Financial Aid Policies

Satisfactory Academic Progress (SAP)

Each semester students are expected to make satisfactory academic progress towards completing their degree. SAP is based on a student’s grade point average (GPA), the pace at which a degree program can be completed = .6665 (Completion Rate), and the total amount of time allotted to complete a degree program = 150% (Maximum Time Frame Criteria).

Transfer students who were in good academic standing at the college they previously attended will be eligible for enrollment and financial aid. They will fall under the same satisfactory academic progress standards as current students.

Any exception to this policy will be handled based on the information provided and on a case-by-case basis.

Categories of Students

Qualitative Standards (Cumulative Grade Point Average)
Undergraduate Degree
Cumulative Attempted Hours
(with transfer credit)		*Minimum Cumulative Grade Point Average
at Columbia College (GPA)
1-171.70
18-341.80
35-511.90
51 and above2.00
Master's Degree

All graduate students must maintain good academic standing throughout their graduate program at Columbia College. Grades of “C” are considered less than satisfactory. Failing grades are considered unsatisfactory: any failing grade will result in automatic dismissal from the program. Failing grades are “F” and “U.”

In order to maintain good standing in graduate programs, students must consistently do “B” quality work or above in coursework and maintain a cumulative 3.00 GPA. A student whose cumulative GPA falls below a 3.00 in any given semester is placed on academic probation. A student will be dismissed for academic reasons if her/his cumulative GPA is less than 3.00 at the end of the following consecutive semester. Consecutive semesters are fall/spring/summer. The College requires a final cumulative GPA of at least 3.00 (“B”) for receiving the master’s degree.

Qualitative Measure

The qualitative standards are the student’s cumulative grade point average (GPA). All grades attempted will be considered. These include, but are not limited to, courses passed, courses failed, courses from which the student withdrew (officially or unofficially), repeated courses, transfer courses, and remedial/developmental coursework. Qualitative standards required to retain federal, state, and institutional sources of financial aid for full-time students are determined by the standards in the chart above. 

Students who appeal and are placed on an Academic Plan must meet different standards described later in this policy.

Quantitative Measure

Course Completion Rate

Quantitative standards measure the rate at which the student is completing their degree. This rate is calculated by dividing the number of earned credit hours by the number of attempted hours. (Earned / Attempted = Completion Rate). If the calculation results in a decimal, the institution will use standard rounding rules. For example, if the result is 66.65%, the course completion rate will be rounded to 67%. Students are required to complete 2/3 (66.65%) of attempted credit hours.

Maximum Time Frame

Regulations state that undergraduate students must complete their program within 150% of the published length of their program of study. For example, the minimum number of credit hours required for an undergraduate degree at CC is usually 126 credit hours. Therefore, undergraduate students are allowed to attempt a maximum of 190 credit hours (126 x 150% = 190) while pursuing their degree and continue to receive financial aid. The required number of credit hours may vary based upon degree and when the student started their program of study; therefore, the maximum number of credit hours that a student may attempt will also vary in some cases. The 190 credit hour maximum time frame still applies, regardless of the number of times a student changes majors or if he/she is pursuing multiple majors or degrees. The hours included in the evaluation will only include the hours for their current major, regardless of how many times they change majors. Students may appeal their status if their aid is canceled and they are pursuing multiple majors or degrees. If at the time when SAP is reviewed at the conclusion of the spring term or any other term, it is determined that a student has exceeded the maximum number of attempted credit hours based upon their degree, the student is no longer eligible for financial aid.

Attempted hours include all registered hours per semester, whether the student earns a grade or receives credit. Attempted hours include withdrawals, incompletes, and transfer credits. For repetitions, only the credit hours for the highest grade are included in the attempted hours. Any exception to this policy will be handled based on the information provided and on a case-by-case basis. 

Satisfactory Academic Progress (SAP) Cycle

When a student does not meet SAP at the end of a semester for the first time, they return to the college under a warning status. If students are not meeting cumulative standards after the second consecutive semester, the student is suspended. When a student is suspended, they may appeal once to the Office of Financial Aid to reinstate their financial aid eligibility. If the appeal is approved, the student will return under a probation status with an academic plan. If a student does not meet the terms of their academic plan or cumulative SAP standards while on probation, they are suspended. Students who subsequently meet Satisfactory Academic Progress standards will restart the Satisfactory Academic Progress cycle.

Warning status is failure to meet Satisfactory Academic Progress after one semester of enrollment. Students are still eligible to continue to receive financial aid.

Suspension status is failure to meet Satisfactory Academic Progress after two consecutive semesters or who failed to meet their academic plan. A student who has earned suspension status may not receive further financial aid at the college until he or she meets the requirements of the SAP Policy.

Probation status is assigned to a student who has NOT met SAP standards but has an approved appeal for one semester or the length of their Academic Plan.

What happens when the appealed probation semester is complete? 

  1. A student may regain or lose eligibility following the appealed probation semester. The status for the semester following the appealed probation semester will fall into one of the categories below:  
    Stay in an appealed probation status. In order to remain in appealed probation status, a student must meet his or her academic plan requirements. Students who remain in an appealed probationary status will continue on their established academic plan.
  2. Move back to a suspension status. If a student does not meet either:
    1. the required pace of completion or GPA for the semester or
    2. the requirements of his/her academic plan, the student's status will return to suspension, and federal aid will be canceled for future semesters.
      Students who move back to a suspension status will not be eligible for financial aid and no longer have the option to appeal. 
  3. Move to a satisfactory status. If a student meets the overall GPA and Cumulative Completion Rate (while meeting maximum timeframe conditions) for satisfactory academic progress. Students who move to a satisfactory status will no longer be on probation and are now meeting cumulative SAP standards.

Writing the Appeal

You may appeal this suspension once if you experienced an extenuating circumstance that impacted your academic progress. This means that you experienced something that was out of your control and was not common to the entire student population. For example, having a busy part-time job would not qualify for a SAP appeal.

Examples of these extenuating circumstances include:

  • The death of an immediate family member or close relative (i.e., mother, father, grandparent, sibling, or immediate family such as a related aunt or uncle).
  • A serious injury or illness (physical or mental) that requires medical intervention.
  • Significant, unanticipated family obligations due to medical issues or illness.
  • A catastrophic loss due to fire, flood, or natural disaster that affects the student’s academic attendance or performance.
  • An involuntary call to active military duty.
  • An unsafe or abusive environment.
  • Any undue hardship that prohibits the successful completion of coursework.
  • Appealing a financial aid suspension is not the same as appealing an academic suspension. Even if an academic suspension is lifted, it does not automatically remove the financial aid suspension.

Circumstances for which appeals will not be accepted:

  • Lack of knowledge/understanding of the SAP Policy at CC.
  • Medical appeals for illness/injury/hospitalization that do not coincide with the semester(s) of sub-standard academic progress.
  • Work/scheduling conflicts (including voluntary overtime).
  • Acclimation issues regarding being in a college setting.
  • If you’ve previously submitted a SAP appeal with the same extenuating circumstance(s) and you are still not meeting SAP requirements.

Quality Appeals

Appeal submissions are stronger when they detail the problems that have occurred in the past and the plan to ensure that a reoccurrence does not happen. Showing an awareness of what has gone wrong in your academics (coursework not completed satisfactorily, GPA concerns, or both) and detailing a plan for success in the future will always be looked at more favorably.

Submitting reasons why you need financial aid or arguing against the policy will not assist you. We assume you need aid assistance, or you would not apply for it. However, accepting aid carries with it a responsibility to use funding as intended and move efficiently toward degree completion. Promises in your appeal to do better without an explicit, detailed plan do not demonstrate awareness and revised actions to ensure your success.

Your SAP appeal explanation must include the following:

  1. Explain what happened: Why were you unable to maintain satisfactory progress?
  2. Explain what has changed: What corrective measures have you taken or will you take to achieve and maintain satisfactory academic progress?

Tips for Writing Your Appeal Explanation Statement

Admit the problem: Take a hard look at your situation to determine what has kept you from making satisfactory academic progress. Perhaps you need help with time management or study skills. Admit the problem and explain how you will get help.

Attach any relevant supporting documentation: This may include a doctor’s statement, copy of hospital/urgent care/physician’s bill, obituary, funeral notice, or death certificate. Providing documentation that is not related to your appeal will render your appeal incomplete.

Examples of supporting documentation:

  • Obituary/Death certificate
  • Documentation from your (or your family member’s) medical provider
  • Documentation from your (or your family member’s) insurance provider
  • Military orders
  • Police report
  • Statement from a third party (preferably in a professional capacity e.g. lawyer, employer, health professional, government entity)

You may choose not to appeal your SAP status. In this case, you will not be eligible for any aid at Columbia College until you are once again meeting minimum SAP requirements. This means that you can continue taking classes at Columbia College, but you will be responsible for covering all charges without financial aid.

If you withdraw from Columbia College with plans to re-enroll, please note that you are still subject to the SAP policy.

Re-Establish Eligibility 

Students who have been on suspension cannot merely skip a semester to regain eligibility. To regain eligibility for financial aid, the student may submit a written appeal (see Appeals Process below) in accordance with the appeals process, and the Office of Financial Aid approves the appeal. The student is then placed on probation with an academic plan.

The college reserves the right to deny readmission on the merits of the individual case or, if students are readmitted, to indicate the conditions under which they are to be readmitted. Those students who have been readmitted and who have attended another institution while on suspension at Columbia College must submit official transcripts of such work to the Office of Admissions before readmission consideration will be granted. The maximum time frame guidelines will be applied to these students.

The Appeal Process

A student may appeal their suspension of financial aid eligibility by following this process:

  1. Complete the Satisfactory Academic Progress Appeal Application in which the student clearly explains extenuating circumstances that prevented you from meeting the Satisfactory Academic Progress requirements. The application must explain: 
    1. What occurred; why did you fail to meet the SAP requirements? 
    2. How have you resolved these circumstances so that they will not continue to affect your academic performance in the future? 
    3. What is your plan of action to ensure your academic success?
  2. For a maximum time frame, the student must explain the number of hours accumulated and submit a degree audit.
  3. Submit your completed appeal application and all supporting documents. Submit the appeal during the following times:
    1. The second week of August
    2. The last week of December
    3. The third week of May
    4. The third week of July
  4. Students will be notified of the decision by mail or email within 48 hours of the decision. The decision of the Financial Aid Office is final.

Submit Appeals Form and Supporting Documents to:
Columbia College
Office of Financial Aid
Attn: Satisfactory Academic Progress
1301 Columbia College Drive Columbia, SC 29203
Email To: fa@columbiacollegesc.edu

Academic Plans

Students who have an approved SAP appeal and require more than one semester to meet SAP cumulative standards must have an academic plan. The student is required to meet with their academic advisor, who will help them determine the following:

  • The number of semesters required to meet SAP standards.
  • The number of credit hours the student cannot exceed for each semester.
  • The minimum GPA for each semester.

Once this step is complete, the student must meet with a staff member of the Office of Financial Aid to sign the final page, which may contain additional requirements determined by the Appeal Committee.

Once this information is reviewed with the student, the staff member and the student sign the academic plan. The staff member keeps a copy for the institution, and the student keeps the original copy. The copy is maintained in shared folders for the institution. If changes need to be made to the plan due to the availability of classes, the student must meet with their academic advisor and bring the adjustments to the Office of Financial Aid to be maintained with the appeal and original plan.

Terms & Conditions

Traditional Students
  1. Disbursement of your financial aid award (with the exception of work-study) will be in the form of direct credit to your student account in the Office of Tuition Accounts. One-half of the award will be applied each semester unless you are enrolled in a year-round cohort. Students attending year-round cohorts will have their aid disbursed over three semesters, with one-third of their total aid applied each semester. When applicable, Columbia College will disburse Title IV funds by Electronic Funds Transfer. Any charges incurred to the student account, including but not limited to late fees, fines, and tickets, will be covered by aid only if excess aid is available.
  2. The Financial Aid Office reserves the right, on behalf of the College, to review and cancel any award at any time because of changes in your financial, housing, or academic status.
  3. You are required to notify the Financial Aid Office of any scholarships, loans, book allowances, or other forms of assistance extended to you from sources outside the college.
  4. All Columbia College scholarships are applicable to tuition charges only. Outside scholarships are applied toward need.
  5. Any need-based scholarships calculated prior to receiving notification of additional scholarship resources will automatically be recalculated to incorporate the additional funding, thus reducing the amount of need-based scholarships.
  6. The renewal of Columbia College merit scholarships each year is dependent on the achievement of a specific GPA requirement. A 10% scholarship penalty is assessed to any student not meeting the specified GPA. GPA requirements for all merit scholarships are listed in the Columbia College Bulletin.
  7. Institutional funds will be limited to campus-based programs and excludes Study Abroad and Washington semester programs.
  8. The Founders Scholarship cannot be used in conjunction with any other institutional scholarship or grant. It covers the cost of tuition after all other aid has been applied.
  9. Departmental scholarships such as music, dance, art, or athletics are not awarded by the Financial Aid Office and may have different criteria for renewal. However, they are considered part of the financial aid award package and will be included in the award letter. They will require your participation in donor-related functions.
  10. Book vouchers only occur if you are eligible to receive one by having a LIFE or HOPE scholarship or a credit balance from a loan.
  11. Students cannot receive a refund generated by Columbia College funds. If a student receives gift aid from federal, state, or private sources in excess of what is needed to cover tuition, room, board, fees, and books. Columbia College aid will be reduced so that the account balance is zero.
  12. Students receiving financial assistance cannot be awarded more than the cost of attendance as defined annually.
  13. Students enrolled in the Day College must enroll at least half-time (6 credit hours) each semester to be eligible for federal funds and full-time (minimum of 12 hours) each semester to be eligible for SC Tuition Grant, Life Scholarship, and all other programs.
  14. Your financial aid is awarded contingent on your maintaining Satisfactory Academic Progress (see Columbia College Bulletin). Undergraduate students must meet the cumulative GPA requirements and have passed 67% of all attempted hours to retain their financial aid eligibility for the following academic term. For LIFE Scholarship, full-time students must earn 30 (non-remedial) semester credit hours per year and enroll in 12 non-remedial hours each semester. You must complete 30 non-remedial hours for a rising sophomore, 60 non-remedial hours for a rising junior, and 90 non-remedial hours for a rising senior and meet the state GPA requirement.
  15. If your award includes a Federal Direct Loan, you are required to complete an entrance interview for detailed information on the terms of the loan. These programs also require that you complete an exit interview before your graduation or withdrawal from Columbia College. You can complete either process at www.studentloans.gov.
  16. If you withdraw from Columbia College before 60% of the term is completed, the official date of withdrawal will be used to determine the portion of aid to be refunded to the financial aid programs (federal, state, and institutional). A student earns Title IV funds in direct proportion to the length of the term you are enrolled. 
  17. If you have been awarded employment under the Federal Work-Study Program (FWS), the amount of FWS aid shown is the maximum amount of money you can expect to earn during the academic year as the result of work performed. You will only be paid for hours worked, and obtaining work is contingent on finding campus employment. Work-study earnings are paid directly to you on a monthly basis.
  18. If you have been selected for verification of your financial aid information, you will be required to submit requested documentation (tax returns, etc.) to the Financial Aid Office within 14 days from the day of request. Failure to do so may result in the automatic withdrawal of aid. You will be notified in writing of any adjustment to your aid as a result of verification.
  19. Financial aid awards are made for one year only. You must reapply annually. Renewal of aid depends upon your maintaining satisfactory academic progress, your continued need for financial aid assistance, and the availability of funds. Applications submitted by April 15th will receive priority consideration.
  20. Any commitment of funds is made contingent upon actual receipt of the funds by the College.
  21. Students registered for less than 6 credit hours, or students attending summer school must contact the Financial Aid Office in order to be evaluated for any financial aid eligibility.
  22. Columbia College is prohibited from making an official notification of eligibility for state scholarships such as LIFE, HOPE, and Palmetto Fellows based on electronic transcripts (Parchment, Docufide etc) that do not follow the specific guidelines provided by the SC Commission on Higher Education. 
Evening Programs
  1. Disbursement of your financial aid award (with the exception of work-study) will be in the form of direct credit to your student account in the Business Office. One-half of the award will be applied each semester unless you are enrolled in a year-round cohort. Students attending year-round cohorts will have their aid disbursed over three semesters, with one-third of their total aid applied each semester. When applicable, Columbia College will disburse Title IV funds by Electronic Funds Transfer. Any charges incurred to the student account, including but not limited to late fees, fines, and tickets, will be covered by aid only if excess aid is available.
  2. The Financial Aid Office reserves the right, on behalf of the College, to review and cancel any award at any time because of changes in your financial, housing, or academic status.
  3. You are required to notify the Financial Aid Office of any scholarships, loans, book allowances, or other forms of assistance extended to you from sources outside the college. Outside resources may impact the award package you have already received and result in a change to your aid.
  4. Students receiving financial assistance cannot be awarded more than the cost of attendance as defined annually.
  5. Book vouchers only occur if you are eligible to receive one by having a LIFE or HOPE scholarship or a credit balance from a loan.
  6. Students enrolled in the Evening College must enroll at least half-time (6 credit hours) each semester to be eligible for federal funds and full-time (minimum of 12 hours) each semester to be eligible for SC Tuition Grant, Life Scholarship, and all other programs.
  7. Your financial aid is awarded contingent on your maintaining Satisfactory Academic Progress (see Columbia College Bulletin). Undergraduate students must meet the cumulative GPA requirements and have passed 67% of all attempted hours to retain their financial aid eligibility for the following academic term. For the LIFE Scholarship, full-time students must earn 30 (non-remedial) semester credit hours per year and enroll in 12 non-remedial hours each semester. You must complete 30 non-remedial hours for a rising sophomore, 60 non-remedial hours for a rising junior, and 90 non-remedial hours for a rising senior and meet the state GPA requirement.
  8. If your award includes a Federal Direct Loan, you are required to complete an entrance interview for detailed information on the terms of the loan. These programs also require that you complete an exit interview before your graduation or withdrawal from Columbia College. You can complete processes for the Federal Stafford Loan(s) at www.studentloans.gov. Please contact the Financial Aid Office for more information about the Perkins Loan processes.
  9. If you have been selected for verification of your financial information, you will be required to submit requested documentation (tax returns, etc.) to the Financial Aid Office within 14 days from the day of request. Aid will not be awarded until this process has been completed. You will be notified in writing of any adjustment to your aid as a result of verification.
  10. Financial aid awards are made for one year only. You must reapply annually. Renewal of aid depends upon your maintaining satisfactory academic progress, your continued need for financial aid assistance, and the availability of funds.
  11. Any commitment of funds is made contingent upon actual receipt of the funds by the College.
  12. Students registered for less than 6 credit hours must contact the Financial Aid Office in order to be evaluated for any financial aid eligibility.
  13. If you withdraw from Columbia College before 60% of the term is completed, the official date of withdrawal will be used to determine the portion of aid to be refunded to the financial aid programs (federal, state, and institutional). A student earns Title IV funds in direct proportion to the length of the term you are enrolled. 
Online Programs
  1. The Financial Aid Office reserves the right, on behalf of the College, to review and cancel any award at any time because of changes in your financial, housing, or academic status.
  2. You are required to notify the Financial Aid Office of any scholarships, loans, book allowances, or other forms of assistance extended to you from sources outside the college. Outside resources may impact the award package you have already received and result in a change to your aid.
  3. Students receiving financial assistance cannot be awarded more than the cost of attendance as defined annually.
  4. Students must enroll at least half-time (6 credit hours) each semester to be eligible for federal aid.
  5. Your financial aid is awarded contingent on your maintaining Satisfactory Academic Progress (see Columbia College Bulletin). Undergraduate students must have a cumulative GPA requirement and have passed 67% of all attempted hours to retain their financial aid eligibility for the following academic term.
  6. If your award includes a Federal Direct Loan, you are required to complete an entrance interview for detailed information on the terms of the loan. These programs also require that you complete an exit interview before your graduation or withdrawal from Columbia College. You can complete processes for the Federal Stafford Loan(s) at www.studentloans.gov. Please contact the Financial Aid Office for more information about the Perkins Loan processes.
  7. The Criminal Justice and Emergency Management online programs are considered to be non-standard term programs for federal and state aid purposes. These programs have an academic year that is longer than traditional programs so that students can take courses in modules. Because the programs are non-standard, they are ineligible for state scholarship funds such as LIFE, HOPE, Palmetto Fellows, and the SC Tuition Grant.
  8. If you have been selected for verification of your financial information, you will be required to submit requested documentation (tax returns, etc.) to the Financial Aid Office within 14 days from the day of request. Failure to do so may result in the automatic withdrawal of aid. You will be notified in writing of any adjustment to your aid as a result of verification.
  9. Financial aid awards are made for one year only. You must reapply annually. Renewal of aid depends upon your maintaining satisfactory academic progress, your continued need for financial aid assistance, and the availability of funds.
  10. Any commitment of funds is made contingent upon actual receipt of the funds by the College.
  11. Students registered for less than 9 credit hours must contact the Financial Aid Office in order to be evaluated for any financial aid eligibility.
  12. If you withdraw from Columbia College before 60% of the term is completed, the official date of withdrawal will be used to determine the portion of aid to be refunded to the financial aid programs (federal, state, and institutional). A student earns Title IV funds in direct proportion to the length of the term you are enrolled. 
  13. Students initiating an official withdrawal from any module in which they are currently enrolled must notify the Office of the Registrar and the Office of Financial Aid if they intend to return to the college and continue enrollment within the next 45 calendar days. Stop-outs that exceed 45 days may result in a return of a portion of your federal aid.
  14. Disbursement of your financial aid award will be in the form of direct credit to your student account in the Business Office. One-half of the award will be applied each term. Funds are disbursed twice each term, once at the 3rd module and once at the 5th module. Students with excess aid for a term can expect refunds only once the final disbursement for the term has been made during the 5th module.
  15. When applicable, Columbia College will disburse Title IV funds by Electronic Funds Transfer. Any charges incurred to the student account, including but not limited to: late fees, fines, and tickets, will be covered by aid only if excess aid is available.
Graduate Programs
  1. Disbursement of your financial aid award (with the exception of work-study) will be in the form of direct credit to your student account in the Business Office. One-half of the award will be applied each semester unless you are enrolled in a year-round cohort. Students attending year-round cohorts will have their aid disbursed over three semesters, with one-third of their total aid applied each semester. When applicable, Columbia College will disburse Title IV funds by Electronic Funds Transfer. Any charges incurred to the student account, including but not limited to late fees, fines, and tickets, will be covered by aid only if excess aid is available.
  2. The Financial Aid Office reserves the right, on behalf of the College, to review and cancel any award at any time because of changes in your financial, housing, or academic status.
  3. You are required to notify the Financial Aid Office of any scholarships, loans, book allowances, or other forms of assistance extended to you from sources outside the college. Outside resources may impact the award package you have already received and result in a change to your aid.
  4. Students receiving financial assistance cannot be awarded more than the cost of attendance as defined annually.
  5. Students must enroll at least half-time (3 credit hours) each semester to be eligible for federal aid.
  6. Your financial aid is awarded contingent on your maintaining Satisfactory Academic Progress (see Columbia College Bulletin). Graduate students must maintain a 3.0 and have passed 67% of all attempted hours.
  7. If your award includes a Federal Direct Loan, you are required to complete an entrance interview for detailed information on the terms of the loan. This program also requires that you complete an exit interview before your graduation or withdrawal from Columbia College. You can complete processes at www.studentloans.gov.
  8. If you have been selected for verification of your financial aid information, you will be required to submit requested documentation (tax returns, etc.) to the Financial Aid Office within 14 days from the day of request. Aid will not be awarded until the verification process has been completed. You will be notified in writing of any adjustment to your aid as a result of verification.
  9. Financial aid awards are made for one year only. You must reapply annually. Renewal of aid depends upon your maintaining satisfactory academic progress, your continued need for financial aid assistance, and the availability of funds.
  10. Any commitment of funds is made contingent upon actual receipt of the funds by the College.
  11. Book vouchers only occur if you are eligible to receive one by having a credit balance from a loan or outside resources.
  12. If you withdraw from Columbia College before 60% of the term is completed, the official date of withdrawal will be used to determine the portion of aid to be refunded to the financial aid program (federal). A student earns Title IV funds in direct proportion to the length of the term you are enrolled. 

Verification

Columbia College performs verification on students who are selected by the US Department of Education. Columbia College verifies information that the US Department of Education requires. The Application and Verification Guide, published by the U.S. Department of Education each year, is used as a reference for verification requirements. Columbia College verifies all students in which the Department of Education selected for verification. Columbia College may select a student for verification that is not selected by the US Department of Education if the Office of Financial Aid receives is a discrepancy or a condition which is unusual and warrants investigation. 

Upon receipt of the electronic ISIR, a Missing Information email is generated for any student who is selected for verification according to the federal selection criteria. This letter informs the student of additional information that is required to complete the financial aid application (verification form, student and parent tax transcripts, etc.). If the student and/or parent use the Tax Retrieval Tool on the FAFSA and tax data is transferred onto the FAFSA, no Tax Transcript is needed. Students are notified that the majority of financial aid funds are awarded on a first-come, first-served basis and that until the missing items are submitted to the Office of Financial Aid, additional processing of their file is not possible, and no financial aid will be awarded or disbursed.

Required documentation items are identified, and the receipt date is maintained in PowerFAIDS, the financial aid automated tracking system. Documentation submitted to the OFA must be legible and appropriate. If the student submits a document that is not legible, the document will be returned, and appropriate documentation will be requested. Students who fail to submit verification documents will not be awarded Financial Aid.

Students are notified that they are selected for verification on the Student Aid Report (SAR). The financial aid missing information letter also indicates to the student that he/she has been selected for verification.

Exclusions

Listed below are certain circumstances where students do not have to complete verification. Counselors must identify and document in the aid folder why the student is not required to complete verification:

  1. Incarceration
  2. Recent immigrant
  3. Spouse unavailable
  4. Parents unavailable 
  5. Death of the student
  6. Not an aid recipient
Acceptable Documentation & Forms

The collection of documents must be uniform and consistent across the student population. 
Students selected for verification will be required to submit specific forms to the Office of Financial Aid. Forms that could be required include but are not limited to: 

  • Verification Worksheet 
  • Parent/Student Tax Return Transcript or Federal 1040 Form
  • Parent/Student W-2s 
  • Low Income/Non-Tax Filer form 
  • Untaxed Income Document 
  • Statement of Educational Purpose 
  • Unaccompanied Youth Form 
  • Parent Plus Waiver Form 
  • Statement for Previous Loan Discharge 
  • Special Circumstances Form 
  • Dependency Evaluation Request Form 
  • Satisfactory Academic Progress Appeal Form

Any exception made will be considered on a case-by-case basis and approved by the Director of Financial Aid.

Data Elements to be Verified

Students in this group must verify the following if they are tax filers:

  • V1 - Standard Verification Group
    • Adjusted gross income 
    • U.S. income tax paid
    • Untaxed portions of IRA distributions
    • Untaxed portions of pensions
    • IRA deductions and payments
    • Tax-exempt interest income
    • Education credits
    • Household size
    • Number in college 
    •  Students who are not tax filers must verify the following:
      • Income earned from work
      • Household size
      • Number in college
  • V4 - Custom Verification Group
    • Students must verify their identity/statement of educational purpose (SEP).
  • V5 - Aggregate Verification Group
    • Students must verify their identity/statement of educational purpose (SEP) in addition to the items in the Standard Verification Group.
Conflicting & Inaccurate Information

Upon learning of a discrepancy between the FAFSA and verification documents, the school is required to correct the information. The Institution is required to update the correct information on the ISIR. The school may do so by submitting corrections through FAA Access to CPS online. All conflicting information must be resolved before the student can be packaged and have aid disbursed.

Student Notification of Verification Changes

When the corrected ISIR is received, a final review of the file takes place, and an award is made, if applicable. Because the OFA is liable for disbursements made prior to verification, it is the policy of the office not to award nor disburse funds until verification is complete. Columbia College does not allow interim disbursements. Students must complete the verification process before aid is disbursed. OFA policies and procedures are designed to eliminate the possibility of an overpayment from any fund. If, however, an overpayment does occur, a stop order is placed on the student’s records by the Office of Financial Aid, and notification is emailed to the student.

Resolving Conflicting Information

Before an award can be made to a student, conflicting information will be resolved. For example: In checking the NSLDS database, the Office of Financial Aid discovers that the student has attended another college but failed to inform the Office of Admissions. The Office of Financial Aid will notify the Office of Admissions of the conflict and place a processing hold on the student’s record. The student will be informed that in order to be awarded financial aid, the academic transcript from the other college must be received by the Office of Admissions. As conflicts arise, they will be addressed, and any other offices involved will be notified.

Supplemental Institutional Verification Procedures 

In addition to the verification procedures required by the US Dept. of Ed., CC performs an internal audit on all files for enrolled students. The internal audit includes, but is not limited to, an evaluation of the following:

  1. Loan Limits
  2. Pell LEU
  3. All C-Codes
  4. Overpayments
  5. All verification items/requirements
  6. All applicable transcripts

Award Procedures

The Office of Financial Aid will review the student files for accuracy and completeness. A complete file consists of the following:  a signed FAFSA or Electronic SAR, admittance to the college as an undergraduate or graduate student, and all other documents (tax return transcript, birth certificates, etc.) requested by the Office of Financial Aid. Please be sure to complete all documents requested for your file. Download and complete ONLY the form you need for your file. You may email to fa@columbiasc.edu. Students who must submit additional information for corrections will be sent an updated awarded letter.

Students whose files are accurate and complete will be sent an Award Letter explaining the types and amounts of aid they are eligible to receive, as well as directions concerning how the aid will be distributed. 

All students must complete a FAFSA form to receive federal aid, including Federal Direct Student Loans and or Federal PLUS loans, state aid, and institutional aid. The FAFSA is not required for private loans.

Federal Direct Loans are electronically transmitted to the lender; the "Master Promissory Note" (MPN) can be completed online. Please electronically complete and sign the MPN. The student and PLUS loan MPN must be completed at least once during the student's four-year matriculation.

Students and/or parents obtaining loans from an outside lending agency must contact those agencies for applications, school certification forms, and promissory notes. 
Loan funds from private lenders are sent to the school via Electronic Funds Transfer (EFT) to the student's account. The lender will not disburse any loan funds without a complete and signed MPN or Entrance Counseling. 

If additional scholarship funds come in after the award/disbursement of funds, those awards may be adjusted (i.e. reduced or taken away) to prevent an over-award situation.

Award notifications are emailed weekly for students to view the award information in Koala Connection.

Disbursement Procedures

All financial aid disbursements made to students by Columbia College will occur only after the anticipated enrollment information contained on your award letter has been verified with the Registrar's Office. If the enrollment status has changed, the disbursement of financial aid will be delayed. For example, if your award is based on full-time enrollment and you are enrolled part-time, your aid will not be disbursed immediately, and you should notify our office of the change.

You must be enrolled at least part-time to receive a Direct Federal Student Loan. Part-time is considered 3- 5 hours for graduates and 6-8 hours for undergraduates. Satisfactory Academic Progress must also be verified for each award year before aid is disbursed. Year-based financial aid is typically disbursed to the student in two equal installments, one disbursement in the fall and the other in the spring semester. The period of enrollment (Full Year/Fall Only/Spring Only) will determine when the disbursements are made to the student account. Aid is typically posted to student accounts during the second week of classes.

Most financial aid awards credit to students' accounts. These awards include, but are not limited to, funds from the following sources: 

  • Pell
  • SEOG
  • SCNGCAP
  • SCTG
  • Life Scholarship
  • Hope Scholarship
  • Palmetto Fellows Scholarship
  • CC scholarships
  • PLUS loans
  • Direct Student loans

Financial aid will credit your account if you have accepted the aid and an accurate record of your enrollment status is in the system. You must sign a promissory note for Direct Student Loans and PLUS loans. Direct Student loans also require completion of one-time entrance counseling to disburse. Some financial aid awards do not credit to student accounts. Federal work-study awards are issued to the student unless otherwise requested.

Institutional scholarships and grants may only be used to pay Columbia College tuition, fees, and room and board expenses. You are responsible for paying the balance due by the due date after financial aid has been disbursed. Any financial aid resulting in a credit balance will be distributed to you by the Office of Tuition Accounts within 14 business days. You will receive information regarding the due date of your bill with your statement of account each semester.

Financial aid is not automatically renewable. A FAFSA must be filled out each academic year. Reapplication for financial aid should be made as soon as possible after October 1st.

Withdrawals & Title IV Return of Funds

Federal, state, and institutional aid is awarded and disbursed based on the assumption that a student will attend courses for the entire semester and is, therefore, eligible for the entire amount of the disbursement. A Return of Title IV (R2T4) funds calculation is performed when a student who is awarded FSA funds withdrawals from a semester of study. The OFA uses software provided by the U.S. Department of Education to complete this calculation. A copy of the student’s unofficial transcript, student account statement, and financial aid record is used in conjunction with this software. A notification will be sent within 30 days of the withdrawal date if any Title IV aid needs to be returned.

The Registrar’s Office is officially designated by the school as the office where students are to provide official notice of intent to withdraw. If a student stops attending classes before completing 60% of the semester, the student is considered to have earned only a percentage of his/her aid equal to the percentage of the semester completed. In such cases, the school must apply federal and state rules to determine how much unearned aid must be repaid by the student and the school, respectively. If a student receiving Federal Title IV Aid withdraws after completing 60% of the semester, no Title IV Aid will be returned. The student is considered to have earned 100% of the Title IV Aid for the semester. The adjustment of aid may have implications for future aid years, and it is therefore suggested that all students considering withdrawal contact the Financial Aid Office for guidance.

Columbia College has its own institutional refund policy, which determines the charges that a student will owe after withdrawing. This institutional refund policy is separate from and does not affect the amount of Title IV aid earned under the Return of Title IV funds calculation.

Title IV Financial Aid includes: 

  • Federal Pell Grants
  • Federal Supplemental Educational Opportunity Grants (FSEOG)
  • Federal Direct Subsidized and Unsubsidized Loans
  • Federal Direct PLUS Loans (for Parents and Graduate Students)

The Office of the Registrar will notify all key areas within 24 hours of official/unofficial withdrawals. The Office of Financial Aid calculates the RT24 within 14 business days of notification from the Office of the Registrar. An additional 14 days will be required for post-withdrawal responses, and a revised report will be sent to the registrar and Office of Tuition Accounts. The Office of Tuition Accounts will assess accordingly within 3 business days. 
 

Withdrawal Date

Withdrawal Date is defined as the actual date the student began the institutional withdrawal process, the student’s last date of recorded attendance or the midpoint of the semester for a student who leaves without notifying the College.

Formula Calculation

Title IV Return of Funds is calculated by using the official withdrawal date (retrieved from the Office of the Registrar) to determine the percentage of the semester completed by the student. The percentage completed is then multiplied by the amount of FSA funds disbursed to the student to determine the amount of aid earned by the student. The amount earned is then subtracted from the total award for that term to determine unearned aid.

Institution & Student Responsibility

All unearned FSA funds must be returned to the Department of Education by CC within 30 days of the official withdrawal date. When a student owes an overpayment of aid due to the R2T4 calculation, either the aid is reduced to repay the overpayment or a series of three letters over a 45-day period are sent to the student requesting repayment of the unearned funds. If the student fails to repay the funds by the requested “due date,” the overpayment is reported to the National Student Loan Data System (NSLDS) and to the Federal Borrower Services (for federal funds). When the student owes any money to the College resulting from the return of unearned financial aid, the Business Office at Columbia College bills the student. If the student does not pay the funds due to the College, a hold is placed on the student’s account, and he/she is permitted to register for classes; however, will not receive transcripts until the balance has been resolved.

Unofficial Withdrawal Policy

If a student stops attending and fails to officially withdraw from classes, the student is considered to be an unofficial withdrawal. For unofficial withdrawals, we use the date determined by the College Registrar as the withdrawal date by reviewing the last date of attendance from an instructor. If the student’s withdrawal date is the same date as the disbursement date, we consider the aid disbursed prior to the withdrawal.

Institutional Refund Policy

Students who are admitted and register for courses at Columbia College are financially responsible for fees and charges associated with those courses. Students are encouraged to complete all courses for which they register. Guidelines for institutional refunds can be found in section 13 of the student handbook.

Post-Withdrawal Disbursements

A post-withdrawal disbursement applies when a student completely withdraws from school and may be eligible to receive grants and or loans that have not yet been disbursed. The amount of the disbursement is determined by a required Return of Title IV calculation when a student completely withdraws from school. A student may not receive any funds as a post-withdrawal disbursement that the school is prohibited from making on or before the date the student withdrew. 

Examples of this include:

  • If a promissory note for a Federal Direct Stafford Loan or Federal Direct Parent PLUS Loan has not been signed and submitted by the student before the institution performs the Return to Title IV calculation, the loan is s automatically canceled.
  • The institution may provide loan counseling information with the notice of eligibility for a post-withdrawal disbursement. However, the institution will not make the disbursement to the student until the student has completed entrance counseling.
  • If the student is a first-year, first-time borrower of a Federal Direct Loan and withdraws before the 30th day of the semester, the Federal Direct Stafford Loan or Federal Direct Parent PLUS Loan is canceled.

If it is determined that a student or parent is eligible for a post-withdrawal disbursement, grant funds will be disbursed first and will be credited to the student's account for current outstanding charges of tuition and fees. For a balance due for charges other than tuition and fees, the institution will seek authorization from the student to deduct those charges from grant proceeds. If a remaining balance exists, the institution will seek the student's or parent's, if applicable, authorization to pay tuition and fees and other educationally related expenses from loan proceeds. If a credit balance exists after the payment of all charges, the institution will refund those funds to the student or parent (in the case of a Federal Direct Parent PLUS Loan). Any remaining balance due to the institution is the responsibility of the student.

Returning Unearned Funds

Columbia College will return any unearned Title IV funds for which it is responsible no later than 45 days from the determined date of the student's withdrawal in the following order: 

  • Federal Direct Unsubsidized Stafford Loans
  • Federal Direct Subsidized Stafford Loans 
  • Federal Direct Graduate PLUS Loan
  • Federal Direct Parent PLUS Loan
  • Federal Pell Grants
  • Federal Supplemental Educational Opportunity Grant
  • Other Federal Grants
Requirements and Deadlines for R2T4 Calculations and Return of Title IV Aid

The following list outlines the requirements and deadlines for the return of Title IV funds. \

  • Determining withdrawal date: 30 days after the end of earlier of the following (1) Semester (payment or enrollment period), (2) Academic year in which the student withdraws, or (3) Educational program from which the student withdrew. 
  • Return of unearned Title IV funds: No later than 45 days after the date CC determined the student withdrew. 
  • Post-withdrawal disbursement to student’s account: No later than 180 days after the date CC determined the student withdrew.
  • Written notification providing the student (or parent) the opportunity to accept all or part of a post-withdrawal disbursement of Title IV loan funds to the student’s account: Within 30 days of CC’s determination that the student withdrew.
  • Written notification of student’s eligibility for a post-withdrawal disbursement of Title IV loan funds in excess of outstanding current (educationally related) charges: Within 30 days of CC’s determination that the student withdrew.
  • Post-withdrawal disbursement to the student for earned Title IV funds in excess of outstanding current (educationally related) charges: From the date CC determined the student withdrew… (1) No later than 180 days for loans and (2) No later than 45 days for grants. 
  • Notification to the student of grant overpayment: Within 30 days of the date, CC determined that the student withdrew. 
  • Referral of student to Debt Resolution Services: As soon as possible. 
  • Student (or parent) deadline to submit a response instructing CC to make a post-withdrawal disbursement: The deadline is given in writing when CC makes the offer of a post-withdrawal disbursement.
  • Notification to the student (or parent) of the outcome of a late request for a post-withdrawal disbursement to the student: As soon as possible. 
  • Student’s deadline to return any unearned Title IV funds: (1) For loans, according to the terms of the loan and (2) for grants, within 45 days of the date CC sent or was required to send a notice (whichever is earlier). 

Degree-Seeking Status

To qualify for federal financial aid, you must apply and be accepted into a degree-seeking program at Columbia College. Most types of financial aid require a student to enroll in at least half-time credits each semester.

Half-time status for undergraduate students is defined as 6 credit hours.

Half-time status for graduate students is defined as 3 credit hours.

Enrollment in courses that do not apply to your program of study may not count toward your enrollment status for financial aid purposes. 

Students who are seeking a second bachelor's degree are considered post-baccalaureate students. Although most undergraduate federal aid is restricted to first-degree-seeking students, post-baccalaureate students may be eligible to borrow federal loans. Students must apply/change to a major that is different from their previously earned degree to be considered.