroad: Students keep aid while waiting for transcripts but may be placed on warning or suspension if they fail to complete coursework.

• Returning Students: Students who left Western after poor performance and return must appeal for aid eligibility.

• Exceeded Timeframe: Students who exceed maximum credits may appeal for an extension; circumstances like transfer credits or long absences will be considered.

Title IV aid refers to federal financial aid programs under the Higher Education Act, including:

• Federal Pell Grant
• Federal Supplemental Educational Opportunity Grant (FSEOG)
• Direct Loans (Subsidized, Unsubsidized, and PLUS)

To maintain financial aid eligibility, undergraduates must:

• Maintain at least a 2.0 cumulative GPA.

• Complete at least 75% of attempted credit hours (pace).

• Complete degree requirements within 180 attempted credits (150% of the minimum 120 credits required).

This policy applies if you:

• Cancel enrollment

• Withdraw from all classes

• Drop to zero credits

• Take a leave of absence

• Are dismissed

If you drop some classes but stay enrolled, R2T4 does not apply — but your aid may still change, so notify Financial Aid.

Your official withdrawal date is when you meet with the Vice President/Dean of Students and submit the withdrawal form through Student Affairs.

If you receive all non-passing grades (F, TF, IN, IP, W, or no grades), and there’s no proof you attended, you’ll be considered an unofficial withdrawal. Faculty must record your last date of attendance for failed courses. If needed, Financial Aid will confirm incomplete grades with faculty and calculate R2T4 within 30 days of the term ending.

Earned vs. Unearned Aid
Financial aid is earned based on how much of the term you complete.

• Earned aid = Days attended ÷ Total days in the term

• If you complete more than 60% of the term, you earn all your aid.

Returning Unearned Aid
Aid you didn’t earn must be returned within 45 days of withdrawal. Western and you share this responsibility:

• School share: The lesser of unearned aid or a percentage of your institutional charges.

• Student share: Any remaining unearned amount after the school share is returned.

Order of Return:

1. Unsubsidized Direct Loan

2. Subsidized Direct Loan

3. Direct PLUS Loans

4. Pell Grant

5. FSEOG

Any portion returned for you is a debt you owe the university.

State and institutional aid follow a similar calculation. Any unearned amount is returned to its source and becomes a debt to the university.

Your refund for tuition and fees depends on when you withdraw:

• 100% refund: Through the end of the drop period (e.g., Sept. 7, 2023)

• 50% refund: Until 25% of the term (e.g., Sept. 8–15, 2023)

• 25% refund: 25%–50% of the term (e.g., Sept. 16–Oct. 12, 2023)

• 0% refund: After 50% of the term (e.g., Oct. 13 onward)

Check the Class Schedule for exact drop dates.

Once the R2T4 calculation is done:

• Financial Aid will notify you of any aid returned.

• The Cashier’s Office will bill you for any new balance due.

You must clear any balance to re-enroll in the future.

• Merit scholarships and other awards are given each year to new freshmen.

• Awards are based on information from your admissions application — no separate application is needed unless specified.

• Scholarships are based on tuition classification (resident/non-resident), ACT/SAT scores, coursework, GPA, and other admissions info.

• Freshman scholarships are renewable for up to 8 consecutive semesters.

Requirements:

• Maintain full-time enrollment (12+ credits per semester).

• Meet the required cumulative GPA each year (see below).

• Successfully complete 24 credits each year for renewal.

Scholarships are split between fall and spring semesters and do not apply to summer.

If you fall below the GPA or credit requirements, your scholarship will be cancelled. You may appeal once in your time at Western — but only after meeting the requirements again.

• Western scholarships and discounts cannot exceed your direct costs (tuition, fees, room, and board based on standard rates).

• Combined with other aid (federal, state, or external), your total aid cannot exceed your total cost of attendance, including indirect costs like personal expenses and transportation.

• Western may replace institutional aid with other funding sources to support all students fairly.

• Endowed and other scholarships may be used to support the general scholarship pool.

If your tuition classification changes (for example, if you receive a military residency adjustment), your scholarship amount will adjust too. Students using the military adjustment pay resident tuition and are treated as residents for scholarship purposes.

Scholarships for student-athletes follow all NCAA rules. Awards may be adjusted to stay in compliance.

Accepting a scholarship means you agree to its terms and all university financial aid policies. Western may adjust awards after they’re accepted to comply with federal, state, or institutional rules.

For questions or to appeal a cancelled scholarship, contact Student Financial Services.

As a student at Western Colorado University, you have the right to:

• Know what financial aid programs are available (federal, state, and institutional).

• Know the deadlines for each financial aid program.

• Understand how your financial need is determined and what resources are considered.

• Know what financial aid has been offered to meet your need.

• Access copies of all policies you’re expected to follow.

• Request additional aid if your financial situation changes.

You are responsible for:

• Reviewing financial aid options and requirements at Western.

• Meeting all School and Student Financial Services deadlines.

• Registering for enough credits to remain eligible for aid:

  • Undergraduate: at least 6 credits (half-time)

  • Graduate: at least 4.5 credits (half-time)

• Completing the FAFSA (or renewal) each year you attend.

• Responding promptly to any requests for documentation or corrections.

• Reading, understanding, and keeping copies of all forms you submit or sign.

• Updating your name and address with Western, lenders, and loan servicers.

• Knowing which parts of your aid must be repaid (loans) and the terms of repayment.

• Following the Withdrawal Policy if you withdraw from Western.

• Maintaining Satisfactory Academic Progress (SAP).

• Reporting any new financial resources not originally reported.

• Fulfilling any work-study job responsibilities you accept.

• Providing accurate information on aid applications; submitting false information can lead to legal consequences under federal and Colorado law.

The Financial Aid Office may exercise professional judgment, on a case-by-case basis, to adjust information used to calculate your Expected Family Contribution (EFC) or your cost of attendance. At Western Colorado University, there are three types of Professional Judgment appeals:

• Cost of Attendance Budget Increase

• Dependency Override

• Reconsideration of Need

Please note: A professional judgment decision granted at another college does not automatically transfer to Western.

Each appeal type has specific requirements and deadlines. Appeals may be submitted in person, by email, mail, or fax:

Western Colorado University
Financial Aid Office, Taylor 314
1 Western Way
Gunnison, CO 81231
Fax: 970-943-3086

Below are details for each type of Professional Judgment appeal considered by our office.

Your Cost of Attendance (COA) sets the maximum amount of financial aid you can receive and is the starting point for determining your financial need. In some cases, the Financial Aid Office can use professional judgment to increase your COA to account for special circumstances.

To request an increase, you must submit supporting documentation. Below are the situations in which you may appeal for a higher COA:

Eligible COA Appeal Reasons:

• Dependent Care: Up to $1,096 per month, per child, based on submitted documentation and Colorado Commission on Higher Education guidelines.

• Study Abroad: Additional costs beyond standard COA components for approved programs.

• Disability Expenses: Costs for special services, personal assistance, transportation, equipment, or supplies not covered by other agencies.

How to Submit a COA Appeal

1. Write and sign a personal statement explaining why you need a COA increase.

2. Include documentation supporting your request. Documents must be signed and on official letterhead if applicable.

3. Submit your appeal in writing — electronic submissions are acceptable only if sent from your Western student email.

Deadlines

• For Fall or Spring, submit by midterm of the Spring semester.

• For Summer, submit by the first day of your summer classes.

Important Notes

• An approved COA increase does not guarantee additional financial aid funding.

• Complete appeals are reviewed within 2–3 weeks of receipt. You will receive an email with the outcome.

• If you want the Financial Aid Office to share appeal information with someone else, make sure you have a FERPA release on file.

By submitting a Dependency Override Appeal, you are asking the Financial Aid Office to review your family situation to determine if you can be classified as an independent student for financial aid purposes.

To be considered, you must show clear documentation of extreme or unusual circumstances that prevent you from providing parental information.

Circumstances That May Qualify

• Abandonment by parents

• An abusive home environment that threatens your health or safety

• Inability to locate parents

• Both parents are incarcerated or institutionalized

• Severe estrangement from parents

Circumstances That Do NOT Qualify

• Parents refuse to help pay for college

• Parents won’t provide FAFSA or verification information

• Parents don’t claim you on their taxes

• You live independently or fully support yourself

• General disagreements with parents

How to Request a Dependency Override

1. Contact the Financial Aid Office for the Dependency Override Appeal Form.

2. Submit the completed form along with:

   • A signed personal statement explaining why you should be considered independent, your current living situation, how you support yourself, and details about your relationship with both biological/adoptive parents.

   • A current FAFSA with the “special circumstances” box checked and no parental information provided.

   • At least two signed letters from third parties (such as a teacher, counselor, doctor, social worker, or agency) who can confirm your situation. At least one must be from a professional unrelated to you. Official documents (like a court order) may also be accepted.

Deadlines

• For Fall or Spring: Submit by midterm of the Spring semester.

• For Summer: Submit by the first day of your summer classes.

What to Expect

• Complete appeals are reviewed within 2–3 weeks after they are received.

• You will get an email with the decision sent to your Western email account.

• If you want your appeal information shared with someone else, make sure you have a FERPA release on file with the Financial Aid Office.

If your household’s financial situation has changed significantly since you filed your FAFSA, you can submit a Reconsideration of Need Appeal to request a review of your financial aid eligibility based on your new circumstances.

Note: Approved appeals usually result in changes only to a Federal Pell Grant and/or Federal Direct Subsidized Loan.

Situations That May Qualify

We may consider a Reconsideration of Need appeal for:

• Major loss of income due to layoff, termination, or similar events (you, your spouse, or parent[s]).

• High out-of-pocket, non-elective medical or dental expenses.

• Loss of untaxed income or benefits (like child support).

• Costs for elementary or secondary school tuition.

• Loss of income or assets due to circumstances beyond your control (e.g., fire, natural disaster, death).

• Conversion of a traditional IRA to a Roth IRA in the reported tax year.

How to Appeal

1. Request the Reconsideration of Need Appeal Form by emailing: finaid@western.edu

2. Complete the form and include all required documentation.

Deadlines

• Fall Semester: Submit by the first Monday in August.

• Spring Semester: Submit by the first Monday in December.

Complete requests are processed within three weeks of receipt.

Important Notes

• Appeals do not guarantee additional aid and adjustments depend on available funding.

• If you haven’t received a decision before the semester begins, you should plan to start the term with your original financial aid offer.

• If you cannot attend without additional aid, you may wish to withdraw before classes begin to avoid financial obligations.

Notification

The Financial Aid Office will email you the outcome of your appeal at your Western email address. To share appeal information with someone else, make sure you have a FERPA release on file.